Back to Basics – Part 4A: Setup for Success — Preparing Lightroom Before You Import (2025 Edition)

Updated for: Lightroom Classic v15.0.1 | Lightroom (Cloud) v9.0 | Lightroom Mobile v11.0+ | Photoshop v27.0 | Adobe Camera Raw v18.0

Lightroom setup for underwater photographers—catalog, folders, cache, and backups organized | Robert Herb Photography, 2025

🌊 Why We're Reordering the Back-to-Basics Series

Suppose you've been following the Back-to-Basics series. In that case, you've already gained some valuable insights into organizing and protecting your Lightroom files (Part 1), optimizing your hardware setup (Part 2), and understanding Adobe's official workflow order for editing underwater images (Part 3). Initially, Part 4 was going to focus on color consistency at various depths using AI tools. However, after listening to feedback from many readers and students in my Underwater Lightroom Mastery program, it became clear that many Oceanic Explorers are still unsure where Lightroom actually stores their files and why this knowledge is so necessary.

Before you dive into importing, keywording, or editing your photos, it's essential to understand how Lightroom's entire "ecosystem" works. You need to know where your images are stored, where your catalog lives, where your backups should go, and how Lightroom manages cache and previews behind the scenes. Getting a solid grasp of these fundamentals will make your editing workflow smoother and more reliable.

That's why we're making a slight shift in the series' order, to keep things clear, helpful, and more beginner-friendly. My goal is to ensure you feel confident and empowered as you continue your underwater photography journey, so let's build a strong foundation first. Excited to keep exploring together!

Here's the new roadmap going forward:

Series Order	Title	Focus
1	Getting Organized in Lightroom: Catalogs, Backups, Folders & Collections Explained (2025 Edition)	Foundation and safety.
2	Hardware Configuration Checklist: Optimizing Your System for Lightroom (2025 Edition)	Speed and reliability.
3	The Ultimate Lightroom Workflow Order for Underwater Photos (2025 Edition)	Understanding Adobe's internal order of operations.
4A	Setup for Success: Preparing Lightroom Before You Import (this post)	Correct placement of the files, catalog, cache, and backup.
4B	Mastering the Library Module: Importing, Rating & Organizing Your Underwater Photos	Efficient import and culling workflow.
4C	Understanding Lightroom's Control Panels and Their Functions	Learning what every panel actually does.
4D	Exporting, Sharing & Archiving Your Finished Work	Delivering your photos, videos, and slideshows correctly.
5	Creating Consistent Color with AI Tools at Depth	Advanced color management and signature style.

⚙️ Introduction – Why Setup Matters

Lightroom is a sophisticated, database-driven ecosystem that relies on the proper organization of its components.

If your folders, catalogs, and cache aren't carefully managed and placed in the correct locations, you might encounter issues like broken links, slow preview generation, or even risk data loss.

Many underwater photographers store all their files on a single drive for simplicity, but for optimal performance and reliability, Lightroom works best when its components, catalogs, previews, and cache are stored separately and strategically organized.

By understanding and properly managing these elements, you can ensure a smoother workflow, faster performance, and better protection for your valuable images.

Application files
Catalog files
Photo storage
Cache and previews
Backups

Setting this up correctly ensures that your editing workflow is fast, stable, and secure, even with large RAW files or AI-enhanced operations.

🧭 Lightroom Users Note: Classic vs Cloud vs Mobile

Lightroom now exists in three versions, and while the principles of organization are identical, how Lightroom handles your files varies slightly:

Feature	Classic	Cloud (Desktop/Web)	Mobile (iOS/Android)
Catalog	Local .lrcat file	Cloud-based database (no local catalog)	Cloud-based (syncs to the same account)
Originals Storage	You choose the drive/folder	Auto-uploads to Adobe Cloud	Synced to Cloud from device
Cache / Previews	Customizable location	Auto-managed	Auto-managed
Backup	User-controlled 3-2-1	Redundant Cloud storage	Cloud backup once synced
Offline Work	Full access (local files)	Use "Store Locally" for albums	Enable "Store Locally" toggle

💡 Quick Takeaway:

If you use Classic, follow all setup steps in this guide exactly.
If you use Cloud Desktop, focus mainly on Local Storage preferences and verifying your originals sync before clearing space.
If you use Mobile, ensure your projects are marked Store Locally when traveling or diving without Wi-Fi.

