DAY 8: ORGANIZE YOUR DIGITAL PHOTOS IN JUST 15 MINUTES IN 15 DAYS IN 2015 (#15IN15IN2015)

Wow, we’ve done a lot of work so far! It’s only been a week of daily 15-minute tasks, but you’ve put all your digital photos in one place, sorted them into organized, labeled folders, deleted the duds, picked our “star” favorites, added captions, tagged with keywords, and added geographic location reference to photos. Sheesh! Nice work! To reward your hard work to date, today’s post will be a little more fun! We’re going to play with PEOPLE! Mess with faces!

Some photo organizers insist you should delete MOST of the photos in your collection that do NOT have people in them. I’m not that crazy as I love my scenery pics too but I realize that the ones I want to be sure I save are the ones with my family in them. If I lost some images of an ocean sunset or cloudy skies, I wouldn’t be as upset as if I lost the ones of my kids with their great-grandparents, for example. Keeping things in perspective is important with photo organization!

FACE THE MUSIC
Think about it. What are a few of your all-time favorite photos you truly cherish? Are they scenic landscapes or ones with people’s faces in them? Typically, our loved ones are what make the photos more meaningful. That’s why Picasa’s PEOPLE library with facial recognition technology is so incredible!

Screen Shot 2015-02-08 at 10.37.15 PM
One of my fave photos is a candid I snapped at my sister’s wedding of my grandma, my kids & my dad — all looking fancy & happy!

When you first start with Picasa and it goes to find all your images in your PICTURES folder, it can scan for faces and will ask you to identify them. Under a zoomed-in “found face” pic, click the “Add a name” white caption box underneath. Type in a name. If it’s new, it will pop up a PEOPLE box asking you a few more details. Click NEW PERSON & fill in the other details as you wish. Now Picasa will magically scan your photo collection to find that face and associate it with that person’s name! All by itself!

Screen Shot 2015-02-08 at 10.53.23 PM
Granted, sometimes it needs some assistance. You’ll have an “Unnamed” folder at the top of the PEOPLE section, waiting for you to identify them. However, once you’ve taught it the person’s name, it will often pop up in a drop-down list when you go to “Add a name.” Simply select the right one or start to type the name and it can auto-fill fast too!

TIP: Be sure the first few photos you identify with a name are clear, focused, front-view photos. This will assist Picasa in accurately locating the others that best match. If you identify a blurry or dark photo with a name tag, you may end up with more mistakes in the suggestions as Picasa is trying to use this somewhat faulty photo as its reference point. 

Picasa sorts all your faces into “albums” it lists on the left under the PEOPLE library. These are NOT duplicates of your photos — they are simply pointing TO the existing file on your hard drive, in whatever folder you have it.

Screen Shot 2015-02-08 at 10.59.49 PM
IGNORE PEOPLE

Here’s one place where it’s perfectly acceptable to IGNORE PEOPLE! Picasa knows you’ll have some group photos where it will find faces that you don’t need to identify. Simply select those and choose “ignore selected” to have it learn those people don’t matter. Well, maybe that’s a bit harsh but it knows that you don’t care to see them called out in the FACES feature. If you choose to change your mind, you can “show ignored faces” and go back to give them a legit label or name tag as needed.

This is often where other people you occasionally photograph will go. Unless you will need to search and find a photo of them specifically in the future, they don’t really need a PEOPLE tag. Save these for your primary faces of immediate and extended family. Maybe leave the kids’ friends un-named for now. It’s up to you and may depend on how many photos you’ve taken of this person — and how many pictures you may take of them in the future.

Screen Shot 2015-02-08 at 11.02.17 PMMUG SHOTS
Find your favorite shot of each person in their album. Right-click on it and select “set as people album thumbnail.” Or use the top people menu with the icon on the far right. Change this pic as often as you wish!

CONFIRM FACES
As Picasa begins to learn that person’s face, it will find some matches it calls “suggestions” and ask you to confirm if these truly are this person or not. In the PEOPLE panel on the left, if you see an orange question mark after their name, it means Picasa has something to ask you about. Click on it to open their “folder” of faces. Near the end of their faces will be the suggestions. Or you can click the “show only suggestions” toggle at the top.

You can either click them one at a time with the green checkmark or red x, but if they are all that person, click the CONFIRM ALL button at the top! Done!

