file management questions with iPhoto 8

Question

file management questions with iPhoto 8

I am new to iPhoto, not just version 8. I need to understand a few basics about the Apple way of handling photos. First off let me say that I have a MacBook Pro and a Windows XP desktop pc. I just set up an external harddrive as my storage space for my photos. They were on my pc, but I want to take advantage of iPhoto and manage them via my mac laptop. So I formatted the external drive as a mac drive, purchased a copy of MacDrive so that my pc can read/write to this drive as well and transferred all of my photos to the external harddrive. 14 gigs. I suppose I should now delete them off my pc...

Before I moved my photos, I organized them all into appropriate folders, consolidating them and removing any duplicates that occured sometimes when I accidentally re-imported the same photos from my camera.

I imported the photos on my external harddrive into iPhoto's photo library, using the alias approach instead of having iPhoto make copies of the photos. (I don't need to waste yet another 14 gigs!) So now I have numerous Events, most of which relate directly to the folders I created for my photos. I noticed however that in some instances, iPhoto created multiple events for photos within the same folder.

Here are my questions...

If I merge events in iPhoto, I noticed my folders do not change. Am I just messing around with the aliases, sorta like creating playlists in iTunes? Is there any way to keep things in sync between my folders and my events, so that the contents of my folders match the contents of my events, or is this unwise or unnecessary?

If after I have imported my photos into iPhoto, what happens when I merge my folders of photos on my harddrive, outside of iPhoto? Does iPhoto keep up or do I have to somehow update my iPhoto library? Refresh it? What happens when I add more photos, say with my pc? Do I have to import the new folders of photos into iPhoto each time?

I also have a question about keywords. From the demo movie I watched on apple.com, I saw that one can search for photos using keywords. In the demo, the presenter typed the name of a person and all the pictures of that person appeared. If I want to do this, does this mean I have to add for example the keyword "David" to every picture David is in? Can the name simply appear in the title for the photo and still get picked up within the search results? Is there an easy way to assign keywords to multiple photos at the same time?

Thanks for helping me start out on the right foot!

Paul

MacBook Pro, Mac OS X (10.4.10), iLife '08

Posted on Aug 10, 2007 9:35 PM

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Answer 1

Aug 10, 2007 9:59 PM in response to Paul Oldewurtel

First, do NOT delete any photos of your PC just yet!

Second, understand that unlike many PC photo viewer programs, iPhoto does not like it when you muck about in the actual folders where the photos are stored. The cardinal rule of iPhoto is DO NOT use anything but iPhoto to organize your photos once in iPhoto. To get photos out once in, you need to Export them. If you want to delete photos once in iPhoto, you need to delete them in iPhoto.

Conversely, if you "add photos from your PC" to iPhoto you need to do it via the Import command in iPhoto. You CANNOT simply put them as files in iPhoto's folders on your external drive, either from your PC or your Mac. This is a big no-no. If you do not want copies then you have to move the files using the iPhoto option.

If you tap into the iPhoto folder structure on your hard drive iPhoto will not know what you've done and will not be able to order your photos in database format. You will have missing thumbnails and perhaps even worse corruptions.

Events are chronological ordering of your photo "shoots". You can combine or split them as you see fit if you want to extend timeline or differently theme Events. The default is a strict chronology. The ordering of folders is what iPhoto does based on what your GUI interactiosn tell it to do. Again: DO NOT mess around with the folders or the files inside. If you want them, use iPhoto to make a copy as an Export.

This is how iPhoto works. Doing it this way allows iPhoto to manipulate photos and still keep master copies for complete reversal, even years later. Also, it allows you to have the same photo in multiple albums for multiple projects. So if you need a photo on the web, in a document with iLife media hooks, or in a slideshow, updating the master will update the same photo everywhere. Mess with the files (the master) or folders (their containers) and you lose that linkage and the whole system comes down.

Sorry, but I have not yet had time to muck about with the new iPhoto's keywords. It's a big change from the last version. The Help should give you an overview.

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Answer 2

mesk

Level 1

0 points

Aug 11, 2007 12:29 AM in response to Aristophanes

A question for you.

I have most of my photos and graphic files in a folder "photography" that is on my external drive and as a same back up on my internal drive "3".

I dont want to keep iPhoto pics on my "1" drive so when it askes me to create a library I select it on drive "3" and call it standard "iphoto library" .

When iphoto is started i select "import" and select the whole "photograpy" fodler but when it imports it creates a duplicate event of everything?????

I have deleted that library and tried to do this over but the same thing happens.

