How Do You Organize Your Collections in Lightroom Classic?

[TheLRC]

I’ve been thinking a about how people use collections in Lightroom Classic and was curious to hear your thoughts. Do you follow a specific structure for your collections, or is it more of an organic mess that evolves over time?

For example, do you organize by project, date, location, or something else entirely? Maybe you have a mix of Smart Collections and regular ones?

Personally, I’ve seen so many different approaches—from super-detailed hierarchies with sub-collections for every occasion to a single flat list with no particular order. It’s fascinating to see how others organize their workflow!

So, how do your collections look? Is it a structured masterpiece or organized chaos? And has your method changed over time as your library grew?

Also, one thing I find interesting is how Lightroom Classic is designed to prioritize collections over folders. While the folder panel is only available in the Library module, collections can be accessed across all modules. What I have understood is that Adobe intended collections to be the core organizational tool. Does that influence how you manage your photos?

 

[njtrout]

I organize my collections in Lightroom Classic by subject, such as birds, butterflies, etc. You can get as granular as you want. I flag photos I want in the Library or Develop module and add them to a collection by dragging them to the appropriate collection or creating a new one. I think you can even have sub-collections within a collection.

 

[TheLRC]

I organize my collections in Lightroom Classic by subject, such as birds, butterflies, etc. You can get as granular as you want. I flag photos I want in the Library or Develop module and add them to a collection by dragging them to the appropriate collection or creating a new one. I think you can even have sub-collections within a collection.

I do kind of the similar - organize by subject, but also by event, rating, best of birds etc..
Can become very messy after a while
You can't have collections within a collection, but you can create sub-collections by using Collection Sets. A Collection Set acts as a folder that groups multiple collections under it, allowing you to organize them hierarchically.

 

[tbone1004]

My photography is weird since it is a combo of work and personal. They are in 3 levels, category *sports, wildlife, people, etc* then within sports will be the specific sport then the event. People would go just to the event. Makes finding stuff easier

 

[TheLRC]

My photography is weird since it is a combo of work and personal. They are in 3 levels, category *sports, wildlife, people, etc* then within sports will be the specific sport then the event. People would go just to the event. Makes finding stuff easier

That sounds like a solid system, especially since it bridges both work and personal photography effectively!
Do you also use Smart Collections to help automate this process? For example, setting up a Smart Collection for all photos tagged with a specific event name or metadata might save time for recurring categories like sports events.

 

[tbone1004]

That sounds like a solid system, especially since it bridges both work and personal photography effectively!
Do you also use Smart Collections to help automate this process? For example, setting up a Smart Collection for all photos tagged with a specific event name or metadata might save time for recurring categories like sports events.

I haven't tried that yet but may have to. I try to behave when importing so everything is in a proper hierarchy from the get go. I'm not doing it day in and out so figuring out how to use it may offset the time saved, but it's worth a look

 

[Archibald]

My LrC organization is based on the LrC default, which is folders by date. That used to be the default anyway. So for an outing today, the pics would go into a folder called "2024-11-16", and I edit that to add a description. So it becomes something like "2024-11-16 Lovely Lake birds". That folder along with all the others from this year, sits inside a folder called 2024.

Keywords are added according to subject or species or other description. My keywords keep adding complexity. The system is hard to maintain. Many pics in older folders are not up to date with the keywords.

 

[TheLRC]

My LrC organization is based on the LrC default, which is folders by date. That used to be the default anyway. So for an outing today, the pics would go into a folder called "2024-11-16", and I edit that to add a description. So it becomes something like "2024-11-16 Lovely Lake birds". That folder along with all the others from this year, sits inside a folder called 2024.

Keywords are added according to subject or species or other description. My keywords keep adding complexity. The system is hard to maintain. Many pics in older folders are not up to date with the keywords.

Your folder system is straightforward and descriptive, but maintaining keywords sounds like a challenge for you. Are you using collections at all?

 

[Archibald]

Your folder system is straightforward and descriptive, but maintaining keywords sounds like a challenge for you. Are you using collections at all?

Yes, Collections are very useful. For every year, I have "Best of" categories for birds, family pics, and particular trips. I also use Collections to organize pics for presentations that I'm preparing and similar projects.

I wish there were an easy and foolproof way in Lr to keep track of which photo has been posted to the forum so that I don't inadvertently post it again. Currently I mark them with Red after posting, but it can't distinguish where it has been posted, whether to FB or IG or other places.

 

[bleirer]

Yes, Collections are very useful. For every year, I have "Best of" categories for birds, family pics, and particular trips. I also use Collections to organize pics for presentations that I'm preparing and similar projects.