Screen Shot 2015-02-08 at 3.16.29 PM
However, don’t get depressed if Picasa instantly plops another batch of suggestions in that spot! It used the details it learned from the ones you confirmed to find a few more that are similar and wants to make sure it’s correct.

Sometimes, it drops in a face of someone else by mistake. Simply click the red X to remove it from this person’s folder. It doesn’t delete the pic — just puts it in another person’s suggestions file instead.

ZOOMED IN OR OUT
Screen Shot 2015-02-08 at 11.18.55 PMYou may be wondering how you had all these close-ups of people’s faces when you don’t remember shooting them. They aren’t close-ups at all! Picasa is just zooming in to show you the specific face, so it’s easier for you to identify. The two tiny icons in the upper right corner of the middle section give you the option to see them “zoomed in to the faces” (shown on left below) or “zoomed out to the full picture” (shown on right below).

Screen Shot 2015-02-08 at 11.10.25 PM Screen Shot 2015-02-08 at 11.09.45 PM

This comes in handy when you are looking for a specific picture of a certain person! After you think you found it by their face, you can click to zoom out to see the whole picture. Although you can always double-click any zoomed-in face to open the full photo in the editor window. In the dark gray bar underneath, you can see the exact filename path location for this photo, along with other details, and your caption, of course.

AMAZINGLY ACCURATE
I have been stunned at Picasa’s ability to figure out faces, even ones from infant to adult. It can tell that person even with varying hair styles and when the person doesn’t normally wear glasses. It often recognizes them even when wearing a costume or crazy hair or hat. And it finds them even in a very dark under-exposed or poor-quality blurry photo.

I’ve even seen it pick out the face of a person who was simply in a framed photo on a shelf somewhere in the main photo!?! Because of this, you may see a few strangers in your photo collection. Do not be alarmed. Often these are from group settings at a public event, or even a face from packaging on a Christmas gift! Of course, I haven’t tested this out on identical twins yet. I’m sure that could be a challenge for it!

ALSO PICTURED
Once you’ve helped Picasa figure out all the faces in all your photos, you’ll be able to see at a glance who is in each photo, and find the perfect photo of someone without remembering when it was taken! How handy is that?! Hover your mouse over a face in a photo and it will tell you who it is. Or when you are viewing a photo, the right column People Panel will identify them.

Screen Shot 2015-02-08 at 3.13.20 PM
FUNNY FACES: Once in a while, Picasa finds a face in a photo that isn’t really intended to be a face. Well, not of a person anyway!

PEOPLE FINDER
An almost-hidden (yet magic) way to find several faces in one photo…say you want to find a picture of you with your dad AND your grandma. First, click on the PEOPLE LIBRARY and choose your own folder. Now click on the “people” icon in the lower right corner to open the PEOPLE panel that will show who else is in those photos. Click on the tag of your dad. This will instantly sort your photos to show only the ones with BOTH you and your dad in them.

To add the third level of sorting for finding the photos with you, your dad and your grandma…CTRL (PC) or CMD (MAC)-click on your grandma’s name tag. It will locate the photo(s) of the three of you. Just. Like. That! Sure beats scanning faces or guessing dates or even typing in tags and captions for searching. See how fun this is? To revert to regular view, just click the green “back to view all” button to try a new double-duty search.

Screen Shot 2015-02-08 at 11.23.01 PM

PEOPLE MANAGER
No Master’s Degree needed! You too can manage people. Under Picasa’s TOOLS menu, choose PEOPLE MANAGER. A window pops up to let you see who you have photographed, and interestingly, how many pics you have of them! Since Picasa is integrated with Google, you have other options for managing contacts and syncing too.

Screen Shot 2015-02-08 at 11.27.45 PM

TURN OFF FACE FINDING
Some people don’t like that Picasa keeps working in the background to search and sync faces from the photos in your folders. Although you can determine in the TOOLS/FOLDER MANAGER menu exactly which folders should be searched, synced and watched. If you’d rather just turn it off entirely, scroll up to your main folder in the folder list on the lefthand side of the Folder Manager and deselect “Face Detection on” and click OK.

DAY 8: 2/6/15: 15 MINUTES. FUN WITH FACES! 

Set your phone’s timer or stopwatch for 15 minutes and open Picasa. Go to the UNNAMED folder under PEOPLE on the left column and start assigning name tags and confirming suggestions. Once you’ve identified (or ignored) all the faces in your photo collection, you can have the ultimate fun of this feature — creating a Face Movie!

