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Media Libraries

The  Media Library is where all of your site's images, documents, and files live. The Media Library is shared amongst every group/department of a website, so keeping things organized is very important.

Guidelines #

Organization is important, as some sites have dozens of editors sharing one  Media Library. When you upload to the root instead of your own group's folder, you are polluting the area every editor sees first. This visually changes the order of things in the Media Library, making it harder and more frustrating to navigate to one's designated folder. For that reason, do not upload your images to the root.

When creating new  folders, especially at the root  Media Library, it is recommended that  folders be alphabetically listed before any other file type. Read about  Sorting files.

Preparing New Files #

Naming Conventions #

  • Do use only lowercase lettering (Example: my-filename.jpeg).
  • Do not use spaces. Dashes (-) should be used instead for separating words.
  • Do not use punctuation or special characters.
  • Do not upload images with non-descriptive filenames like "IMG1234". This does not tell a user or anyone who could see the filename what the image contains. This is also not helpful when attempting to sort or organize files.

File Types #

Make sure your file types are appropriate for upload into the  Media Library and use in your content.

  • Text Files - For files with text (.pdf, .doc/.docx, .txt), readable PDFs (not scanned documents) are highly recommended. A web browser on just about any device can open and read PDF files.
  • Spreadsheets - For tabular data, create, upload, and link to an Excel Spreadsheet (.xlsx, .xslt), rather than using a table in your webpage. (See also: Alternative Solutions to Tables.) An even better approach would be to convert the Excel spreadsheet containing the data to a PDF document, as a user's device is more likely to have a program to view PDFs than a program to view Excel spreadsheets.
  • Images - Images (.jpeg, .gif, .png) should be used for photographs and graphics that do not contain text. Images should not be used to show flow charts, or any text that relies on the user seeing the image. This is a huge issue for accessibility. Read more about properly using Images.
  • Videos/Audio - Do not upload videos/audio into the Media Library (.mp4, .wmv, .avi). Video/Audio by itself is highly problematic in terms of accessibility due to the lack of transcripts and visual captioning. 
    • Upload videos to YouTube or Vimeo, add captioning, then use the  Embedded Video Macro to put it on your page.
    • Upload audio to SoundCloud, then link out to the audio. Make sure to also include or link to a transcript.

Uploading New Files #

  1. In the left bar, click  Media. This will present two listings - one on the left, identical to the page listing in  Content View, and a large list version on the right.
  2. From here, there are two ways you can add a file:
    1. Using the Left Media Listing:
      1. Click the  Menu/Options Button on the  folder you want your file to live under.
      2. Choose a file type. If it is a picture, Click  Picture. If it is a any other file type (Word Doc, Excel Doc, PDF, etc.), click  File.
      3. An “Open” dialog box should appear allowing you to browse your computer for the image you wish to use. Choose your image. Click Open or press the Enter key.
    2. Using the Right Media Listing:
      1. Find and click on your specific group/department  folder.
      2. Once you are sure you are in your specific folder, there will be an area with a dotted line border. You can drag and drop a file into that area, or click " - or click here to choose files" . An “Open” dialog box should appear allowing you to browse your computer for the image you wish to use.
      3. Choose your image. Click Open or press the Enter key.
      4. A second box will appear over the  Media Gallery, asking for you to choose a media type. If it is a photo or image, Click  Picture. If it is any other file type (Word Doc, Excel Doc, PDF, etc.), click  File.

Deleting Files #

Deleting a file from the  Media Library is a two step process. You must first delete the associated file(s) of the listing. Once you have deleted them, you then delete the listing. If you delete the listing before deleting the associated files, the files will still take up space on the server. Follow the steps below to fully delete everything.

  1. In the left bar, click  Media.
  2. Locate and click on the file you want to delete.
  3. Under the "Upload File" field, there will be a "Remove File(s)" checkbox. Select it.
  4. Click Save.
  5. The associated file(s) have been deleted, but the listing in the Media Library is still there. Locate it again in the left listing. Right click on the file, and click  Delete.

Sorting Files #

  1. In the left bar, click  Media.
  2. Locate and click on the  folder containing the files you want to sort. Right click and click  Sort.
  3. To the right of the  Media Library listing, a duplicate listing will appear. You can drag and drop items, or click the labels (Name, Creation Date, Sort Order) to order them.
  4. Once things are organized the way you want them, click Save. You may have to refresh the page to see your changes.