How to Rename Files like a Pro on Linux (+ my formula for organizing & declutter)

Have you ever struggled with keeping your files perfectly organized? In this video, I’ll share my personal formula and process for file organization on Linux, covering everything from folder structures to batch renaming. As a self-proclaimed data hoarder, I’ve learned the hard way how quickly files can get out of control.

I’ll walk you through my naming system and show you how to speed up renaming with keyboard shortcuts, built-in file manager tools, and powerful batch renaming software like KRename. Whether you’re a creative professional or just someone who wants a clutter-free system, this guide will help you take control of your files efficiently!

🔹 Topics Covered:
✔️ The best file naming schemes for easy searching
✔️ Hidden shortcuts to speed up renaming
✔️ How to bulk rename files with KRename
✔️ My personal workflow for managing massive amounts of data

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Links:

• KRename by KDE
  • https://apps.kde.org/krename/
  • https://flathub.org/apps/org.kde.krename
• Linux Mint’s Bulky
  • https://github.com/linuxmint/bulky
• Szyszka
  • https://github.com/qarmin/szyszka
  • https://flathub.org/apps/com.github.qarmin.szyszka
• Thunar by Xfce
  • https://docs.xfce.org/xfce/thunar/start
• 17 hidden gems of KDE Plasma
  • https://youtu.be/zhPIwFC4qFs

Chapters:

00:00 Intro
00:17 who am i
01:13 Needing to find a way to implement the solution
01:32 Quick tips for file mangement to start off
03:19 My formula for organizing files
03:34 Naming Scheme 1
04:29 Naming Scheme 2
05:19 Naming Scheme 3
06:04 Why I use hyphens, not underscores
07:55 Here’s options for bulk renaming apps
08:33 Why I prefer KRename
09:03 Getting started with KRename
09:23 Where to put the files
09:53 Plugins
10:49 Filename tab
11:33 Numbering Sequence without custom
12:14 Custom naming of filenames
12:28 Function Finder
12:48 Why I prefer custom name over the basic prefix / suffix
13:33 First custom method
14:47 Changing extensions
15:17 Advanced Filename vs Simple Filename
16:14 Adding prefixes & suffixes in custom
16:40 Search and Replace
17:44 Adding metadata from the file to the filename
19:19 Date functions
20:14 Uppercase and lowercase filenames in Custom
20:35 Stripping out special characters
21:58 Truncating filenames
22:08 I found something Advanced does easier than Simple mode
22:57 Back to truncating
23:43 Adding folder names to the filename
24:58 speaking of KDE, here’s 17 hidden gems of KDE Plasma

More naming schemes:

1. Date-Based Naming

• Format: YYYY-MM-DD-description-version.ext
• Example: 2025-03-05-project-details-v2.txt
• Use Case: For files that are version-controlled or time-sensitive (reports, backups, logs).
• Benefit: Sorts chronologically, making it easier to track versions or changes over time.

2. Project or Client-Based Naming

• Format: Client-Project-Task-Subtask-version.ext
• Example: AcmeCorp-Website-Design-Homepage-v1.psd
• Use Case: For organizing files by client or project, useful in agencies or freelance environments.
• Benefit: Clearly distinguishes files by projects and tasks, and allows quick filtering by client.

3. Category or Type-Based Naming

• Format: Category-Subcategory-Item-Detail.ext
• Example: Images-Events-2024-Company-Picnic.jpg
• Use Case: For organizing files by type, especially useful for media like images, videos, or documents.
• Benefit: Helps to group similar file types together while maintaining clarity about their context.

4. Sequential Numbering with Descriptors

• Format: Project-Description-001.ext
• Example: Tutorial-Video-001.mp4, Tutorial-Video-002.mp4
• Use Case: For media files or recurring tasks where order matters (e.g., podcasts, videos, episodes).
• Benefit: Sequential numbering keeps files in order and prevents ambiguity.

5. Department or Team-Based Naming

• Format: Department-ProjectName-Date-Version.ext
• Example: HR-EmployeeBenefits-2024-Q3-v3.docx
• Use Case: Useful in larger organizations with multiple teams collaborating on projects.
• Benefit: Helps to easily identify ownership or responsibility of files within departments.

6. Metadata Inclusion

• Format: Location-Project-Subject-Keyword.ext
• Example: NYC-Conference-2024-Schedule-final.pdf
• Use Case: For files where additional metadata (location, keywords) aids in faster discovery.
• Benefit: Adds more context for future searching or organizing within large file sets.

7. Version Control

• Format: ProjectName-v1.0.ext, ProjectName-v1.1.ext
• Example: MarketingPlan-v1.0.odt, MarketingPlan-v2.0-final.odt
• Use Case: For collaborative documents or files that evolve over time.
• Benefit: Easy to track changes and revert to older versions if needed.

Best Practices:

• Avoid Special Characters: Stick to alphanumeric characters, dashes (-), and underscores (_).
• Use Leading Zeros: For sequential files (001, 002), so files remain sorted correctly.
• Be Descriptive but Concise: File names should be clear enough to understand at a glance but not overly long.