Screen Shot 2015-02-09 at 12.01.14 AM

This creates a highlight reel of your photos focused on a single face, which is held in one position while the rest of the image changes. The result is impressive as your child grows up before your eyes in a matter of minutes. It randomly selects photos in chronological order and layers them so it creates a unique “morphing” effect of the face over time. You can edit the photos chosen, the order they’re in, add in slides, modify transitions, include a music track and much more. Then save it and even upload it to YouTube if you’d like. Way. Cool.

In summary, your DAY 8 DUTIES:

  1. OPEN PICASA & VIEW YOUR “UNNAMED” PEOPLE FOLDER. 
  2. IDENTIFY OR IGNORE ALL PEOPLE SHOWN, CREATING NEW NAME TAGS AS YOU WISH.
  3. CONFIRM SUGGESTIONS FOR PEOPLE AS THEY POP UP.
  4. TRY OUT SEARCHING FOR 2-3 NAMES IN A SINGLE PHOTO.
  5. PLAY AROUND & CREATE A FACE MOVIE JUST FOR FUN!
Screen Shot 2015-02-08 at 4.51.41 PM
The suggestion & cluster threshold sliders are Picasa’s level of effort in facial recognition accuracy. By default, these are both set at 80 but changing them to 85 limits the false positives.

attention-303861_1280

WHOA WARNING
As much as I find the PEOPLE facial recognition part of Picasa fascinating and helpful, I did learn thatthe “name tags” it generates are saved only within Picasa by default. However, you can — and should — opt to have them added to the XMP metadata section of your images. You first have to open PREFERENCES under the far NAME TAGS tab to check ON enable face detection, enable suggestions and store name tags in photo.

Screen Shot 2015-02-08 at 4.54.53 PMHowever, I found out that this does not go back to record all the ones you’ve already done; it will only affect the ones you will do from now on! So it is critical that you finish this step by going under the TOOLS menu, EXPERIMENTAL, then choose the last one “Write faces to XMP.” It opens a new window asking you to write all or write faces or write selected. Depending on your selection, this may take a while so it may be best to leave your computer to do this while you go to sleep or leave for a while.

clock-452552_1920TALKING TIME LIMITS
Unlike some of our earlier tasks, this is a relatively low-brainpower one that can be done while watching TV. It may take a while if you have many photos in your collection and this is your first time assigning name tags. But once you’ve caught up, it will be an easy, nearly effortless process. Then you’ll only need to stay on top of the new uploads and suggestions to always have instant access to finding the faces you love in the photos you have!

© Brenda Kruse and PhotoOrganizingPro.com, 2015. Unauthorized use and/or duplication of this material without express and written permission from this blog’s author and/or owner is strictly prohibited. Excerpts and links may be used, provided that full and clear credit is given to Brenda Kruse and PhotoOrganizingPro.com with appropriate and specific direction to the original content.

DAY 4: ORGANIZE YOUR DIGITAL PHOTOS IN JUST 15 MINUTES IN 15 DAYS IN 2015 (#15IN15IN2015)

Happy Groundhog Day! I guess you’re only happy if your team won last night and if Phil didn’t see his shadow, which means spring is on its way. Although after the huge snowstorms across the Midwest and East, Phil might need a shovel or snowblower to even get out.

day-36437_1280

GROUNDHOG DAY DO-OVER
Who remembers the 1993 classic movie named for this day starring Bill Murray who gets caught in a time loop that makes him live February 2nd over and over again? If you keep doing the same “nothing” with your digital photo files, you’re going to keep getting the same results — a whole lot of nothing! Take this opportunity (TODAY) and my #15in15in2015 plan to take action at last and break the cycle of doing nothing. You’ll be so thrilled you did!

DIGITAL DILEMMA — SHOOT FIRST, NEVER PRINT LATERfilm-219911_1280
Part of the problems posed with digital photography —hoarding on our hard drives — is that we are no longer limited by a roll of film with a specific number of exposures. We don’t have to stop! (Well, some of us who run out of memory on our iPhones do!)