1️⃣ Lightroom's Core Components

Component	Purpose	Recommended Location
Lightroom Application Files	The program itself (installed via Creative Cloud).	Internal SSD (default OS Applications folder).
Catalog (.lrcat)	Database of all your edits, metadata, and collections.	Fast internal or portable SSD.
Photo Library (RAW/JPEG)	Actual image files.	External SSD (Year > Month > Day structure).
Cache / Previews	Temporary render data for faster performance.	Separate SSD or fast internal drive.
Backups	Safety copies of your catalog and key folders.	External + cloud storage (3-2-1 rule).

2️⃣ Step-by-Step: Setting Up Lightroom Before Import

A. Install the Application

Keep Lightroom Classic on your main internal drive for fastest launch times.
Let the Creative Cloud app manage updates automatically.

📱 Cloud & Mobile Users:
Lightroom (Cloud) and Lightroom Mobile install automatically via Creative Cloud and App Store. No manual catalog creation is required; Adobe manages the database for you.

B. Create a Primary Catalog

Open Lightroom Classic → File > New Catalog
Name it clearly, e.g., RHP_MasterCatalog_2025.lrcat
Store it on your main or portable SSD (avoid your photo library drive).
Lightroom will automatically create a matching "Previews.lrdata" folder in the same location.

Shortcut:
Cmd/Ctrl + Option + Shift + N → Create New Catalog.

Pro Tip:
Keep a single master catalog for long-term organization. Create temporary catalogs only for travel or client projects.

☁️ If using Lightroom (Cloud): Skip this step, Lightroom uses an integrated catalog linked to your Adobe ID.
📱 Mobile Users: Your albums act as mini-catalogs that sync to the Cloud automatically.

C. Define Your Photo Storage Folder

Organize photos using a simple, consistent structure:


Lightroom_Photos
   ├── 2025
       ├── 2025-01-12_Roatan_WreckDive
       ├── 2025-02-02_SandDollarReef
       └── 2025-03-18_SharkPoint

✅ Best practice:

Avoid storing photos inside the "Pictures" or "Documents" folders.
Use an external SSD with USB-C or Thunderbolt for speed and portability.
If you travel, sync that SSD with cloud storage weekly (Backblaze, Dropbox, or Adobe Cloud).

☁️ Cloud Lightroom Difference: All originals imported into Cloud Lightroom upload to Adobe Cloud. To keep local copies, go to Preferences → Local Storage → "Store a copy of all originals at" and select your external SSD.

D. Set Catalog Preferences and Cache Locations

Catalog Settings → General tab
- Backup catalog Every Time Lightroom Exits.
- Choose a backup destination: an external drive or a cloud-synced folder.
File Handling tab
- Set Standard Preview Size to "Auto" (based on monitor resolution).
- Delete 1:1 previews after 30 days.
Performance tab
- Enable Use GPU for image processing (v15.0.1 supports AI acceleration).
- Set Camera Raw Cache to a fast drive and expand to 20–50 GB.

Shortcuts:

Preferences = Cmd/Ctrl + ,
Catalog Settings = Cmd/Ctrl + Option/Alt + ,

☁️ Cloud & Mobile Users: Cache and preview files are auto-managed. Your only control is Preferences → Local Storage → "Limit cache size." Keep at least 20 GB available for smooth performance.

E. Plan Your Backup Strategy (The 3-2-1 Rule)

Copy	Location	Example
3 Copies	Your working files	Main SSD (catalog + photos)
2 Different Media	External SSD	Nightly clone using ChronoSync or Time Machine
1 Off-site	Cloud storage	Backblaze / Dropbox / Google Drive

Lightroom's built-in catalog backups don't include photos, so always back up both your catalog and photo library manually or via automated software.

☁️ Cloud Users: Adobe Cloud acts as one copy of your backup, but it's still wise to export originals or Smart Previews periodically to an external drive for redundancy.
📱 Mobile Users: Confirm that sync is complete before deleting the app or resetting your device.

3️⃣ Travel and Field Work: Portable Catalog Setup

When shooting on location (like Roatán or Palau), consider a portable catalog system:

Store a lightweight catalog on your external SSD.
Import and edit on the go.
When at home, use File > Import from Another Catalog to merge into your master.
Verify that all previews and metadata transfer properly.

