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Whether you are an amateur or professional photographer, it is important that you streamline the photo process and maintain a productive workflow. One vital component in this process is organizing your photos. As a professional photographer, you might click over a hundred photos in a session. Imagine doing this for a month; you will have thousands of images. So, culling out the best few photos effectively from that list of thousand can be an arduous task. You need to choose and select a few striking shots that clearly represent your work and photography style in the best way to prospective clients.
A good photo organizing software will help you choose your best body of work, by displaying, selecting and organizing your photos based on their date, location, categories, etc. Not only do they allow you to tag, keyword and filter your images, but some of the software featured in this article, also allow you to share photos directly on social media.
What is Photo Organizing Software?
A Photo organizing software or image management application is used to manage a large number of images, thereby making improvements in a photographer's workflow. The basic feature of an image organizer is to edit tags of the photo. It is a good medium to upload files to hosting pages.
Some typical features of an image organizer app include the ability to view thumbnail previews. Albums can be created for images and then be organized into collections. You can add tags like keywords, labels, categories, or flags. These images can also be exported, resized, mailed, or printed.
Some typical features of an image organizer app include the ability to view thumbnail previews. Albums can be created for images and then be organized into collections. You can add tags like keywords, labels, categories, or flags. These images can also be exported, resized, mailed, or printed.
Here are a few reasons why you should organize your photos:
Easy to find photos - If a client wants to purchase a particular image a year after you did the shoot, how will you find the images? Or, if you need to submit a few nature photos for a competition, you should have a proper system to locate them. Whether you are just organizing your photos by adding keywords, tags, stars, or color codes; you need to know what works best for you. And you should be familiar with the system to use it efficiently when a good opportunity knocks on your door.
Check your progress - When you spend some time organizing your photos, you get a good idea on how you have progressed this far. You will notice how good or bad the photo was earlier and how your interest has shifted over the years. You can divide your work based on the subject, project, or theme. This process will give a direction to your vision as a photographer and will make you understand what kind of subjects you love shooting. After years of working, a photographer starts to develop an ingenious style. An amateur photographer will also notice early patterns in the photography style by following the process of organizing.
Deep analysis - The process of selecting your best work, allows you to analyze your photos. Try to figure out the reason why you like certain images and dislike others. Think about what made you capture those good images and what happened in the bad ones. Doing this will improve your way of looking and help in creating better images.
Revisit ideas - When you revisit your old photos, you can revisit old concepts and ideas. You will realize what mistakes you made or things that you may have missed. You can now take a new approach to the same ideas and improvise them.
Best Ways to Organize Photos
Printed Photos
To organize printed photos follow these steps:
- Buy a large set of similar-looking photo albums and photo boxes. Doing this will maintain consistency for an extended period of time.
- Write the date or the name of the person in the photo, or some identifying feature about the photo.
- Make sure you use an acid-free pen or pencil, which is safe for photos. You can get it from an art store near you.
- Discard all the bad photos, which are badly exposed, blurred, or which you wouldn't want to keep.
- Select the ones you like the most and put them in frames or albums. Select and keep the photos separately which you want to give to friends or relatives.
Digital Photos
In addition to a photo organizer software, here's how you can manage your photos:
- Most camera these days has an option to add custom file names or folders in the camera itself. The best way to organize photos is to separate them based on each assignment. If this is too much for you, at least make sure that the date and time in the camera are correct.
- Create a folder structure and put your files on it. The folder name can be something like Date_Shoot-Type_Client Name. This can add a location or any other information you want. You can create subfolders based on the number of photographers or cameras. The idea is to avoid photos having the same file name in the folder.
- Use your preferred photo organizer software from the list below and add all the metadata to categorize them. The metadata includes location, techniques, month, client name, and type of shoot. A good photo organizer would have a way to mark your favorite photos. If your software has the option to add GPS data and facial recognition; you can use it too.
- If your organizing software doesn't store the editing catalog, you can create a subfolder inside the folder where you store your photos. This will keep the edit version closeby for easy reference.
Here is the list of 25 Photo Organizers to streamline your workflow.
With ACDSee, you can organize your images by keyword, date, category, location, color labels, and ratings. With the ratings, you can easily find photos from a large collection. ACDSee is an easy to understand photo organizer which can even find and delete duplicate images. The software supports 86 different file formats like RAW, TIFF, JPG, and PSD.
The editing functions of the program include cropping, red-eye removal, resizing, and color correction. ACDSee does not deteriorate the quality of an image once the editing is done. The editing can be done to many images at once, which would help in increasing your productivity. You can also create an online gallery through the software, but you would have to pay separately for it. The downside of ACDSee is that it is not compatible with Mac.
Smart Pix manager provides differentiating features like slideshows and wide print templates. While it might take some time getting used to the program; it offers numerous features to organize the photos. And that too at a reasonable price! Apart from organizing photos, you can use the Smart Pix manager to sort videos and music files as well. You can import images from camera and flash drives in this program. There are, however, only 22 file format support. Smart Pix Manager can also edit photos in bulk, which can save your time. The editing features are limited to a few basic functionalities only. You cannot post your images directly to social media; emails are supported though.
CyberLink PhotoDirector has some advanced features like face-recognition and more advanced editing tools. It also has a decent video editor built-in. Unlike ACDSee and SmartPix Manager, this program work on Mac. You can organize images based on tags, color labels, star ratings, and categories. The PhotoDirector 10, however, does not allow you to sort your photos by calendar date. You can see the image metadata with this program, which is helpful to understand the camera settings used. Like advance editing tools, CyberLink software allows you to work in layers. While editing, you can apply any of the 42 filters as well. One of the disadvantages of this program is that it has limited file support and does not support formats like PDF, PSD, or GIF.