We definitely shoot faster than we print in today’s world. Back in the days of film, it was a 1-to-1 ratio. You took the photo and you printed it. Heck, you probably printed two of every picture because they always had a deal on doubles! Now you take a ton of digital photos, knowing full well that 99.9% of them will never (ever) be printed onto paper.

photo-256889_1920Sure, you can start printing all your digital pictures. But that leads to the former well-known definition of physical hoarding and clutter because now you’d have photo albums filling bookshelves and stuck under beds. Who are we trying to kid? If you printed all the digital photos you take, you’d probably have all those photo prints filling Amazon cardboard boxes because they never quite made it into photo albums, right? Hey, no judging, no shame.

Maybe the photos you printed are sitting inside same boxes that also hold the special new Project Life scrapbook photo album you ordered online from Amazon with the best intentions to fill them fast and finally get “caught up.” Yeah, so that happens. You’re not alone. I hear it all the time.

Trust me, printing all your photos as 4×6 prints is NOT the wisest solution in the end either. I didn’t say I don’t suggest printing. Not at all. Just not ALL of them. We will talk more about printing options before our two weeks are up so let’s first focus on dealing with our overwhelming digital dilemma.

DIGITAL DILEMMA — MORE THAN ONE KID
Okay, I’m not exactly promoting the fact that “only children” are the solution to digital photo organization. I’m just saying that if you have more than one kid you likely suffer from what once was termed “Double Print Syndrome.” Because any photo that includes more than one of your kiddos faces will have to be printed twice so you can put it both kids’ piles. I can see all you Moms of siblings nodding your heads at this logic.

children-593313_1920It’s the same concept for digital, minus the printing. You’d think you would need to duplicate, or copy, the image so it can go into two folders labeled for each child. But please don’t! This concept not only doubles your workload but it also can cut your hard drive space in half! Not a wise move on either side of the coin. I’ll give you alternative ways to assign that information to the one JPG. Think of it like a photo on Facebook that you tag with the names of everyone pictured and that data is saved along with the image so you can see it later. Or forever if we’re talking about Facebook, right?

Screen Shot 2015-02-02 at 1.11.25 PMDIGITAL DILEMMA — “MISCELLANEOUS” IS NEVER A GOOD NAME
We just spent a whole blog post or two on naming files and folders. It’s that important. And let me just tell you that “Miscellaneous” is NEVER a good name for a folder. The same goes for “etc” or “other” or any alternative word that doesn’t really describe anything specific. You may as well call it LATER because all you’ve done is delay the decision-making needed to label these photos clearly or sub-divide them into sorted folders that can be named.

DIGITAL DILEMMA — “HOMELESS” PHOTOS DON’T FIT ANY CATEGORIES
But what about all those so-called “homeless” photos that don’t seem to fit into any of your existing categories? Do they just end up loose as random leftovers scattered inside folders here and there? If you really can’t identify what a batch of photos could be called, are they important enough to keep? If you still say yes to these pics, then I recommend having a maximum of one folder for each month that is named YEAR-MO-GENERAL to hold what’s left of the non-labeled pre-sorted photos. Some people prefer to have everything neatly placed inside folders. Or if this doesn’t sound like you, just let them be by themselves inside your YEAR-MO folder. For those of you already lost as to why I shortened “MONTH” to “MO,” it’s to remind you that we want a 02-digit month so your computer displays them in order. Smiley face stickers and high fives for those of you who picked up on that subtle hint!

DIGITAL DILEMMA — UNKNOWN UPLOAD-DATED FOLDERS
When you upload photos, maybe your camera or digital device and photo software automatically creates a folder on your hard drive with that day’s date. While you’d first think this is a definite advantage in that it handles date-labeling for you, it doesn’t solve everything because your folder most likely includes a larger batch of photos that are much older than today’s upload date.

For example, you upload photos the morning of February 1. Chances are, the photos are technically all taken in January, right? And if you don’t regularly download your photos off your camera’s memory card, you might be copying pictures from back in 2014, maybe from Christmas or even earlier. See how the 02-01-2015 folder date would be misleading in this case?

DELETEKEYDELETE THE DUDS & DUPLICATES
This part is fun. Well, not at first. Why is it so hard to hit delete sometimes? I think it’s a little like taking a 4×6 printed photograph, crumpling it up, then shredding it into pieces and throwing it into the smelliest, ickiest dumpster that’s going to be picked up by the garbage truck within 30 seconds. It seems so harsh and so final. If you have doubts that you may someday question your deletion efforts, you may be paralyzed with fear, choosing not to delete now. But by delaying your deletion decision too many times, the JPGs begin to pile up quickly.

