Month: October 2018

DOCUMENT TAGs – part I

Document Tagging
Why are Contextually Accurate Document Tags Important?

You are likely aware, every file on your system has a set of attributes called file properties that include such things as the name of the author and the date that the file was last modified. Tags are another type of file property, designed to be customized by the user. Tags are great for making searching easier because you can use words or even phrases that make sense to you. Think of Tags as keywords.

WordDocPropertiesPage-Taggeds

Tags are must-haves for Document Management Systems, making search retrieval incredibly efficient. By adding your own tags to your Word Documents and other file types, you will make your own search retrieval significantly more accurate, especially when using the later editions of Windows File Explorer (Windows 7 and later).

Tagging a Word document as you’re creating it (saving the file) is a great habit to get into. That’s great but what if you haven’t been in the habit of adding Document Tags? In other words, what to do if you want to make a collection of existing documents, that haven’t been tagged, highly searchable and in context of specific subject matter? Add Contextually Accurate Document Tags to those documents, likely using one of three approaches:

>    If you’re familiar with the content of a particular file you can directly right mouse click on the file and edit the properties by adding your own custom tags (see the image above);

>>  The second option would be to open the file and read it – once you’ve got a handle on the content select Save As and the ‘More Options…’ click right underneath the file name field and add your new custom – Author, Tag, Title and Subject key words;

WordDocAddTagOnSave_500s

>>> The third option, crack open Doc-Tags (www.dbi-tech.com/doctags) and have this clever utility create Contextually Accurate Document Description Tags for you.

DocTags_DefaultLaunchTrimmed550

Automatically!

FileProperties-NoTag-Tagged

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