Monthly Archives: April 2015

More on organising your digital scrapbooking images

Today (finally!) I am continuing my information on how to organise your digital scrapbooking (DS) supplies. I have been moving house and have been without internet for some weeks, however, all settled again now.

Read the previous couple of posts on this first. Another tip I have for you is how to get the most out of iPhoto keywords. This will help you organise yourself and find it easier to access the image you are looking for. I am only tagging my DS images, not my photographs, more on that later. In iPhoto you can create smart albums, similar to how you can create smart lists for your playlists on other ‘i’ devices.  To organise your supplies, create smart albums in the way you look for your supplies. I tend to look for supplies a couple of ways. The first way is looking at a complete kit and picking out what I want from it. I already have that in my Events list in iPhoto. Because I separated them into directories in Finder and then imported them into iPhoto that created Events for each kit. See the previous post for more information. But what happens if I want to find all my ribbon images? I create keywords and smart albums.

Firstly, create your keywords.  I create them based on the image type, Ribbons, Papers, Clips, Stitches etc.  Bring up the keyword panel by clicking CMD-K.  To add a keyword select Edit Keywords.  You can see a list of some of my keywords in the next image.

To create a smart album, select File…New Smart Album…

This will open a popup window where you select what keyword you want for your smart album.

Next create a smart album called ‘Missing Keywords’.  Then select Keyword Is None, as per the image below.  This will give you a list of all images that do not have keywords.  Back to this later on.

Screen Shot 2015-01-24 at 5.30.32 pm

Next, select all your photos in this Event by Edit…Select All..  Mark them with a keyword such as Photos. Again, you can see I use the underscore here so that this keyword sorts to the top of the list.  Repeat for other photo events (not your DS images) .

Press CMD-K to bring up the keyword panel, then click on Photos.  CMD-K will also hide the keyword panel.

TIP1: If the keyword has a minus sign in the front of it, it means not all the images selected have this keyword.

TIP2: You can assign multiple keywords to an image.

Screen Shot 2015-01-24 at 5.40.34 pm



Next, create a smart album that you can use to group your DS images in one place. I called mine ‘Assigning Keywords’.  Select Filename Contains ribbons and Keyword is None. To add another keyword select the plus sign on the right hand side. Make sure you have Match set to all as per the screenshot below. This album will only be used to do you first bulk assignment of keywords. As you work through your DS images, change the keyword from ribbons to whatever other groupings you want, for example, papers.

Screen Shot 2015-01-24 at 5.50.43 pm


Once this smart album is created, open it, select all the images, bring up the keyword panel and assign a keyword to it, in this case I would assign ribbons. Then right click on the smart album name, select Edit Smart Album and change the keyword to the next one.

Screen Shot 2015-01-24 at 5.54.55 pm


Create smart albums for each keyword you create.  You can do this step before or after you assign your keywords, it doesn’t matter, it will be empty before you assign your keywords.

TIP3: look at your file names to work out what keywords you will need.

After you have done the majority of your keywords you will have some left. It may be that the filename does not have a keyword in it, or some other reason. This is when you use your ‘Missing Keywords’  smart album. Open it up to see what images have no keywords. It may help you work out other keywords you want to use.  You do not have to have one smart album per keyword or have one item per keyword. I have put my Clips, Pins, Staples into one album. I have a matching keyword called this, but I could just as easily have made three keywords and then put them all into one album using the method described earlier of selecting the plus sign and then ‘all’.

TIP4: Make sure your select Keyword Is (not contains) as this will give you a drop down list of all your keywords.