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Reorganizing my picture files
December 18, 2013
7:03 pm
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Chase Allen
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I downloaded Picasa several weeks ago and got involved with you here.  I was not aware of all the things that just downloading Picasa involved.  Now that I see some of the things that Picasa can do for me, I wish my pictures were organized in a very different manor.  In my hard drive (C:/) I have a sub-directory off the main directory called “Data”.   Then off “Data”, I have many sub-direcories with variously descriptive names such as “Export Address Book”, “E-Mail Pix”, etc., etc.  That also includes a series of “Data – Pictures {yyyy – descriptive locations}” sub-directories.  Can you believe that that has made finding some pictures a very difficult process.  In fact since Picasa took over, I have found some pictures in very different locations from what I would have imagined, and buried deeper in further sub-sub-sub…directories than I could possibly have imagined.  I also have a bunch of scans I have made of old 35mm films – color and B&W – that I now want to do some work on. 

SO: here comes my question:

I want to make a sub-directory off “DATA”  which is called “Pictures”, along with all the other sub-directories I will still maintain, and have sub-directories in the “Data – Pictures {yyyy – descriptive locations}” (of which I now have many) general form.  Only, I want to re-organize to “yyyy” sub-directories with sub-directories there-to in the maybe {“mmm descriptive name}” ( e.g. “Nov – Thanksgiving”, “Dec – Christmas”, “apr – trip to Europe”, etc) form. 

C:\Data\Pictures\

        2010\

               May\

                       Logan\

                               Event1\

                               Event2\

       2011\…

       2012\…

       2013\Nov \Thanksgiving\

                      

(is this making any sense?)

If I do this, and include ALL/ONLY relevant pictures in these sub-directories, what will happen to Picasa?  Also, I guess another question might be what is the best organization you are aware of?

 

Part of this is that I saw how Picasa organized all the pictures by the Picture “date taken” down to year.  Also, I want Picasa to rescan my C: dirive and pick up on all the pictures so I can move the pictures per the above descriptions.  Also, I want to separate out the scanned pictures which will only have a date of the date I do the scan.  That’s OK, I can move those pictures to mere subject headed sub-directories.

 

Any help????

December 20, 2013
4:48 am
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MrsGeek
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I think your thoughts on organization are fine. All pictures under a Pictures folder, then comes the year, then month, then event. But, I have 2 tweaks to your folders.

1. Don’t use more than one level of sub-folders.

Since Picasa gives you the ability to see your nested tree structure, OR a flat folder view (see video: pics09.Tree Folder Structure) I don’t use sub-folders much except to organize by years.  I like to name my folders so they make sense when seen in flat view.  Therefore:

2010

     201001  (all miscellaneous pictures from January go in this folder)

     201002

     201001-Logan-event1

     

2011

     201101

     201102

     201103

     201103-Judy-birthday

     etc

2012

     201201

     201202

     201202-everglades trip

 

In the sample structure above, the 2010, 2011, 2012 and 2013 folders do not contain any pictures – they are simple parent folders to the monthly and event folders below.  This way, using tree view, I can collapse the yearly folders like in the screenshot below (click it to enlarge)

screenshotImage Enlarger

2. Name your folders so they make sense in Flat View.

In Flat folder view, Picasa will show you a simple list of all folders that contain pictures and you can sort them by date, OR by name as the fancy suits you.  So the folder name should be complete without need for the parent folders.

In your example of:

2010

   Jan

        Event1

        Event2

   Feb

   Mar

2011

   Jan

   Feb

   Mar

2012

   Jan

   Feb

   Mar

When you’re in flat view sorted by name, you will get

Event1

Event2

Feb

Feb

Feb

Jan

Jan

Jan

Mar

Mar

Mar

In my system, you will see

201001

201001-Event1

201001-Event2

201002

201003

201101

201102

201103

201201

201202

201203

 

Hopefully that makes sense … when you name your folders completely, starting with yyyymm – then they will always be sorted properly in Picasa’s Flat Folder view whether you choose Date order or Name order.

 

Some more videos to watch:

Hope that helps.

