Naming & organizing files

It’s important that you name your media files correctly. In addition, if you have lots of files in your Media Library, you may want organize them into categories and sub-categories.

For all files

Files must be named correctly on your computer before they are uploaded to the T4 Media Library. This name becomes part of the URL for the image or document. Do not have two identical file names within the same media library category (folder); one will overwrite the other.

Do not use any spaces, capital letters, or unusual characters—no periods, commas, parentheses, asterisks, hash marks, etc. If your files are not named correctly as you upload them, it is likely that they won't publish when your page goes live (even if they appear properly in preview).

Try to name your files to indicate subject and other information needed to identify it, without making the file names too long. Best practice is to separate the words, if necessary, with an underscore (shift + hyphen on the keyboard).


  • jfain_portrait.jpg
  • library_modifications.pdf

T4 names and descriptions for images

You will need to name the file again, within T4, as you upload it. You can be more descriptive with this name, as needed. (This T4 name doesn't become part of the URL for the image.)

For each image, you must also enter a meaningful description. This is mandatory, as the description field is the "alt text" used to summarize the image if it is not able to be viewed (for visually impaired users with screen readers). You do not need to include words such as "image of" or "photo of" in the description field.

T4 names and descriptions for non-image files (.pdf, .doc, etc.)

As with images, you will need to give each document file (such as a PDF) a T4 name as you upload it. This name doesn't become part of the URL—the URL is generated from the name of the file you upload. (See "For all files," above.)

Name each document within the Media Library to reflect the contents of the file. Within the same folder, the T4 names of documents should differ enough so that each is relatively unique.

The name you give here is what T4 will use to name the document in the text link on your page—but you can alter that name in the text by double-clicking on the link and re-naming it. (Re-naming the document in the text does not change the name of the file in the Media Library.)

The document’s description should describe it in a meaningful way. This is where you can enter a document’s date, etc., if that would be helpful in managing the documents in your Media Library.

Categories and sub-categories

Each parent site has a folder or "category" within the Media Library.

For smaller sites, we recommend that you create and organize Media Library sub-categories by file type (images, PDFs, Word, etc.).

For larger sites with sub-sites, you may want to create sub-categories for each sub-site first, then create further sub-categories by file type within each of those sub-site categories.

Here's an example of how to organize small site files versus large site files:

Sample small site categoriesSample large site categories
  • Word docs
  • PDFs
  • Photos
  • Students
    • Word docs
    • PDFs
    • Photos
  • Parents
    • Word docs
    • PDFs
    • Photos










You may also wish to set up sub-categories for specific uses, such as galleries or archival folders.

Related information