Pro Tip:
Sync selected Collections to Lightroom Cloud for mobile access, perfect for reviewing shots on your tablet between dives.

☁️ Cloud Users: Simply log in to the same Adobe ID on your laptop; your library and edits sync automatically.
📱 Mobile Users: Use Albums → ••• → "Store Locally" to edit offline between dives.

4️⃣ Best Practices for Oceanic Explorers

Use short, descriptive folder names; "Roatan_2025-04" is better than "DCIM001."
Keep one catalog active per computer; Lightroom doesn't like simultaneous access.
Rename imported files automatically:
{Date(YYYY-MM-DD)}_{DiveSite}_{Sequence}.
Avoid storing photos on your internal drive for long periods. Lightroom runs faster when the system drive stays under 70 % full.
Schedule weekly catalog backups, even when you're not editing.

5️⃣ Keyboard Shortcuts Recap

Action	Shortcut	Module
Preferences	Cmd/Ctrl + ,	All
Catalog Settings	Cmd/Ctrl + Option/Alt + ,	Library
New Catalog	Cmd/Ctrl + Shift + Option/Alt + N	Start Screen
Backup Now	File > Catalog Settings > General > Back Up Now	Library
Switch Catalog	Cmd/Ctrl + Option/Alt + Shift + O	Launch Screen

🌐 Using Lightroom Cloud and Mobile

Lightroom's new ecosystem is designed so you can start editing on one device and finish on another.

Classic Users can sync selected Collections to the Cloud for review on tablet or phone.
Cloud Desktop Users have instant access to their photos from any computer signed into Adobe Creative Cloud.
Mobile Users can import directly from camera housings (e.g., SeaLife, Kraken, AxisGO) and edit on deck within minutes of a dive.

🌊 Goal: Regardless of which version you prefer, the principle remains the same: a reliable, organized workspace that keeps your images safe and ready for editing wherever you are.

🔹 Next Steps in the Series

With your Lightroom environment now optimized, you're ready to start bringing your underwater photos into the system.

Coming next in the Back-to-Basics series:

Part 4B – Mastering the Library Module: Importing, Rating & Organizing Your Underwater Photos
→ How to import RAWs and videos, apply metadata and keywords, use flags and color labels, and efficiently decide what to keep, hold, or discard.
Part 4C – Understanding Lightroom's Control Panels and Their Functions
→ A guided tour of the Develop module panels, including Basic, Tone Curve, Color Mixer, and more.
Part 4D – Exporting, Sharing & Archiving Your Finished Work
→ Learn how to properly export, watermark, and archive your final underwater edits for web, print, or video.

Then we'll return to our advanced topics with Part 5 – Creating Consistent Color with AI Tools at Depth.

🐠 Call to Action

Are you excited to finally get your Lightroom system fully optimized and working seamlessly for your underwater photography?

If so, I invite you to join my Underwater Lightroom Mastery waitlist! In this exclusive program, I'll walk you through detailed setups and workflows, demonstrating everything step by step with real dive footage and RAW files.

Whether you're looking to enhance your editing skills or streamline your process, this is the perfect opportunity to learn and grow. Don't miss out, reserve your spot today and start transforming your underwater images into stunning masterpieces with confidence!

📧 Questions? Email me at bob@robertherb.com
🌐 Visit RobertHerb.com
📸 Share your workspace setups or catalog tips with #RobertHerbPhotography

Written by Robert Herb
Empowering underwater photographers to capture and enhance the beauty of our oceans since 1978.

Until next time — dive smart, stay organized, and edit with intention.

Stay tuned for more in-depth insights into underwater photography. Let's dive deeper into the art and craft of capturing the marine world! If you have any comments or suggestions, I'd love to hear them.

Get ready for an exciting underwater photography adventure! For more details on my upcoming online training course, check out my "Training" page at RobertHerb.com or email me at bob@robertherb.com.

I am eagerly anticipating your valuable feedback and suggestions.

Sincerely,

Bob Herb

Robert Herb
Robert Herb Photography

+1 (714) 594-9262‬ | +504 9784-0024 | www.RobertHerb.com

Bob@robertherb.com | Roatán, HN or Aliso Viejo, CA (USA)

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