Help Center
Help Center›Media Library

How to Upload and Organize Your Media

Updated
Feature Availability User Permissions Time to Complete Skill Level
Philippine and US stores on Launch, Grow, Scale and the free trial. Not available on Free Store owner, or a team member with Store settings & administration access About 5 minutes Beginner

Summary

Overview: The Media Library keeps every image, video link and document for your store in one place. You can upload files, search and filter them, rename them, add alternative text, copy their links, and make simple edits such as resizing, rotating, flipping and cropping. When you add an image to a product, category, blog post or your store branding, you can pick it from your Media Library.

Prerequisites:

  • A store on the Launch, Grow, Scale or free trial plan.
  • Store owner access, or a team member with Store settings & administration access.
  • For videos: a YouTube or Vimeo link.

Step-by-Step Instructions

Step 1: Open the Media Library

  1. In the sidebar, click Media Library.
  2. If you haven't added anything yet, you see Add Media and "Your media library is empty. Start adding a new image, video, or document by selecting a media type on the left column."

Step 2: Upload images

  1. In the left column, under Select a Media Type, choose Image.

  2. Under Upload Image, drag your files into the box (Drop files here or click to upload.) or click it to choose files. You can pick several images at once.

  3. Check the requirements shown in the box:

    Requirement Limit
    Max Size 10 MB per image
    Min Resolution 5px x 5px
    type .jpg, .png, .ico, or .webp

  4. Click Add. While it uploads, the button shows Uploading...

  5. You see Successfully uploaded image. (or Successfully uploaded 3 images. for several).

JPG and PNG images are converted to the WebP format when you upload them so they load faster on your store. JPG and PNG images that are 720 pixels or larger on their longest side are also scaled down. The image keeps its original file name as its title.

Step 3: Add videos

Videos aren't uploaded as files. You add a link to a video on YouTube or Vimeo.

  1. Under Select a Media Type, choose Video.
  2. Under Add Video, paste the link in the Input YouTube or Vimeo link box. YouTube Shorts links also work.
  3. Click Add Video. You see Successfully added video.

The video's title and thumbnail come from YouTube or Vimeo.

Step 4: Upload documents

  1. Under Select a Media Type, choose Document.
  2. Under Upload Document, drag your files into the box or click it to choose files.
  3. Each document must be 25 MB or smaller and one of these types: .pdf, .html, .css, .csv, .txt, .md.
  4. Click Add. You see Successfully uploaded document. (or Successfully uploaded 2 documents.).

Step 5: Find your media

  • Search: type in the Search... box. It looks for matches in each file's title and alternative text.
  • Filter by type: use the dropdown next to the search box to show All, Images, Videos or Documents.
  • Grid or list view: click the list icon or the grid icon at the top right. The list view shows Name, Last Modified, Size, Author and Actions columns. Click the Name header to sort the list by name.
  • Items per page: use Display : at the bottom to show 10, 25, 50 or 100 items per page.

The newest or most recently changed files are shown first.

Step 6: View a file's details and copy its link

  1. Click a tile in the grid view, or in the list view click the ... icon and choose View.
  2. The Details window shows the file's Title, Alternative Text (called Description for videos and documents), and its link (Image URL, Video URL or Document URL). It also shows Uploaded on, Uploaded by, File type and, for images, Dimensions.
  3. Click the link box to copy the link. You see a message such as Successfully copied image URL.

Step 7: Rename a file and add alternative text

Alternative text describes the image for search engines and appears if the image fails to load.

  1. Open the file's Details window and click Edit Details.
  2. Update the Title (up to 50 characters) and the Alternative Text or Description (up to 70 characters). Both are required.
  3. Click Save. You see a message such as Successfully updated image.

Step 8: Resize, rotate, flip or crop an image

  1. Open the image's Details window and click Edit Image. (In the list view you can also click ... and choose Edit.)
  2. Use any of these sections:
    • Resize: click Resize Image, then type the width and height under New Dimensions:. The Original: size is shown for reference.
    • Rotate & Flip: choose Rotate 180°, Rotate 90° Clockwise or Rotate -90° Counter Clockwise, and/or Flip Horizontally or Flip Vertically.
    • Crop: click Crop Image, then drag the crop box on the Preview or type an Aspect Ratio and Dimensions.
  3. Click Save. Save stays greyed out until you change something.
  4. You see Successfully updated image.

Your edit is saved as a new copy named edited- followed by a number and the original title. The original image stays in your library unchanged.

Step 9: Export image links (optional)

  1. Tick the checkbox at the top-right of each tile (or tick rows in the list view). In the grid view, Select all ticks every item on the current page.
  2. Click Export URLs.
  3. A CSV file with an Image Name and an Image Url column downloads, and you see Successfully exported image URLs via CSV.

Verify It Worked

Success criteria:

  • Your new file appears at the top of the Media Library.
  • The Storage Usage meter at the bottom of the left column goes up after you upload images or documents.
  • Searching for the file's title finds it.
  • After editing details, the Details window shows the new title and alternative text.

Troubleshooting

Common errors

  • "10MB max size limit reached. Try again.": the image is larger than 10 MB. Make it smaller and upload it again.
  • "Image size must have a min resolution of 5 x 5 pixels.": the image is too small. Use a larger image.
  • "Only accepts jpg, png, webp and ico file types.": the file isn't a supported image type. Save it as JPG, PNG, WebP or ICO.
  • "Each file must be 25 MB or smaller.": one of your documents is too large.
  • "Only accepts pdf, html, css, csv, txt, and md file types.": the document type isn't supported.
  • "Storage limit has been reached. Unable to upload images." (or "...Unable to upload documents."): your store has used all of its storage. Delete files you no longer need (see How to Delete Media from Your Library) or move to a plan with more storage.
  • "Video already exists.": this video is already in your library.
  • "Video URL is invalid. Please try again.": check that you pasted the full YouTube or Vimeo link.
  • "This field is required" or "This field cannot be empty or contain only spaces" in Edit Details: fill in both the title and the alternative text or description.
  • "Unable to crop the image using the provided crop options.": the crop area doesn't fit the image. Reset the crop box and try again.
  • "Changes were not saved. Please try again.": the edit didn't go through. Try saving again.

Limitations & considerations

  • Storage per plan:

    Plan Storage
    Launch 25 GB
    Grow 50 GB
    Scale 100 GB
    Free trial 100 GB

  • Images and documents count toward your storage. Video links don't.

  • There are no folders or albums. Use clear titles and the search box to find files.

  • Only YouTube and Vimeo videos can be added. You can't upload a video file.

  • In Edit Image, a crop isn't applied in the same save as a rotation. Rotate first and save, then open the new copy and crop it.

  • Each edit creates a new copy that also uses storage.

  • Edit Image is for images only.

Next Steps & Related Resources

Need more help? For more information and assistance, please send an email to support@prosperna.com.

Last Updated: 10/09/2026