Interactive Media Gallery at Union College

1. Get your username and password
2. Log in
3. Change your password
4. Create a new album
5. Add new pictures
   • Add new pictures "From Web Browser"
   • Add new pictures using "Windows XP"
   • Add new pictures using "Upload Applet"
   • Add new pictures using "Gallery Remote"
6. File Format
7. Edit Captions
8. Rearrange Items
9. Make Highlight
10. Set Album Location on Google Maps
11. Edit Permission
12. Slideshow
• Simple Slideshow
• Slideshow using "KBurnalizer"
• Slideshow using flash
13. Add video
14. Add audio
15. Search
16. FAQ

Get your username and password

Send an email to Kesheng Yu to set up your username and password.

Log in

1. Open your web browser and type "gallery.union.edu" for URL.
2. On the main page of the gallery, click on "Log in" on the bottom right corner.

3. A log in page will appear. Enter your username and password. Then click "Login"

4. If this is the first time you log in, you are going to see the following screen:

5. To get to your album to start working with your pictures, click the "Your Album" link in the menu section of the page.

6. This is your main album. You can add pictures here directly or you can create sub-albums (which is recommended to keep your files in order).
7. Your main album is accessible for the public at the following URL: http://gallery.union.edu/albums/YOUR_USERNAME

Change your password

1. After log in, click the "Change Password" link on the left side of the page. If you do not see this link, go to the menu section of the page and click "Your account" link.

2. Enter your current password and then enter your new password twice. Click "Change" button.

Create a new album

1. Go to your main album (after log in, click the "Your Album" link).
2. Click "Add Album" in the menu section of the page.

3. Fill in a unique name for your album in the "Name" field. The URL of the album will then be http://gallery.union.edu/albums/My_First_Album (if you filled in My_First_Album).
   The "Title" field is the name of the album which will be displayed in the web browser.
   The "Summary" field will be displayed next to the thumbnail of the album.
   The "Description" field is for a longer text about the album.

4. After all the fields are filled in, click the "Create" button.
5. The next page will say "Album created successfully."

Add new pictures

1. First, open the album you want to upload pictures by clicking on its name on the main page. To make sure that the album is open, check the upper right corner. The name of the album should be there (see the picture below).
2. Click "Add Items" in the menu section on the page.

3. There are four different methods to upload new pictures.
   • From Web Browser
   • Windows XP
   • Upload Applet
   • Gallery Remote

Add new pictures "From Web Browser"

1. This method uploads files directly from your computer using a web browser.
2. After you click "Add Items" button, click the "From Web Browser" tab.

3. To add a picture, click the "Browse" button and in the pop-up window, locate the picture you would like to upload.
4. Type caption in the "Caption" field.
5. To add second picture, there is one more field. If you want to add more than two pictures, click the "More Upload Boxes" link.
6. After you finish selecting all your pictures, change the "Set item titles from" to "Caption". Then, uncheck both "Assign caption to" boxes (see the picture).
7. Click the "Add Items" button to upload the pictures. The procedure will take some time depending on the number, size of your pictures and the speed of your internet connection.
8. A confirmation page will display. To view new pictures in the album, click the album's name on the upper right corner.

Add new pictures using "Windows XP"

1. This method uploads files directly from your Explorer in Windows XP. You do not have to open your web browser at all. Just select your pictures in Explorer and click the "Publish the selected items to the Web" link (see the picture below). However, before you do it for the first time, you have to go to your account in Gallery in your web browser and download a small program. This must be done on every computer you want to use (just once).

2. After you click "Add Items" button, click the "Windows XP" tab.

3. Download the configuration file using right-click 'Save Target As...'. Once the file is downloaded, right click on this file and you should see a menu appear. Select the Merge option (this should be at the top of the menu). It will ask you if you want to import these values into your registry. Click 'Ok'. It will tell you that the files were imported successfully. Click 'Ok' again.
4. Now, open you Windows Explorer (not Internet Explorer) and browse the pictures you want to upload. On the left side of the Explorer's window, there should be a "Publish the selected items to the Web" link (it should look like the picture above). If you see a tree of folders instead, click the icon called "Folders" (see the picture below).

5. Select the pictures you would like to upload and click the "Publish the selected items to the Web" link in the left column of the window.
6. The "Web Publishing Wizard" window will appear. Click the "Next" button on the first screen.

7. On the next screen, verify your selection (pictures you want to upload should be selected) and click the "Next" button.

8. Wait a moment for the wizard to connect to the server. Select "Gallery at gallery.union.edu", click the "Next" button.

9. If you are not logged in your web browser, the wizard will ask for your username and password.

10. Pick the album you want to upload the pictures or create a new album (by clicking on the "New Album" button). Click "Next".

11. Click "Next" on the next screen.

12. You have choice to publish the original high-resolution pictures or just smaller version (recommended). If you want to keep the originals, uncheck the check box. Then, click "Next".

13. Your pictures are now uploading. This may take a while.

14. Once the uploading is completed, click the "Finish" button. You will be taken to the album page to view the new pictures.

