| Once you have your archive designed and set-up, | | | | order of the columns across the top; and you can |
| you can further refine your system for searching | | | | sort AtoZ or ZtoA. Until you customize this |
| and sorting by utilizing the "File Properties" feature | | | | screen with your own choices, you will only see |
| of Windows. File Properties provides a peek into | | | | columns that the operating systems automatically |
| the contents of the file; information that you don't | | | | fills in. |
| always get from the file name; there is a lot | | | | You'll only need a few columns for genealogy |
| more information available about a file than what | | | | purposes. For census records I use Name | Title | |
| you first see when you do a search on your files. | | | | Comments | Subject | Date | Size in that order. |
| File Properties may be one of the most | | | | You click on a file in the Name column to open |
| overlooked features of computer files. The file | | | | that file; you can not open a file from any of the |
| size and the file date/time are file attributes (i.e., | | | | other columns, but you can sort on them which is |
| any properties associated with a file other than | | | | what makes them so useful. For example, if you |
| the file contents) also called metadata. Digital | | | | click on the date column, the column will sort with |
| cameras and scanners automatically attach | | | | either the oldest or the newest file at the top of |
| several descriptive property tags to a file such as | | | | the list. Note that when you change the view, it |
| width and height of the image, and the newest | | | | only applies to the current folder and not to any |
| cameras even capture the location using | | | | other folders. If you choose a different folder or |
| geotagging, the process of adding geographical | | | | drive to view, it will appear in the default view |
| identification to digital photographs. But there are | | | | until you change it. |
| other blank property tags that you can use for | | | | Once you have arranged the columns to your |
| your own purposes. Right click on a file name and | | | | satisfaction, copy a few files into your folder. Now |
| you will see the properties sheet of a file, | | | | right click on a file-name to bring up a dialog box, |
| right-click on it and choose "Properties' from the | | | | then click on properties>summary>simple. |
| drop-down menu. | | | | Now you can edit the properties slots that you |
| There are several ways to access file properties, | | | | want to use. |
| I prefer to click on the desktop icon "My | | | | In the NAME column is the file name you gave |
| Computer" and then click on the Root Directory | | | | the file. |
| (C:) which will open your list of main folders. Open | | | | In the TITLE column I list the census year... 1850 |
| the master directory where your genealogy data | | | | Census |
| is stored. You'll see six or seven column titles | | | | In the COMMENTS I list the Head of Household, |
| across the top. The titles for these columns | | | | birth age; spouse and anyone with a different |
| usually are Name | Size | Type | Date Modified | | | | | surname. |
| Folder Size | Comments | Product Version. These | | | | In the SUBJECT column I list the census location |
| are the default names, but you can customize the | | | | If you put more information in a column than the |
| view by changing the order of the columns. Most | | | | width; you can still see that information by holding |
| of the columns are empty; the empty columns | | | | the cursor over the data and a little box pops up |
| are where you can customize the information to | | | | and gives all the information, or you can change |
| suit your needs by checking off a different | | | | the width of the column. |
| column title. | | | | File properties are really useful for photographs of |
| When you right click in the menu bar next to one | | | | groups of people, because you can name the |
| of the titles, you'll get a drop-down menu of title | | | | people under comments, subject, or whatever |
| selections. There will be about 18 titles to pick | | | | column you want to use for that purpose. A |
| from. Click on More... at the bottom of the list and | | | | digital camera will automatically add metadata |
| you'll get a second screen where you can select | | | | regarding an individual photo such as the date and |
| more titles, change the order of the columns and | | | | time the photo was taken. Once you begin to use |
| the column width. This is where you click off the | | | | File Properties, you will undoubtedly find many |
| title for each column you want to use and | | | | more ways to document the file so that you |
| arrange them in an order that is to your liking. | | | | don't have to open lots of files when you are |
| How you view your folder is very flexible. You | | | | looking for one particular photo, census or vital |
| can change the titles of the columns you view; | | | | record. |
| the width of the columns; you can change the | | | | |