How to Import & Organize Photos in Lightroom Classic

Get Your Photos In — and Be Able to Find Them Again in Five Years

Welcome to the first part of our free Intro to Lightroom Classic series. Before any editing happens, two things have to be right: your photos need to get into Lightroom in a sensible state, and they need to land somewhere you can still find them long after you’ve forgotten the shoot.

That second half is what Lightroom Classic is genuinely great at, and it’s the part most people skip. In this tutorial we’ll tour the interface, import a set of images, embed your copyright into every file on the way in, and build a folder structure that keeps working whether or not Lightroom is even open.

A Quick Tour of Lightroom Classic

Lightroom is organized into modules across the top. You’ll spend almost all of your time in two of them.

Library versus Develop

The Library module is for getting photos in, sorting them, keywording them and finding them again. The Develop module is for editing. The others — Map, Book, Slideshow, Print, Web — are real, but most photographers rarely open them. This series covers Library and Develop.

The panels either side

The left panel holds your Catalog, your Folders (which mirror the folders on your hard drive), your Collections, and the Import and Export buttons. The right panel holds information about whatever is selected — Quick Develop, Keywording, Metadata. Every panel collapses by clicking its edge arrow, and Shift + Tab hides all of them at once for a clean full-screen look at your photos.

The four view modes

Along the bottom of the Library: Grid shows thumbnails; Loupe shows one photo large; Compare puts two side by side so you can arrow between them and pick a winner; Survey holds several on screen at once and lets you click the X on each to eliminate it until only your favorites remain. Survey is excellent for narrowing a shortlist in front of a client.

Importing Your Photos

Go to File › Import Photos and Video. The dialog reads left to right: choose your source on the left, choose what happens to the files across the top, and set the destination and options on the right.

You can browse to your source in Lightroom’s own file tree, but dragging the folder straight in from Finder or Windows Explorer is faster. If you’re pulling from a memory card, the card appears in the source list on the left automatically.

Add, Copy, Move, or Copy as DNG

The four buttons across the top are the most consequential choice in the dialog:

• Add leaves the files exactly where they are and simply catalogs them. Right for photos already sitting where you want them.
• Copy duplicates the files to a destination you choose and catalogs the copies. Right for importing from a memory card.
• Move relocates them rather than duplicating.
• Copy as DNG converts RAW files to Adobe’s DNG format as it copies — a little smaller, so it saves space on your computer, and a more universal format. If you shoot RAW and you’re importing from a card, this is the one to use.

Leave the File Handling options at their defaults. Aaron recommends keeping all of it standard.

Embed Your Copyright on the Way In

This takes thirty seconds once and then protects every photo you ever import. In the import dialog’s Apply During Import section, open the Metadata dropdown and choose New.

1. Name the preset

   Your own name works fine — you’ll be reusing it forever.

2. Fill in the IPTC Copyright block

   Your name in the Copyright field, Copyright Status set to Copyrighted, and your website in Copyright Info URL. These are the fields that matter; the rest of the panel is optional.

3. Create it, then leave it selected

   From now on every import stamps that information directly into the files. If an image ends up somewhere on the web, the ownership details travel inside it.

4. Add keywords while you’re here

   The Keywords box in the same panel applies a word to every photo in the import. Something as broad as the trip or client name is enough to make the whole batch searchable later.

Let Lightroom File by Date as It Copies

When you choose Copy or Copy as DNG, a Destination panel appears at the bottom right, and this is where long-term organization is actually decided.

Set Organize to By date rather than “Into one folder.” Pick a date format — a year folder containing dated shoot folders is the most readable — and point it at your main pictures directory. Lightroom then builds the year and date folders for you on every import, forever, without you thinking about it.

Add a Name, Not Just a Date

A date alone tells you nothing two years later. Right-click the newly created shoot folder, choose Rename, and append a short description to the date — the trip, the client, the subject.

It’s a five-second habit with a large payoff. A folder list of bare dates forces you to open each one to remember what it holds; a list of dates with names can be scanned.

Lightroom’s Folders Are Your Computer’s Folders

This is the single most important thing to understand about Lightroom Classic.

