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EvaMI
Known Participant
January 25, 2018
Answered

Organizer catalog to see My Pictures copied to external hard drive

  • January 25, 2018
  • 1 reply
  • 5555 views

There are a great many discussions on this forum about using an external hard drive for photo storage. The more I look at them the more confused I become.

On my desktop I have PE 8, Windows 7.

Currently the Organizer catalog is set to use photos in MyPictures for the catalog. Of course, I have too many photos so an external hard drive is the answer.

Today I copied MyPictures to one external hard drive as a backup in case of problems using windows explorer. This takes about 5-6 hours. Then I copied MyPictures again to another external hard drive which is the one I would like Organizer to use. From what I read in the forum this is not the proper way to do this. I'm supposed to do all this within Organizer. Do I need to start all over, deleting the hard drive storage and using the backup and restore method within Organizer? I'm having a hard time understanding how that works and I'm afraid I'll mess it up. I haven't deleted MyPictures from the desktop hard drive yet. And I guess I will have to do that from within Organizer, too?

I guess there is no easy way to tell Organizer to look in a new place and also recover all the tags.

Sorry to ask about an issue that has been discussed many times but I am thoroughly confused.

Thanks.

Eva

    This topic has been closed for replies.
    Correct answer MichelBParis

    Eva,

    Let's go step by step...

    First, you have a big library (media files). Just to compare, your need twice the time I need to do the same copy to an external drive from the Explorer (about 500GB for 70 000 media files). So, it's important to choose an efficient (and safe) method. Your catalog folder is by default stored on the C: drive. You find its location and size from the menu Help >> System information. The catalog folder can be stored (copied or moved) anywhere else (it is shown in 'custom' location in the 'manage catalogs' dialog list); its contents are not changed.

    You understand that the database in the catalog stores the information for drive and path of each item of you library and that the catalog is never aware of changes you are doing outside of the organizer.

    If you use the explorer to move one photo file from you main drive to the external drive, the recording of the drive and path of that item is not updated. The organizer can't find any file at the old location; it shows the file as 'missing' or 'disconnected'. The other pieces of information in the record of the database are still unchanged, exif, tags, thumbnail. You have to tell the organizer to 'reconnect' that is to find the new location and to update the record with the new drive/path. If you know the new location, you can guide the organizer to it and the file will be reconnected. If you don't know, the organizer will start a search comparing the data in the catalog to the data of all other files present on your computer. Just do the test for a single moved photo file and you'll see how long scanning all your files will be...

    If all your library has been moved to a new drive, or even if a folder has been moved, doing the scan for each disconnected file will be much too long if you don't help the search in the 'reconnect' dialog by guiding the scan to the new folder.

    Photoshop Elements (PSE) knowledge base.

    In your present situation, reconnecting is totally unrealistic. It would mean making all your files 'disconnected' on the master drive first, by deleting them or making them appear as such; for instance in renaming temporarily the master folder. Then the reconnect function will try to reconnect... and that will be too long even if you guide the scan for the new drive.

    Now, what if you use the options of the organizer to move one file or a folder, or even the whole master folder of your library to the external drive? You set the left folders panel to tree view and you drag and drop the master folder to the desired drive. That's all. The organizer uses the explorer routines to move the files to the new location and at the same time, it updates the contents of the catalog. The move by itself takes the same time as your move from the explorer, and the re-indexing adds some time (negligible in fact). Nothing to reconnect. Your files are really 'moved', not 'copied', your master drive is clean. The process can be global, or folder branch by folder branch. The process is really safe, even if you have a problem in the move: I had once a power failure... Nothing lost, the files are not really deleted until the transaction is finished and successful. And you have your safety copy on another external drive. Just let the process run by night; there is no progress bar but the task runs ok even if the task manager says the organizer is not responding.

    Now, let's have a look at the backup and restore process:

    Photoshop Elements (PSE) knowledge base.

    It's the safest process. It does take the same time as your copy process plus the move described above. After the restore, you have the restored folder tree on the external drive, plus a backup allowing restore on any other drive or computer with the links updated. You still have the original folder tree in your main drive. You delete it manually from the explorer when you are ready.

    Just note that you have now a new catalog, also located on the external drive. If you prefer it on the default internal drive, the catalog manager has a 'move' button to move it back to default location.

    1 reply

    MichelBParis
    MichelBParisCorrect answer
    Legend
    January 25, 2018

    Eva,

    Let's go step by step...

    First, you have a big library (media files). Just to compare, your need twice the time I need to do the same copy to an external drive from the Explorer (about 500GB for 70 000 media files). So, it's important to choose an efficient (and safe) method. Your catalog folder is by default stored on the C: drive. You find its location and size from the menu Help >> System information. The catalog folder can be stored (copied or moved) anywhere else (it is shown in 'custom' location in the 'manage catalogs' dialog list); its contents are not changed.

    You understand that the database in the catalog stores the information for drive and path of each item of you library and that the catalog is never aware of changes you are doing outside of the organizer.

    If you use the explorer to move one photo file from you main drive to the external drive, the recording of the drive and path of that item is not updated. The organizer can't find any file at the old location; it shows the file as 'missing' or 'disconnected'. The other pieces of information in the record of the database are still unchanged, exif, tags, thumbnail. You have to tell the organizer to 'reconnect' that is to find the new location and to update the record with the new drive/path. If you know the new location, you can guide the organizer to it and the file will be reconnected. If you don't know, the organizer will start a search comparing the data in the catalog to the data of all other files present on your computer. Just do the test for a single moved photo file and you'll see how long scanning all your files will be...

    If all your library has been moved to a new drive, or even if a folder has been moved, doing the scan for each disconnected file will be much too long if you don't help the search in the 'reconnect' dialog by guiding the scan to the new folder.

