Please Note: This article is written for users of the following Microsoft Excel versions: 97, 2000, 2002, and 2003. If you are using a later version (Excel 2007 or later), this tip may not work for you. For a version of this tip written specifically for later versions of Excel, click here: Use Filenames that Sort Properly.

Use Filenames That Sort Properly

by Allen Wyatt
(last updated May 4, 2013)

It is not uncommon to work on projects that require several workbooks. When you are naming files for your project, you should use names which will later sort properly when you use various functions of Excel. For instance, the Open dialog box shows the files in the current directory. If your files are named properly, they will always appear in order on the list.

I ensure this by starting all files related to a project with a number of digits that represent the order in which the workbook appears in the project. For instance, if the project entails workbooks from the last quarter of 2012 and the first quarter of 2013, then the files may be named as follows:

201210 Actual Figures.xlsx
201211 Actual Figures.xlsx
201212 Actual Figures.xlsx
201301 Actual Figures.xlsx
201302 Actual Figures.xlsx
201303 Actual Figures.xlsx

The files sort properly because they begin with the year. If they began with the month, then the first quarter of 2013 would sort before the last quarter of 2012, which is not nearly as helpful an order.

ExcelTips is your source for cost-effective Microsoft Excel training. This tip (2233) applies to Microsoft Excel 97, 2000, 2002, and 2003. You can find a version of this tip for the ribbon interface of Excel (Excel 2007 and later) here: Use Filenames that Sort Properly.

Author Bio

Allen Wyatt

With more than 50 non-fiction books and numerous magazine articles to his credit, Allen Wyatt is an internationally recognized author. He  is president of Sharon Parq Associates, a computer and publishing services company. ...

MORE FROM ALLEN

Automatic AutoCorrect Exceptions for Beginning Sentences

When automatically capitalizing the beginning of sentences, Word relies on how you historically have done your typing. This ...

Discover More

Limiting Entries to Numeric Values

When creating a worksheet, you may need to limit what can be entered into a particular cell. Using data validation you can ...

Discover More

Comments Only Visible When Hovering Over a Word or Phrase

The comment feature of Word allows you to easily attach comments to words or phrases in your document. How those comments ...

Discover More

Excel Smarts for Beginners! Featuring the friendly and trusted For Dummies style, this popular guide shows beginners how to get up and running with Excel while also helping more experienced users get comfortable with the newest features. Check out Excel 2013 For Dummies today!

MORE EXCELTIPS (MENU)

CSV File Opens with Data in a Single Column

When you import a CSV file into an Excel worksheet, you may be surprised at how the program allocates the information among ...

Discover More

Specifying a Delimiter when Saving a CSV File in a Macro

You can, within a macro, save a workbook in several different file formats that are understood by Excel. However, you may not ...

Discover More

Determining If a File Exists

Before you have your macro open and read a file from disk, you'll want to check to make sure it is really there. Here's how ...

Discover More
Subscribe

FREE SERVICE: Get tips like this every week in ExcelTips, a free productivity newsletter. Enter your address and click "Subscribe."

View most recent newsletter.

Comments for this tip:

If you would like to add an image to your comment (not an avatar, but an image to help in making the point of your comment), include the characters [{fig}] in your comment text. You’ll be prompted to upload your image when you submit the comment. Images larger than 600px wide or 1000px tall will be reduced. Up to three images may be included in a comment. All images are subject to review. Commenting privileges may be curtailed if inappropriate images are posted.

What is 7 + 8?

There are currently no comments for this tip. (Be the first to leave your comment—just use the simple form above!)


This Site

Got a version of Excel that uses the menu interface (Excel 97, Excel 2000, Excel 2002, or Excel 2003)? This site is for you! If you use a later version of Excel, visit our ExcelTips site focusing on the ribbon interface.

Newest Tips
Subscribe

FREE SERVICE: Get tips like this every week in ExcelTips, a free productivity newsletter. Enter your address and click "Subscribe."

(Your e-mail address is not shared with anyone, ever.)

View the most recent newsletter.

Links and Sharing