Tuesday's Tip - The To-Do List Part II (Intermediate)

  The To-Do List Part II

Tuesday's Tips provide brief how-to's to help you learn to use the Legacy Family Tree software with new tricks and techniques.

The To-Do List Part II (Intermediate)

Previously: 

To-Do List Part I - How to access the To-Do List and general information

 

In Part II we will go through how to enter a task. I am going to go over every field/button on the entry screen.


To-Do Item entry screen

(click image to enlarge)

 

When you are filling out these fields, think in terms of filtering.

1 - Category
This is where you enter what you are looking for. Here are some of my Categories:
Birth Record
Marriage Record
Death Record
Immigration Record
Tax Record
Probate Record
Cemetery Record
etc.

How you word this is up to you but be consistent. You don't want to have a Cemetery category, Cemeteries category, Cemetery Records category, and a Burial Location category. You want to have ONE category for this type of record or filtering will never work for you.

Once you enter a Category it will be on the list for you to pick from again. You can start typing and it will auto fill. When you click the drop down arrow to the right of this field you will be taken to the Master To-Do Category List. This works like any of the other Master Lists. You can add, edit, purge unused, combine etc. 

2 - Locality
This is for the location of where the event occurred and not for the repository for where the record might be found. This is an optional field but I use it. If I have a ton of things occurring in Lamar County, Mississippi I might want to concentrate my efforts in that county. I can consult my Locality Guide to see what resources are available and come up with a plan to knock out some of these tasks. This too has a Master List associated with it as described above.

You need to make a decision here. Do you want to format these locations the same way as how you format your Master Location List or not? I personally do not. I enter my locations like this:

Aiken County, SC
East Baton Rouge Parish, LA
Lamar County, MS
Perry County, MS
Richmond County, GA

I normally look at my research based on which county events occurred and I want to use the auto fill to my advantage. Even if I am going to be searching at a state level (e.g. the Mississippi State Department of Health) I still put the location where the event occurred. For example, if I am looking for a death certificate for someone that died in Lamar County, MS I will put Lamar County, MS. The death certificates are kept at the Mississippi State Department of Health (state level) but I will enter that as a Repository. This gives me more filtering options. Even if I know the person died in Purvis (town) specifically, I keep this at the county level. I also do a lot of research in Germany. For those locations I DO drill down to the town because their jurisdictions and recordkeeping/storage is totally different. I need to see things attached to specific towns/cities. By the way, I like to see the word county spelled out but the state abbreviated. This is all personal preference.

Another decision you need to make, do you record the location as it was at the time of the event or what it is now? This is the one time that I record what it is now, specifically, where the record should be located. I can add notes to clarify anything that isn't clear such as, "The event occurred in Marion County but Lamar County holds the marriage records from the 2nd District of Marion County," or, "This event occurred in Marion County, but this section became Lamar County, in 1904." Most of this I have in my brain but you never know who might read your notes so it is always safer to spell things out.

3 - Task Needing to be Done
This is a free form field and there is no filtering associated with it so you can word this however you want. I just put a short synopsis of what I am looking for and many times this will be in the form of a question.

Harold was born in Lamar County, did he also marry there?
No probate found in Pearl River County, need to check in Stone.

I have tried to standardize my wording a bit but so far I haven't had much success with that. I just type what I am thinking at that moment. This field is what you will see on the actual To-Do List so I like to word it in a way that makes sense to me.

4 - Open Date, Reminder Date, Close Date, and the Open and Closed radio buttons
The Open Date will automatically default in when you begin a new task though you can change it. The Reminder Date field is optional but if you use it, you will see a list of tasks drawing close to that date on the Legacy Home tab. You can set how far in advance you want to be reminded by going to Options > Options > Reminder Options tab on the Legacy Home screen. I do use this and I will tell you why when I get down to number 7.

If you click the Closed radio button, today's date will automatically default in. If you manually input the date into the Close Date field the radio button will change automatically. If there is a date in the Close Date field and you click the Open radio button it will erase the date. Just little shortcuts so that you don't have to type and erase as much by hand.