    Photoshop Elements (PSE) knowledge base.

    In your present situation, reconnecting is totally unrealistic. It would mean making all your files 'disconnected' on the master drive first, by deleting them or making them appear as such; for instance in renaming temporarily the master folder. Then the reconnect function will try to reconnect... and that will be too long even if you guide the scan for the new drive.

    Now, what if you use the options of the organizer to move one file or a folder, or even the whole master folder of your library to the external drive? You set the left folders panel to tree view and you drag and drop the master folder to the desired drive. That's all. The organizer uses the explorer routines to move the files to the new location and at the same time, it updates the contents of the catalog. The move by itself takes the same time as your move from the explorer, and the re-indexing adds some time (negligible in fact). Nothing to reconnect. Your files are really 'moved', not 'copied', your master drive is clean. The process can be global, or folder branch by folder branch. The process is really safe, even if you have a problem in the move: I had once a power failure... Nothing lost, the files are not really deleted until the transaction is finished and successful. And you have your safety copy on another external drive. Just let the process run by night; there is no progress bar but the task runs ok even if the task manager says the organizer is not responding.

    Now, let's have a look at the backup and restore process:

    Photoshop Elements (PSE) knowledge base.

    It's the safest process. It does take the same time as your copy process plus the move described above. After the restore, you have the restored folder tree on the external drive, plus a backup allowing restore on any other drive or computer with the links updated. You still have the original folder tree in your main drive. You delete it manually from the explorer when you are ready.

    Just note that you have now a new catalog, also located on the external drive. If you prefer it on the default internal drive, the catalog manager has a 'move' button to move it back to default location.

    EvaMI
    EvaMIAuthor
    Known Participant
    January 25, 2018

    Thank you so much! A bit more clarification needed.

    "After the restore, you have the restored folder tree on the external drive,"

    I assume the restored My Pictures folder tree on the ext. HD "looks" like the one in Windows Explorer? So that I can access a folder or photo to copy or look at with Irfanview or the like? I know better than to delete a photo there because Organizer will scold me with a ? the next time I open Organizer.  I like the fact that this method keeps My Pictures on the desktop HD until I'm sure it's safe to remove it.

    "plus a backup allowing restore on any other drive or computer with the links updated."

    Does that mean an additional My Pictures on the ext. HD? What does that backup look like?

    I am an original version worrywart. I need my photos in two places just in case. What I have been doing for years is copy My Pictures from the desktop HD to an external HD once a month. What will I do once I have migrated to the external HD using Backup and Restore and deleted My Pictures from my desktop? I still need to have the photos in 2 places.

    Would having the catalog on the desktop make Organizer run a bit faster?

    Obviously, I'm having a hard time thinking this process through clearly. Your clear help is very much appreciated.

    Eva

    EvaMI
    EvaMIAuthor
    Known Participant
    January 31, 2018

    4. At this point PSE is still open. The folder view is unchanged. File Catalog shows

    Custom Location checked: J:\My Pictures EXT. And below MyCatalog [Current]. At the very bottom of the screen left it says "My Catalog". I don't know if that references the Catalog on the desktop or the Catalog on the External HD. Since both are identical I don't really know which one I'm seeing.

    The path shown is the correct location on J:

    The name of 'My catalog' is the result of the restore.

    I suggest using the catalog manager, 'Rename' button, and changing the name "My catalog' to "My Pictures EXT" or something else.

    - nothing is changed on your C: drive

    - you now have the restored library and the restored catalog on J: It is shown under 'custom location'.

    When you use the catalog manager to open that catalog in the custom location, you can see in the information panel that all your files are seen as being in J:

    (There is also another way to access the catalog on J: for another computer with the same Elements version. You simply double click on the catalog.psexxdb file, that opens the organizer with the catalog.)

    5. File Catalog accessible by all users shows My Catalog.

    That's the original catalog on C:

    6. The object of this whole operation was to get the photos off the desktop internal HD and onto an external HD. So I don't know what to do next. I need to remove photos from the desktop HD. And I need to be able to open PSE Organizer with the catalog and photos now residing on J. It should end up being the only catalog. Perhaps accessible by all users?

    You are already there

    Just play with the new catalog and library until you are confident that all is well.

    Removing photos from the desktop HD and the original catalog:

    - to remove the catalog on C:, select the (current) catalog on J: There is a 'remove' button to remove an highlighted catalog. (You can't delete the catalog you are using currently, you must be in another catalog).

    - Then use the Windows explorer to delete the media files folder tree on C: (don't worry, you have double safety with J and the backup)

    About the choice of the location of the catalog, on C: or J:

    - It is now on J: More space on C: It is available if you plug in the J: drive on another computer with the same PSE version (a secondary laptop for instance)

    - or if you use the catalog manager and the 'move' button, you can move the catalog from J: to C: and it will be available for all users registered on your Windows computer. Slightly faster operation, less gain of space on C:

    There were two files that could not be restored B0037513.jpg and B0038339.jpg

    Don't worry too much, but check if they are available and not corrupt on the C: drive before deleting.


    Done, I think. Within the new catalog on J: I removed MyCatalog from C:. I then moved the current catalog on J: to Catalogs accessible by all users. My EXT catalog [current] now  shows in the box. I suppose I should rename it since it isn't EXT anymore but the name reminds me of where my photos are. Then in explorer I deleted MyPictures. Actually, MyPictures remains but is an empty folder. So I think I'm almost finished.

    I noticed that My EXT catalog is no longer on J:. But I can't figure out where it is now?

    Also, do I have to do anything in the editor? Or is that unaffected by the backup|restore? Where are all the files related to the editor?

    I sure got a lot of space back on my C: drive! I hope it functions a bit faster now.

    Thanks again,

    Eva