IMG_1592Your mission today is to start from your most recent photo folders (and then work your way back in time). Open whatever photo viewer you like on your computer so you can see the image in full-size. Look quickly and make a gut instinct decision if it’s a great (or at least good if it’s the only one of its kind) photo. If you don’t like it (or need it preserved), please hit the DELETE key or trash it. And move on to the next.

Easy ones to ditch are the “finger in front of the lens,” “pitch black lens cap still on,” “blurry/out of focus (unless intentional), “your feet or the ground (if not planned or a successful accident), “unflattering up-your-nose selfie views,” and so on.

PICTURE PLAYOFFS
If you’ve taken multiple shots — and if you have kids, it’s a given — study the first shot, then look at the second one to compare it closely. Which one is better? Eyes open or closed? Smiles? Any distracting background or foreground in one vs the other? Zoom in to double-check the details.

Once you pick a winner between those two, send your winner into the next round with the next photo in the series. Keep having them “battle” to determine a winner unless they are different enough to warrant keeping more than one set. For example, the pose and the people are the same but one shot is of everyone smiling nicely and the second shot is the wacky faces one. You’ll probably want to keep both and that’s okay. The end goal is to eliminate the extras, reducing hard drive space and cloud storage costs.

If you shoot toddlers, sports or sunsets, you probably have more “series” or burst photos than any of us. That’s because you must shoot often in hopes of catching the exact perfect instant and you usually don’t know you caught a great shot until after the fact when the action is over and you can analyze the photos afterward. Most of us know to delete the really unflattering, really blurry images of people.

Screen Shot 2015-02-02 at 2.37.06 PMBut what about a sunset photo that’s still just as awesome as the ones before or after it? It can be hard to narrow these down unless you are a pro with a trained eye and ruthless regard for reducing image count. If you can cull your choices down and the ones left still tell “the story,” you have enough. If you can’t tell the story of a sunset in fewer than 65 photos, you need help. Enlist a loved one or a good friend you trust to vote. However, you have to agree to let them delete the ones they didn’t choose as the very best. You can’t ask for their input and then veto it! Try to “let it go” and realize that these sunset photos are not as precious to you as ones of your loved ones. If you keep too many sunsets, you won’t have room for your kids or cats. Try to keep things in perspective, people.

NOTE: Speaking of cats…if you’re a curious one, note your hard drive/folder sizes before you start deleting so you can quantify the results of your efforts with real data! You’ll either be amazed or depressed at the results of your efforts. 

Forgot my "real" camera for my son's basketball game so had to shoot with my iPhone. Obviously, I mostly got a lot of pics of blurry players & usually missed the main action. Now I need to delete the ones that can't be salvaged!
Forgot my “real” camera for my son’s basketball game early Saturday morning so I had to shoot with my iPhone. Obviously, I mostly got a lot of pics of blurry players & usually missed the main action. Now that it’s Monday, I need to go back & delete the ones that can’t be salvaged!

DECIDING TO DELETE
Once done with a batch, pick a new month and its sub-folders to view and find delete-able shots. Keep on keepin’ on until you’ve deleted any for-sure duds or duplicates, and eliminated any extras. That includes silly or random reference shots you snapped just to text to a friend or to remember where you parked and no longer need in your own photo collection. Be a little ruthless here and you’ll be grateful when we do the next steps.

Better yet, you need to start doing this shortly after you shoot instead of months later. I’m not saying you have to look and delete right from your phone or camera after you take the pics in that very moment. But usually within a few days, you’ll find some free time to flip through them & compare/decide. If taken on your phone, you may prefer to wait until they are on your larger computer screen to see them better to decide. That’s okay but don’t just keep them all and tell yourself you’ll decide to delete later.

We all know how that ends up, right? You don’t do it because you’ll think you’ll have time another day. Until you’re all set to record your child’s [insert important moment: recital, game, first steps, prom, etc] and your phone/camera memory is full you can’t capture the special moment so you have to suddenly start deleting things in a rush to hopefully make enough room to capture what you can. The added pressure and stress of that moment, nearly (or maybe entirely) missing out on enjoying it (as well as recording it for the child or others to see later), as well as possibly deleting a photo or video you really DID want to keep, plus the sinking feeling of failure at being organized “one of these days” is enough to depress even the perkiest of people. Don’t let this happen to you…ever or again. Don’t delay. Do it today. Download. Delete. Deal, people!