The outstanding feature of Corel PaintShop Pro is the editing features it offers. It does the organizing of the photos by using keywords, calendar dates, categories, and ratings. The program offers to set up a backup manager also. With PaintShop Pro, you can view the EXIF and IPTC data of the photo, but it doesn't allow you to search for duplicate files within. The program is easy to understand and is also useful for professionals due to its advanced features. The editing features of the organizing software has tools like paintbrushes, pencil, blemish remover, content-aware fill, etc.
Zoner Photo Studio is a great organizing tool. It has four main sections in the program, namely: Manager, Develop, Editor, and Create. In the Manager section, you can organize your photos based on keywords, titles, calendar dates, and color labels. The organizing software also allows you to add GPS location to your photos. By doing this, you will be able to search your images based on locations and see it all on a map.
Photos can be imported from your phone and camera. In Zoner Photo Studio, you can find some basic editing tools like hue, brightness, and contrast adjustments. There are 35 filters in the program through which you can add effects to the images with a few clicks. The software can be purchased with a monthly or yearly subscription.
Adobe has a free tool for managing all your digital files, and this includes photos. You can use this product independent of Adobe's Creative Cloud suite. One of the best photo organizing software, Adobe Bridge, can add tags, ratings, and other metadata to your images. The program also allows you to sort multiple images at the same time. The asset management software gives you centralized access to your files, and you can add watermarks as well. If you wish to publish the images directly to the Adobe Portfolio, you can do so with this program.
Google's backup and sync app can also be used to organize photos. This cloud-based program can backup your photo directories automatically. You can select the folders that you want to be uploaded into the cloud. The folders will be backed up and sync automatically. When the files get uploaded, it will be displayed based on time. Google's AI assistant will be able to organize it further apart from recommending which photos can be archived.
StudioLine Photo Basic is a free program that provides basic editing features like cropping, resizing, and such. The program also is a good organizing tool for images that can be sorted based on tags. You can add a description to the pictures in the program itself. The organizing tool can be used to view the images in a slideshow and allows you to publish the images to various online gallery tools.
JetPhoto Studio 5 is a good image management tool that can organize photos based on tags and locations. The program can create albums and organize them as well. A strong feature of the program is its sharing ability. The photos can be shared directly with services like Flickr, Jet Photo server, and more. You can also create a google map galley, which can show all the geotagged photos. Galleries can be exported in the form of slideshow and flash, which can even be viewed on a browser or a media player.
With XnViewMP, you can add tags to a large number of photos at once. The organizing program supports more than 500 image formats. The program, however, does not have automatic sorting options like some other software.
This photo organizer software can organize, edit, and share your photos. The files can be imported from various sources like cameras, scanner, or other removable devices. The photos can be organized by keyword, date, categories, or ratings. When you open a photo in this software, you can view the metadata of the photo immediately. ThumbsPlus 10 provides basic editing tools and 23 creative filters to enhance the photos.
PicaJet is a budget program that lets you categorize your photos in different ways. Through this program, you can import your files from various sources like cameras, scanners, and other media. PicaJet can also do bulk edits on your photos, edit the metadata of the images, and do an advanced search. The program, however, gives the photo editing tools and other advanced features in the pro version.
Lightroom is another software from the Adobe family, which can be used for photo organizing as well. Lightroom is beneficial from the point of price as you can get a photo organizing software as well as editing one at the same price. The organizing starts with the importing of files, which can be easily done in Lightroom. These imported files can then be put in folders and subfolders, catalogs, and virtual folders.
The software provides the ability to add keywords, metadata like captions, and titles to the photos. The images can also be organized based on color codes, flags, and star ratings, in this photo management software. The batch renaming of photos can be done with the program and can be exported easily. With Lightroom, you can share your images directly on social media sites. There is no need to make multiple copies as the edits are not applied to the original images. Due to Lightroom's cloud storage feature, you don't need to worry about file loss; and these files on the cloud can be accessed with all devices.
The Adobe Sensei technology uses machine learning to recognize people from the photos; it can even identify some elements in the photos. The keywords are then added in the photos based on the data from Sensei automatically. From the auto-tagging, you can create albums for each individual or any theme you want.
With the Imatch 5, you can add color labels, tags, and ratings which can be used to manage a large number of photos. The software does not provide the option to import the files directly from the camera or scanner; you can do so using your hard drive. An advantage of using this application is that it supports more than 120 file-formats including many RAW formats; and the ability to add the formats which are missing. With IMatch you don't need to create a separate database; the files can be managed from the place where they are. Files can be organized based on titles, subjects, tags, ratings. You can add comments also in the images with the help of this photo organizer. The program does not include an image editor, but you can add special effects to your photos provided in the program. With IMatch, you cannot share your images directly on social media. However, you can create a slideshow and share your images via email.
PixFiler was previously known as PhotoArchiver. It is a user-friendly photo organizing software that allows you to organize and search the photos by keywords, categories, dates, or ratings. The software can work with RAW files and can upload photos from your hard drive, camera, or scanner. PixFiler lets you know about duplicate photos so that you can save space in your drive. The editing features in this organizing program are quite limited to rotating and resizing the image only. PixFiler does not allow you to export the photos directly to social media sites; the files can be shared by email, and slideshow though.
Magix Photo Manager comes in both a free and paid version. Its facial recognition feature is definitely an attention grabber. Other organizing features are star ratings, theme categorization, cloud importing, and more. Magix Photo Manager can find and delete duplicate images like other software. The program uses AI technology to find duplicates. It provides some basic editing tools like cropping, light correction, and other image optimization features. With the virtual album feature of the software, you can put the same image in multiple collections without using extra space in your hard drive. You can sort and search the images based on names, events, locations, and more. Magix Photo Manager supports most of the photo and video formats.
