Best Practices - File Creation and Saving
The items listed below provide details for creating and saving your files that are to be shared across the CCS community.
File Creation - Setting up a new document of form.
File Saving - Naming your file with date and office information.
Office Abbreviations - Short codes used in file names.
All documents are to be created using Arial as the primary font. Please include the following details on all forms or documents to be shared with the CCS Community.
Header details - header size .5"
Body
Footer details - footer size .5"
As an example, the form show above has been setup in portrait orientation to include a Header and Footer using Microsoft Excel. These settings can be found under Page Setup. By selecting Customize Header or Customize Footer users can add information to each page automatically. You may also wish to set up you form in a landscape orientation.
Additionally you may need to set the margins of your document to allow space for the header and footer details. These options can also be set up from the Page Setup window under Margins. Please allow .5" for the header and the footer information. NOTE: the margin information listed here is suggested to allow you maximum space on your document. You may need to adjust your margins.
The most important things to remember about file naming are to be consistent and descriptive in naming and organizing your files so that it’s obvious where to find a file and what it contains.
Files that are to be posted to any server will be required to follow the naming convention established by the ITS office. Name your file by year, month, day, office code (see below) then use a reasonable document name that clearly describes the document.
Preferred example - 2015-05-28-HR-workschedule-hourly.pdf
A file name saved in this format will be easy to search for on the web.
It is recommended that you create a readme document that explains your naming format and save it to your office directory. This will allow others to understand how to abbreviate any file names saved to your shared folder.
Abbreviation |
Translation |
---|---|
AA |
Academic Affairs |
AARO |
Academic Advising Registration Office |
ADM |
Admissions |
AD |
Advertising Design |
ADFI |
Administration and Finance |
AE |
Art Education |
AF |
Academic Facilities |
AT |
Academic Technologies |
AS |
Academic Support |
BS |
Business Services |
BT |
Board of Trustees |
CAP |
Community Arts Partnerships |
CCS |
College for Creative Studies |
CMD |
Color and Materials Design |
CP |
Culture and Processes |
CR |
Crafts |
CS |
Career Services |
CSS |
Campus Safety and Security |
DC3 |
Detroit Creative Corridor |
EA |
Entertainment Arts |
ES |
Exhibit Services |
ESS |
Enrollment and Student Services |
EXE |
Executive Office |
FA |
Fine Arts |
FAC |
Facilities |
FAD |
Fashion Accessories Design |
FASS |
Faculty Assembly |
FN |
Foundation |
FNA |
Financial Aid |
GADM |
Graduate Admissions |
GD |
Graphic Design |
GL |
Galleries and Lectures (Center, Woodward; Valade, Toyota) |
GR |
Graduate Studies |
GTR |
Transportation Design (graduate) |
HR |
Human Resources |
ID |
Integrated Design |
IL |
Illustration |
IA |
Institutional Advancement |
IN |
Interior Design |
ISS |
International Student Services |
ITS |
Information Technology Services |
IXD |
Interaction Design |
KAID |
Kresge Arts in Detroit |
LA |
Liberal Arts |
LB |
Library |
MK |
Marketing |
PCS |
Precollege and Continuing Studies |
PH |
Photography |
PO |
Provost Office |
PR |
Product Design |
PRES |
Presidents Office |
RTF |
Retention Task Force |
SG |
Student Government |
SA |
Student Affairs |
SDI |
Student Diversity and Inclusion |
SSC |
Student Success Center |
TR |
Transportation Design (undergraduate) |
UG |
Undergraduate Studies |