I wish there were an easy and foolproof way in Lr to keep track of which photo has been posted to the forum so that I don't inadvertently post it again. Currently I mark them with Red after posting, but it can't distinguish where it has been posted, whether to FB or IG or other places.

The only thing comes to mind is to add a keyword, bcgf or ig or fb, then a smart collection for everything with the keyword bcgf.

 

[Viathelens]

I have a different opinion on what Adobe might have thought when they created Lightroom. You said, "What I have understood is that Adobe intended collections to be the core organizational tool. Does that influence how you manage your photos?" I think Scott Kelby promoted using collections in place of folders and that's why it became popular to use collections as the primary organizational asset. I believe the collections concept was created to provide a way to use images, based on a task, from various folders, with folders being the primary organizational tool. The same would apply to Smart Collections. As Adobe says in its manual,"Collections are a way to group photos in one place for easy viewing or for performing a variety of tasks." The use of collections is intended to be task-oriented, i.e., a grouping of images from various folders to be used in a book, export, website, etc.

I use a Regular collection from the Library Module to group together images for special uses such as books and slideshows. I do this by creating a collection and marking it as a targeted collection and using the B key to add images as needed. I create coffee-table size books using these collections from the Book Module, then save the collection as a book, and delete the initial collection. A more permanent collection, from the Library Module, for me is images I've put into competitions, these go into a collection set by year. I use keywords so I only use Smart Collections for the Smart Collection settings that Adobe puts in the program for 5 stars and images without key words, I 5-star all my processed images. I also use Collections in the Print Module when I create something to print that I want to print again, such as a print collection I just created for holiday card templates.

Adobe has suggested using Smart Collections for images where masking or remove tools were used and this seems like a good use of a Smart Collection as some of these images could not be used in a competition. I'll probably start doing that.

One of the best things about grouping images into a regular collection is that you can arrange them as you want, unlike a folder where sort order is limited. This is important when creating a book or for other special projects.

My core organizational structure is folders, not collections, so I always start with images from a folder first.

Here is a link to the Adobe manual regarding Types of Collections: https://helpx.adobe.com/lightroom-classic/help/photo-collections.html

 

[TheLRC]

I think Scott Kelby promoted using collections in place of folders and that's why it became popular to use collections as the primary organizational asset. I believe the collections concept was created to provide a way to use images, based on a task, from various folders, with folders being the primary organizational tool.

The folder panel in Lightroom Classic is only available in the Library module, while collections are accessible across all modules. This design strongly suggests that Adobe intended collections to be the primary tool for organizing and managing photos, emphasizing their flexibility and utility over static folders. Folders are just placeholders for your images.
Collections allow you to group photos logically without affecting their physical storage, which remains tied to the folder structure. For instance, a single image can belong to multiple collections, such as "Vacation 2024," "Favorites," and "Portfolio," while remaining in its original folder. This flexibility supports a workflow centered around themes, projects, or tasks rather than rigid file locations.
I rely more on the words from Peter Krogh, author of the DAM book - check this old, but still valid, video describing Adobes intention of collections:
https://www.youtube.com/watch?v=3_WlANI-Cuc

I use a Regular collection from the Library Module to group together images for special uses such as books and slideshows. I do this by creating a collection and marking it as a targeted collection and using the B key to add images as needed. I create coffee-table size books using these collections from the Book Module, then save the collection as a book, and delete the initial collection. A more permanent collection, from the Library Module, for me is images I've put into competitions, these go into a collection set by year. I use keywords so I only use Smart Collections for the Smart Collection settings that Adobe puts in the program for 5 stars and images without key words, I 5-star all my processed images. I also use Collections in the Print Module when I create something to print that I want to print again, such as a print collection I just created for holiday card templates.

This is pretty much how I work too! The B-key is an incredibly handy shortcut for quickly adding images to collections, though it seems to be a lesser-known feature among users.

I've also noticed some photographers use collections as part of their editing workflow—like grouping images that need processing or creating Smart Collections for recent imports, making it easier to track editing progress.
John Beardsworth has an excellent article on collection workflows, complete with downloadable Smart Collections that can streamline your Lightroom process. I use it and highly recommend it for anyone looking to optimize their workflow!
Check it out here:
Workflow Smart Collections by John Beardsworth

 

[Archibald]

... The B-key is an incredibly handy shortcut for quickly adding images to collections, though it seems to be a lesser-known feature among users.

How do you use the B key for adding to collections? First to Quick Collection, then to the intended collection?

 

[TheLRC]

How do you use the B key for adding to collections? First to Quick Collection, then to the intended collection?

Simply right-click any standard collection and choose the option "Set as Target Collection"
By doing that you can set any collection to become target for the use of the B-key.
Then you just start filling the "Target Collection" with photos...

