Organising Your Embroidery Files
So you've bought your machine and will now start collecting a gazillion designs you want to make from internet stores. Make sure you drink plenty and eat healthily as you will soon end up with three hundred years' worth...
You need to be able to get your files in a format you and your machine can use, know what you have and be able to put it on your machine. Within weeks - or even days - of starting machine embroidery you will end up with tons of "stuff" on your computer and it can be overwhelming if you don't organise it properly. It can be a disaster if you buy lots of designs and can then never find the ones you want so you can't use them. That's just wasting your money.
You don't need any special software or classes (it's amazing how people can find ways to make money out of any hobby ...). You only need to be able to find your way around Windows File Explorer or MAC equivalent. If you don't then force yourself to ask your better half, children or next door's six-year-old to help you out. You only need to know where it is on your computer. I'm going to help you with the rest. [Free] Dropbox is also useful and I'll explain how.
You need to be able to get your files in a format you and your machine can use, know what you have and be able to put it on your machine. Within weeks - or even days - of starting machine embroidery you will end up with tons of "stuff" on your computer and it can be overwhelming if you don't organise it properly. It can be a disaster if you buy lots of designs and can then never find the ones you want so you can't use them. That's just wasting your money.
You don't need any special software or classes (it's amazing how people can find ways to make money out of any hobby ...). You only need to be able to find your way around Windows File Explorer or MAC equivalent. If you don't then force yourself to ask your better half, children or next door's six-year-old to help you out. You only need to know where it is on your computer. I'm going to help you with the rest. [Free] Dropbox is also useful and I'll explain how.
Downloading and Storing Files on your Computer
Embroidery files come in different formats. You need to know the format used by your machine, for example Brother uses the "pes" format. Unless you have a very old or obscure machine all the formats will be available in the store. You might have to choose the right one when you order, or when you download or you will get a file with all of them. Don't worry if you get this wrong. Store owners are kind to beginners! Just email them and they will let you have access to the right one.
Once you have placed your order at the store you will go to a download page or get a download link in an email. You will download a zipped (compressed) file. There might be a separate pdf to download with instructions and/or colours changes. Make sure you dowload this as well.
Go into Windows File Explorer. The downloaded zipped files will be in the Downloads folder, unsurpisingly. Set up a folder for that designer if you haven't already done so (see note below re backing up to see where I put new files). Then right click on the zipped file and choose "Extract All". Windows will create another folder and put the unzipped files in there, leaving the zipped file intact. You can delete the zipped file once you have dealt with the new unzipped file to your liking
Moving or Copying?
Be careful here! If you drag a file from one place in your computer to another place on the computer it will MOVE it. It will also do this if you try and drag a file from an external hard drive (EHD) to another place within that EHD.If you want to copy it you will need to right click/copy/paste where you want it.
If you drag a file from your computer to an (EHD) or from one EHD to another, it will COPY it. Having a file move when you thought it was copying is a great way to lose stuff!
The Windows Folder Image
This is confusing as we're talking about putting things into folders and also a specific meaning of the word "folder". It's worth learning though as it will save you hours of searching for stuff.
Find an image of the design, add it to the folder where you are storing the design files and call that image "folder". Not "kit folder" or "folder image" or "folder 2" or any misspelt variation and WITHOUT the " ". Exactly like this:
folder
This part is non-negotiable. It simply won't work if you get it wrong!
This is because Windows File Explorer uses the folder image to see what's within the folder.
NOTE: The image must be a jpeg, not a png or some other file. Usually if you right click on an image in a website and choose "save as" it will save to your computer as a jpeg or you can screenshot it on your phone. If you do this make sure the camera settings on your phone are set to most compatible otherwise it will save your photos in the ridiculous good-for-nothing heic format. Obviously you don't take liberties with copyrighted photos and only save an image for a design you're buying.
Here's an example of one of my embroidery categories. You can see a picture of each design. Note you need to click on the View section at the top and choose one of the image options or you will only see a text list.
Tidying Up
All I need in my design folders are:
The pes file
The licence/terms of use etc
Instructions/colour change sheets etc
Images of the designs if provided (including any mock-ups I might make myself)
Since I have no wish to change from Brother machines I don't need different formats so I delete those. I will sometimes delete the 4" x 4" size if I know I won't use it and always delete the big Bernina sizes since I have no intention of getting that machine - and a huge hoop would create a serving hatch between my dining room and kitchen as it hits the wall. On the rare occasion I get advertising junk in the download I delete that too. It doesn't often happen with embroidery companies. Digital scrapbooking companies are terrible for doing this.
The pes file
The licence/terms of use etc
Instructions/colour change sheets etc
Images of the designs if provided (including any mock-ups I might make myself)
Since I have no wish to change from Brother machines I don't need different formats so I delete those. I will sometimes delete the 4" x 4" size if I know I won't use it and always delete the big Bernina sizes since I have no intention of getting that machine - and a huge hoop would create a serving hatch between my dining room and kitchen as it hits the wall. On the rare occasion I get advertising junk in the download I delete that too. It doesn't often happen with embroidery companies. Digital scrapbooking companies are terrible for doing this.