DigiKam Photo Manager is a free and open-source photo organizing software that can handle more than 100,000 images. The program has all the basic photo organizing functionality you will need like upload, delete and sort images. The program offers a folder system with main folders and subfolders. Commenting on photos is another feature provided by this professional photo organizing program. The photos can also be sorted based on date, title, file size, and more. This photo management program can process RAW and JPEG images and publish them on social media. The metadata of the images can also be edited with DigiKam. An attractive feature of the software is called Light Table, which can edit particular parts of an image separately. Apart from basic editing, the program can also do advanced editing like color management, noise reduction, and add special effects.
FastStone Image Viewer can be used as an editing program as well as an organizing tool. The software has enough tools to get the basic editing done. For organizing the photos, you can make use of the tags among other sorting options. This free photo organizer is fast, making you view images without any delay. The images can also be converted into PDF, JPEG, GIF, and PNG using this program. The tags can be added easily using this program, which can be used to search the images. You can resize your images quickly with this app as there are preset for various sizes available. If you are not willing to spend on a photo organizer, this free software might be for you.
A fully-featured editing program, the On1 Photo RAW also provides the best way to organize photos. The well-developed program has solid cataloging tools that can be used to organize your photos efficiently like batch renaming, tags, ratings, and such. The keywords and metadata like author information can also be added in the images directly. This professional photo organizer is a good choice for professionals who have to deal with tons of images. A user can use the dual-mode of the program, which can be used for browsing or editing features. The images can be viewed based on their editing history, where each image can be set back based on the adjustments that have been done. These adjustments can be compared with the previous versions. The main keywords in the program can have sub-keywords as well, which can also be downloaded from Adobe lightroom.
Apowersoft Photo viewer is one of the fastest photo organizing applications on the market. This program can also perform some photo editing functions and can make changes to the metadata of the images in batch. There is also a screenshot tool built-in the program. RAW images can be converted into common formats like JPG, PNG, or TIFF; PDF files can also be viewed in the photo organizer. The files from the program can be shared into social media platforms.
Nomacs is a lightweight, free, and open-source program that has its focus on displaying the images properly through the application. A unique feature of Nomacs is that it can display images from a zip file or from a Microsoft Office document. Photos can be searched within the program by adding filters; it can also be organized based on various categories. Like many other programs, Nomacs also provides you with basic editing tools like adjusting the hue, contrast, and color tones. Nomacs application can be used in Windows, Linux, and Mac.
The Phototheca program is built to sort, edit, and view thousands of images. The images can be imported from various sources like memory cards, hard drives, cameras, etc. The easy to use organizing tool can create events, albums, and smart albums. The photos can be sorted by using keywords, people, and location. The metadata of the photo can be edited using this program. You can build their own photo library in the way you like. Phototheca also provides password protection for the files. The program has a pro version that gives you unlimited photo library, commercial use, and more features.
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If you are a Mac user, then you must be familiar with Apple Photos. It is a free and simple tool that can be used to organize photos. The software can be used to create slideshows on the basis of time or date. Apple Photos has the ability to recognize objects and scenes, through which it can categorize photographs. Apple Photos can process RAW files and videos, which can be turned into loops, reverse, or long exposure.
MacPaw Gemini 2
MacPaw Gemini is a software that can only be used to find and manage duplicate and similar looking files on your Mac. As a photographer, you take multiple photos of the same scene. These photos, however, will be of very little use later. The photo organizing program will list all these photos, from there you can select which ones to keep. You can also choose the program's Smart Select, which will automatically find and delete all the files you don't need. The program can be set in such a way that it does not delete the original files while deleting the rest. The program learns from the actions you do to sort the photos, and it will apply the learnings from it.
Mylio is a free app that can be used to organize photos, videos, and other files. This program can be used on any Mac, iOS, Windows, and Android. Mylio doesn't necessarily need the internet to work; it can work automatically to organize the files based on the calendar app. The images will be categorized based on the event and synced with the calendar. Mylio has face recognition technology which can tag and organize photos quickly. Mylio also provides basic editing features, including batch editing.
From basic to advanced photo organizing tools, we have covered it all. Many of them have photo editing features too. If you are not willing to spend on a photo organizing app then, you can opt for free software as well. Having a good tool to organize photos will give you clarity about your work and help you grow. Once you have organized your photos and sorted the best ones based on ratings or flags, you can create a portfolio website on Pixpa.
Displaying your best images in a portfolio is also important if you want to be a professional photographer. You should be able to put together a consistent collection of images with a clear style so that potential customers will know what to expect from your work. Make sure that the photography website builder you choose offers the flexibility, features, and ease-of-use you need to put together professional photography portfolio websites without requiring any coding knowledge. That's where a bit of inspiration comes in handy.
Pixpa is a website builder platform that is trusted by creative pros around the world.
Pixpa is a website builder platform that is trusted by creative pros around the world.
Pixpa offers an easy yet powerful drag-and-drop website builder and includes Client galleries, eCommerce, and blogging tools to enable you to manage your complete online presence through one seamless platform. Explore all features that make Pixpa the perfect choice for photographers and other creative professionals. Choose from a variety of minimal design themes that make a bold impact. The white background allows a clear focus on images, without unnecessary clutter.
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Preferences
There are many parameters that can be set in Photo Mechanic to customize its operation to the way you choose to work. In the Preferences Dialog box there are a series of tabs across the top, each of which leads to a new set of preferences.- 7Maximizing IPTC/XMP Compatibility
- 15Resetting Preferences
General Preferences
On startup: This is how you would like Photo Mechanic to behave when it is launched.
On mount of Camera Disk: This is what action you would like to happen when Photo Mechanic senses that a card has been placed in a card reader. The logical choice here is the second one, ‘Show Ingest Dialog’, but you can also ignore it or cause the card to be browsed as a set of Contact Sheets.
