As with other types of content, music files have become commonplace on most of today’s PCs. In fact, on many occasions we find hundreds or even thousands of files of this type corresponding to our office document library.
These have become the clear substitute for the countless cases of CDs or DVDs of yesteryear with their files that we kept as if they were a treasure. As with paper books, its digital substitute offers some interesting advantages. There is no doubt that among these we can highlight the little space they occupy at the physical level, since this is transferred to our disk drives. But we must bear in mind that this space on hard drives is something very valuable, so we should not waste it.
To avoid this, one of the measures that we can use when talking about office files is to carry out a good management and organization of these. This will help us on many occasions operation related to these text files or spreadsheets. Precisely all of this that we want to talk about in these same lines, so we will give you some tips to manage your own library of these contents in the best way.
Create folders and subfolders to organize
As we mentioned before, in this case we can find that we have thousands of independent files corresponding to our DOCX or XLSX documents, for example. Together they all make up our library these contents, although it may be somewhat disorganized. If we are going to focus on the Windows operating system to manage and organize all this content, what better way than to use folders and subfolders.
These elements will serve us to act as containers with their corresponding representative names. These names that we are commenting on may refer to the years of release, the program to which they belong, concrete format, data types, etc. From there we can create subfolders and so on to organize our library in a convenient way. It is true that this task can be a bit tedious, but we will only have to do it the first time. From there, we have no choice but to fill in these sections with our personal documents.
Add and modify metadata to documents
Although at first we do not see them, we must bear in mind that these office files that we refer to here, in many cases have their own metadata. These are a series of hidden data that contain valuable information about the file itself and that can also be used for your organization.
That is why there are certain third party apps focused on managing this metadata. For example, we can use the web application called ExtractMetada, which will be very helpful with these office documents and other formats.
Use external drives for your library
Before we have talked about the possibility of creating a correct data structure on your disk drives. Elements such as the folders that we normally use on a system such as Windows are essential here. We have already told you that this can be a tedious task at first, but once we have organized it, everything will be advantages.
But at the same time if we want to go a step further in everything related to the organization of our document library, we can do it. With this, what we want to tell you is that we have the possibility of making use of external USB drives. And we are not always going to need to have these documents at our disposal first-hand. Thus, these external drives can be used as an efficient storage medium to save our office library.