Importing Photos into Lightroom Classic: Options That Prevent Problems Later

The Import Dialog: One Decision Point That Affects Everything Later

In Lightroom Classic, importing is not just “getting photos into the app.” It’s where you decide (1) whether files are copied, moved, or left in place, (2) where they will live on disk, (3) how they’ll be named, (4) what metadata and keywords they start with, and (5) how responsive Lightroom will feel when you begin culling and editing. A consistent import checklist prevents the most common long-term problems: missing files, duplicate folders, inconsistent naming, and slow browsing.

A Consistent Importing Checklist (Use This Every Time)

• 1) Select source (card, camera, folder)
• 2) Choose import method: Copy / Move / Add (and when to use each)
• 3) Set destination (folder structure and subfolder rules)
• 4) File renaming (unique, searchable, consistent)
• 5) Apply metadata preset (copyright + contact)
• 6) Add keywords (location + shoot-level tags)
• 7) Build previews (speed vs time vs storage)
• 8) Optional: Convert to DNG (only when it benefits your workflow)
• 9) Optional: Apply Develop preset (carefully, and only when appropriate)

Step 1: Select the Source (and Avoid Importing the Wrong Thing)

Open the Import dialog and choose your source on the left panel. The goal is to import from the correct device/folder once, without re-importing previously copied files.

• Memory card workflow: Choose the card as the source. If your card contains multiple folders (common with some cameras), ensure you’re viewing all images you intend to import.
• Folder workflow: If images are already on disk (e.g., you copied them manually), choose that folder as the source.

Tip: Use the “Don’t Import Suspected Duplicates” option to reduce accidental re-imports, but don’t rely on it as your only safeguard—consistent destination and naming are more reliable.

Step 2: Copy vs Move vs Add (Choose the Method That Matches Reality)

The import method determines whether Lightroom copies files to a new location, moves them, or simply references them where they already are. Choosing the wrong one is a common cause of missing files later.

Practical rule: If the photos are on a memory card, use Copy. If they’re already on your photo drive and already organized correctly, use Add. Use Move only when you’re deliberately relocating files on a drive and you’re confident the destination is correct.

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Step 3: Destination Setup (Prevent Folder Chaos)

Destination choices determine how your folders will look on disk and inside Lightroom. The goal is a predictable structure so you can find shoots quickly and avoid duplicate “same-name” folders scattered across drives.

Common destination patterns

• Date-based: Photos/2026/2026-01-20_ShootName
• Client-based: Photos/Clients/ClientName/2026-01-20_ShootName
• Travel/location-based: Photos/Travel/Japan/2026-01-20_Tokyo

In the Destination panel, confirm:

• Correct parent folder (the top-level folder you always use for photos)
• Subfolder creation (if you create a new folder per shoot, name it consistently)
• Organize setting (e.g., “Into one folder” vs “By date”) matches your intended structure

Problem to avoid: Accidentally importing into a temporary folder like Downloads or a desktop folder. If you start editing before you notice, you’ll either have to move files later or risk broken links.

Step 4: File Renaming (Make Every Filename Unique and Meaningful)

Camera filenames like DSC_0123 repeat across shoots and cameras. Renaming on import prevents collisions and makes searching easier outside Lightroom too.

A reliable renaming template

Use a pattern that includes date + shoot identifier + sequence number. Example:

20260120_TokyoStreet_0001.RAW

In the File Renaming panel:

• Enable Rename Files
• Choose a template such as Custom Name - Sequence or build a custom template
• Set Custom Text to something consistent (e.g., 20260120_TokyoStreet)
• Set the starting sequence number (usually 0001)

Practical guidance: If you shoot multiple cameras, include a camera code in the custom text (e.g., 20260120_TokyoStreet_A7IV) to avoid overlapping sequences.

Step 5: Apply a Metadata Preset (Copyright and Contact, Automatically)

Metadata presets let you apply consistent information to every imported file. This is one of the easiest ways to protect your work and keep your files identifiable if they’re shared.

What to include in a copyright metadata preset

• Copyright: Your name / business name + year
• Creator: Your name
• Contact: Email, website
• Rights usage terms (if you use them)

In the Apply During Import panel:

• Choose your Metadata preset (create one if you haven’t)
• Avoid embedding shoot-specific details in the preset (those belong in keywords or captions)

Important: Keep the preset “evergreen.” Update the year when needed, but don’t bake in client names or locations unless you truly want them on every import.

Step 6: Add Keywords (Start Broad, Then Refine Later)

Keywords added on import should describe the entire batch. This makes your catalog searchable immediately without forcing you to keyword every frame individually.

Good import-time keywords

• Location: Country, city, venue (e.g., Japan, Tokyo, Shibuya)
• Shoot type: street, portrait, event
• Client/project: Client_Acme or Project_WinterCampaign

Keyword tip: Use consistent spelling and capitalization. Decide whether you use singular or plural (e.g., portrait vs portraits) and stick to it.

Step 7: Build Previews (Choose Based on What You’ll Do Next)

Preview settings affect how quickly you can zoom, cull, and move through images after import. The “best” choice depends on whether you’ll start culling immediately, editing immediately, or just archiving.