Color Classes: Here you can customize the Color Classes and names that Photo Mechanic uses to sort images. Click on a color box to choose another color and type in the box next to it to re-label that color. If you wanted to maximize compatibility with Adobe® Bridge®/Lightroom® you would set the labels and colors here to match the labels and colors you use in those applications. Additionally, the Synchronize Color Class with IPTC/XMP Urgency field check box, when set, will cause the IPTC Urgency field to be set as the Color Class index whenever the Color Class is adjusted.
GPS: This section allows you to choose how you want GPS information displayed. The GPS Latitude/Longitude format popup menu lets you choose the format for display of GPS coordinates. The Units for GPS distance popup allows you to choose miles or kilometers for distance displays.
Contact Sheet Preferences
Selection Method: Three options on how a selection may be made. Option one is the default and is the one most people will be familiar with.
Default Sorting Method: This is the sorting sequence that Photo Mechanic uses to display a Contact Sheet when the sheet is first created. This will appear in the main menu bar in the Contact Sheet window and can be changed.
Behavior, Wrap-around: Toggles whether the arrow keys progress from the last image in a Contact Sheet back to the first image when the end of a folder is encountered.
Behavior, Close Contact Sheet window when last tab is closed: When this is enabled, closing all the tabs in the Contact Sheet window will also close the window itself.
Behavior, Create New...: If there are no Contact Sheets open and Photo Mechanic is minimised, a new blank Contact Sheet will be created when photo Mechanic is resumed.
Only Allow Arrangements...: Thumbs can only be dragged to make new arrangements when the Sort dropdown is set to Arrangement.
Automatically rescan when folder contents change: Causes Contact Sheets to rescan when other applications notify the system that they have added or removed files from a folder. This feature has been a source of reliability issues for some users and has been made optional. If you are having issues when working with folders outside of Photo Mechanic, please try turning this option off. The change will only take effect when Photo Mechanic is restarted.
Thumbnail section:
Default Size: This is the size of thumbnail that Photo Mechanic uses when it first creates a new Contact Sheet. It can be changed by using the thumb size slider on the Toolbar.
Generate High Quality Thumbnails: Turning this off displays the very small EXIF thumbnails only. Super-fast but low quality.
Sharpen Thumbnails: Thumbnails will have sharpening applied and will look crisper to the eye, again, at a slight cost in speed.
Combine RAW+JPEG into single thumbnail: Toggles the combination of RAW+JPEG pairs into a single thumbnail.
Show Soft Rotation indicator on thumbnails: Displays a symbol to show if a thumbnail has been rotated. Also allows other indicators like Upload status to be shown.
High DPI Display Quality: Change this setting if you have a high resolution display (e.g. Retina or 4K or above). Setting this to “Best (uses more memory)” will ensure your thumbnails will display at the best resolution possible.
Labels: Sets the number of lines that are used beneath each thumbnail to show variables. Here one line is used as default to show file name. You can choose File Name plus 1 to 3 more lines, each of which can display variables such as Caption, File Size, etc.
Scroll Wheel Sensitivity: Controls the amount that the mouse scroll wheel, if available, moves the screen while viewing the Contact Sheet. (There is a separate sensitivity setting for the Preview window.)
Colors Section:
Colors: Use these options to set how you want Photo Mechanic to appear. A good set of colors has good contrast between the unselected thumbs and the selected ones, with good text contrast for both.
Files Preferences
Move Photos to Trash: Check this box to move deleted items to the Trash. Unchecking this box deletes the item permanently.
Play move to Trash sound: Photo Mechanic will play a sound effect when deleting photos. Uncheck this to silence this effect.
Never Warn when deleting: Turns off the warning when deleting files. Use with caution.
Allow modification of files on Camera Disks ( not recommended ! ): By default, Photo Mechanic will not make any changes to files on a memory device so that if anything ever goes wrong, you'll still have your original untouched files. If you're really, really sure you want to turn off this protection, you can.
Update Creation Time: Changes the creation time of the image to the EXIF time of capture during Ingest or Copy. Unchecking this option will cause the files to have a creation time set as the time of Ingest or Copy, not the actual time of capture.
File Extensions: Choose upper or lower case for file extensions. Once set this is best left alone for consistency. Lower case is safer than upper case for web use.
Resolution Units: Choose between pixels per centimeter or pixels per inch. PPI is the default.
Add Photoshop resolution info to Camera JPEGs during IPTC update: Sets the default resolution for files created during Copy or IPTC Updates for other imaging applications which use a dpi value for sizing.
Default Resolution to use: Choose a resolution to use for all file operations such as Resize, Crop, Save As, FTP etc. Saved images will have this resolution when viewed in other applications.
Renaming resolution: Set options for what Photo Mechanic should do when it tries to save a file to a folder and there is an identically named file already present at the destination. This policy applies to all renaming operations. You can choose to append a letter, or a single or double digit number, when needed. The best option here is probably ‘Append Digits when needed (01,02 etc.)’. This option makes it easy to see at a glance when there were two files with the same name since the new file name will be longer and easy to spot.
Always update XMP Label when changing Color Class: Tells Photo Mechanic to set the XMP Label to the new Color Class name even if the XMP Label didn’t previously match the Color Class name.
Location of User Templates: These settings allow you to choose a folder where your custom templates are stored on your system. The Export dialog, HTML Template Exporter, and Uploader dialog will look here for additional templates.
The Windows version of Photo Mechanic includes a button to set HTTP proxy settings for templates that use HTTP as the basis for their protocol. (The OS X version of Photo Mechanic picks up the HTTP proxy settings from the System Preferences Network pane.)
RAW Preferences (Mac)
RAW Rendering is part of Mac OS X. Photo Mechanic cannot render images on Windows.
Enable RAW Rendering: turns on the facilty to use the OS RAW rendering capabilities.
For RAW+JPEG: If there is an image pair when you have shot with the camera in RAW+JPEG mode then you can choose to work with the JPEG for speed or render the RAW for quality.
