Fotostation 4.5 Batch Captioning and Organising Tutorial

I am often asked for advice on how to use Fotostation 4.5, as supplied with Nikon cameras and scanners, to caption and organise batches of files all from the same job. Since it's a bit tricky to explain over the phone I have compiled this brief online tutorial that should get you started. It's based around my weekly nightclub column for a local newspaper, different publications will use different fields in different ways, check with the picture editor for further advice.

If you wish to try Fotostation for yourself, a 30 day demonstration version of Fotostation 4.5 can be downloaded from www.fotostation.com/download and the instruction manual in Adobe Acrobat format can be obtained from www.fotoware.com/binaries/fs/FotoStation.pdf (right click this link to download the file). The main difference between the normal and pro versions is the amount of files that can be indexed. For captioning files prior to transmission Fotostation 4.5 will be more than adequate.

For information on the latest full blown professional Fotostation 5 follow this link www.fotoware.com/Products/FotoStation%20Pro/ and to download a 30 day trial version follow this link www.fotoware.com/Evaluation/FotoStation%20Pro%205.0/default.aspx

You will need to download a free copy of the FULL Apple Quicktime viewer from www.apple.com before you are able to use Fotostation. Fotostation works in a very similar fashion on both Mac and PC, but this tutorial is produced on the PC version.

Fotostation uses a form of captioning known as IPTC that is compatible with the File Info fields in Adobe PhotoShop as well as software used by news agencies and publications throughout the world.

I use the 'amateur' version as given away with the Nikon D1 Series and Nikon scanners. The Pro version offers very little extra apart from input and output folders and a huge capacity. The cost of Fotostation 4.5 is a lot lower, especially when bought as a download.

I keep a folder for each month on my biggest hard drive. In that folder I create a folder for each assignment.

I have a folder for my camera's card (I use a card reader) which is identified as 'PC Card'. I open the card up using this folder.

For work that's being wired out I have a folder called 'export', that folder is on a different partition of the hard drive, so that work can be dragged from the job folder into 'export'. By keeping it on a different hard drive the files are COPIED to this folder when they are dragged across, this saves losing them from the job folder.

OK, this is what it looks like when it's set up. To create a link to your job folder, right click in the left hand grey bar in the lower part and select 'New Shortcut'. Get rid of the 'albums' that Fotostation creates automatically for you.

OK, next, click on the shortcut that links to your card reader; all your pictures from your camera’s card will then become visible. Click on ‘Image’ on the Menu Bar, then ‘Mark All Images’. All the images in your folder will then gain yellow bars underneath them to indicate that they are ‘marked’. Left click and drag the images from the card into the job folder that you created earlier.

OK, now the clever bit, click on the job folder and all of the images you dragged across will be there. Now, click the mark all images menu item and then, ‘mark all images as you did before. Once they are all marked, select ‘Rename Image’

Select a Filename that will apply to all the images from the job e.g. ‘Liquid, Rochdale’ then tick the check box that says ‘Use the same name plus number on all images’. Click OK All, then all the files in the folder will be given meaningful names rather than camera generated ones. Beware of file names such as Freda’s 90^th Birthday- Fotostation will make the files have increasing numbers e.g. 101th Birthday.

Now, the generic captioning. You may wish to create a template with your main details on it that you can apply to all your images. I have a template for each paper that I have a weekly column with, as the details rarely change. To create a template, select an image, then click the ‘Text’ button and complete your information on each tab. As an example, here is the template for my Rochdale Observer page. Select Templates, Save as Template once you have filled in all the details that will not change from job to job.

Now, to caption a batch of images you can either apply your template to all the images in a folder or create a new caption from scratch. Click Image, Mark all Images then Copy Text to All Marked. You can then click on the Template menu item then select your template, and then add extra information to it. Alternatively fill in each tab from scratch. When you have finished, click OK, and this dialogue box will pop up.

Your caption and address details etc. will then be automatically added to all the images in your folder. That’s all that is needed to caption a batch of images in a folder.  Here’s an example of caption fields filled in.

The work that I will be sending out is dragged into my export folder. You can add extra information to each image by adding the info by clicking ‘Text' or marking up and selecting copy text to all marked. 

I select the pictures for despatch by marking them up individually by using Control-Click. A Right Click on an image brings up the following menu

You can then despatch the whole lot by clicking Send As E-Mail. 

Here’s a link to the Associated Press web site with their guidance on filling out all the fields.www.ap.org/apserver/userguide/codes.htm#iptc  

The important things to remember are Byline, Copyright, Date, Release Date and to fill in your contact details in case if they need extra info. Don’t forget a follow up phone number if a journalist needs extra info for a story. 

Hope that is helpful. If you have any comments on how to improve this tutorial, please let me know. 

Phil Taylor ARPS 3rd February 2004