Practical default: If you plan to cull right after import, consider Standard or 1:1. If you’re traveling with an external drive and may disconnect it, consider building Smart Previews.

DNG Conversion vs Keeping Original RAW Files

Lightroom can convert proprietary RAW files (CR3, NEF, ARW, etc.) into DNG during import. This is optional and should be a deliberate choice.

When converting to DNG is helpful

• Long-term compatibility: DNG is widely supported and can reduce reliance on proprietary formats.
• Potentially smaller files (depends on camera and settings).
• Embedded Fast Load Data can improve responsiveness in some workflows.
• Single-file packaging: DNG can embed metadata more cleanly without sidecar files (though Lightroom manages sidecars well when needed).

When you should keep the original RAW files

• Client or industry requirements: Some workflows require original camera RAW delivery.
• Maximum reversibility: You may want the untouched original format for future tools or vendor-specific software.
• Speed and simplicity: Converting adds time during import.
• Mixed ecosystems: If you regularly use camera manufacturer software that expects proprietary RAW.

Practical approach: If you value speed and compatibility with other tools, keep original RAW. If you want a standardized archive format and you’re confident you won’t need proprietary RAW for other software, consider DNG. If you’re unsure, keep original RAW—conversion can be done later, but you can’t “un-convert” to the exact original file.

Applying Develop Presets on Import (Useful, But Easy to Overdo)

Lightroom lets you apply a Develop preset during import. This can save time, but it can also push you into a look before you’ve evaluated the shoot, lighting, and color.

When a Develop preset on import is helpful

• Camera matching / baseline corrections: A gentle preset that sets a preferred profile, enables lens corrections, and applies mild sharpening.
• Consistent technical setup: For example, a preset that applies your standard noise reduction for a specific camera at high ISO (kept conservative).
• Known lighting setups: Studio sessions with consistent lights where you always start from the same baseline.

When it locks you in too early

• Creative looks: Heavy contrast, strong color grading, or stylized black-and-white can make culling harder because you’re not judging the original capture accurately.
• Mixed lighting: Events, interiors, or street scenes where each frame may need different white balance and exposure decisions.
• Client uncertainty: If you don’t yet know the final style, applying a strong look can bias your editing choices.

Safe strategy: If you apply anything on import, keep it “technical and reversible,” not “creative and final.” You can always sync a creative look later after you’ve selected keepers.

Structured Exercise: Import a Small Shoot Without Creating Future Problems

Goal: Import 20–50 photos from a small shoot using a consistent checklist: Copy, destination folder, renaming, copyright metadata preset, location keywords, and appropriate previews—then verify the folder structure and catalog entries.

Setup (Before You Click Import)

• Prepare a small set of images (from a memory card or a folder).
• Decide your shoot label (example: 20260120_TokyoStreet).
• Ensure you have a Copyright Metadata Preset ready (Creator, Copyright, Email, Website).

Step-by-step import

1. Open Import and select the Source (card or folder).

2. Choose the method at the top:

   • If importing from a card: choose Copy.
   • If importing from an already-correct folder on disk: choose Add.

3. Set Destination:

   • Choose your standard parent folder (e.g., Photos/2026).
   • Create a new subfolder named 2026-01-20_TokyoStreet (or your preferred naming style).
   • Confirm the preview of the resulting path in the Destination panel.

4. Enable File Renaming:

   • Check Rename Files.
   • Template: Custom Name - Sequence.
   • Custom Text: 20260120_TokyoStreet.
   • Start Number: 0001.

5. Apply During Import:

   • Metadata: select your Copyright preset.
   • Keywords: add location keywords such as Japan, Tokyo, Shibuya (only what applies to the entire set).
   • Develop Settings: choose None for this exercise (or a very mild technical preset if you have one).

6. File Handling / Previews:

   • Choose Standard previews for balanced speed.
   • Optionally enable Build Smart Previews if you expect to edit with the drive disconnected.

7. DNG decision:

   • For this exercise, do not convert to DNG unless you have a specific reason. Keep the originals to keep the workflow simple and comparable.

8. Click Import.

Verification checklist (confirm everything worked)

• Folder structure: In the Folders panel, confirm the shoot appears exactly once in the intended parent folder (no duplicates in unexpected locations).
• File names: In Grid view, confirm filenames follow your pattern (e.g., 20260120_TokyoStreet_0001, ..._0002).
• Metadata applied: Select an image and check the Metadata panel for your copyright/creator/contact fields.
• Keywords applied: Confirm the location keywords appear on multiple selected images (indicating they were applied on import).
• Catalog entries: Use the Library Filter (Text) to search for part of the custom name (e.g., TokyoStreet) and confirm the expected number of images appears.
• Preview behavior: Zoom to 1:1 on a few images; note whether it’s immediate or requires loading (this reflects your preview choice).

Optional extension: Repeat the import with a second small batch from the same day but a different shoot label (e.g., 20260120_TokyoNight) and verify that filenames remain unique and folders stay clean.