For RAW Only: You can choose to use the embedded JPEG preview in the RAW file to speed up thumbnailing or export, or use RAW Rendering to generate the output. Using embedded previews is faster but using RAW rending can produce higher quality results.
Launching Preferences
These are preferences for how Photo Mechanic launches other applications in your workflow.
Configure Image Capture: (Mac only) Use this option to set up Photo Mechanic to automatically launch when a camera card is mounted. Used in conjunction with Preferences/General to bring up an Ingest Dialog on launch. On Windows, “AutoPlay” is used to launch Photo Mechanic when a camera card is mounted.
Default application to edit photos: Choose an external editor to launch when the Edit photos options are invoked. For many people this will be Adobe Photoshop but you can choose whatever you like here.
Default application to edit movies: same as above but for movie files.
Assign Specific Application to File Type: Click ‘Set...’ to assign different file formats to different applications. You might like to use Photoshop as the default but also set ImageReady to open GIFs and a particular RAW Converter to process NEF files. These options are shown when using the right-click context menu option on photos in the contact sheet: ‘Edit Photos with’. You can also use 'Custom Editor' slots to be able to assign External editors as options that appear when you select 'Edit photos with...' from the menu.
Max Photos to Edit: Sending more than this number of image to an external editor will bring up a warning. This warning acts as a safety net in case you send more files than your computer can handle at once. The number of files you can safely send will depend on both the file size and the amount of RAM available.
RAW+JPEG Editing: When Photo Mechanic is treating a RAW+JPEG pair as a single file, this option sets which one of the pair is sent to an external editor when using the ‘Edit Photos’ command. You can toggle this preference temporarily by holding down the Modifier key when choosing to edit.
Opening Contact Sheet with Navigator or Favorites panes: Sets one of four options for single-clicking or double-clicking in the Navigator or Favorites panes.
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The “When opening a new Contact Sheet make the Navigator show the path to the folder” checkbox can be set so that the Navigator shows the full path to the newly opened folder.
Photoshop Droplets: Use this to set where your Droplets are stored so Photo Mechanic can load them into the ‘Send Photos to Droplet’ menu option on the Image menu.
IPTC/XMP Preferences
The IPTC / XMP Preferences section is where you setup how Photo Mechanic reads and writes IPTC and/or XMP metadata with photos in order to customize your workflow with other applications that use this metadata. Most IPTC metadata fields (e.g. City, Photographer, etc.) have an equivalent field representation in XMP (known as IPTC4XMP), although XMP can also contain other metadata such as rendering preferences. Unfortunately, not all applications or operating systems support IPTC and XMP metadata equivalently, so Photo Mechanic has been designed to be very flexible about how IPTC and XMP metadata is both read and written.
For example, since IPTC (an international standard) was in use for more than a decade before XMP (a format introduced by Adobe Systems), older applications may only handle IPTC data and not be able to view or edit XMP data. Newer and future applications may only handle XMP. Some applications that handle XMP may expect the metadata to be embedded within photos such as JPEGs and TIFFs, but expect to find an XMP sidecar file for RAW photos. Some applications may be able to read, but not write, IPTC or XMP metadata embedded within a RAW photo. If a photo contains both IPTC and XMP metadata, some applications may read the IPTC and ignore the XMP or vice versa.
By understanding how all your various applications handle IPTC and/or XMP metadata, you can configure Photo Mechanic to read and write this metadata for maximum inter-operability. The handling of proprietary RAW photos, for example, can be very different than the handling of standard JPEG, TIFF, and PSD photos. Unlike the standard photo formats, which have well-documented methods for embedding IPTC and XMP metadata, most proprietary RAW photos do not come with IPTC or XMP metadata; and if they do, are difficult to edit because of their TIFF-based structure (and if altered may fail to work with certain applications or operating systems). Therefore, some applications favor using an XMP sidecar file for RAW photos. Fortunately, Photo Mechanic is able to read and write both IPTC and XMP in various combinations depending on the photo’s format.
In the left section, When reading IPTC/XMP, you tell Photo Mechanic how to handle the reading of IPTC/XMP data when both types of metadata are present. For example, if you create a JPEG with both IPTC and XMP (e.g. by saving from Photoshop CS), then edit the photo’s metadata with an older application that only understands IPTC, then the XMP metadata in the file will be “stale” (out of date). Therefore, in this case, you will want to have Photo Mechanic read IPTC before XMP for JPEG (and TIFF and PSD) photos. On the other hand, if you edit the same photo with a newer application that only uses XMP, then the IPTC metadata will be stale and you will want to change the JPEG read preference to read XMP before IPTC. For RAW photos, there is an additional third place to find metadata: the XMP sidecar file. Therefore, you can choose the first, second, and third choices for reading IPTC/XMP metadata for RAW photos. If you are using a Mac, you can also choose to read the IPTC from a photo’s “resource fork”, either as the first place to look or only as a last resort or uncheck it to ignore the resource fork altogether. Put another way: If data is found for your first choice, then the second and third choices will not be read. If data is not found for your first choice, then the second choice will be attempted and if successful the third choice will not be read. If the first and second choices are not successful then the third choice will be attempted. If none of the choices result in metadata being read, then the image will not have any metadata (other than shooting data) associated with it.
In the right section, When writing IPTC/XMP, you tell Photo Mechanic how to handle the writing of IPTC/XMPdata. ForJPEG,TIFF,and PSD photos,you can choose to embed IPTC or XMP or both. By default, Photo Mechanic will embed both IPTC and XMP into these standard formats, but you may want to only embed IPTC for older applications or only XMP for newer applications. For TIFF-based RAW photos (e.g. 1D TIF, NEF, CR2, ORF), you can choose to embed IPTC or XMP or both. If you choose to embed neither, or for non-TIFF based RAW photos, Photo Mechanic will always create and/or update an XMP sidecar file. However, if you embed IPTC and/or XMP in a TIFF-based RAW photo, then the XMP sidecar is optional and you have three choices of how to handle them. You can always update the XMP sidecar file, or only if an XMP sidecar file is present, or only if an XMP sidecar file is present AND already contains IPTC4XMP metadata. On the Mac, you can also choose to add the IPTC-NAA resource fork when embedding IPTC/XMP.