    

December 20, 2013
4:55 am
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MrsGeek
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Here’s another screenshot to show what I see (in Tree View) when I expand the 2010 year …

foldernames.PNGImage Enlarger

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December 23, 2013
2:29 pm
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Chase Allen
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I went through the videos you suggested, but I am left with a little confusion about the effect of reconfiguring my PICASA folders with the File Explorer folders (actual file folders??).   i.e., if I create a Picasa folder and move files and sub-direcories, etc. into it, have I reconstructed the File Explorer file folders? 

There are mentions/warnings that if I delete files from folders in Picasa, I am deleting them from the computer.  Do I have that right?  Carrying that forward, if I delete a folder from Picasa, does that remove it from the computer?

Can I assume that I can reorganize my “actual computer file folders/sub-directories” with Picasa???   My next sentence would seem to say that the answer to this is “NO!

Then when I get finished with that operation, further manipulation of the Picasa visible file folders will not actually involving moving/deleting/etc the “actual file folders/sub-directories“????  (Picasa maintains a database of the critical information on each individual picture file)

Now, my next question:

If I have to do all the renaming/grouping of my computer drive level picture files (actual files/sub-directories) before I start messing with Picasa to get the Picasa folders into the yyyymm{-event descriptive-} form, what happens to the existing Picasa folder blocks while I am doing this computer level stuff??

And, my final question:

Can I keep all the existing face identifications and names that I have been matching up, intact throughout this process?  Or do I basically have to start that stuff all over again with the reorganized set of pictures I have in the computer????  How do I get Picasa to use the embedded dates found in the properties of each picture as the sorting criteria???ConfusedConfusedConfused!!!!?????  So far, from what I am seeing, that doesn’t seem to be the guiding principle.

 

December 23, 2013
2:37 pm
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Chase Allen
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Sorry, I forgot one other niggling question: Can I get Picasa to ignore duplicate files?  I have quite a bit of duplicate/triplicate/quadlicate and more files in various sub-directories.  (A product of building books from three, four or five,etc., sets of the same main group, but seledcted pictures, depending on the ultimate recipient of the books – we talked about this earlier)

December 24, 2013
12:06 am
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Chase Allen
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This is  a P.P.S. to my last… I finally figured out what’s causing my puzzlement here:  I do, probably do, most of my work, and will continue to do so, with applications Outside of Picasa!  I do a lot with Publisher to write documents about/with my pictures.  My next six month plan will require that I do a lot with PowerPoint, (I am doing a presentation at a Utah State University Summer Citizen class on the development of Drones – UAV’s -, which will be allmost exclusively pictorial in nature – maybe 150 – 200 or more pictures scanned and imported from outside sources).  I also do a lot with Photoshop Elements, revising/cleaning up pictures and a little bit of manipulation, that I probably will modify – to some extent – to work with Picasa.  I will use Picasa mostly for jobs like I started off with in this discussion, compiling photobooks for a varied destination audience, from a main core set of pictures, where I want to set a specific order for the final prints which will be compiled into, for example, the 36 4X6 print folders called “brag books” (once I have the source set, I know I can order them better with picasa). However, I don’t perceive that Picasa is set up to provide access to outside applications for file locational access, so I need the “actual file folder/sub-directory” access found in Windows (W8 calls it File …) Explorer for my main file repository.  Also, Elements, Publisher, PowerPoint, etc., can only see files in the “actual file folder/sub-directory” structures.  But none of the above have a facility to classify/sort pictures by shooting date!  Oh, and I have a lifetime collection of slides, film strips and scanned pictures in my files (and have tons more to scan) that I want to include in the Picasa date sort/folder scheme, even though they will have to be sorted probably by date of scan or some such.  Now, maybe you can see some of the motivation behind all my questions.  Hope you can maybe point me in the right direction to accomplish all this??Confused

December 24, 2013
4:28 am
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MrsGeek
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Let me respond to your questions in context by quoting and answering:

I went through the videos you suggested, but I am left with a little confusion about the effect of reconfiguring myPICASA folders with the File Explorer folders (actual file folders??).   i.e., if I create a Picasa folder and move files and sub-direcories, etc. into it, have I reconstructed the File Explorer file folders? 