5 - Type
This is one of the filtering categories. It is pretty self-explanatory. I use the Other category for some of the general To-Do tasks I have entered, but most of my tasks are split between Research and Correspondence

6 - Priority
This is a filtering category and I do use it. It helps me divide up my tasks in reasonable chunks so that I don't get overwhelmed. There are also some tasks that I need to do before others because the results of the first might affect the second.

7 - Tag
This one of the filtering categories and it is VERY important to me. If I am actively working on something, I tag it. I can filter so that I can see all of the tasks that are in progress. For example, if I have sent a request for a marriage record I need to see how much time has passed since I made the request. Some of my general To-Dos are things that will take several sessions and I need to keep track of where I am the process. I can also filter by Untagged to give me an overview of all the things I need to do that I haven't started on yet. This feature has been very useful to me. Tagging can be used however you want to use it. I just wanted to show you how I use it as an example.

8 - Sources
This source icon works exactly the same as the source icons located in other areas of Legacy. It is always important to create sources for everything you consult, even if the search had negative results. You can start creating the source at the time you create the task or you can wait until you have finished the task. It is perfectly okay to leave the source citation halfway complete if you want to get a head start. Once you have finished the task you can finish the citation. You can then copy this citation and paste it wherever you need it in Legacy. You can also attach multiple citations to a single task.This is written with the assumption that you already know how to work with sources. If not, you can watch Geoff's excellent webinar (free), Sources and Citations Made Simple, Standard, and Power

9 - File ID
If you use a File ID system for your physical files/items you have at home, you can continue to use this here and it works exactly like it does anywhere else. I do not use the File ID field but many Legacy users do and this gives them an extra layer or organization. For more information, click the little binoculars icon to the right of the field and then click the Help button on the File ID Assistant dialog box. If you go to Reports > Other Reports > File IDs to run customizable reports of your File IDs.

10a - Task Description
This is where you can write whatever you want and you have 1 million characters to do that. I usually expand the information that I put in the Task Needing to be Done field. I talk about what I am looking for and what I hope to find. I record some theories here. Any information that impacts this task, such as past negative searches, I record here. Notice that you have access to your Special Character ribbon. You can also use special formatting such as Bold, Italics, and Underline by using the standard Windows commands (CTRL-B, CTRL-I, CTRL-U). You will see the formatting codes in the dialog box but they will preview/print correctly. I personally do not add any special formatting. There is also a Strip HTML button that you can use to get rid of all of the hidden formatting codes that are embedded in text that you have copied and pasted from a web site. 

10b - Results
This one is important. When you close a task, you need to record your findings, both positive and negative. You don't want to forget about those negatives searches. When you go back to review everything that you have done to try and obtain a certain piece of evidence, you want to be able to see what all you have already done. This will keep you from repeating yourself and it will help you decide what your next move will be.  This dialog box is set up identically to the Task Description box and it has all of the same capabilities.

10c - Repository
This screen is set up differently. It is very important to add the repository because this is an important filter that you will use when you want to create a list of everything you need to do at a specific library, archive, courthouse, etc.

Repository tab
(click image to enlarge)

 

You only need to add a repository once. You can then go to the Select button and you will be taken to the Master Repository List, the same list used by Master Sources, both SourceWriter and Basic. Once that Master Repository List is open, you have all the options available to you that you have on the other Master Lists. You can also add Media here but so far I haven't used this option.  You can also add a new repository and it will be added to the Master Repository List. Here is what it looks like once you have selected a repository. I have used one out of the Sample File because Geoff added a nice picture of the Family History Library.

Repository filled in
(click image to enlarge)

 

11 - Copy, Paste, Load, and Save
These buttons should be familiar to you. You can Copy a To-Do Task to the To-Do Clipboard and then Paste it to another person which saves you typing when you are doing searches that apply to more than one person. This also helps you keep your entries uniform so that your filtering will effective. You can also Save up to 10 different To-Do Tasks and then Load them as needed. Again, this saves you time when you have some tasks that you do routinely and it keeps your tasks uniform. This works the same way as the Event clipboard.