The option Don’t update embedded IPTC/IPTC4XMP even if it exists... causes Photo Mechanic to only update the XMP sidecar file, letting any current embedded IPTC or XMP data stay in its current state.
One important note: the IPTC/XMP write preferences have to do with ADDING IPTC/XMP metadata when it doesn’t exist in a photo. Photo Mechanic will always update any existing metadata to make sure no metadata is left stale (unless you force Photo Mechanic not to update it with the previous option.) For example, if you choose to ADD only XMP metadata into JPEG photos, but Photo Mechanic finds only existing IPTC metadata in a JPEG, it will update the IPTC data AND add XMP data to the JPEG photo.
Also, Photo Mechanic will load an IPTC ANPA 10000 resource if it exists as a last resort if no embedded IPTC or XMP or XMP sidecar is available.
IPTC Line Endings: Sets the Line Endings that are used in the IPTC data. The IPTC standard does not specify a line ending (a character that lets a computer know to start a new line) and the original Mac version always wrote out a CR character (carriage return). Windows uses CR/LF (a carriage return followed by a line feed) to delineate new lines. This option lets you choose how you want it to work.
When viewing photos in RAW+JPEG mode use the metadata from the: This popup menu allows you to choose where the metadata comes from when RAW and JPEG images are paired.
For JPEGs with multiple IPTC and/or XMP records: Some applications edit IPTC and XMP metadata in JPEG photos in different ways. If Photo Mechanic encounters improperly formatted JPEG photos with multiple records, this lets you configure what Photo Mechanic will do when it encounters this situation. You can choose to Read/update the first IPTC or XMP record or the last record.
Use a (comma or semi-colon) to separate repeating fields (Keywords, Caption Writers, etc.): Lets you choose how repeating IPTC fields are separated. If you like to use commas in names as in “Last name, First name” then choose semi-colon as your separator.
Check Spelling: Checks spelling of the Caption field using the system Dictionary.
When updating XMP, add Structured Keywords to hierarchical keywords field only: When unchecked, the Structured Keywords will be added as a flat list to the keywords field. Checking this box will attempt to ensure that the keywords remain hierarchical within the XMP file.
Always Use Today’s Date in Stationery Pad: Presets the Date field in the IPTC Stationery Pad to the current system date. You can override this in the IPTC Stationery Pad if you want, it just opens with the date already set to ‘now’.
Restore defaults: Restores all IPTC/XMP ‘factory’ defaults.
Maximizing IPTC/XMP Compatibility
Having data move smoothly between Photo Mechanic and other photography software is very important. To make sure your key metadata follows your photos as you work with them in other programs, you may have to adjust the settings in Photo Mechanic. Other software can look for metadata in different places, so you'll have to specify where and how to keep it.
You can now select a specific group of settings designed to work best with other common software packages. Do this from the 'Snapshot' button in the lower right:
Adobe settings
The following settings will maximize compatibility with Adobe products. The key is to remember when working with Raw files that Adobe will try to look for metadata in XMP sidecar files that live alongside each Raw file. If you click the 'Restore defaults' button, you should get these settings which will work well with Adobe products. (You can click the screenshot to see a full size version)
In order to be able to set Color Classes in Photo Mechanic that will be visible in Adobe Lightroom, change your labels to match these settings. Spelling of the text labels is important and the labels in Photo Mechanic Preferences must match what is in Lightroom (in the language it is installed in) in order for Lightroom to recognize them. You can change them in Photo Mechanic by clicking in the Preferences window.
Capture NX2 settings
Here are suggested settings for working with Nikon Capture NX2:
The key difference here is that (as of February 2013) Capture NX2 doesn't make use of XMP sidecar files, so tell Photo Mechanic to look for embedded XMP first.
Note on Default IPTC Encoding: Users should either use the default Mac Roman encoding which is historically the default encoding that Photo Mechanic has always used, or they should change it to one of the other encodings to work with the encoding of choice used by their organization. For better compatibility with non-PM users on Windows, using “Microsoft Latin1+Euro” is a good choice. Using “Write IPTC as Unicode” makes IPTC fully international, but unfortunately some applications do not know how to interpret Unicode IPTC data even though they work fine with Unicode XMP data.
Preview Preferences
Enlarge photos to fit previews and slide shows: Check this box to have Photo Mechanic enlarge images that are smaller than the preview window and the slide show window. Images will be resized to fit within the workspace. Images that are bigger than the workspace will always be reduced to fit unless zoom is used.
Wrap-around: Allows the arrow keys to progress from the last image to the first image or the first image to the last.
Show Soft-rotation: Displays a small rotation icon to designate that an image has been soft-rotated from its original orientation. Photo Mechanic does not alter original image data, it merely displays a preview as opposed to actually rotating the original image. This indicator will let you know when an image has been soft-rotated.
Auto-center thumbnails in thumbnail gallery: Causes the current selected preview to have its thumbnail centered in the thumbnail gallery.
Sharpen Previews: Displays Previews with sharpening applied for a crisper view, at a slight cost in processing speed.
High DPI Display Quality: Change this setting if you have a high resolution display (e.g. Retina or 4K or above). Setting this to “Best (uses more memory)” will ensure your previews will display at the best resolution possible. Please note that when set to 'Best,' the preview will use more memory than in 'Standard.' If your performance changes, consider adjusting your Memory Cache setting down to 256MB to compensate. (This is set in Caching preferences)
Edit/Preview: The 'double-click' options control what happens when you double-click a thumbnail in the Contact Sheet. You can choose to have a double-click open the Preview window OR to open the default external editor for that filetype.
