Re-oganizing Library...

Question

I am fairly new to the Mac environment after switching from PC so please be patient with me as Im learning the file structure, etc.
I have quite a large library going with my photo's. They are not organized very well now - most of them were brought over by importing from my backup and are held in large event folder. I have purchased a new B/U drive and want to start my library off fresh by exporting my current photo's and then reimporting them into different librarys and a more "organized" structure. Im thinking of importing them by years and organizing into folders then. I do alot of editing in PE but realize that I need to use Save so the changes are recognized in iPhoto - or I use Save as and keep them in my "documents" folder.
So I have a few questions that I need clarification on.
1. How do I export all of my photo's as a backup so that it is just the "photo's" and not the library information included since I will be "starting fresh"?
2. What is the best way to "clean" my current iPhoto so that after all of my files are backed up I cans start importing them again.
3. I've been told that I should be using Image Capture and then importing my photo's to a organized file structure for my photos. From there use import in iPhoto to bring them into the program. If iPhoto is making a copy of them anyways - what is the sense of having them all in my file structure (eg my documents/photos/by date...) Is this when I use the Reference option that I have read about here on this forum and why is it better to use this?
I hope I haven't confused any of you and if you need further clarification on anything just let me know. I have almost 12000 photo's and need to get them into different libraries and sorted better.
Oh and I have downloaded iPHoto Library Manager...so I know how to use it to create different libraries etc., but for the above lets assume Im talking about 1 library at a time.
Thanks so much for the help.
Lori

Answer 1

Welcome to the Apple Discussions.
In no particular order:
I have almost 12000 photo's and need to get them into different libraries and sorted better.
iPhoto is good for 250,000 images. My own main library is more than twice the size you mention and runs effortlessly. You don't need to use multiple Libraries.
You can easily find all the pics from any year (or month or day) instantly using the calendar tool in the search window. Smart Albums will find them for you on a permanent basis if you want.
1. How do I export all of my photo's as a backup so that it is just the "photo's" and not the library information included since I will be "starting fresh"?
Don't.
Just make a new Library - Hold down the option (or alt) key key and launch iPhoto. From the resulting menu select 'Create Library'
2. What is the best way to "clean" my current iPhoto so that after all of my files are backed up I cans start importing them again.
No "cleaning" necessary. Just make a new Library.
3. I've been told that I should be using Image Capture and then importing my photo's to a organized file structure for my photos.
Lot of room for debate there. But as someone who's new to macs and new to iPhoto I would strongly suggest that there is nothing to be gained from this.
From there use import in iPhoto to bring them into the program. If iPhoto is making a copy of them anyways - what is the sense of having them all in my file structure (eg my documents/photos/by date...)
None whatever.
Is this when I use the Reference option that I have read about here on this forum and why is it better to use this?
That would be the case and it's not better.
A general comment on Managed (the default, photos are copied to the Library on import) v Referenced:
Running a Managed Library is much less complex, easier to back up has no disadvantages whatever. Some folks feel that heir photos are somehow safer in the Finder. Guess what? iPhoto stores your files in the Finder in folders.
Some folks feel that their photos are more accessible in the Finder. They are not.
Significant potential pitfalls using a Referenced Library.
1. Import and deleting pics are more complex procedures
2. You cannot move or rename the files on your system or iPhoto will lose track of them on systems prior to 10.5 and iPhoto 08. Even with the later versions issues can still arise if you move the referenced files to new volumes or between volumes.
3. Most importantly, migrating to a new disk or computer can be much more complex.
Always allowing for personal preference, I've yet to see a good reason to run iPhoto in referenced mode unless you're using two photo organisers.
If you're concerned about using your photos with another photo editor:
You can set Photoshop (or any image editor) as an external editor in iPhoto. (Preferences -> General -> Edit Photo: Choose from the Drop Down Menu.) This way, when you double click a pic to edit in iPhoto it will open automatically in Photoshop or your Image Editor, and when you save it it's sent back to iPhoto automatically. This is the only way that edits made in another application will be displayed in iPhoto.
Note that iPhoto sends a copy+ of the file to Photoshop, so when you save be sure to use the Save command, not Save As... If you use Save As then you're creating a new file and iPhoto has no way of knowing about this new file. iPhoto is preserving your original anyway.
If you're concerned about accessing your files:
There are many, many ways to access your files in iPhoto:
*For Users of 10.5 and later*
You can use any Open / Attach / Browse dialogue. On the left there's a Media heading, your pics can be accessed there. Command-Click for selecting multiple pics.
Uploaded with plasq's Skitch!
(Note the above illustration is not a Finder Window. It's the dialogue you get when you go File -> Open)
You can access the Library from the New Message Window in Mail:
Uploaded with plasq's Skitch!
*For users of 10.4 and later* ...
Many internet sites such as Flickr and SmugMug have plug-ins for accessing the iPhoto Library. If the site you want to use doesn’t then some, one or any of these will also work:
To upload to a site that does not have an iPhoto Export Plug-in the recommended way is to Select the Pic in the iPhoto Window and go File -> Export and export the pic to the desktop, then upload from there. After the upload you can trash the pic on the desktop. It's only a copy and your original is safe in iPhoto.
This is also true for emailing with Web-based services. However, if you're using Gmail you can use iPhoto2GMail
If you use Apple's Mail, Entourage, AOL or Eudora you can email from within iPhoto.
If you use a Cocoa-based Browser such as Safari, you can drag the pics from the iPhoto Window to the Attach window in the browser.
*If you want to access the files with iPhoto not running*:
For users of 10.6 and later:
You can download a free Services component from MacOSXAutomation which will give you access to the iPhoto Library from your Services Menu. Using the Services Preference Pane you can even create a keyboard shortcut for it.
For Users of 10.4 and later:
Create a Media Browser using Automator (takes about 10 seconds) or use this free utility Karelia iMedia Browser
Other options include:
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.
By all means post back if you need more information.
Regards
TD