Computer Users’ Group

November 16, 2005


 

We’ll start by reviewing the different chart and report types available in Family Tree Maker and PAF and see how they can be exported in different formats. We’ll then use some of the different report types to correct data errors and insure that our sources are properly entered. Most of what we cover will be in FTM.


 

Charts and Reports.

We’ll start by looking at each report and chart type and look at the options for each. Chart types are standard ancestor or descendant, or fan shaped ancestor or descendant or hourglass trees in either standard or fan shaped. Hourglass trees include both ancestors and descendants of the selected individual. Reports include family group sheet, outline descendant tree, genealogy report in three formats, a kinship report and a custom report that you can make into just about anything that you want. There are an additional 9 reports to present specific data about nfacts, marriages, parentage, and data errors, etc.

 Options may include the number of generations to show, individuals to include, items to include, whether to show facts and sources, show sources as in-line or end notes etc. You can select the type of document that you want and print it directly from FTM. However, you might want to edit it before printing or choose to print it “back to back” to save both paper and space. Those are options are not allowed by FTM so you have to choose an alternate path.

For charts, you will need FTM 2005 or 2006 to accomplish back to back printing. Export the chart that you have chosen to Acrobat format (PDF). You’ll find EXPORT under FILE. Open the exported file in Acrobat Reader and choose to print all odd pages and place the printed pages back in the printer and print the even pages. How you do this depends on your printer. On mine, I print the even pages first in reverse order and then print the odd pages in normal order and I get a document that’s correctly collated.

For reports, you can export them as text files, Acrobat files or RTF files. You can use Acrobat format if all you want to do is print the file but if you want to edit it, one of the other formats will be better. RTF retains all of the original formatting and should be the best choice. It can be inputted into any wordprocessor and edited and printed.

One reason for editing a file is to search for “More About” and “Notes For” and include whatever is there in the body of the person’s text. Both the “Notes for” and “More About” are too structured and don’t allow the document to flow as it should.


 

Entering Sources:

Sources must be properly entered for your genealogy to be useful to anyone who wants to verify or extend research on it. The source citation must provide enough information to allow the reader to return to the same source that you used. Since the source may existing in many different formats beside the original, it’s important to include the exact type and repository of the source cited. Most of us, however, may have entered data from the 1880 census when we saw the microfilm at a library or at the National Archives. Subsequently, we may have entered data from the 1880 census that we found on FamilySearch.org or Ancestry Plus. Yet we retain the original master source in our file which may not have designated the format on which it was first viewed and we reference that source for all further citations. I’m inclined to accept the original citation and not create a new one for each separate format on which it was viewed.

Here are a few basic rules. Family Tree Maker asks for the information but you need to enter it in the proper manner and detail.

For books, enter the full name of the book. Enter a single author last name, first name. For multiple authors, enter the first as above and the rest, first name, last name. If more than three you may use et al instead of listing others than the first.

Rather than detail all of the requirements here, I refer you to the following Internet source:

http://www.bcgcertification.org/skillbuilders/skbld959.html.

Use the guidance in that document to enter your data. But if you have data already entered that doesn’t meet the requirements, what do you do?


 

Correcting Sources:

You can go to EDIT and move down the list to MASTER SOURCES. You can go through the list one item at a time correcting each item as you go. Where correcting the source requires you to know what individual or event that it refers to, see that discussion below.

A better way, if there are many sources, may be to go to REPORTS and then move down to BIBLIOGRAPHY. You can print that list, decide what corrections are necessary and how to make them. Then go back to EDIT/ MASTER SOURCES and make the necessary corrections. But if you need to know what individual or event the source has reference to, you will have to follow the procedure below.


 

Finding Master Source Reference:

There are two approaches to finding what a source has reference to. Both involve creating a new document and searching it until the source is found and its reference identified.


 

Using RTF: Create a GENEALOGY REPORT and export it to RTF format. Open it in a wordprocessor and then use the SEARCH function to search for a unique word (or words) in the source title. If sources are in-line then note the individual or event and then repeat until all references to the source have been found. Return to FTM and go to each individual or event and make the appropriate corrections. If the sources are listed as end notes, the search should take you to the source notes at the end of the document. Note the endnote number for each time that the source is found and then either search for those numbers or travel through the text and find them since they will be in order starting at the top of the text.


 

Using GEDCOM: You can export your file as a Gedcom file and search that for unique words in the source title. Once found, note the SOURCE NUMBER such as S366. Now search back toward the beginning of the file for that SOURCE NUMBER. Note that search for S366 will also find S3661, S3662 etc so be careful. Joan suggested searching for S366@ since the item will be encased by “@” as in @S366@ and that will eliminate the false finds. Once it is found, the first line item above it that begins with 0 should be where the reference applies if it has an INDI tag but it may be a place or other data that refers to a number with an “I” prefix. Now search upwards for that number including the “I” as in I227. That should lead to the INDI tag for the individual you seek. Using the name provided there, go back to FTM and search for the individual and make the correction.