USER GUIDE

Media Library

The Media Library is where every picture, PDF, Word document, and other file for your website lives. Upload files here once, then use them on any page, post, slideshow, or gallery.

Before you begin

Nothing needs to be set up first — the Media Library works on a brand-new, empty site. You do need to be signed in as a Staff Member. A few things are handy to know:

Files can be up to 250 MB each.
File names are automatically tidied up: spaces and special characters are removed, and everything is made lower-case. So My Photo (Final).jpg becomes my-photo-final.jpg.
You can organize files into folders, but you do not have to. Many sites keep everything in a few simple folders like images and documents.

You will find the Media Library in the left sidebar: Left menu › Media Library. It opens as a file browser that looks a lot like the folders on your own computer.

1 Open and browse the Media Library

Go to Left menu › Media Library. You will see a list of your files and folders with columns for Name, Size, Updated, and Created.

Click a folder to open it. A breadcrumb trail at the top shows where you are; click any part of it to jump back up.
Use the search box to find a file anywhere in the library by typing part of its name.

Tip: A folder with a small padlock or grid icon is limited to certain groups; a folder with an X icon is hidden from the public website. Most folders have a plain folder icon and are available everywhere.

2 Create a folder to organize files

Open the folder you want the new folder to live inside (or stay at the top level), then choose New Folder. Type a Folder Name and save. The name may only contain letters, numbers, spaces, hyphens, and underscores.

Note: Folders help you find things later. A simple structure — for example images, documents, and agendas — is usually plenty.

3 Upload files

Open the folder where you want the files to land, then either:

Drag and drop one or more files from your computer straight onto the file list, or
Use the Upload button and pick files from your computer.

A progress bar appears while each file uploads. Large files upload in pieces, so they will resume rather than start over if your connection hiccups.

Heads up: If a file has an unsupported type or is larger than 250 MB, the upload is refused and you will see a short message explaining why. Compress the file or save it in a supported format, then try again.

4 Rename a file or add alt text

Click a file to open its details. You can change the file name and, for images, the alt text (a short description used by screen readers and search engines). Save your changes.

Tip: Good alt text describes what is in the image, such as "Mayor cutting the ribbon at the new library." It helps people using screen readers and improves your site's accessibility.

5 See where a file is used (File References)

Before you rename or delete a file, it helps to know where it appears. Each file has a Locate File action that opens a Used in page. This page lists every page, news post, FAQ, slideshow, event, and content block that references the file, with a link to each one.

If you have just added or moved a file and the list looks out of date, click Re-scan now to refresh it.

Note: If the Used in page shows the file is not referenced anywhere, it is safe to remove for storage cleanup — but double-check first, since brand-new files may not be counted right away.

6 Replace a file with a new version

When you have a corrected document or an updated photo and you want it to appear everywhere the old one was used, replace the file instead of uploading a new one. Open the file's details and choose the option to upload a replacement file. The old version is backed up, the new file takes its place, and every page that used it now shows the new version automatically.

Tip: Replacing keeps the same web address, so links and bookmarks that already point to the file keep working.

7 Clean up with the Orphan Files Report

Open the Orphan Files Report to see files that are not used anywhere on your website. The report lists the largest unused files first, so you can reclaim the most storage quickly. Each row has a link to that file's Used in page so you can confirm before deleting.

Note: Files uploaded in the last 14 days are left off the report on purpose, so a file you just uploaded is not flagged before you have had a chance to place it on a page.

8 Delete a file

Once you are sure a file is no longer needed — the Used in page shows nothing depends on it — delete it from its details view.

Careful: Deleting a file that is still used on a page will leave a broken image or a dead link on that page. Always check File References first.

What kinds of files can I upload?

Type	Examples
Images	JPG, PNG, GIF (for photos, logos, banners)
Documents	PDF, Word, Excel, PowerPoint (for agendas, forms, reports)
Other	Audio, video, archives, and common web files

Very large images are automatically resized for the web when they appear on a page, so you do not have to shrink photos yourself before uploading.

Next steps

Now that your files are in place, put them to work:

Add images and document links to a page with the Pages guide and the Page Editor.
Build a rotating banner with the Slideshows guide.
Show a group of photos together with the Photo Galleries guide.

Need a hand? Contact EvoGov support or visit help.evogov.com.