Print a copy of this handbook as a reference guide while you are indexing.
This program handles multiple newspapers and the publication frequencies for them, from a single program.
DO NOT CLICK on OK! Start your e-mail package, click in the message body as if you were going to type an e-mail message, then either select Edit, and Paste from the menu selection at the top of the e-mail screen or hold down the Ctrl key and type V. This action pastes all unsent indexed obits in the body of your new e-mail message. After your obits are pasted into the e-mail you can Click the OK in the pop-up box created when you clicked on Export.
Remember: Make sure the date is correct before you start entering obits.
Capitalization and Lower Case Letters: When using this computer programs, it is not necessary to use the Shift, or Caps Lock key to get the correct capitalization in any field as the program will do that for you. To override this behaviour and obtain a lower case letter in a field which normally requires all capital letters (such as "McNEIL" in last, maiden, or other last names) press and hold the Ctrl key while typing the letter you want in lower case.
Moving between fields: Use the Tab key to move forward from one field to the next. You may either hold down the Shift key and type Tab or use the mouse to move back to the previous field.
Coping an obit: To copy all the information from an obit in the Pevious Obits window to the current obit, just double-click on it.
There are 6 fields for every obituary you index, separated by semicolons - no more and no less. In every record there should be exactly one comma and five semicolons:
Surname, Firstname; Age; Place of Birth>Death; Pub Name; Pub Date; Tagname
The format and puctuation of these fields is set up for you automatically by ObitFiler, but we will look at each of these fields to give you a better understanding of what makes up each of them. Some fields contain several elements.
A. Last name: The person's last name is always entered in capital letters. ObitFiler will do this for you. As usual, every rule has an exception and the exception here is MC, MAC, VAN and ST names. These should be listed as Mc, Mac, Van and St (and then capital letters for the remainder of the last name). You will have to hold down the Ctrl key and type the lower case letter or letters in ObitFiler to accomplish this. Most last names will be one name and not have a space between the first part and the rest of the name. There are other exceptions, such as Native American names. Also see Double Surnames below.
Example: Correct Incorrect Correct Incorrect McDONALD MCDONALD DeMEO DEMEO McDONALD Mc DONALD LaSALLE LASALLE McDONALD McDonald
Accents should never be used in the indexes. Names like "Côté" should be entered as COTE.
B. Double Surnames: People who have double surnames should be listed as SMITH-JONES. If it is determined through reading the obit that the maiden name was SMITH, then add it as you would any other maiden name. Some people were given double surnames at birth, while others obtained them through marriage. By checking for a maiden name, you will be able to determine which situation you are working with.
Example: SMITH-JONES, Mary Ann ROYCE-JAMES, John Adams III
C. First name: The person's first name should have only the first letter capitalized. The remainder of the name should be in lower case letters. No exceptions apply. ObitFiler will do this for you. A persons first name is not normally Robert J Mrs, unless there is no other information available. When the woman's first name is given, it is used, instead of the husbands name.
D. Middle name and initials: The middle name always follows the first name. If there is no middle name, only an initial, it belongs here. Do not use a period after the initial. No exceptions apply.
E. Titles, prefixes and suffixes: These always follow the middle name or initial. No punctuation (periods or commas) is used. The title Mr Mrs or Ms should only be used if the gender of the deceased is not obvious from the person's name. If military rank etc are given, do not include it. No exceptions apply.
Example: JONES, Terry J Mrs JONES, Earl E Sr Dr JONES, Earl E Dr
F Nicknames: When using this program enter the nickname in the nickname field. If more than one nickname is given, enter both, separated by a single space.G. Maiden names: Enter the Maiden Name in the Maiden Name field. It is important to remember that some cultures allow for the man or the woman a choice of last name(s), so a man could have a maiden name. It could also be a double last name, so it is important to read the obit you are indexing and try to determine if a maiden name is involved.
Some people have stated that trying to locate the maiden name or first married name within an obit takes too much of their time. These are important elements for all researchers, take the time to look for them.