 

[Archibald]

Simply right-click any standard collection and choose the option "Set as Target Collection"
By doing that you can set any collection to become target for the use of the B-key.
Then you just start filling the "Target Collection" with photos...

View attachment 101320

Didn't know that!

Another LrC trick learned.

 

[bleirer]

One can also set the painter tool to the target collection and paint the images into the collection.

 

[sh1209]

I use collections sorted by subject and typically don't use keywords. I use collections because the collection created in LRC is an album in Lightroom mobile. The reason for this is to have access to my images on my phone to iPad. I only put the images in the collections once they're edited.

 

[TheLRC]

I use collections sorted by subject and typically don't use keywords. I use collections because the collection created in LRC is an album in Lightroom mobile. The reason for this is to have access to my images on my phone to iPad. I only put the images in the collections once they're edited.

Syncing collections between Lightroom Classic and Lightroom Mobile is incredibly useful. I use it all the time! It’s a seamless way to have your edited images available on the phone or iPad, whether for sharing, showcasing, or even just reviewing.

 

[sh1209]

Syncing collections between Lightroom Classic and Lightroom Mobile is incredibly useful. I use it all the time! It’s a seamless way to have your edited images available on the phone or iPad, whether for sharing, showcasing, or even just reviewing.

Yeah I love it and just use smart previews for the syncing which are plenty large enough for most things and use basically no storage space.

 

[TheLRC]

Yeah I love it and just use smart previews for the syncing which are plenty large enough for most things and use basically no storage space.

Actually it's using zero storage space.
Syncing from Lightroom Classic allows you to store an unlimited number of images in the cloud without impacting your storage quota.
It’s a feature many users aren’t aware of, but you can upload your entire photo collection to the cloud without using any of your allocated cloud space!

 

[ElenaH]

I have a LR Catalog for each year and each big trip separately on external disc so that I can use it accross platforms and computers.
Within a Catalog I have collectoions für 5* and 4* images and for subjects (landscapes, birds, animals, macro, etc)

 

[TheLRC]

I have a LR Catalog for each year and each big trip separately on external disc so that I can use it accross platforms and computers.
Within a Catalog I have collectoions für 5* and 4* images and for subjects (landscapes, birds, animals, macro, etc)

Your use of collections for ratings and subjects is a great and very common way to keep things manageable.
Out of curiosity, what’s the main reason you prefer using separate catalogs rather than a single master catalog? Is it primarily for performance, portability, or another specific purpose?

 

[Anjin San]

Don’t do collections much…I organize by year and then location and keyword everything…the primary collections I use are a by year top 100. There really isn’t a wrong way to organize things.

 

[ElenaH]

Out of curiosity, what’s the main reason you prefer using separate catalogs rather than a single master catalog? Is it primarily for performance, portability, or another specific purpose?

Yes, simplicity, perfomance and portability.
I have about 5000-15000 images in each catalogue (with DXO processed images included) We know, that LR builds thumbnails and those are kept in cache, the less number of pictures the faster the performance IMO. However, in my case performance depends on USB-slot as well.

I can also work on my Mac Mini and on my Mac Book with the same catalogue. I am often out with my notebook and I can work. And if my HDD formatted as NTFS then I can plug my HDD to Windows computer and show my catalogue with changes to my partner (he has Windows PC). Yes, you can do the same with exporting XMP file along with RAW file but take a HDD and open it in the other computer (other platform) in LR is a very convenient way! The LR versions shall not be much different but we have Adobe Abo anyway.

The best way IMO is to process all photos on internal drive and then and then export catalogue on external HDD. It is normally what I am doing. I have pictures of the current year on my internal drive and next year do the export. I go back to my catalogues, of course and re-process the images.
I've been to Africa 18 times and each trip has a separate catalogue (since 2010). I also have several catalogues on one external HDD. I also have backup.

I also try to have XMP files in each catalogue for a backup reason - if my catalogue will fail or will not open anymore then I can create the new one and will have my changes. But having XMP files will degrade the performance.

It is just a matter of workflow. For me it is good this way becasue I am living in the city and also outside and take my catalogues with me.
But it can be more convenient to have a one catalogue for others. Some peple have NAS for storage, for example.

To be honest, I am a bit afraid to have a one catalogue for a big amount of pictures. If my catalogue will be broken I can very quicjly re-create it (XMP files!).
The other aspect is a LR cache. (or computer cache) - you can define it per catalogue. I mean LR opens only one catalogue at a time and you can define the cache for LR. The less pictures - the better the performance.

 

[bleirer]

I also am one who keeps the xmp sidecars turned on in preferences. It is redundant since all the same info is in the catalog, but it feels like a safety net.