15. You can edit captions of the new pictures by clicking the "Edit Captions" link in the menu section of the page. It is a good practice to fill in the "Title" and "Description" for each picture. The "Keywords" field is used for searching. After editing all the captions, click "Save and Done".


Add new pictures using "Upload Applet"

1. This method uploads files using an applet in your web browser. It is a comfortable way to add more pictures at once. However, it requires having Java installed. You may already have it. If not, you can download it at www.java.com/getjava.
2. After you click "Add Items" button, click the "Upload Applet" tab.

3. After the applet is loaded, click the "Add pictures" button.
4. Select pictures you want to upload. You can use "Shift" and "Ctrl" keys (PC) or "Command" key (Mac) to select multiple items. It is also possible to select a folder. After you are finished, click the "Add" button.

5. The names of all selected pictures are now loaded into the applet. If you click on the picture name in the left column, you can enter a caption. However, it may be more comfortable to do it later because you do not see thumbnails of the pictures in this view.

6. If you do not wish to upload the original high-resolution files, make sure the box "Resize pictures before upload" is checked. This will make the upload faster.
7. Click "Upload" to upload the pictures.

Add new pictures using "Gallery Remote"

1. This method uploads files using an external standalone application which is installed on you computer. It is very convenient if you work with Gallery at Union College very often and upload many pictures.
2. After you click "Add Items" button, click the "Gallery Remote" tab.

3. Click "Download Gallery Remote" link. You will be taken to a new page. Scroll down to find the table which is in the picture below.

4. Pick the version of the operating system you use (Windows or Mac) and click the appropriate link. You will be taken to a new page to download the file. The following screen will appear:

5. To start downloading, click on the top bar and select "Download File...". After you download the file, double-click on it to run and install the program.
6. Run the program. It is called Gallery Remote and it will be in "Start - All programs" (PC) or "Applications" in Finder (Mac).

7. First, it is necessary to set up your account so that the Gallery Remote can connect to the server. Click the "Add Gallery URL" button on the upper right corner.

8. Click the "New" button.

9. Fill in all the fields:
   Alias: Gallery at Union College
   Username: Your username for Gallery
   Password: Your password for Gallery
   Gallery Type: Standalone
   Gallery URL (fill in exactly the following URL): http://gallery.union.edu/albums
   

10. Click the "OK" button.
11. On the next screen, click "OK" again. Now, your Gallery Remote is set to communicate with the Gallery server.
12. Click the "Log in" button to log in to your Gallery account.

13. In the left column, "Gallery" should appear. Click on the "plus" sign to expand the view and get to your account. You should see a list of all your albums.
14. Pick an existing album or create a new one by clicking the "New Album" button on the bottom of the screen.
15. Click the "Add pictures" button at the bottom of the page to add new pictures.

16. Select pictures that you want to upload. You can use "Shift" and "Ctrl" keys (PC) or "Command" key (Mac) to select multiple items. It is also possible to select a folder. After you finish the selection, click the "Add" button.

17. The names of all selected pictures are now loaded into the program. If you click on the picture name or thumbnail, you can enter a caption (see the picture below).

18. Click "Upload" to upload the pictures.
19. Close Gallery Remote after you are done.

File Format

1. Recommended picture format is JPEG (jpg, jpeg).
2. To allow the best performance, the picture's proportions should not get over 1280 × 1024px.
3. Uploaded pictures should not be bigger than 2MB.
4. Divide your album into subalbums. Each subalbum should not contain more than 200 pictures.

Edit Captions

1. It is a good practice to describe your pictures to give your audience information about the pictures. You can do it when uploading pictures to the server or anytime later.
2. Click the album with the pictures you want to describe. Click the "Edit Captions" link in the menu section of the page.

3. A page with thumbnails of pictures will appear. Fill in the information for each picture.

4. If there are more pictures in the album, you can edit first set, then click the "Save and Edit Next 9" button to save the data and continue with editing next pictures.


Rearrange Items

1. If you want to change the order of the pictures in your album, click the "Rearrange Items" link in the menu section of the page.

2. To move a picture to a new position, click the picture you would like to move. It will be highlighted with red color. Then click the picture before the position where you would like to insert the moved picture. The order will be changed.

3. Click the "Save" button after you are done.

Make Highlight

Every album in the list of albums is represented by a thumbnail (highlight). You can set which picture should be a highlight for a particular album.

1. Go to the album and click the picture you would like to be the highlight of the album.
2. Click the "Make Highlight" link in the menu section of the page.

3. Make sure that there is the title of your album in the drop-down list. If you want to make the picture to be a highlight for a different album, select the album in the drop-down list.
4. Click the "Highlight" button.


Set album location on Google Maps

Every item in the gallery (album or image) can be associated with coordinates so that it can be located through Google Maps.

1. Go to the album which you want to associate the coordinates with. Click the “Edit Album” link in the drop-down menu at the bottom of the page. Once there, click on the “Google Map” tab at the top.
2. You can now define the coordinates of your album using either a map or an address. Once you specify the coordinates, you can set a zoom level of the view - higher values mean closer to the street level (from 0 to 19).


