* Media Link to file or insert from file

[Darryl-W]

I just cant grasp if its "better" to Link or Insert a media file
There MUST be some rationale but I am lost-- why would I insert or link-

Darryl

[Gowermick]

If the media is already in your project, then you link to the existing media. e.g. I use a small image of a ‘Brickwall’, which I attach to all the brickwalls in my tree, so it shows up in my diagrams and focus window. As I use the same image each time, I select ‘‘Link to existing Media’, which then allows me to select the image from the list of media already in my project.
If I chose ‘Insert media from file’, I’d be expected to select a new image from the images on my PC. This would be the option to use when adding new media to my project, such as a new photo of an individual or new census image.

Hope that helps.

[Mark1834]

Inserting places a copy of the media file in the Family Historian project folder. If you only ever access your media through FH, this has the advantage of being easier to manage and backup, as there is a permanent association between the file and the database that does not change.

Linking does not copy the file, but simply tells FH where to find it. This has several advantages: there is only one copy of the file, it is more readily accessed by other applications, and if you edit the file you do not have to worry about keeping multiple copies synchronised. However, it then puts the onus on the user to manage backups, and if you change computers in the future you may have to re-map the files.

If you prefer simplicity, copying is the way to go. If you are a more experienced PC user, linking means you can exploit the advantages described above.

[LornaCraig]

To clarify: Gowermick and Mark 1834 are discussing different questions.

Gowermick is explaining the difference between Insert from File... and Link to existing Media Record... which are the options you see when you click the Add Media button in the Media tab of a Property Box. As he says, you should choose the first option if you are adding a new media file to FH. This will then create a Media Record in FH which is linked to the file.
If you later want to link the same image multiple times (e.g. to several different people) you should use the second option. Otherwise you will end up with multiple Media Records all linked to the same media file.

Mark 1834 is talking about what happens when you use Insert from File and are then given the option to copy the media file into the FH Media folder or simply link to the file wherever it happens to be on your PC. It is recommended that you copy it into the Media folder, so that it is within the FH Project folder which can be moved in its entirety to another PC if necessary. (If you don't need another copy of it for any other purpose you can simply move it to the FH Media folder, avoiding duplication.)

[Mark1834]

Thanks Lorna, that is a good additional explanation. It might take a new user a while to get clear in their mind the difference between a media Record and a media File (it did for me, anyway!). The record is really just a device for keeping together the media file and information associated with it such as date, title, any framing, etc. Each record can contain only one file. However, the same record can be linked to different people, events, or sources. I'm not aware of any way to connect multiple related media files (e.g. a census entry that spans two pages), so each image file needs its own media record. As ever, happy to be corrected if I've misunderstood.....

[Gowermick]

Lorna,
Re-reading the original post, I now see there were two interpretations to the question asked, that I could/should have spotted! I happen to chose one, and thankfully Mark chose the other. All’s well that ends well!
Thanks

[tatewise]

Regarding Mark's point about such as a census entry that spans two pages, he is correct that only one Media file is allowed per Media record in FH which is modelled on GEDCOM 5.5.
This where GEDCOM Draft 5.5.1 offers an advantage, because it allows multiple Media files per Media record.
An alternative is to use an image editor to join the two image files together, or embed them in a single PDF file, but that has display restrictions.