Perhaps the hardest thing for someone to do is to create an archive (also known as a database) to keep track of things they own. While I don't typically do this for things like clothing, I do keep databases of every CD, DVD, and book that I own. After all, if you don't keep a database, and store a version of it somewhere safe (like in a safe or deposit box or something easier like a web-based email address), how will an insurance company know what to pay you, to "recover" those items, should something horrid happen to your home. Or, better yet, how will you ever find that one song you know is on so-and-so's CD if all the CDs are randomly organized. So, an archive is the best way to go about things. Sure, you could buy some program for lots of money and use a template that they created, but more than likely you have either Microsoft Works or Microsoft Office on your computer.
Both of these programs offer complete tools for everyday usage. One of the tools is a word processor; another is a database program like Excel. Excel is from Microsoft Office, and has singlehandedly destroyed the old spreadsheet books for companies across the globe. In addition to it's math functionality, Excel allows for the user to create simple databases for virtually anything, like, hmmm, a CD collection.
How to build the archive:
The easiest way to begin an archive using either Excel (Microsoft Office) or Works spreadsheet is to start at the top of the page and in the Column A; Row 1 box type "Artist." In column B type "Album Title" in column C type "Year" (for the year the CD came out) and column D type "Favorite/Hit Song" as a way to help remember which CD a certain song is on. If you wish you can also write which record label it the CD was released by. Should something happen to the CD you own, all this info will be useful to help you purchase a new copy, especially if the CD ever goes out-of-print. If you choose to add the label into the database, simply type "Label" in column E.
OK. So you have the foundation now where do you go?
Well the best thing to do is to have your CD's typed in alphabetically. If you don't want to do that as you go along, Row-by-Row, then instead of typing names in the archive like "Blake Shelton" simply type "Shelton, Blake" and later you can sort the database into perfect order with everything coming out alphabetically. One cool thing with a database is that if you have repeated cell contents (cell=column) then it will autotype the info in for you (after you type the first parts of a name like "Shel" from "Shelton"). From there you type the other info into the corresponding cells (described in step 2) and you'll have the beginnings of a complete archive for your music. You will notice that the cells will override each other. The easiest way to correct this is to place the mouse to one of the lines in-between the columns until you see the mouse pointer chance into something like this: <-|-> then click the left mouse button hold it down until the row is wide enough for the text to be shown.
What about when I get a new CD and want to add it to the archive?
The easiest thing to do here is to right click the numbered columns with your mouse and click "Insert." A blank row should appear in between the other two rows thus creating the space for your new CD to go into. From there you simply repeat the steps discussed in Step 3. Once you've finished your archive it should look something like my archive that I've showcased here. To save the database, simply click "File" and then go down to "Save file as" and give it a name. I use "Music Database."
In conclusion, perhaps the most daunting thing to grasp when creating an archive for your CD collection is the original input task. After that it's easy to keep updated and having your collection archived and organized alphabetically or by male-female-group (as shown here) will impress anyone who sees it (as mine continually does, even to those who know I've had mine that way for 10 years.
Another plus to an organized collection is the ease in which something can be found, just like finding something in a Library. It should be noted that these step-by-step guide can be used for either Microsoft Works or Microsoft Office's Excel program.
