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LibGuides Manual

Image Manager Library

Most of the images you add to your LibGuide will come from the Library's digital collections, online exhibitions, blogs or other areas of the public  website. When an image comes from one of these sources, you should always add the image to your LibGuide by linking to it. However, there may be times when an image that is not already available online would enhance your guide. To add an image not in available in one of these sources you will need to use the LibApps Image Manager Library.

Examples of when you may consider using the Image Manager Library:

  • Images of Library of Congress spaces
  • Charts, graphs, or other graphics
  • Screenshots
  • Montages of collection items
  • Scans or photographs of book covers or title pages of books (unique, historic materials)
  • Images of other individual collections items

Best Practices for Filenames and File Sizes

Images added to the Library should adhere to the following best practices.

File Formats

  • JPG or PNG (GIF is OK, but not preferred)


  • use all lowercase letters (in both the filename and the file extension)
  • no spaces, no special characters, no underscores (instead use hyphens to separate words in filenames)

File Sizes

  • files with no permissions issues should be sized for display as follows:
    • images intended to be used as book covers can be thumbnail size, or no more than 600px wide
    •  images intended to be aligned right, left, or full width should be between 800-1024px wide
    •  NOTE - the larger width is recommended if you will be using “align-stretch”
  • files with permission issues should be sized for display
    • longest edge of image in no more than 300px (this could be the height or the width)

How to Access the Image Manager Library

The LibApps Image Manager can be accessed via the “Content” menu in LibGuides (or directly from LibApps):

LibGuides Image Manager screenshot

Personal and Shared Image Libraries

The LibApps Image Manager Library offers two locations for storing images. Each user has a "Personal Library" (where they can store images) and access to the "Shared Library" -- the "Personal Library" is displayed by default when entering the LibApps Image Manager Library. Online users Admin Rights can upload images to the "Shared Library."

Image Manager Overview

Please Note: Contact Elizabeth Fulford or Ivey Glendon if you need to upload images into the "Shared Library." They will be able to elevate your privileges temporarily in order to allow you to upload to the "Shared Library," or can upload files for you.

Using the Personal Image Library

The "Personal Library" is accessible from your user account (after you login) in LibApps or from LibGuides or LibAnswers. For images that are unique to a single LibGuide, the "Personal Library" may be the best place to store your images. However, any images that will be reused, or need to be accessible to other users should be stored in an appropriate folder in the "Shared Library."

Upload a New Image

Select the “Upload New Image” button and your Windows File Manager will open, allowing you to select a single file to upload (currently SpringShare only allows for files to be uploaded one at a time).

Select Upload New Image button (screenshot)

In the Windows "File Manager," navigate to where you have files for upload, select a file, and press “Open” to upload the file.

  • Only these file formats are supported: JPG, JPEG, GIF, and PNG
  • Please keep the image “size” reasonable so you down weigh download times for your guide.
Select an image to upload (screenshot)

After you press the "Open" button, your file will be uploaded into the Image Manager Library. You will see the image added to your space (note that the files are displayed alphabetically).

  • You will see a thumbnail of your image, and two icons: a “link” and an “x”
  • To get the URL link for your image, select the link icon
Finding the link for an image in the Image Manager (screenshot)
  • To delete your image, select the “X” icon
  • To add metadata to the image, click on the thumbnail
  • From this screen, you can also move the image to a folder.

Note: You are encouraged to manage your files and folders for ease in locating and managing these images in the future.  It is suggested that anyone using the Personal Library should create subfolders for individual guides, so that your images are sorted in a way that associates them with your work.

Add metadata to an images (screenshot)
Use the Best Practices guidelines (listed in the box near the top of this page) for your image files.

Using the Shared Image Library

The "Shared Image Manager Library" allows LibApp Administrators to upload images that ALL users can reuse throughout throughout LibApps. The Image Manager is accessible in LibGuides, LibAnswers, and LibCal.  Although all users can browse, search, and reuse images in the Shared Library, only Administrators have the ability to add and delete images and folders. The Shared Library will have a folder for each “group” or "major project."

  • Use the Best Practices guidelines for filenaming and file size guidance
  • Save files in the folder for your “group” (if a folder does not exist for your group, one can be created for you).
  • Add default “Alternate Text” and “Keywords” to each file that you upload (you will only be able to upload one file at a time) – create the Alternate Text and Keywords at the time of your upload.
Finding your images using search

Clean house! In both the Personal and Shared libraries, please delete any files that are no longer needed, or were uploaded by mistake.

Using the Image Manager Library from the Rich Text Editor

  • In the Add Rich Text/HTML window, place your cursor where you would like to add the image to your content. Click on image icon in the toolbar of the Rich Text Editor.

  • An Image Properties window will appear. Click on the Browse Server button.
  • In the Image Manager window you will default to your Personal Library. Click on green Upload New Image button.
  • Navigate to the image file on your computer. Select the file then click Open.


  • Back in the Image Properties window, add alternative text if the image won't have caption. Click the green OK button.


  • To change alignment and add a caption, click on Source button in the editor toolbar and work in the HTML. Follow the same instructions for alignment and captions that you use for linked images.