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Reducing Your Media Library Usage

Do you keep running out of space on your site?

All of the university sites have a 150MB media library storage limit. The media library is only meant for images that are currently being utilized on your site. It is not recommended to use the media library as a storage space for your photos or documents.

Follow this step by step process to reduce your media library space usage:

  1. Delete all duplicate images. Many sites have multiple versions of one photo uploaded.
  2. Delete all social media icons. The social media icons should be embedded into your site using the code managed by IT Services and Marketing. Learn more about how to use the externally managed social media icons.
    • Having the social media icons managed outside of your site leaves you more room in your library and allows the university to update a social media logo in the event that the platform’s logo is changed or rebranded.
  3. Delete all old graphics not currently being utilized on your site.
    1. Download all old graphics not currently being utilized on your site.
    2. Add them to your departmental google drive in a website backup folder.
      • It is important that the google drive account used in backing up documents and files is a departmental google drive. Do not use your personal university account. If you were to leave the university, all of your files in your google drive will be deleted and the department/college may lose access to those files forever.
    3. After you have them backed up on google drive, delete them from your site.
  4. Delete old photos not currently being utilized on your site.
    1. Download all old photos not currently being used on your site.
    2. Add them to your departmental google drive in a website backup folder.
    3. After they have been backed up, delete all old photos off of your site.
  5. Delete all documents including DOC, DOCX and PDF files.
    1. Download all documents from your media library.
    2. Add them to your departmental google drive in a website document folder.
      • It is important that the google drive account used in backing up documents and files is a departmental google drive. Do not use your personal university account. If you were to leave the university, all of your files in your google drive will be deleted and the department/college may lose access to those files forever.
    3. Relink all documents on your site to the new google drive URLs.
    4. After you have them backed up on google drive and have updated all the links on your site to the new google drive links, delete them from your site.
  6. Look through all of your currently uploaded images and graphics to see which ones may be taking up a lot of space.
    • It is possible that you have one photo that is taking up 1MB of space. If you find that to be the case, download that file and reupload it at a different size or resize it in the media library to a smaller size. See the photography tips below if you are seeing this issue.

After going through the steps above, do you still not have enough space? Please submit a MyTechHelp ticket to request your site be given extra storage space. Please note that you will have a web team staff member audit your media library before you will be given the extra space. The team member will work with you personally to ensure you are utilizing the space efficiently.

Media Library Photography Size Tips

When looking through what to delete or reupload, remember to check the actual sizes of the images you are deleting

You have 150MB to use. When looking through your image sizes remember that 1MB = 1,000KB.

You could delete 20 photos and feel like you’ve done a lot but if each was only about 20kb you’re only saving 400KB which isn’t going to make a great impact on your storage space which can be frustrating.

See the following screenshots to see what to be on the lookout for. You will notice that just one of these images is 1MB and the other is a whopping 2MB. Deleting these images or resizing them will have a great impact on your storage limit. As a good rule of thumb, nothing uploaded to your site should exceed 1,000 pixels wide. The first one is 3088x2068px and the second is a similar size.

You should not be uploading full quality or storing print-quality images in your WordPress site. Please create a folder in your departmental google drive for backup of photos.

Saving Images in Photoshop for the Web

  1. Open your photo in Photoshop.
  2. Edit it as you would like to see it on your site.
  3. Go to File → Export → Save for Web (Legacy).
  4. Change the preset to JPEG High.
  5. Change the width of the image to 1000px or less. You will be able to see an estimate of the size in the bottom left.

Resizing Images in WordPress to Save Space

  1. Select the image you would like to resize. Click “Edit Image” underneath the photo.
  2. Change the dimensions to 1000 wide, the second dimension should automatically update.
  3. Click “Scale”.
  4. Exit the image editor popup. The file should now be resized and the file size updated.

Last updated: 8/21/2019