Media Library

The Media Library is the collection of all of the images, documents/files, Google Forms, embeddables, and videos you have on your site.

Your media library comes populated with a few starter images that you are free to use on your site. If you use the Person Importer, your media library will also contain all images imported from profiles.stanford.edu. 

In this section, you can learn how to add your own media, bulk upload media, replace an individual piece of media, and organize your media.

Access your media library

You access your media library every time you select or upload an image, video, embeddable, Google form, or when you upload or link to a file.

You can also access your media library more directly through the admin menu. Navigate to All Content and select All Media > Media Library from the site admin toolbar.

Add new images, video, or other assets to your media library

1. Hover over the All Content button located within the administrative toolbar at the top of the screen. 

2. A dropdown should appear containing Add Media. 

   
3. Select the type of media you would like to add. Some require upload, others require a URL. 

Learn more about each media type:

• Embeddable media
• Files
• Google Forms
• Images
• Videos

Bulk upload media

Uploading a batch of photos or files in a single step can be a time-saving way to have all of your visual assets ready to go when you are editing your site.

1. Navigate to Content > All Media.

2. Click the Add Media button. 

   
3. Select Bulk Upload link.
4. Drag and drop the any media you would like to upload. There is a limit of 50 items per upload. You may not upload anything larger than 2Mb via the bulk upload process. You will see an error message that will allow you to remove individual items from the bulk upload.
5. Once you see your images successfully loaded on the screen and have selected anything you might want to exclude, click Upload. 
6. You will be redirected to a page displaying a list of the media. This is an opportunity to add alternative text to each media piece and adjust the names to something more meaningful, if needed.
7. Click Save.

Find and adjust media

Your media library is more than just file storage. You can edit media, make adjustments to the focal point for images, or replace an image that might be used in multiple places across your site. 

In order to do any of this, you first need to first find the media. Stanford Sites has tools to help you locate images by name, type of media, and category tag. Paired with good file naming conventions, managing your media will make page building faster and easier.

1. From the All Media view, type in a word in the media item name, choose what type of media, and/or select a category tag.
2. Click Filter to see the results that match your selections. 

See media usage

Before replacing or removing a piece of media, you might first want to see how broadly is used on your site.

1. Open the media you wish to adjust type by clicking on the media item name, or by selecting Edit from the Operations column.
2. Once the media item is opened, locate and click on the Usage tab.
3. The Usage tab will show you all the pages or locations where this particular media type has been used. It may include usage for page revisions that are no longer available on the site, so the usage may appear to be greater than what is present on your site.

Replace media

On of the benefits to the media library is how it tracks the media across your site. You may have a need to replace something that appears on more than one page, like a PDF template, a logo, or an updated photo for a facility or person. The media library allows you to easily do this in one step without needing to know where that asset is being used. 

1. Open the media you wish to adjust type by clicking on the media item name, or by selecting Edit from the Operations column.
2. For images and files, click Remove to remove the current file linked to that media item and upload a new file to replace the on you removed.
3. For all other types of media, add in a new URL or embed code. 
4. Click Save.
5. You should see a message about how many instances have been replaced.

Delete media

Sometimes you need to remove something from your media library because it should no longer be publicly served on the internet or because you are doing housekeeping on your site and want to remove unused or temporary assets. The directions below assume that you have already deleted the content that uses this media.

1. Open the media you wish to adjust type by clicking on the media item name, or by selecting Delete from the drop-down menu in the Operations column. This will make it unavailable everywhere you have the option to select an image.
2. If you wish to remove an image or file that really needs to be taken offline, you can go back to the media library view, click on the Files tab.
   1. Check the box next to the filename you wish to remove
   2. Select Delete File from the Actions menu at the bottom of the page.
   3. Click "Apply to Selected Items"

Items in the media library are cached on a Content Delivery Network to improve site performance across the globe. If you have an urgent need to have something removed from a site, please submit a ServiceNow ticket and we can help get it taken down quickly during business hours.