Edit Permissions

Warning! Advanced!
This can influence visibility of your albums to other people.

You can set various kinds of permissions for your albums. For example, you can prevent public from viewing your album or you can give someone else permission to upload pictures to your album.

1. Go to the album you want to set permission to. Click on the "Edit Permissions" link in the menu section of the page.

2. The following page will appear:

3. Scroll down to the bottom of the page to see the following information:

There are two ways to work with permissions:
• Groups
  Users can be members of different groups. As default, there are three groups in the system:
  
  • Site Admins - people who administrate the whole system. You can not influence the permission for those people.
  • Registered Users - all people who have a user account in the Gallery (Union College students or faculty)
  • Everybody - all people in the world
• Users
  If you know particular usernames, you can set permission for particular people. For example, this is useful when you want to allow your student to upload pictures to your album.

To prevent public from viewing your album

Find the line "Everybody - [core] View all versions - [core] View all versions - Remove" and click "Remove" button.


To allow public to view your album (undo previous action)

Under "New Group Permission" section, fill in "Everybody" in the first field. In the drop-down list, pick "[core] View all versions" and click "Add permission" button.


To allow a single user to view your album

This can be used if you want to protect your album and allow only some people to view it. For example, you can allow only your students to see your images. Send an email to Kesheng Yu to create a generic user for your course. Then, prevent all public (group Everybody) from viewing your album and allow this generic user to view it.

Under "New User Permission" section, fill in the username, in the drop-down list, pick "[core] View all versions" and click "Add permission" button.


To allow a single user to upload new items to your album

You can give a registered user permission to upload new images to your album.

Under "New User Permission" section, fill in the username. In the drop-down list, pick "[core] Add sub-item" and click "Add permission" button.


Follow the same procedure with "[core] Edit item" to allow the user to edit captions for the uploaded images.

Slideshow

You can present your pictures using a slideshow. There are 3 different slideshow styles available. Go to the album you want to show and select one of the following in the "item actions" menu:

View Slideshow
1. Views pictures using a simple slideshow.
2. You can set delay between pictures, direction of going through the album, maximum size of presented pictures and a way of transition between pictures.
   
KBurnalize it!
1. Creates a slideshow using Ken Burns effect.
2. You can set a duration of pictures pictures and time of transition between two pictures.

View Flash Slideshow
1. Creates a slideshow using flash plugin.
   

Add video

1. Uploading of video files is similar to uploading of pictures. Gallery will recognize a movie file.
2. You do not have to upload any thumbnail picture for the video. A thumbnail will be automatically generated from the movie. However, you can set a custom thumbnail by selecting "Edit Movie" in the bottom menu...
   
   and setting your own picture in the field at the bottom of the page.
   
3. To watch the movie, go to the album where the movie is located and click on the thumbnail image.
4. According to the format of the movie file, an appropriette movie player will be displayed.
5. The movie player depends on user browser settings. Therefore we recomend to use only standard movie formats. Well supported formats are: mov, flv.
6. If the file format is not associated with any player, a download link will be displayed.
   
7. The users will need the Flash Player or Quicktime Player to view the video.

Add audio

1. Uploading of audio files is similar to uploading of pictures and movies.
2. A default thumbnail will be automatically associated with the audio file. You can set a custom thumbnail the same way as movie files.
3. To listen to the file, go to the album where the audio is located and click on the thumbnail image.
4. An audio player will be displayed.
5. At the moment, the Gallery only supports mp3 file format.
6. The users will need the Flash Player to play the audio.


Search

1. You can look up in the albums using keywords.
2. Enter the keyword into the text box below the "Action menu" and press "Enter".
   
3. You can also use an "Advanced Search" to set the details of your search.
   
4. Once the search is confirmed, the thumbnails of matching pictures and albums will be displayed.
5. You may view these results in a slideshow.
   

FAQ

• How can I change the number of pictures to show per page?
  Go to the album you want to make the change for. Click on the "Edit Album" link in the menu section of the page. Click on the "Theme" tab. Change the number in "Number of items to show per page" field on this page. If you wish to apply this change to all sub-albums of the active album, check the "Use these settings in all subalbums that use the Siriux theme" box. Click "Save Theme Settings" at the bottom of the page.
• How do I change the sizes of pictures in albums?
  You can have pictures saved in different sizes - resolutions (640x480, 800x600, 1024x768). You can set the sizes yourself. Go to the album you want to make the change. Click the "Edit Album" link in the menu section of the page. Click the "Album" tab. Find the "Resized Images" section.
• How do I resize my original photos once I've uploaded them to Gallery?
  Go to the album which you want to resize the photos in. Click the "Edit Album" link in the drop-down menu at the bottom of the page. Once there, click on the "Album" tab at the top, and find the section entitled "Define Picture Size Limit". Here you can specify the maximum size in pixels or kilobytes of all pictures in the album. DO NOT FORGET TO CHECK THE BOX LABELLED "Check here to apply size limits to the pictures in this album and all subalbums", OTHERWISE THE LIMITS WILL ONLY AFFECT PHOTOS UPLOADED AFTERWARDS.