# Use the Media Library

The Media Library keeps every photo and video uploaded to a workspace. Upload files, find them by name or type, give videos a thumbnail, reuse them in posts, and delete what you no longer need.

Last checked: Oct 8, 2026 on the live app. Source: https://heropost.ai/docs/posting/media-library/

## How it works

Each workspace has its own Media Library: every photo and video uploaded to that workspace, newest first. Files land there when you:

- upload them on the Media Library page,
- add them to a post in the post editor,
- save an edited photo in the editor's image editor (the copy is added next to the original),
- create them with [Hero_Photo](/docs/ai/hero-photo/),
- drop them into the Hero_Agent chat on Home.

From the post editor you can pick any of these files again, without uploading it twice.

## Open the Media Library

Click **Media Library** in the left menu. The page shows every file in the current workspace. Switch workspace at the top to see another workspace's library.

[Screenshot: The Media Library page with photos and videos, the Search box, the All Media, Images and Videos filters and the Add Media button]

## Upload files

1. Press **Add Media**.
2. Choose one or more files from your computer: JPG, PNG, WEBP or GIF photos, MP4 or MOV videos.
3. Wait for them to appear at the top of the library. Videos get a cover from their first frame.

- Each network has its own limits, checked when you add a file to a post. See [Character limits and media specs](/docs/posting/specs/).
- On a phone, the Media Library is for browsing: "Uploads you add on desktop show up here." You can still add photos to a post from your phone, in the post editor.

## Find a file

- **Search** finds files by their file name.
- **All Media**, **Images** and **Videos** filter by type.
- Click a file to see it full screen. Videos play there.

## Use a file in a post

1. In the post editor, open the **All** tab or a network's tab.
2. Click the library icon at the bottom of **Upload Media** (tooltip: **Access Media Library**).
3. Tick one or more files and press **Add Media**.

[Screenshot: The Media Library window in the post editor with three photos ticked and the Add Media button]

- The window only lists files that the open tab accepts. On the YouTube tab, for example, you only see videos.
- Files already in the post are skipped.
- Check the order of the files in the post afterwards, and drag them into place. See [Add photos and videos](/docs/posting/photos-and-videos/).

## Give a video a thumbnail

1. Open the **⋮** menu on the video and choose **Add Thumbnail**.
2. Choose a JPG or PNG image of up to 2 MB.
3. To swap it or remove it, use **Change Thumbnail** or **Delete Thumbnail** in the same menu.

[Screenshot: A video's menu in the Media Library open on Change Thumbnail, Delete Thumbnail and Delete]

To choose the cover a network shows with your video, add the thumbnail in the post itself: Facebook, Instagram and YouTube posts have **Add Thumbnail** in the editor. See [Set a video cover](/docs/posting/photos-and-videos/#set-a-video-cover).

## Delete a file

1. Open the **⋮** menu on the file and choose **Delete**.
2. Confirm in **Delete Media?** with **Delete**. Heropost shows "Media deleted successfully".

- Deleting removes the file from the library only. Posts that already use it keep it, including scheduled ones.
- Files are deleted one at a time. There's no multi-select delete.
- Deleting a Hero_Photo image here also removes it from Hero_Photo.

## How much space you use

Click your name at the bottom of the left menu, then **Billing**. The **Storage (GB)** meter under **Usage** shows the space your media takes up. See [Your Billing page](/docs/billing/billing-page/).

## Who can do what

Everyone in the workspace can browse the library and use its files in posts they can edit. Viewers can't upload, delete or change thumbnails: those buttons are hidden for them.

## If it doesn't work

| What you see | What it means | What to do |
|---|---|---|
| "Wrong file format. Please upload PNG, JPG, MP4, MOV, GIF or WEBP" | The file type isn't accepted. When you choose several files, the upload stops at that one. | Convert it (JPG for photos, MP4 for videos) and upload it again, with the rest. |
| "Wrong file format. Please upload PNG or JPG" or "Size limit: 2MB maximum" when adding a thumbnail | Thumbnails must be JPG or PNG, up to 2 MB. | Use a smaller JPG or PNG. |
| "An unexpected error occurred while processing your request." while uploading | Often the exact same file is already in the library. | Search for it by name and use that one. If it isn't there, try again or [contact support](/docs/troubleshooting/get-help/). |
| A file doesn't appear in the post editor's library window | That tab doesn't accept the file's type, or the file belongs to another workspace. | Open a tab that takes it (for example a video on YouTube), or switch to the right workspace. |
| "Too many files. Max: {n}" when adding files to a post | The post or network takes fewer files. | Tick fewer files. |
| No **Add Media** or **⋮** buttons | Your role is Viewer, or you're on a phone. | Ask the owner for the Editor or Admin role, or use a computer. |
| A file shows gray static | That file is no longer available. | Delete it, and upload it again if you need it. |

## Questions

**Can I make folders?**

No. Use **Search** and the **All Media**, **Images** and **Videos** filters. Giving files clear names before you upload makes them easy to find.


**Can I find a photo by what's in it?**

Not with the page's search, which looks at file names. Hero_Agent can: on Home, ask "Find a photo of our storefront in my library", and it shows matching photos with **Use this**.


**If I delete a file, do my scheduled posts lose it?**

No. Posts keep the files they already use. Deleting only takes the file out of the library.


**Can I share files between workspaces?**

No. Each workspace has its own library. To use a file in another workspace, upload it there too.


**Can my team use the library?**

Yes. Everyone in the workspace sees the same library. Owners, Admins and Editors can upload and delete; Viewers can only browse.