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Significance Of Multiple Naming Options To Save An Email

Samantha Brown | December 21st, 2013 | Tips|
Thinking -Which Naming Convention Is Appropriate.

Thinking -Which Naming Convention Is Appropriate.

Purpose Behind Naming Convention For Electronic Files And Records

Naming emails is the protocol that assists to manage similar kind of emails and electronic records accordingly and consistently as well as it helps to distinguish an email with in a set of emails. The logical naming convention minimizes the time taken by users for finding an email within a huge bunch of emails. Saving an email file with an appropriate and logical name makes the users free from re-thinking while sharing particular file with colleague. But, it is not easy to decide which naming rule will be appropriate to store email file and you may have query how to apply unbeatable naming to the email.

Naming For Emails

In this article, you can get an idea about facilities and benefits of saving an email file with different naming convention. For managing paperless office stuff in emails, it is necessary to adopt a proper naming system.

Basic elements used in email naming convention are:

  • Subject
  • Date
  • Version Number
  • Document Type
  • Project/Activity Name
  • Organization/Company name
  • Place Name
  • From where the document is received

Importance Of Single Email Naming

Say you have an email file having extension .eml. This email file is supported by distinct email clients like Outlook Express, Mozilla Thunderbird, IncrediMail, Windows Live Mail, Windows’ notepad, and MS Outlook. RFC-822 that defines multipart emails works with this email file format.

In the case of email naming, fields for naming the email will be:

  • Subject
  • Date
  • From

This picture will provide you an idea about EML email naming conventions.

Different Naming Conventions

Different Naming Conventions

The basic idea for storing email files runs over email storage using date and subject identifier. It helps to manage cronological sorting of your emails. Fortunately, all new computer systems add up date of file creation automatically. Stamping for last modified files is also done by computer operating systems automatically.

  • Subject sorting for emails is helpful when you want to distinguish email by its subject
  • If you are comfortable to sort your emails with the ‘From’ details then, keep this identifier before the date of email creation
  • (DD-MM-YYYY), this date format should follow for storing email documents when you have same kind of emails created in same year.
  • The other date saving option is (MM-DD-YYYY), it assists to distinguish multiple email files created at the same day of particular year.
  • If you have number of emails with same but, all of those have different years of creation then, you can put the year first then month and at the end date (YYYY-MM-DD).  It assists to sort out email files in a numeric sequential order.
  • Auto-increment is a naming convention that saves numerous emails or files into incremented numerical order. Say if you have multiple PDF files and in case if it is not possible to save the files with name, subject etc then, this  kind of incremental file ordering will let users to distinguish files properly. This naming convention assists to manage number of files in sequential manner like 1.pdf, 2.pdf, and more. The reason behind not saving the files with proper name and subject is lengthy names. This type of order for file saving reduces the chances of loosing important data while user is saving file.

All shown naming conventions are also applicable with email format MSG as well. Other single email formats can also adopt these kind of names to store email.

MD5 Naming Convention – A Prospect That Offers Email Verification Facilitation

When a file format gets stored with MD5 extension then, it means a hash code is also added with the email so that it can be easily examined. Message Digest algorithm 5 is basically a cryptographic hash function that picks up random data from a file and creates its hash for further examination.

An example for MD5 hash is: 6969 1c7b dcc3 ce6d

MD5 Verification For Email Integrity Check

MD5 Verification For Email Integrity Check

The basic purpose to save a file or email with hash value is checking out integrity. This naming convention is highly adoptable where email data is confidential. This value prevents the email data from hackers so that one can keep the email of being spoofed or phished.

So the clear idea behind extracting hash value from an email is verifying that your confidential data is safe.

 

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