 

Here is a task that has been completely filled out.

Completed Task Description
(click image to enlarge)

 

I want to point out a couple of things. I consider this a Correspondence task and not a Research task. If I had gone to the courthouse in person I would have made this a Research task. At the time I thought this was a high priority. I don't remember why but I am guessing that the results of this search would impact something else. The task is not tagged because I only tag those tasks that I am actively working on. It was tagged when I sent the letter and stayed tagged until I received a response. 

I try to keep things short and sweet and I did in this case. I wrote a one liner description that shows what I was thinking. I also recorded that I had sent a letter. Notice that I actually opened this task an entire month before I sent the letter (so much for that high priority!). 

The source icon is colored in because I have attached my source citation. 

Here is the Results tab:

Results tab
(click image to enlarge)

 

Again, short and sweet. How much I write has a lot to do with what sort of task it is. If this had been a negative search I would have written my thoughts on where I should go next and I would have created new tasks to follow through. I put the book and page number of the record as a quick reference but this is not my full citation. My full citation looks like this:

Marion County, Mississippi, Marriage Book D: 208, Simmons-Entrekin, 1880; Circuit Court, Columbia.

Here is the Repository tab:

Repository tab
(click image to enlarge)

 

You will see that I have used privacy brackets in the name of the repository. I explain why in Tuesday's Tip - Working with Addresses Part III (Intermediate)

The To-Do List Part III will show you how to use sorting and filtering to your advantage.

 

Find tech tips every day in the Facebook Legacy User Group. The group is free and is available to anyone with a Facebook account.

For video tech tips check out the Legacy Quick Tips page.  These short videos will make it easy for you to learn all sort of fun and interesting ways to look at your genealogy research.

 

Michele Simmons Lewis, CG® is part of the Legacy Family Tree team at MyHeritage. She handles the enhancement suggestions that come in from our users as well as writing for Legacy News. You can usually find her hanging out on the Legacy User Group Facebook page answering questions and posting tips.

 


Tuesday's Tip - The To-Do List Part I (Intermediate)

TT - The To-Do List Part I

Tuesday's Tips provide brief how-to's to help you learn to use the Legacy Family Tree software with new tricks and techniques.

The To-Do List Part I (Intermediate)

I wanted to give this topic plenty of discussion so I decided to break it down into three parts. After this basic three part series there will be a 4th installment that deals specifically with entering DNA related tasks.

In my opinion, the To-Do List is one of the most underutilized tools in Legacy. It may seem like a lot of "work" to enter these but if you do, you will have a comprehensive research log and a comprehensive correspondence log. You can generate research plans with all of the tasks you plan to do toward specific goals. It will also save you from duplicating your work because you had forgotten that you had already done something. The trick to using the To-Do List is filling in all of fields so that you can use the filtering options and being consistent with how you enter tasks.

You can get to the To-Do List in two ways. On the main toolbar go to View > To-Do List. Notice that you have several options.

View > To-Do List
(click image to enlarge)

 There are two different kinds of To-Dos. You can have tasks that are attached to a specific person in your file (Individual) and you can have tasks that are more global in nature (General). If you click All To-Do's you will be presented with an unfiltered list. If you click General To-Do's you will be presented with a filtered list showing only these tasks. You can also choose to see the tasks assigned specifically to the husband or to the wife of the couple displayed in the screen.

The second way to access the To-Do List is to click the To-Do icon under a person. This will take you to a filtered list of just their assigned tasks.

To-Do List icon
(click image to enlarge)

If someone has a specific task assigned to them, their To-Do task icon will colored in. If they have any open tasks you will see an O next to the icon. Notice in the screenshot that Isaac has open tasks. Diannah has tasks but they are all closed.

