The Golden Rule

Name it before you make it. Create the file with a clean name in the right folder, then start writing.

Folder Map — Quick Guide

Step 2: Use One Naming Rule Everywhere

Computer search is powerful, but names still matter most. A good name answers three questions at a glance: When was it made? What is it? Which version is it?

Use this pattern for every file:

YYYY-MM-DD_Project-Topic_V1.ext

• YYYY-MM-DD sorts your files by date automatically.

• Project-Topic is short and human-readable. Use hyphens, not spaces.

• V1, V2, V3… show evolution without guessing.

• .ext is the file type (docx/gdoc, xlsx/gsheet, pptx/gslide, pdf, jpg).

Examples:

• 2025-09-06_One-Page-Brief_V1.docx → editable draft

• 2025-09-10_Mini-Deck_V2.gslides → working slides

• 2025-09-10_Mini-Deck_V2.pdf → export to Outputs for sharing

• 2025-09-12_7-Day-Budget_V3.gsheet → updated budget

• 2025-09-12_7-Day-Budget_V3.pdf → chart PDF for print

“Your future self is the client. Name files your future self can read.”

Bad vs Better — Filenames

Step 3: One Master + Version History (No more “final_final_v3”)

Professionals don’t create ten copies; they keep one master and let the tool track history. Here’s the simple rule:

• Keep the editable master in Docs/Sheets/Slides with the current V number.

• After big changes or feedback, increase the V number in the filename or use the app’s Version history to name the version (e.g., “Before feedback – 2025-09-10”, “After review – 2025-09-12”).

• Export PDFs to Outputs when you need to share or print.

If a mistake happens (someone deletes a paragraph; you overwrite a formula), open Version history, preview the last good state, and restore or copy-paste the lost section back. Test this once now so you don’t panic later.

Add a tiny Change Log at the end of major docs:

Two lines save five emails later.

Step 4: The Inbox-to-Zero Habit

Your Inbox (To Sort) folder is a short hallway, not a storage room. New downloads land there. Once per day, move every item out—rename it and file it correctly. This keeps your working folders clean and your mind light. If a file doesn’t belong in your portfolio, delete it. If it’s sensitive (a receipt), move it to Assets/Security. The ritual takes minutes and prevents a hundred small frustrations.

Pair this habit with the calendar block from Lesson 1 (Weekly Device Care) or just after your last study block each day. Consistency beats memory.

Step 5: Find Anything in 30 Seconds (Search like a pro)

Even with perfect names, search helps. Use two tricks:

1. Date + topic words: type 2025 budget or Brief V2 into your drive search.

2. Filters: narrow by file type (document/sheet/slide/pdf) and owner (you).

If your drive supports advanced search operators, try:

• type: filter by docs/sheets/slides/pdf

• title: search in filenames only (less noise)

• before/after: limit to a date range

Keep it simple. A good name + one filter beats scrolling.

Step 6: Print-Shop & Shared-PC Protocol

Print shops and lab PCs are helpful if you protect your master files.

• Always export a PDF to Outputs and print that. PDFs preserve fonts, Sinhala/Tamil text, and layout.

• On shared PCs, use a Guest/Incognito browser, open your cloud, download only the PDF, print, then delete the PDF from Downloads, sign out, and close the window.

• Never open your editable master (.docx/.gsheet/.gslide) on public machines unless you must—and if you do, make sure you sign out and clear downloads.

These steps stop accidental edits, font issues, and privacy leaks.

Exercises: Make It Real

Exercise 1 — Build the Tree (10 min) Create the Idasara Digital Portfolio folder with subfolders: Docs / Sheets / Slides / Assets / Outputs / Inbox (To Sort). Take a quick screenshot for your artifact later.

Exercise 2 — Rename Ten (10–15 min) Find ten old files and rename them using the pattern YYYY-MM-DD_Project-Topic_V#.ext. Move each to the correct folder. Delete obvious junk. Empty the recycle bin.

Exercise 3 — Version Drill (10 min) Create 2025-09-06_One-Page-Brief_V1.docx in Docs. Type three lines.

• Duplicate a sentence and save as V2 (rename the file or name a version in Version history).

• Restore the earlier text using Version history, then re-apply the V2 changes.

Exercise 4 — Output Discipline (5 min) Export the brief to PDF and save in Outputs as 2025-09-06_One-Page-Brief_V2.pdf. Open the PDF on your phone to confirm layout and Sinhala/Tamil text display correctly.

Exercise 5 — Inbox to Zero (5 min) Move today’s downloads into the right folders or delete them. Make Inbox (To Sort) empty. Breathe. That’s what tidy feels like.

Quick Win Rename three files right now using the date–topic–version rule. Future-you will thank present-you.

Artifact to Produce

Create a File Map (Doc) in Docs with:

• A screenshot of your Idasara Digital Portfolio folder tree

• Five example filenames that follow the rule (one each for Doc, Sheet, Slide, PDF, and an Asset)

• A two-line note on how you restored a version during Exercise 3

• One sentence explaining when you will use Outputs vs Docs/Sheets/Slides

Export a PDF version of the File Map to Outputs as: 2025-09-06_File-Map_V1.pdf

Self-Verification (SV) Checklist

• Portfolio tree created exactly as specified

• 10 files renamed with YYYY-MM-DD_Project-Topic_V#

• Version history tested (restore or copy from older version)

• PDF exported to Outputs and opens correctly on phone

• Inbox (To Sort) is empty today

• Change Log table added to at least one doc

• Sensitive items moved to Assets/Security

• File Map saved (Doc) and exported (PDF)

Mobile Tip (Android & iOS)

Use your Drive app’s Move and Rename actions (long-press files). In the Files app, check Large files and Downloads first to free space. When saving images from the camera for schoolwork, rename right after capture (many gallery apps let you do this) so the file is searchable later. If your keyboard suggests Sinhala/Tamil names, great—keep the date first for sorting.

Stuck? Fast Fixes

• “I can’t see Version history.” Open the file in its native cloud editor (Docs/Sheets/Slides). Desktop-only formats may not show history until converted.

• “My names don’t sort as expected.” Use YYYY-MM-DD (four-digit year, two-digit month/day) and hyphens, not slashes or spaces.

• “Print shop broke my Sinhala/Tamil text.” Export PDF from your device and print that file; avoid opening the master at the shop.

• “Too many duplicates.” Keep one master in the right folder; archive or delete the rest after merging changes.

Common Roadblocks (and Simple Fixes)

If your drive feels messy again, it’s usually because Inbox (To Sort) grew quietly. Zero it at the end of each day. If teammates send you oddly named files, save them into your tree and rename to your standard; never let external chaos infect your system. If you’re rushing to a deadline, fight the urge to dump the final doc in Downloads—export PDF to Outputs and send that; it saves you when you change devices.

“Order is a five-minute habit, not a weekend project.”

Keeping Yourself Motivated

You’ll feel the win immediately: fewer “Where did it go?” moments, faster printing, and no panic at submission time. Note one small victory in your portfolio README—“Restored a lost paragraph via Version history,” or “Printed clean PDF in one try.” The system you’re building isn’t fancy—it’s reliable, and reliability is what teachers and employers value most.

Your First Step Is Complete

You now have one trusted home for your work, a naming rule that travels with you, and a version habit that prevents disasters. Your File Map Doc and PDF are saved, your Outputs folder holds an export that prints perfectly, and your Inbox (To Sort) is empty. This is real digital professionalism.

Next, in Lesson 4: Docs for Writing & Collaboration, you’ll turn blank pages into clear one-page briefs, use headings and styles properly, and practise review comments that make your writing sharper without losing control of your master file.