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Answer 3

Aug 11, 2007 7:39 AM in response to mesk

I believe I can answer this question. When you select "Import" in iPhoto, it adds your photos to its Photo Library. The default setting is iPhoto will make a copy of all of your photos when adding them to the iPhoto Library. So, in my example above, all 14 gigs of my photos would get copied into iPhoto's folder. If you go to the iPhoto menu and choose Preferences (before you import anything), choose the Advanced tab and uncheck the box labelled "Copy items to the iPhoto Library". This will leave your photos where they are and iPhoto will work with aliases to them. I see this as being similar to iTunes. With iTunes, your music files can be anywhere on your harddrive and iTunes simply keeps track of where they are and plays the songs from wherever they are. But you always have the option of consolidating your songs into the iTunes folder, which copies all of your songs into one folder. Since I have so many photos (and I've only just started getting into taking digital pictures), I think I will work with aliases to save harddrive space. And since I know I will then be working directly with my original photos, if I have to make any major edits to a photo, I think I will create a copy of the photo first to preserve the original. I am curious to hear what others do. It's so easy to fill your harddrive with photos. What do power users do - work with copies or work with aliases? Do the power users really want their 100 gigs of photos to be duplicated on their harddrive?

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Answer 4

Yer_Man

Level 10

162,260 points

Aug 11, 2007 9:40 AM in response to Paul Oldewurtel

Paul

Be aware that if you work with iPhoto NOT in the default mode - files are NOT copied to the iPhoto Library, then you are responsible for the file management: Importing becomes a multi-step process, deleting also (if you use the default setting, deleting a pic from the iPhoto Library will also remove it from the HD). But most importantly, migrating to a new machine or HD can be quite tricky and it's not unusual to see posts on here from Users who have a lot of issues with that process.

Remember, you can run your entire Library from an external disk, replicating your existing structure in the iPhoto Window is quite easy.

Do the power users really want their 100 gigs of photos to be duplicated on their harddrive?

Import them to iPhoto, wait a few days and test it thoroughly until you're happy, then delete the original structure.

If you're concerned with finding the file afterward remember There are three ways (at least) to get files from the iPhoto Window.

1. Drag and Drop: Drag a photo from the iPhoto Window to the desktop, there iPhoto will make a full-sized copy of the pic.

2. File -> Export: Select the files in the iPhoto Window and go File -> Export. The dialogue will give you various options, including altering the format, naming the files and changing the size. Again, producing a copy.

3. Show File: Right- (or Control-) Click on a pic and in the resulting dialogue choose 'Show File'. A Finder window will pop open with the file already selected.

And since I know I will then be working directly with my original photos, if I have to make any major edits to a photo, I think I will create a copy of the photo first to preserve the original.

Set your editor of choice as external editor in iPhoto (Preferences -> Edit Photo: Choose your editor using the drop down menu), then when you double click on a pic in iPhoto it will open automatically in that editor for work, and when you save it, it will be returned automatically to iPhoto.

Regards

TD

Message was edited by: Terence Devlin

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Answer 5

Aug 11, 2007 9:52 AM in response to Aristophanes

What I really like about iPhoto is its integration with other applications, ease of use, and organizational approach. I'd like to be able to rely on iPhoto 08 without duplicating gigabytes of photos, and without compromising quality.
If I UNcheck the "copy items to library" before I import [and leave the photos in their original folders] and then delete images from the library, I'm only deleting them from the library. Does that mean I'm better off deleting in Bridge before importing to iPhoto?
If I import without copying to the library I lose ColorSync profiles, which might create real problems with photos used professionally.
Are pros better off using Aperture/Lightroom and give up some/all of the integration and powerful simplicity that iPhoto offers?

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Answer 6

Old Toad

Level 10

207,367 points

Aug 11, 2007 10:25 AM in response to Dani Piderman

Dani:

You don't have to duplicate photos when using iPhoto in it normal, copy to library, mode. Once you import the files you can delete the ones used to import. However, if you're a professional then you've probably read the DAM book, Digital Asset Management, and it implies multiple backup copies.

Files imported in the alias mode retain the color profile that was added by the camera. If you edit in iPhoto then the resulting modified will will have a default profile. In my case the profile went from sRGB IEC1966-2.1 to Camera RGB Profile. But if you use Photoshop as your editor of choice in iPhoto you can manage the profile with it.

I like iPhoto 7 much more than 6. It's editing capabilities are much improved but still no match for PS. It also writes the metadata, comments, keywords and title to the file when exporting. It also allows you to modify the EXIF Capture Date and write it to the original file.

As with any application you must have backups and backups. Also always keep a minimum of 10 GB free space, 15 or more if you'll be doing some heavy editing with PS or work with video. That's important. So that means an external FW hard drive or two for redundancy backups. That is if you're serious about it.