Close preview window when editing a photo externally. When you are viewing an image in the Preview window, you can choose to open it in an external editor. This option means the Preview window will automatically close if you do so. (Photo Mechanic will remain open).
Always make current Preview visible in Contact Sheet: With this option checked, when you advance through images in the Preview Window, the Contact sheet will automatically scroll to keep up. When unchecked, the Contact Sheet will remain static.
Synchronize single selection between Preview and Contact Sheet:' You can uncheck this option if you want to keep a single image selected in the Contact Sheet while you advance through images in the Preview window.
Rescan Contact Sheet when Preview closes: Photo Mechanic will rescan the folder(s) in the current Contact Sheet when the Preview window is closed. This ensures you have the most up-to-date view of your files. If you would like to turn this off, you can uncheck this option.
Automatically advance to next photo: When the “Tag is changed”, “Color Class is changed”, or “Rating is changed” checkboxes are checked these options will cause the preview to advance to the next photo when any of the checked options are changed.
When zoomed, the mouse wheel: Allows the mouse wheel to function in one of two ways when zoomed-- the mouse wheel can pan the preview around, or it can advance to next/previous photo. (Mac OS X-only feature.)
Mouse wheel sensitivity: This is where you can adjust the sensitivity of your mouse wheel for panning and advancing. (This is a separate setting from the 'Scroll wheel sensitivity' setting for working in the Contact Sheet)
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Cropping: Sets the default mode of Cropping, either constrained or freehand. If you choose constrained you can set the default ratio here. The numbers represent aspect ratios not units. For example, 5:5 will give a square crop and 9:3 will give a panoramic one.
Background Colors: Choose colors for the background of the preview window.
Caching Preferences
Location for Cache: Choose a folder where you would like Photo Mechanic to store cached thumbnails. Note that if you choose a location other than the default and are using OS X then you need to tell Spotlight to ignore your cache folder or performance will be reduced.
Disk Cache Size: Maximum size of the cache folder. Generally, bigger is not always better, and the usefulness of the cache will top out at a few thousand MB, because startup and shutdown times will become excessive.
Reserve at least: Makes sure that there is always this amount of space left on the cache disk volume.
Empty on Quit: Empties the cache when Photo Mechanic is closed. Photo Mechanic is very quick to generate thumbnails and previews so it is not always necessary to keep the cache between sessions. On quit, if emptying the disk cache takes longer than one and a half seconds, then a progress dialog is displayed.
Remove Cached files that are older than: Cached files older than ‘n’ days old are removed as Photo Mechanic starts up. Keeping a large cache between sessions can cause Photo Mechanic to launch slower than normal because it has to check every cached file for its creation date on startup.
Memory Cache Size: Sets aside an amount of RAM to be used for caching and previewing. If you have less than 1GB of RAM this should be 64MB or 128MB, more if you are running Photo Mechanic on its own. For 2GB of RAM, 256MB would be a reasonable setting.
Sort Cache: Photo Mechanic can cache the sorting of large folders to improve performance when re-opening the folder later on. To save disk space, PM will clear out older cached data per your choice of size here. You can also 'Empty Now' to immediately get rid of cached sorting data.
Color Management Preferences
Default ICC Profile: Sets a profile to use if a file has no profile assigned to it. sRGB would be the usual choice here since most non-ICC capable cameras would be using a nominal sRGB-like colorspace.
Color Manage Thumbs: Applies color management to the Contact Sheet view.
Color Manage Preview: Applies color management to the Preview.
Embed ICC Profile into Camera JPEGs during copy or ingest: Causes Photo Mechanic to embed the actual ICC profile into your images during copy or ingest operations.
Accessibility Preferences
Font scale for IPTC Caption field: Allows you to make the text larger in the Caption field of the new-layout IPTC dialogs.
Use Classic IPTC Dialogs: Sets Photo Mechanic to use the older IPTC Stationery Pad/IPTC Info layouts which many people are very familiar with.
Enable Save, Upload and Next button in IPTC Info: Uncheck this to prevent inadvertently saving over critical information while reviewing files.
Customize IPTC Info & Customize IPTC Stationery These dialogs allow you to control what fields appear in the IPTC Info and Stationery Pads, how those fields are shown in Photo Mechanic, and even how big the text fields is for data entry.
The Field column is the default IPTC name for the field and should generally be left alone. See here for a description of those fields: IPTC Variables Map
The Field Label column is the displayed description of the field in the IPTC dialog box. To change the way the field appears, double-click on the Field Label and change it to what you want. (E.g. Change 'Description/Caption' to just 'Caption' and then press Return or Tab to apply the changes.)
You can change the number of Rows of text input space.
Control which fields show up in your IPTC dialogs in the Visible column.
Single key shortcut for Color Class or 5-Star Rating: Set whether the number keys set the 5-Star Rating or the Color Class without a qualifier key when a single photo is selected.
Run Navigation Services dialogs in a separate process: When checked, this causes all Open/Save dialogs to be run in a separate process which makes Photo Mechanic run far more reliably, especially on Snow Leopard (10.6.x) Mac OS X systems. Unless you have a good reason to turn this feature off, please keep this feature on.
Show Growl notifications instead of modal alerts where possible: When checked, this feature causes certain modal alerts (for instance Ingest complete messages) to present themselves as Growl notifications. Growl lets Mac OS X applications unintrusively tell you when things happen. It is free software that you can install on your Mac OS X system. You can read more about it here: http://growl.info and download its installer.