The Folders panel is not a Lightroom-only abstraction — it is your actual hard drive. Create a folder in Lightroom and it appears on your computer. Rename it in Lightroom and it renames on disk. Move photos between folders in Lightroom and the files physically move. Right-click any folder and choose Show in Finder (or Show in Explorer) to see the identical structure.

The consequence is the good part: the organization you build inside Lightroom keeps working when Lightroom isn’t running, on a machine that doesn’t have it installed, or years after you’ve moved to something else.

The Subfolder Structure Worth Copying

A single folder of mixed files gets unusable fast once a shoot contains RAWs, layered PSDs and web-sized exports. Three subfolders inside each shoot solve it permanently. Right-click the shoot folder and choose Create Folder Inside for each:

1. Capture

   Everything that came off the camera. Select all your imported images and drag them in here.

2. PSD

   Anything you took into Photoshop. Right-click a photo, choose Edit In › Adobe Photoshop, work on it, save and close, and the PSD reappears in Lightroom ready to be filed here.

3. Output

   Finished exports for web, print or social. Export with Shift + Cmd/Ctrl + E and point it at this folder.

If an exported file doesn’t appear in Lightroom straight away, right-click the parent folder and choose Synchronize Folder — Lightroom scans the disk and pulls in anything new.

Consistency matters more than the specific names. Whatever you call these three, use the same three every single time, and years of shoots stay navigable.

Grouping Photos with Collections

Collections group similar photos by theme. Select the images you want, click the plus on the Collections panel, name it, and they’re grouped — while still living in whatever folder they were already in. You can add or remove photos at any time.

On this trip Aaron makes Sport & Activity, Drone, and Food & Bev. On a wedding it’s far more useful: engagement session, ceremony, vows, reception, dancing, b-roll, stills, video. Anything you’d want to pull up as a set later is worth a Collection.

The one catch with Collections

Collections live in the Lightroom catalog, not on your hard drive. Switch to a different catalog, or stop using Lightroom, and they’re gone — the photos are all still safely on disk, but the groupings aren’t. That’s the trade-off against folders, which survive anything.

Folders or Collections? You Can Have Both

If you’d rather your grouping outlast the catalog, build the same themes as subfolders inside Capture instead — right-click, Create Folder Inside, then drag each set in. Show in Finder and the themes are right there on disk, readable by anything.

The honest answer is that Collections are faster and more flexible day to day, folders are permanent, and there’s nothing stopping you using Collections for working sets and folders for the groupings you want to keep for good.

Where People Get Stuck

Choosing Add when importing from a card

Add is for photos that are already on your computer: it catalogs them where they are and moves nothing. From a memory card, Aaron uses Copy, or Copy as DNG for RAW files.

A new export doesn’t show up in Lightroom

Sometimes a file you save or export into a shoot folder does not sync into Lightroom automatically. Right-click the shoot folder and choose Synchronize Folder; Lightroom looks for new images and pulls them in.

Leaving the copyright preset for later

Build the preset on your first import. Once it is selected under Apply During Import, every import gets your copyright information automatically.

Set It Up Once, Benefit for Years

None of this is difficult, and that’s rather the point — it’s a set of small decisions made once, at import, that quietly pay off every time you go looking for something later. Date-and-name your shoot folders, keep the same three subfolders inside each one, and let the copyright preset run automatically.

The test is simple: pick a shoot from two years ago and see how long it takes to open the finished file. With this structure in place it’s a few clicks, whether Lightroom is running or not.

Quick Reference: Keys, Menus and Settings

• Open ImportFile > Import Photos and Video, then drag a folder in from Finder or Explorer
• Copyright presetApply During Import > Metadata > New: Copyright, Copyright Status: Copyrighted, Copyright Info URL
• Hide all panelsShift + Tab; press it again to bring them back
• File by dateCopy (Copy as DNG for RAW) > Destination > Organize: By date, then your pictures folder
• Shoot subfoldersRight-click > Create Folder Inside: Capture, PSD, Output; Cmd/Ctrl + A selects every photo
• Export into OutputShift + Cmd/Ctrl + E; right-click > Synchronize Folder if the file is missing
• CollectionsPlus on the Collections panel, name it; Cmd/Ctrl-click to add several photos