DAY 4: 2/2/15: 15 MINUTES. GROUNDHOG DAY DO-OVER: DELETE THE DUDS!

Set your phone’s timer or stopwatch for 15 minutes and open your main photo folder’s most-recent month’s pictures. Use whatever simple picture viewer software you wish (Windows Photo Gallery or Mac Preview or Quick Look) to view each photo and decide if it’s worthy to save or delete. If you have duds, they’re easy to delete. Same goes for duplicates. Compare closely to choose the best and pick your faves. Can’t decide? Ask an unbiased friend to vote but give them the power to delete the ones they say aren’t as awesome as your others. It’s the only way to keep from drowning in a digital sea of JPGs!

In summary, your DAY 4 DUTIES:

  1. OPEN YOUR 2015-01 PICTURES FOLDER & VIEW THEM LARGE ENOUGH TO DECIDE TO DELETE OR KEEP EACH PHOTO. 
  2. MOVE QUICKLY THROUGH ANY SUB-FOLDERS & THEN WORK BACKWARD THROUGH 2014 & PAST YEARS UNTIL YOU’VE ELIMINATED ANY EXTRAS. 
  3. IF YOU SAW ANY PHOTOS THAT NEED EDITING TO BE SAVED, SAVE A COPY OF THE FILE AND RENAME IT WITH “2EDIT” AT THE FRONT OF ITS FILENAME. MAKE SURE IT IS SAVED IN THE SAME LOCATION AS THE ORIGINAL.
  4. ONCE YOU’RE DONE DELETING THE DUDS & DUPLICATES, YOU CAN TAKE A DEEP BREATH, CLOSE YOUR EYES & CLICK TO EMPTY THE TRASH! NOW HIGH FIVE YOURSELF FOR DOING “THE DELETE DEED!” 
  5. BONUS: IF DELETING WASN’T HARD FOR YOU, FEEL FREE TO TACKLE SOME OF YOUR EDITING & THEN DELETE THE ORIGINAL (IF SATISFIED). IF YOU NEED ASSISTANCE OR ADVICE WITH EDITING, PLEASE WAIT FOR A LATER POST OR GOOGLE IT. 

attention-303861_1280WHOA WARNING: EDITING ISN’T EVIL
I won’t go into photo editing per se here but the editing process should be part of your photo routinabstract-19401_1920e if it’s not yet. I’m not saying you need to overly doctor your pics until they barely resemble the reality that was captured. That artistic effect has its time and place too. I’m suggesting you use editing to enhance and improve so-so photos into awesome photos. Or to save pretty-crappy pics that need help with exposure, red eye, cropping, color correction, saturation or other adjustments.

The best part about photo editing these days is that you do NOT need high-end Photoshop talents to improve a photo. Often the basic editing available in your device will do just fine. Whether that’s a mobile app on your phone or iPad, or a free online browser-based solution like PicMonkey.com, you can take control of your photos to improve the basics, or add fun filters and effects to completely alter the look and feel of your image. You can even add text or art as well to show your creative side.

Screen Shot 2015-02-02 at 1.12.22 PM

That said, my number one advice for editing is to first SAVE YOUR ORIGINAL and only edit a copy. This will ensure that if you really mess up in your editing efforts, you’ll at least have the original to revert back to instead. This is only a TEMPORARY step! Once you’ve made your edits and verified that the file is the way you want it (and still at full-size resolution), you are now free to delete the first one.

Please note that your new file will probably have the same filename by default (but with the word copy in it). Edit the name accordingly. It will also update the date to today, but that shouldn’t matter in this case if you make sure it’s located in the correct folder. And yes, sometimes you like the original AND your fancy edited version so keep both. But let’s not get carried away and make TWO VERSIONS of every photo we take, k? We already know we have a problem. Multiplying it does not solve anything! We must DIVIDE! It’s not new math, folks.

The real reason I’m mentioning it now today is that while you are going through each photo in your collection, you can decide right here and now if a photo needs editing. But I’m not talking about the fancy editing for fun effects though. That you can do later on. I’m referring to the “necessary” kind that takes away red eyes or brings a way-too-dark photo into the light. Both will “save” the photo from a sure DELETE.

