using Excel for basic photo catalog

...not even sure where to post this query: I need to make a searchable database for my film archive hopefully using software already on my computer (ie Excel). Can I do this with Excel?? thanks if you can help.

The short answer would be yes.You need to create separate source file(s) first with all the information and image. Then you can make a master list, import small versions of the images, insert a hyperlink to the source file where all the information you want to store will be held. I did this some years for different use in business. I can tell you it is a project, but is possible.

Do you have Microsoft Access? if you already have the scanned image files, all you need to do is set up a table with image names (some scheme may need to be developed), fields (columns of data) for searching (dates, subject, etc),, another field for the image path, and then a form or two -- one for searching and maybe another to display the image. You can start or build the tables in Excel and then import them into Access. There is a learning curve for Access, but there are plenty of cheap, used books on how to use it and lots on the internet, especially for the weird, tougher problems.

If you don't need to view the images on the screen right away, Excel is a good choice. As Dave says above, you can make Excel work for viewing. Besides the scanning, filling in the table with data is the most time-consuming part, whether you use Excel only or go to Access. You can also build the table using Access (controls on the form write to the table.)

The key differences is that Access has an Image Control, which allows a selected image to be viewed on a screen at any size you want, up to the size of your monitor of course, and has much better/easier searching capability than Excel. At least that is my experience.

I am hardly a software engineer, but I do have a science background, (PhD 1996), and my computer skills go back to punch cards and IBM mainframes, yet I seem to manage getting things done somehow.

If you really want to try this, I could probably help you via PM's or email. These days I have a little extra time.

..thanks for the replies. I probably don't need to view the images, just locate the relevant neg file page. So I'll give Excel a try.

I use "Visual CD". Just give the photos a name that describes what's on them, and Visual CD can create a log of where it's located. You can even store them under virtual folders, so you can keep all of your photos of Mt. Rushmore or whatever together without actually keeping them all physically together. It makes locating files through hundreds of burned discs and hard drives easy.

Visual CD is free, but it's only from PC. There's another I used to use back when I used a Mac, though I don't remember it's name. But it's the same basic concept. You edit and name your files as you want, store them where you want for long term storage, and then scan the storage media so that the software creates a virtual catalogue of everything. To me, it takes a lot less time and effort than going through a spread sheet.

I've found a database is better than a spreadsheet, I used to use Access and had a great database set-up, when Microsoft upgraded Office it no longer worked, they'd changed the Visual BAsic needed.

These days I have it ported to Libre office Base, but it needs tidying up, I was able to extract all the Access tables as spread sheets to import into Base.

Ian

I need to physically sort through my negatives and get the older ones in some degree of order. The idea of a image database has an appeal but would take some consideration in terms of setting up. At the moment I employ a system of 'remember which box'...

Tom Kershaw said:

I need to physically sort through my negatives and get the older ones in some degree of order. The idea of a image database has an appeal but would take some consideration in terms of setting up. At the moment I employ a system of 'remember which box'...

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...I run a less developed version of that, called 'forget which box'

darr said:

I use Lightroom and digitize with a camera and copy stand. It is the best image database solution IMO.

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This is what I do (more or less) but it takes significantly more effort that a simple DB. On the other hand, if you take your time to do quality scans, it can do double duty as a catalog of virtual contact sheets, and quality digitized images for when I need them online.

Neil Grant said:

...I run a less developed version of that, called 'forget which box'

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One trouble I have is that although in most cases I write up on the negative page the date and camera info etc. some films have been filed into broader categories so I would have to spend more time probing my memory to come up with the details.