Ask when quitting Photo Mechanic: When this is checked, Photo Mechanic will ask you if you're sure when quitting Photo Mechanic. This is most often useful if you are used to using keyboard shortcuts and accidentally use the shortcut to quit the program. If you have no contact sheet open, Photo Mechanic will not ask you if you are sure, even if this preference is enabled. Note: Enabling this preference may interfere with system shutdown on some computers as Photo Mechanic will not exit without confirmation.
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Use lighter interface theme on dialogs and message boxes: Use this option if you require a change for readability.
AP Preferences
Photo Mechanic has some special features to optimize use with the Associated Press
Exporting Preferences
Nearly all Photo Mechanic Preferences may be exported to a PMX file so that they can be imported into Photo Mechanic at a later time. If you run a second copy of Photo Mechanic on a laptop then this saves you having to set each Preference one at a time. Find the Import and Export buttons on the bottom of the Preferences window:
Importing Preferences
Choose a previously exported PMX file to import into Photo Mechanic.
Use the Merge settings checkbox to merge the imported settings with your current settings. If you want to replace your current settings with the imported settings, then turn off the Merge settings checkbox Not all settings can be merged, but many can.
Resetting Preferences
If for some reason you need to start over with your Preferences, you can completely reset them all to factory defaults. In rare cases this can even solve persistant crashing issues that come from corrupt preferences file. The process is different on OSX and Windows. Here's how you do it on each:
On OSX (Mac)
Resetting Photo Mechanic's Preference files will erase all of the entries in the Favorites pane and Open Recent list. If you need to restore your Favorites entries, then Take a screen shot of them before resetting PM's preference files.
If you have FTP connection settings or IPTC field lists that need to be preserved, then go to the Photo Mechanic Preferences dialog and click the Export button to save the current settings as a .PMX file. Call the file PM-old-prefs.PMX and save it wherever you like. Now quit Photo Mechanic. Use the Command-Tab shortcut when the Finder is running to show a list of all of the running application icons. If Photo Mechanic is not listed, then we can continue.
The Photo Mechanic preferences files are located in your user Library folder -> Preferences folder. Unfortunately this folder is hidden on the new Mac operating systems (Lion and Mountain Lion). We can get around that problem: with the Finder running click the Desktop so the Finder is active. Hold down the Option key and click the Go menu. Keep the Option key down so you can access the Library folder from the Go menu. When the Library folder opens, you can drag the Library folder icon from the top of the Finder window, to the left sidebar next to the Desktop entry. Make sure you see the separating line between two entries in the sidebar before letting go of the mouse. This will add the Library folder shortcut to the sidebar.
Now open the Preferences folder. Look for a folder called com.camerabits.PhotoMechanic. Rename this folder by adding -old to the name. If there are any com.camerabits.PhotoMechanic.plist files, then you can delete them or add '-old' to their names. There could be 3 of these plus 3 copies ending with Lockfile. Close the Finder window.
Start Photo Mechanic. If you see any messages about registration, you can re-enter it there, If you do not have your registration info handy, then quit Photo Mechanic. Go back to the Library folder and then the Preferences folder. ( Library folder shortcut will be in the left sidebar of any Finder window ).
Photo Mechanic should have created a new com.camerabits.PhotoMechanic folder. Open the com.camerabits.PhotoMechanic-old folder and move the com.camerabits.PhotoMechanic.registration file to the new com.camerabits.PhotoMechanic folder.
Now Photo Mechanic should be reset so it looks as if it has just been installed for the first time. Try the same workflow to make sure Photo Mechanic is working correctly now. If not, then we recommend re-installing the Photo Mechanic application.
If Photo Mechanic is working correctly now, go to the Preferences and click the Import button. Locate the PM-old-prefs.PMX file from where you saved it earlier and Open it. When the list opens click the Import button to continue. Click the Yes button in the alert dialog to complete the Import. Photo Mechanic will need to quit to save the changes.
Windows
If Photo Mechanic will start up, then go to the Preferences option at the bottom of the Edit menu. Click the Export button at the bottom of the page. After a few seconds a list of selected items will appear. I recommend deselecting the Preferences:Caching entry. This entry will be near the top of the list. Just hold down the Control key and click it to deselect it. Click the Export button at the bottom of the list to save this to your Desktop. Call it something like PM-prefs-<date>.PMX and choose Save. Close the preferences and quit Photo Mechanic.
For Vista, Windows 7/8/10 go to the following location:
C:Users<your_account_name>AppDataRoamingCamera Bits, IncPhoto Mechanic
Note: If the AppData folder is not visible, then go to the Explorer Window's Tools menu and select Folder Options. This can also be accessed by entering Folder Options in the Control Panel's search field. Click the View tab and set the option to display Hidden Files and Folders. Apply the changes and then open a new Explorer window.
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Click on the Photo Mechanic folder name on the left side of the Explorer window. This will show all of the files and folders in the right panel. Delete the files starting with 'com.camerabits.PhotoMechanic'. They are preferences files. Close the Explorer window and then restart your PC.
When it's done starting up, check the amount of RAM in your system by going to the System Control Panel. The RAM memory size will be listed by the CPU info. Make a note of the size.
Now start Photo Mechanic. Go to the Edit menu and select Preferences. Click the Import button at the bottom of the dialog and locate the PM-prefs-<date>.PMX file on your Desktop and Open it. A list of items will appear in a few seconds. Click the Import button to continue. Photo Mechanic will open a message box. Just continue with the import.
Next go to the Caching preference page and double check the Memory Cache Size at the bottom. This should be set to approximately 20% of the total system ram size up to 600 MB. Here is a basic guide for PM's Memory Cache size:
Your system RAM | PM Memory Cache size |
<1 GB | 128 MB |
1 GB | 200 MB |
2 GB | 400 MB |
4 GB+ | 600 - 800 MB |
Click OK the preference dialog. Quit Photo Mechanic.
Start Photo Mechanic again. Hopefully the problem is fixed.
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