So while I said to delete with ease, if you find a photo that you really wanted to be decent but isn’t, make a COPY of it. If you want, you can add the word “2EDIT” in front of the existing filename so it will be easy to find again. I don’t suggest taking the time to mess with editing now as you can end up spending hours on three photos if you’re not careful with the clock. Instead, keep doing your “deleting” process and mark your “2EDIT” pics for another 15-minute session either yet tonight or a different day. They’ll be there waiting for you. Organizing and time-management experts advise that you “batch” similar processes to speed up your efficiency of tasks. That’s why I’ve isolated these into small, simple steps instead of taking one folder of photos all the way through an entire workflow process. Now go get busy!

TALKING TIME LIMITS
I’ll admit you can easily get sucked into today’s task. Looking at every photo in your collection may take MUCH longer than 15 minutes. I know it would for me! But you need to be fast, go with your gut and figure out how to quickly decide. Hopefully you’ll get faster and more decisive as you go through your JPGs.

© Brenda Kruse and PhotoOrganizingPro.com, 2015. Unauthorized use and/or duplication of this material without express and written permission from this blog’s author and/or owner is strictly prohibited. Excerpts and links may be used, provided that full and clear credit is given to Brenda Kruse and PhotoOrganizingPro.com with appropriate and specific direction to the original content.

Day 2: Organize Your Digital Photos in Just 15 Minutes in 15 Days in 2015 (#15in15in2015)

You’re back! I’m glad you weren’t too overwhelmed by yesterday’s #15in15in2015 kickoff at the Photo Organizing Pro blog in honor of my birthday. Since we had to cover some initial housekeeping yesterday because it was the first post of the series, today we’re getting right into the nuts and bolts, or should I say, file cabinets, drawers, hanging folders, and manila file folders. Yep, I’m using a visual reference from the physical paper world to help you think about how to handle your digital life.

cabinet-308047_1280

FILE CABINET FOR JPGS
The file cabinet is your computer hard drive’s PICTURES folder. The file cabinet drawers represent each YEAR of your photo collection. Hanging folders serve as the MONTHS in your collection. And inside each month, you can add further detail with a manila file folder that specifies events, people, and places.

These themed topics are usually the major milestones and moments that we mostly photograph in our lives. Think birthdays, weddings, graduations, holidays and vacations. Although frankly our “everyday” moments are quickly becoming just as photographed thanks to Instagram’s plethora of cat & coffee candids, so maybe you’ll want a generic “catchall” folder for each month’s “miscellaneous” moments too.

If you think of organizing your digital files as if you would paper ones, it’s pretty simple to determine the basic structure for your folders and JPGs. The best part is that once you’ve established the system once, it’s a cakewalk to maintain as you add photos and grow your collection. Not to mention the fact that you’ll be able to find a photo you want much faster than before, if you even could before! And that’s the true beauty of a well-named chronologically based folder organizing system.
files-463492_1920

But wait, you whine! That’s not how my brain works! I can’t remember what year we visited Disneyland for Spring Break, this system will never do the trick for me. Slow down, I’m not done. There’s more to it than dates. We’ll add details to jog your memory. And maybe searchable keywords later too. Relax and trust my system. Let’s learn more before you jump ship.

Screen Shot 2015-01-30 at 10.44.35 PM2N = NAMING & NUMBERING
The 2Ns are the key to organizing and the secret to finding a photo sooner than later! Without proper naming of files, the computer’s default to prioritize numbering will throw off the best attempts at organizing. You’ll see why in a minute. Do not be afraid to rename folders! It can be done and undone multiple times over until you get a naming scheme that works the way your brain thinks. Don’t just use what you read online or in a book, or go blindly with whatever some organizing pro says (unless it’s me…ha!). Try out this theory on your own photo collection. Test it on a small batch first to see how it suits your situation. Are the names/terms ones you’d normally use? Does it offer enough variety or flexibility to adapt as needed? Is it overly complex to integrate or far too simple to really make an impact? Don’t be afraid to make a hybrid of a couple styles to best match your specific needs. It’s not a “one size fits all” but if you don’t have a preference that you know of yet, I do recommend you try these dated (& eventually detailed) folders.

APRIL FOOLS FIRST
You’re not a fool but your computer will always start the year in April if you label folders using only words because it sorts alphabetically. To make January show up before April in your list of photo folders, you have to follow my specific naming structure for them to be displayed in order on your computer. That means using two-digit dates, such as 01 for January so it is listed numerically before the alphabetical leaders of April and August.

folder-26697_128002-TO-DO
My other “rule” is to re-use the year in your folder name as well because once the files are moved out of that YEAR folder, that info won’t be as obvious anymore. So the best folder name would be 2015-01 then 2015-02 and so on.

