Including keywords in file names means strategically adding descriptive terms when naming files to improve searchability and categorization. Unlike folder organization, which groups files hierarchically, keywords embed context directly into the file name itself. This allows both humans and search tools (like operating system file explorers or document management systems) to quickly identify a file's content based on its name alone, without always needing to open it or recall its exact folder location.

For instance, a marketing agency might name a report "Q3_2023_SocialMedia_Report_BrandA.pdf", embedding timeframe, channel, and client keywords. Similarly, a researcher could name an image "Microscope_CellDivision_Experiment2_20230515.jpg", including the instrument, subject, project phase, and date. This practice is common across industries like design, research, and project management and leverages the built-in search capabilities in tools like Windows File Explorer, macOS Spotlight, or cloud platforms like Google Drive.

This approach significantly improves retrieval speed and organization accuracy. However, its effectiveness relies heavily on user discipline; inconsistent naming renders keywords useless. Overly complex names can become cumbersome. As AI-powered search advances, embedded keywords remain crucial for baseline efficiency, especially when sharing files outside automated systems. Adopting clear naming conventions maximizes this simple technique's impact.