There is NO Picasa folders!  There is only the “actual” file folder.  Picasa is just a tool for managing/manipulating your files and folders.  If you move files and folders with Picasa then, YES, you have reconstructed the File Explorer file folders.  That was the whole point of the following videos:

  1. Forget about Picasa! Know where your pictures are WITHOUT Picasa.
  2. Using Folder Manager

There are mentions/warnings that if I delete files from folders in Picasa, I am deleting them from the computer.  Do I have that right?  Carrying that forward, if I delete a folder from Picasa, does that remove it from the computer?

YES!

Can I assume that I can reorganize my “actual computer file folders/sub-directories” with Picasa???   

YES!

If I have to do all the renaming/grouping of my computer drive level picture files (actual files/sub-directories) before I start messing with Picasa to get the Picasa folders into the yyyymm{-event descriptive-} form, what happens to the existing Picasa folder blocks while I am doing this computer level stuff??

There are NO PICASA FOLDER blocks.  There are only ACTUAL folders.  You can use Explorer OR Picasa to move/rename/delete … you are working on the exact same folders.  

Can I keep all the existing face identifications and names that I have been matching up, intact throughout this process?  Or do I basically have to start that stuff all over again with the reorganized set of pictures I have in the computer???? 

Please read this article – Picasa Tip: Keep your People Named by Checking this Box

How do I get Picasa to use the embedded dates found in the properties of each picture as the sorting criteria???ConfusedConfusedConfused!!!!?????  So far, from what I am seeing, that doesn’t seem to be the guiding principle.

Picasa does indeed use the embedded dates to sort pictures.  I think what is confusing you is the sorting of folders.  Along the left sidebar, when you see folders and there are dividers by year … it is sorting the folders by date.  Where does it get the date of a folder?  From the earliest dated picture in the folder at the time it was created.  So, if a folder called New York Trip has pictures in it dated from 11/1/2012 to 2/1/2013, the folder is dated 11/1/2012.  You can change the date of a folder by right clicking on the folder name and choosing “Edit Folder Description” you will then see a space for folder date – you can edit this date.  Please read this article: 

Sorting Folders vs. Sorting Pictures within a Folder

December 24, 2013
4:34 am
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MrsGeek
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July 2, 2010
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Can I get Picasa to ignore duplicate files?  I have quite a bit of duplicate/triplicate/quadlicate and more files in various sub-directories.  (A product of building books from three, four or five,etc., sets of the same main group, but seledcted pictures, depending on the ultimate recipient of the books – we talked about this earlier)

 

There is no command to “ignore duplicate files.” However, if those duplicates are in a separate folder, you can use Folder Manager to “Remove folder from Picasa”  The folder will still be on your computer, just not showing up while using Picasa.  My recommendation would be to use folders outside of the My Pictures area for your bragbooks.  How about C:\My Documents\Bragbooks.  Then you can use Picasa’s Folder manager to show all folders in My Pictures, and Don’t show any folders from My Documents.  

 

December 24, 2013
4:55 am
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MrsGeek
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I do, probably do, most of my work, and will continue to do so, with applications Outside of Picasa!  … Publisher …PowerPoint …Photoshop Elements

Also, Elements, Publisher, PowerPoint, etc., can only see files in the “actual file folder/sub-directory” 

 

Picasa works just like Elements … in that it also can only see files in the “actual file folder/sub-directory”  If you are already familiar with Elements, you could use the Photoshop Elements Organizer and eliminate Picasa – they really do the same things.  Picasa is a easier, and it’s free.  Photoshop Elements is more difficult, but more powerful, and it costs $.  But, if you already have it and know how to use it – Picasa is redundant.

The only issue with using Picasa to edit photos and then use those photos outside of Picasa is that you need to save your edits.  Just be sure to use File->Save whenever you make changes to a picture in Picasa.  Now you’re safe to use that picture in any other program.

Please watch this video: 

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