TO-DASH OR_UNDERSCORE SPACES
That is the question. While computers of our past did not like spaces in folders & filenames, today’s can handle it just fine. However, tech experts recommend naming files shorter terms tied together with either dashes/hyphens or underscores because the internet does not like spaces. In fact, it turns them into these — %20. So to dash-or-not-to-dash. Or dash_or_not_to_dash. These are your choices. Or I guess if you want to be a renegade, you could use “dash or not to dash” as a filename. I’ll never really know but the web might wreck your well-laid plans. I highly suggest you start with one way that you like looking at and stick with it forever after. It’s a personal preference so pick a way and there you’ll stay.

We’ll discuss other rules for naming files when we add more details, but for now, our folder names are just fine with numbers — and dashes or underscores.

social-media-550778_1920

DAY 2: 1/31/15: 15 MINUTES — THE “YEARS & MONTHS MAKE & MOVE” PROCESS

Set your phone’s timer or stopwatch for 15 minutes and start making new folders within your YEAR folders for the MONTHS. Don’t forget to follow my specific naming structure in order to keep them displayed in order on your computer.

You already have a 2015 folder, right? And your January photos should be in it, right? (If not, please do this first). Adding a sub-folder of 2015-01 becomes home for your most-recent pics. Any photos you shoot yet today will go in there too once you transfer them to your computer. And starting tomorrow, you’ll put the February photos where? In the 2015-02 folder you made inside the 2015 folder you say? Why that’s 100% correct? You got an A+ on your pop quiz!

Now guess what you get to do? More of the same! Go back through 2014 working your way backward through the past year month by month. Using the year and 02-digit months to name folders, you’ll fill them with your specifically dated digital photos.

Don’t take time to look too closely at your photos, delete doubles or worry about editing at this time. Your only goal is to get them quick-sorted into their date/name folder hierarchy.

Go back as far as time allows. If you didn’t finish in the allotted 15 minutes, try to find another 15-minute session to “file” your digital files in their right file cabinet drawers and hanging folders.

In summary, your DAY 2 DUTIES:

  1. FIND YOUR PICTURES/MY PHOTOS FOLDER & MAKE A 2015 FOLDER (if you didn’t over-achieve yesterday), THEN A JANUARY (2015-01) FOLDER INSIDE THAT ONE.
  2. MOVE ALL JANUARY 2015 PICS INTO THE NEW FOLDER.
  3. CREATE A 2014 FOLDER INSIDE THE MAIN “PHOTOS” FOLDER.
  4. NOW MAKE YOUR MONTHLY FOLDERS FOR 2014 & MOVE YOUR PHOTOS INTO THEM. VIEW YOUR PHOTOS AS A “LIST” & SORT BY DATE TO EASILY SELECT THE BATCHES FOR EACH FOLDER.
  5. IF YOU STILL HAVE TIME OR ARE FEELING AMBITIOUS, REPEAT THIS “YEAR & MONTHS MAKE & MOVE” PROCESS FOR ALL OTHER YEARS YOU HAVE PHOTOS ON YOUR HARD DRIVE.

attention-303861_1280WHOA WARNING
What if you know you have photo files on your hard drive that are NOT showing the date the photo was taken? Maybe they list the date they were scanned or the date you renamed or edited them once before? If you know the year/month and can quickly move it into the right folder, go for it. If you aren’t sure, leave them loose in the main PICTURES/PHOTOS folder or better yet, create a new sub-folder inside it called 00-DATES (so it will always be at the top of your list) to remind you to investigate at a later date. Ha, we can call it Date-Gate!

stopwatch-259303_1920
While we’re tackling the marathon of organizing your digital photos, we’re doing it in short sprints of 15-minute work sessions. No need for endurance training to survive the #15in15in2015 program from Photo Organizing Pro!

© Brenda Kruse and PhotoOrganizingPro.com, 2015. Unauthorized use and/or duplication of this material without express and written permission from this blog’s author and/or owner is strictly prohibited. Excerpts and links may be used, provided that full and clear credit is given to Brenda Kruse and PhotoOrganizingPro.com with appropriate and specific direction to the original content.