The media library
The media library is where Flexmail stores all your images and documents. Everything you upload, logos, campaign images, PDF downloads, and other files, is stored here and available across all your messages. You access the media library in two forms: a simplified picker that appears when you add an image or file inside a message, and a full management view at Settings > Media Library.
File limits
- Maximum file size per upload: 2MB.
- Maximum per upload session: 8MB total or 20 files.
Files must stay under 2MB to keep email loading times fast and avoid issues with email clients that clip large messages. See "Why your media files should stay under 2MB" for compression tips.
Upload files
- Go to Settings, then Media Library.
- Click Upload.
- Click Add files and select your files, or drag them directly into the window.
- Click Upload to confirm.
Organise with folders
Create folders to organise your media library. Click New folder, enter a name, and drag files into it. Good folder organisation becomes important as your library grows, a well-organised library saves time when you're building campaigns under time pressure.
Find files
Use the search bar at the top of the media library to find files by name. You can also browse by folder or sort by name, date, or file size.
Delete files
Select one or more files and click Delete. Deleted files are removed permanently from the library.
Attention Deleting a file from the media library removes it from all messages that use it, including messages that have already been sent. Past emails will show a broken image where that file was. Do not delete files that are linked from active messages.
Pro tips
- Name your files clearly before uploading. "product-autumn-banner-2025.jpg" is much easier to find later than "image001.jpg". Files cannot be renamed after uploading.
- Create a folder structure that mirrors your campaign calendar or content categories. Separate folders for logos, campaign images, and downloadable PDFs prevents the library from becoming unmanageable over time.
Common mistakes to avoid
- Uploading files over 2MB. The media library enforces the limit, compress images and PDFs before uploading if needed.
- Deleting files that are still in use. Check whether a file is linked from any active messages before deleting it.
- Using vague file names like "banner.jpg" or "image2.png". These become impossible to identify once your library has grown.
Next steps
- See "Why your media files should stay under 2MB" for file compression tools.
- See "Add an image" for how to insert images from the media library into a message.
- See "Attach files to a message" for how to link to downloadable files from your emails.