Ask Tim Grey

Today’s Question: I want to export a Lightroom catalog from one computer to another. Will the exported catalog merge with the existing one or replace it? I want to merge them and not lose any file or photo in either one of the catalogs.

Tim’s Answer: When you export a catalog from Lightroom, you will have a separate catalog file that will not be automatically merged with any other catalog. However, it is quite easy to merge two catalogs into a single catalog in Lightroom. The result will be a single catalog that contains all of the photos and information from both of the catalogs you merge together.

The process I recommend involves first exporting the catalog you want to merge into another catalog, and then importing that catalog into your “master” catalog. This approach is not necessarily the most efficient method (since it involves making an additional copy of your catalog and photos, which might not be necessary), but it is an approach that helps reduce the risk of mistakes.

First, open the catalog you want to merge into your master catalog, and select the photos you want to export. You might, for example, choose “All Photographs” from the Catalog section of the left panel in the Library module, and then choose Edit > Select All from the menu so that every image in the catalog is selected. Then choose File > Export as Catalog from the menu to bring up the Export as Catalog dialog.

I recommend using an external hard drive as the destination of the export operation, which makes it easy to make the catalog and photos from the “source” catalog available on the computer where your “master” catalog is stored. Specify a name for the exported catalog, using a name that will make it obvious what this catalog is being used for, such as “Catalog from Italy Trip to Merge with Master Catalog”. Also be sure the “Export negative files” checkbox is turned on, so your photos will be copied along with the catalog. You can also choose the option to “Include available previews” and “Build/Include Smart Previews” if you’d like to copy those files to the destination as well. When you have established the settings for the export, click the Export Catalog button at the bottom-right of the Export as Catalog dialog to begin the process of copying the catalog and photos.

When the process is complete, the external hard drive you used for exporting the catalog can be connected to the computer where your master catalog is stored. Launch Lightroom and open the master catalog (if it isn’t opened by default) and choose File > Import from Another Catalog from the menu. Navigate to the folder where you exported the source catalog, and select the “lrcat” file and click the Choose button.

In the “Import from Catalog” dialog you can make sure that the checkbox is turned on for the “All Folders” option, so all exported folders will be imported into your master catalog. Choose the “Copy new photos to a new location and import” option from the File Handling popup, and then click the Choose button to bring up the Choose Folder dialog. Navigate to the top-level location where you want to save all folders, such as the external hard drive you use to store all of the photos contained in the master catalog, and then click the Choose button to set that location as the destination. Then click the Import button to being the process of importing your exported photos into your master catalog.

The result, once again, will be that your master catalog now includes the photos you exported from the source catalog, along with all of the information you updated in the source catalog. At this point, once you have updated your backup of your photo storage and master catalog, you can discard the photos and catalog that were the source of your merge operation.

I discussed the process of merging multiple Lightroom catalogs in the April 2013 issue of Pixology magazine. If you’re a current subscriber to Pixology and would like a copy of this issue, simply send an email requesting this issue to renee@timgrey.com. And if you’re not already a Pixology subscriber, you can get more information here:

http://www.pixologymag.com

Today’s Question: What is the spray can icon on the bottom-left of the Lightroom screen?

Tim’s Answer: The Painter is a tool that may seem a bit “cute” on the surface, but that can actually be quite helpful for assigning metadata to your photos.

The Painter tool can be found on the toolbar below your photos when you are using the Grid view in the Library module. You can press the “G” key on the keyboard to switch to the Grid view, and you can press the “T” key as needed to toggle the visibility of the toolbar. If you don’t see the Painter tool on the toolbar, click the popup button at the far right of the toolbar and turn on the Painter option.

When you select the Painter tool from the toolbar below the Grid display you can then choose which specific metadata information you’d like to add to specific images. The available options include Keywords, Rating (for star ratings), Metadata (to apply a metadata preset), and more. You can then type or select the specific information you want to add using the field to the right of the “Paint” popup.

With the Painter tool configured for the specific metadata you want to add to photos, you can then click on the thumbnail for a photo to apply the applicable metadata to that photo. Even better, you can click-and-drag across multiple adjacent photos to apply the selected metadata to all of the images you drag across.

I find the Painter tool especially helpful for assigning keywords to images. Instead of spending time typing various keywords for individual images, or having to select multiple images before adding specific keywords, you can work quickly to apply keywords in multiple passes based on a visual review.

For example, let’s assume a trip to southeast Alaska where you photographed icebergs, eagles, whales, and other subjects. In some cases the photo will contain water and whales, in other cases water and icebergs, and in some cases perhaps all three. Instead of having to type the specific keywords for each image, or having to be careful in the specific images you select before adding keywords, you can set the Painter to one keyword at a time. Then, simply paint the designated keyword onto the applicable images. When you’re finished with that keyword, change the keyword and make another pass on the images.

While this may not sound like a fast and efficient approach to keywording, I have found that it actually can be considerably faster (and less frustrating) than other methods you might use.

For readers who have subscribed to my GreyLearning video training library, you can see the Painter tool in action in the “Lightroom 5: Organizing your Photos” course. The specific video is Lesson 11 of Chapter 4. And if you’re not already a GreyLearning subscriber, you can get more info here:

http://greylearning.com/subscribe.html