How often have you saved a file – a document, a photo, a music clip – then promptly lost track of where exactly it went? Or maybe you are trying to find that Excel report you created for last year’s medical expenses. Depending on your organizing system, just looking in folders and on your desktop might not do the trick.
Have you considered using tags as another way to organize your digital files? This is a method of using keywords or descriptive words to label a document. While it might be easy to put all documents and files relating to your upcoming vacation in the same folder. But what if some of those documents also relate to a business trip? It is usually not advisable for a document to ‘live’ in more than one place.
This is where tags can come in handy. Another word for tags is keywords.
A real life example would involve my music collection. I have mp3’s of music featured in the show Supernatural. Originally, all this music lived in the folder called ‘Supernatural Music’. However, I ran into trouble when I merged folders with my husband who organizes his music by performer. It made sense to change my set up, however, I knew that if I lost my ‘Supernatural Music’ folder, I would never remember all the songs that belonged there. So first, I tagged each mp3 with the keyword ‘Supernatural Music’, then I moved those songs into their appropriate performer folders. Now when I want to listen to music from Supernatural, I can just search by ‘Supernatural’ and all those tagged files should show up.
Ready to try it out yourself?
|There are two ways you can attach tags to a document:|
|1. While you are creating the file. In most programs (Word, Excel etc.) once you have a document open you go to the ‘File’ menu choice, then select ‘Properties’ from the options. This displays a pop up window which allows you to add author name, title, comments, and keywords. You would enter the keywords of choice, then ‘Ok’ which takes you back to your document. On a Mac, you would enter your tag choices under ‘Comments’.|
|2. You can also attach tags to a document after you have created it – say the next day, next week, etc. To add tags in this manner, you find the file you are interested in tagging. Right click the file, which will bring up a short options list. Again, go to ‘Properties’, then ‘Details’, then add your keywords. On a Mac, you would again right click the file, select ‘Get Info’, then add your keywords under ‘Spotlight Comments’.|
Tags are a great way of organizing when you have items that fit in ‘more than one bucket’. By tagging a file, you can store it in one place, but access it in a variety of ways.
Questions? As always, just give us a call!