Example: SMITH, Mary A ( ) [THOMAS]
Example: SMITH, Mary Jane miss
SURNAME, First Name Sister SMITH, Agnes Augustine Sister
SURNAME, First Name "Sister Religious Name" SMITH, Mary J "Sister Agnes Augustine"Do not include the order (eg SC or SSF) and "Sister" should be spelled out rather than abbreviated to "Sr" to avoid confusion with "Senior".
Example: LEACH, Alexander Archibald "Cary Grant"
H. Other Last Names: Married two or more times. This field is normally intended for other married names. If you can determine that the person was previously married (at some point, even if divorced or widowed at death), then;
Enter the other last name or names separated by one space into the field. The program will format the information correctly. The results will look like this:
Examples: SMITH, Mary Jane (JONES) [ANDERSON] SMITH, Mary A ( ) [THOMAS] [ANDERSON]
Enter the person age. The program will not allow you to use such terms as, 4 months old, died at birth, stillborn, etc. If the child is less than a year old the age is to be listed as "0". If the child is 12 months to 23 months is age, the age is to be listed as "1". If an age is not listed leave the field blank. A blank space followed by a semi-colon will be inserted in the index to show that no age was included.
RULE: If the birth state/province/country is the same as the death state/province/country do not enter anything for the place of birth.
A. City of Birth: If no birth place is listed, or if the above rule applies, skip to C. Otherwise, enter the city in upper and lower case letters (eg "El Paso"). County may be entered if the city is unknown. (eg "Iowa Co") - no periods.
B. State/Province/Country of Birth: If the rule above does not apply, enter the abbreviation for the state/province/country of birth. If the place of birth is other than USA or Canada, the three character country abbreviaton is entered following the state/province, in all upper case. If only a state or province is given, enter that. If only a country is given, enter that. Do not enter any commas or periods.
Note: A city of birth should not be entered without a state/province/country of birth.
C. City of Death: Enter the city of death in upper and lower case letters (eg "El Paso"). County may be entered if the city is unknown. (eg "Iowa Co") - no periods.
D. State/Province/Country of Death: Enter the abbreviation for the state/province/country of death. If the place of death is other than USA or Canada, the three character country abbreviaton is entered following the state/province, in all upper case. If only a state or province is given, enter that. If only a country is given, enter that. Do not enter any commas or periods.
Abbreviations lookup: Click on Help, then Abbreviation to look up an abbreviation for a state, province or country. The abbreviation will be 2 or 3 capital letters sometimes followed by a country. Do not use a comma to separate the state/province/county from the country code.
The ObitFiler program folder has an Abbrev.txt file which can be printed, using any word processor. Use Start, Find to locate the file.
When you have finished entering the place of birth/death, the result should look like that in the following examples:
Examples: Madison WI>St Louis MO; Calgary AB>Montreal QC; London ENG>Montreal QC; Boston MA; ; (no death place given)
Some obits will list three or more place names. Three places are never used in the ODT indexes. Just the place of birth and the place of death, as outlined above. Place of death should be place where the death actually occurred, not the place of residence at time of death.
The publication name field will be inserted automatically for you by the ObitFiler program. This is the abbreviation for the newspaper that was given to you by your trainer or moderator and was set up by you when you configured ObitFiler. ObitFiler allows you to have multiple newspapers. To change to a different paper, click on the small downward pointing arrow under the Done button and select the new paper. If you need to change a newspaper abbreviation for any reason, go to Action, Configure..., select the appropriate newspaper in the box at the top left of the window, and enter the corrected abbreviation in the "Paper Abbreviation" field.
This is the date that the obituary appeared in the newspaper, not the date of death and will be inserted for you automatically by the ObitFiler program. The date that will be used is shown below the Done button so be sure it is correct. The date can be changed by selecting either the Previous Day or Next Day buttons. When changes of more than a day or two are necessary, go to Action, Set Date... and enter the new date in the space provided.
Your tagname will be inserted automatically for you by the ObitFiler program. This is the tagname that was agreed between you and your trainer or moderator and was set up by you when you configured ObitFiler. If you need to change the abbreviation for any reason, go to Action, Configure... and enter your corrected tagname in the space provided.
Updated: 20000122 eruii
Updated: 20000806 kpb