Do you Twango?

TIP: For insurance against the iPhoto database corruption that many users have experienced I recommend making a backup copy of the Library6.iPhoto database file and keep it current. If problems crop up where iPhoto suddenly can't see any photos or thinks there are no photos in the library, replacing the working Library6.iPhoto file with the backup will often get the library back. By keeping it current I mean backup after each import and/or any serious editing or work on books, slideshows, calendars, cards, etc. That insures that if a problem pops up and you do need to replace the database file, you'll retain all those efforts. It doesn't take long to make the backup and it's good insurance.
I've written an Automator workflow application (requires Tiger), iPhoto dB File Backup, that will copy the selected Library6.iPhoto file from your iPhoto Library folder to the Pictures folder, replacing any previous version of it. It's compatible with iPhoto 08 libraries. You can download it at Toad's Cellar. Be sure to read the Read Me pdf file.

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Answer 7

Yer_Man

Level 10

162,260 points

Aug 11, 2007 10:58 AM in response to Dani Piderman

Dani

If I UNcheck the "copy items to library" before I import and leave the photos in their original folders and then delete images from the library, I'm only deleting them from the library. Does that mean I'm better off deleting in Bridge before importing to iPhoto?

If you do the file management, then you do the file management. If you delete from iPhoto then it goes from the db, and you'll have to delete the original pic from your HD by hand. Whether you do this before you import is fine, when you know the one's you don't want. But there will always be pics you want to trash after too.

If I import without copying to the library I lose ColorSync profiles, which might create real problems with photos used professionally.

Many apps can assign color profiles, including Photoshop, even Preview can do it.

Are pros better off using Aperture/Lightroom and give up some/all of the integration and powerful simplicity that iPhoto offers?

You pays your money and takes your chances. I've been exploring Aperture for a while now, and this version of iPhoto is a huge step forward. Non Destructive Editing!

But to cases: Why not allow iPhoto to work in the default setting? Why not allow it to copy the files into the iPhoto Library Folder and manage the files? Always allowing for personal preference, I've yet to see a good reason not to, apart from using two organisers.

Regards

TD

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Answer 8

Aug 11, 2007 3:33 PM in response to Yer_Man

Thank you for the encouragement to use iPhoto's default setting of copying the photos into its Photo Library. I see now that my 14 gigs of photos can just as easily reside in iPhotos folders as within their current ones. I think I will switch things over to the default setting, have iPhoto copy the photos and then delete the others. Better to decide this now before I get going too far with iPhoto.

It would also be good to have backup copies of my photos, but I think I will use dvd-roms for that or maybe I'll buy another harddrive, strictly used for backing up my data.

Remember when 40 meg hard drives were big? : )

Thanks!

Paul

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Answer 9

Yer_Man

Level 10

162,260 points

Aug 11, 2007 3:42 PM in response to Paul Oldewurtel

My first Mac had a 40 meg HD and a whopping 4MB of RAM.

Regards

TD

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Answer 10

Aug 12, 2007 7:08 AM in response to Yer_Man

OK - I have another question. I've decided that I will keep my photos on my external harddrive. I have imported them into a new iPhoto Library which I am also storing on my external harddrive. I used the default setting of allowing iPhoto to work with copies of my photos. So, my 120 gig harddrive now has roughly 28 gigs used up (2 x 14 gigs of photos).

I now have some pictures on my camera that I would like to add to iPhoto. But I want to maintain this structure of having my originals in folders on my external drive and then copies within my iPhoto. Here's my question. Do I simply import the photos from my camera directly into iPhoto and then export them from iPhoto into my original folders on my external drive, to preserve this two copy approach to everything? Or is there an easier way to do it? Will it always be easy to tell which photos I've just added to iPhoto from my camera, especially considering how iPhoto sometimes autosplits events? I don't want my iPhoto library to get out of sync with my backup of originals. Hope this makes sense.

Thanks!

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Answer 11

Yer_Man

Level 10

162,260 points

Aug 12, 2007 7:43 AM in response to Paul Oldewurtel

Paul

So you want to keep a seperate file structure alongside the iPhoto Library?

Do I simply import the photos from my camera directly into iPhoto and then export them from iPhoto into my original folders on my external drive, to preserve this two copy approach to everything?

Yes, that will work.

Will it always be easy to tell which photos I've just added to iPhoto from my camera,

Check out Last Import in the Source Pane

Or is there an easier way to do it?