Categorising and Renaming
Depending on how many embroidery files you have you might want to set up category folders. To set up a new folder within a folder in File Explorer right click on the main folder name and you will see an option to create a new folder. You can name it there and then or right click on "new folder" to rename it. I have a folder for each company I buy from. Within that I might have folders for Christmas, summer, beach etc.
You can rename any folder by right clicking on it but I try to keep the names of embroidery files as close to the name the company gives it unless it's ridiculously long. I will also keep the design number if the store uses them. This helps you 1) check that you haven't already bought a design before buying it again, and 2) tell others how to get the design when they ask.
Using Dropbox
There are two ways to make use of Dropbox when sorting out your files:
1) To get a screenshot image from your phone onto your computer. I use the Photo Transfer app for bulk transfers but if I quickly want to get an image from my phone to my computer I send it to Dropbox from the phone then go into the Dropbox site on the computer and download it. You will, of course, need the Dropbox app on your phone.
2) To save a pdf of the design instructions/colour changes. Upload it to Dropbox then you can then view the instructions on your phone/ipad without having them download and taking up space. I do this all the time. Printed instructions are a bit useless to me. With old lady eyesight I need to zoom in.
I have a paid version of Dropbox as I use it for a lot of things so I can't quite see what free users see but I'm pretty sure the free version works perfecly well for these tasks. It will soon tell you if it doesn't!
1) To get a screenshot image from your phone onto your computer. I use the Photo Transfer app for bulk transfers but if I quickly want to get an image from my phone to my computer I send it to Dropbox from the phone then go into the Dropbox site on the computer and download it. You will, of course, need the Dropbox app on your phone.
2) To save a pdf of the design instructions/colour changes. Upload it to Dropbox then you can then view the instructions on your phone/ipad without having them download and taking up space. I do this all the time. Printed instructions are a bit useless to me. With old lady eyesight I need to zoom in.
I have a paid version of Dropbox as I use it for a lot of things so I can't quite see what free users see but I'm pretty sure the free version works perfecly well for these tasks. It will soon tell you if it doesn't!
Getting the files onto your embroidery machine
I made you read a load of geeky stuff before getting to this important bit!
Here's what I do, which isn't necessarily what the Embroidery Police will tell you to do:
I buy 15GB USBs, a decent quality with the little light on the end to tell you they're working but still only about £12 for a pack of three from Amazon. Buying cheap USBs is asking for trouble and even the more expensive ones can fail sometimes.
Put the USB in your computer. It will ping and show up in the Windows File Explorer. I add a few new folders (right click...) then rename them to tell me which design it is (this time so I know what it is, not necessarily what the store calls it). Copy the Pes - or whatever you use - files for the design into the folder. Nothing else. No pdfs or images. I find using folders within the USB enables me to find the designs more easily on the machine. I'm not sure why others advise against this.
I tend to put three or four designs on each USB and put it in a little clear envelope with a note of what's on there (and the hoop size).
I then put the USB into the machine BUT not directly. To save wear and tear on the machine I use little male to female USB extensions like these HERE on Amazon. If your design doesn't show up or machine says it can't read it, give it a few seconds then try again and you should be able to see the designs.
Here's what I do, which isn't necessarily what the Embroidery Police will tell you to do:
I buy 15GB USBs, a decent quality with the little light on the end to tell you they're working but still only about £12 for a pack of three from Amazon. Buying cheap USBs is asking for trouble and even the more expensive ones can fail sometimes.
Put the USB in your computer. It will ping and show up in the Windows File Explorer. I add a few new folders (right click...) then rename them to tell me which design it is (this time so I know what it is, not necessarily what the store calls it). Copy the Pes - or whatever you use - files for the design into the folder. Nothing else. No pdfs or images. I find using folders within the USB enables me to find the designs more easily on the machine. I'm not sure why others advise against this.
I tend to put three or four designs on each USB and put it in a little clear envelope with a note of what's on there (and the hoop size).
I then put the USB into the machine BUT not directly. To save wear and tear on the machine I use little male to female USB extensions like these HERE on Amazon. If your design doesn't show up or machine says it can't read it, give it a few seconds then try again and you should be able to see the designs.
Backing Up
Your USB is not a storage device, it's not stable enough for that and it's simply used to transfer the design to your machine. Your computer might fail. I back everything up onto external hard drives (EHD). I make regularly make multiple copies and keep them in several houses. I have tried online back up services but I found they slowed my computer right down.
Here's my protocol for embroidery files:
Some time ago I backed up all embroidery files onto an EHD. Now within each designer category I have a folder which I usually l call "000 New". This is so that it sits at the top of the list within that category.
As I buy new designs they go into this 000 New folder. When I do a back up - usually monthly - I copy those new files into the correct category on the back up EHD. Having done that I move the files from the "000 New" into their correct topic category on the computer. That way I'm not backing up ALL the machine embroidery files every month although I do start from scratch once or twice a year in case I missed anything.
Here's my protocol for embroidery files:
Some time ago I backed up all embroidery files onto an EHD. Now within each designer category I have a folder which I usually l call "000 New". This is so that it sits at the top of the list within that category.
As I buy new designs they go into this 000 New folder. When I do a back up - usually monthly - I copy those new files into the correct category on the back up EHD. Having done that I move the files from the "000 New" into their correct topic category on the computer. That way I'm not backing up ALL the machine embroidery files every month although I do start from scratch once or twice a year in case I missed anything.