Wouldn't backing up the iPhoto Library achieve the same thing? All those files in the iPhoto Library pkg file can always be got at by

1. Drag and Drop: Drag a photo from the iPhoto Window to the desktop, there iPhoto will make a full-sized copy of the pic.

2. File -> Export: Select the files in the iPhoto Window and go File -> Export. The dialogue will give you various options, including altering the format, naming the files and changing the size. Again, producing a copy.

3. Show File: Right- (or Control-) Click on a pic and in the resulting dialogue choose 'Show File'. A Finder window will pop open with the file already selected.

Events in the iPhoto Window correspond exactly with the Folders in the Originals Folder in the iPhoto Library package file (Right click on it in the Pictures Folder -> Show Package Contents). You can move photos between Events, you can rename Events, edit them, create them, as long as you do it via the iPhoto Window. Check out the Info Pane (wee 'i', lower left) the name and date fields are editable. Edit a Event Name using the Info Pane, the Event Folder in iPhoto Library/Originals will also have the new name.

It really is quite secure.

Regards

TD

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Answer 12

Aug 12, 2007 8:16 AM in response to Yer_Man

I guess my questions are coming up because I am introducing iPhoto to an established collection of photos.

You are suggesting that I use iPhoto to store/manage all of my photos and if I want to keep a backup copy, I should make a backup of the iPhoto Library itself. Thus you are suggesting that now that I have everything imported into iPhoto, I should create a backup copy of my iPhoto Library and delete my "original" folders of photos, since I don't really need three copies of everything. After that, I will just need to periodically re-backup my iPhoto Library to keep my backup up-to-date. Would this be a complete backup each time or just the newly added content since the last backup?

Does iPhoto have a backup procedure, or do I simply make a copy of the iPhoto Library package and rename it something like "iPhoto Library Backup"?

One more question... When I edit a photo in iPhoto, say by cropping it, does iPhoto retain an untouched, original copy of the photo automatically or am I messing with the original? See, right now my "original" folders of photos are untouched copies. If I revert to only saving a backup copy of my iPhoto Library in which I will be editing photos, might I lose out on having "untouched" copies of my photos?

For example:
Monday: create iPhoto Library
Monday: create iPhoto Library Backup #1
Tuesday: Edit photo #100
Wednesday: create iPhoto Library Backup #2, overwriting Backup #1

Now won't Backup #2 only contain an edited copy of photo #100, whereas Backup #1 had an original, unedited copy?

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Answer 13

Yer_Man

Level 10

162,260 points

Aug 12, 2007 8:46 AM in response to Paul Oldewurtel

Paul

Your questions are not a problem, so ask away.

Thus you are suggesting that now that I have everything imported into iPhoto, I should create a backup copy of my iPhoto Library and delete my "original" folders of photos, since I don't really need three copies of everything.

Correct. It's more simple than the system you were suggesting. Plus, as well as backing up the photos, you'll be backing up the database files as well.

After that, I will just need to periodically re-backup my iPhoto Library to keep my backup up-to-date. Would this be a complete backup each time or just the newly added content since the last backup?

That's entirely up to you. iPhoto has no built-in mechanism, so you can either use a simple Copy of the entire iPhoto Package File to an external disk, or you can purchase a back up utility like DejaVu which will back up in increments. (There are many such utilities, search on MacUpdate. Just be sure that - whatever you choose - will back up the contents of the package file.)

When I edit a photo in iPhoto, say by cropping it, does iPhoto retain an untouched, original copy of the photo automatically or am I messing with the original?

iPhoto performs all operations on a copy. Period. Your Original is always untouched, and always preserved. For more on this have a read of

http://docs.info.apple.com/article.html?path=iPhoto/7.0/en/11464.html

Regards

TD

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Answer 14

Aug 12, 2007 1:35 PM in response to Yer_Man

Thank you for your guidance and your patience with all my questions!

That is the same way I manage my mp3 files. I let iTunes store my music and then backup my iTunes Music folder by making a copy of it, thereby backing up my database files as well. I will do the same for iPhoto and await Time Machine with the next OS release for an overall backup program.

Now that I think of it, I do recall seeing a folder called "Originals" in the iPhoto Library package. Don't worry - I won't go messing around in there...

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Answer 15

Old Toad

Level 10

207,367 points

Aug 12, 2007 3:14 PM in response to Paul Oldewurtel

Wouldn't backing up the iPhoto Library achieve the same thing? All those files in the iPhoto Library pkg file can always be got at by

Terence's suggestion would achieve two goals: 1 - backing up your image files and 2 - backing up your library and all of the organizational effort you've put into it.

You can keep your library backed up on a day to day basis with a backup application like Synk. It only copies those new or changed files since the last backup and only takes a minute or so.

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