And here is what the To-Do List looks like:

To-Do List
(click image to enlarge)

 

I want to talk a bit about General To-Do's now because in the next articles I will be focusing on the Individual To-Do's. I use the General To-Do's for three different things. Here are some examples:

  • General file maintenance
    Search and replace month abbreviations in source citations with full month names. 
    Go through the DNA Hashtags and make the wording uniform.

  • Global search ideas
    Search the Hessische Truppen in Amerika database for any Glaentzers.
    Search the Poole Funeral Home Records for any Granthams that died and/or was buried in St. Tammany Parish.

  • General reminders
    Send Christina the death certificates I received from the Lodz Archives.
    Print off a roster with phone numbers and email addresses for the CCGS.

I also want to mention that if  I do one of the global searches I will add an Individual To-Do for each person that I search for so that I can record the results, positive or negative. I need that search to be part of their research log. I will copy the General To-Do onto the To-Do Clipboard (I will show you how to do this later) and then paste the task as an Individual To-Do. I will leave the task on my clipboard for as long as I need it. I can also save up to 10 different clipboard for later use. Again, I will be going over this in more detail later but I just wanted you to see some of the time saving features that are built in.

The second installment in this series will show you how to fill out a To-Do task.

 

Find tech tips every day in the Facebook Legacy User Group. The group is free and is available to anyone with a Facebook account.

For video tech tips check out the Legacy Quick Tips page.  These short videos will make it easy for you to learn all sort of fun and interesting ways to look at your genealogy research.

 

Michele Simmons Lewis, CG® is part of the Legacy Family Tree team at MyHeritage. She handles the enhancement suggestions that come in from our users as well as writing for Legacy News. You can usually find her hanging out on the Legacy User Group Facebook page answering questions and posting tips.

 


Tuesday's Tip - The Publishing Center (Intermediate)

TT - The Publishing Center

Tuesday's Tips provide brief how-to's to help you learn to use the Legacy Family Tree software with new tricks and techniques.

The Publishing Center (Intermediate)

This article is not a comprehensive tutorial for the Publishing Center but rather some tips and tricks to help you use this feature to your advantage. It is assumed that you are already familiar with the different reports in Legacy. To open the Publishing Center go to Reports > Publishing Center.

  • HELP!
    There is a Help button on every screen that will take you to the correct location in the Help File.

  • It's not just for books
    Do not look at the Publishing Center just as a book creator, though it can certainly do that. You can also use it to create multi-part reports that are still quite simple.

  • The individual parts
    Be very familiar with the individual reports that can be used in the Publishing Center. You need to know what they are and what options they have for formatting.

  • A single cohesive report with multiple "chapters"
    The Publishing Center will take multiple report components and format them into a single cohesive report. You pull individual reports in as "chapters" and then there are settings that govern the report as a whole. Some options for the individual "chapters" will now be greyed out because those options are now controlled by the main Publishing Center options. For an overview of the options that will govern the entire book/report, go to Help > Help Index and then over on the right click Tutorial Lessons > How to Print a Book > Publishing Center

  • A work in progress
    The default file name for your work in progress is CurrentBook.bkh but you can also save the book under a different name and you can have several reports/books going at one time. When you save a book it is saving your layout and options. If you make any changes in your family file, the next time you open the book you are working on those changes will be reflected and that is the beauty of the Publishing Center. It reloads the data but keeps the layout and settings you have already chosen.

  • You can go in and edit individual chapters
    For some reason a lot of people miss the Edit Settings for Current Chapter button. Highlight the chapter you want to work on before clicking the button. Just remember that some of your options will now be greyed out because they are being controlled by the overall "book" settings. On this same screenshot you will see the Set Order arrows which you can use to change the order of your chapters. This is another feature people seem to overlook.
Editing chapters
(click image to enlarge)

 

  • Same report, different options
    If you have 4 different Family Group Reports (4 chapters) each one can have different formatting options. You simply click the Edit Settings for Current Chapter for each one.

  • The Picture Scrapbook
    Many people use the Publishing Center just so that they can include a Picture Scrapbook in their report. The Picture Scrapbook works much better with reports if you have entered captions for your photos.

  • The Preview button is your friend
    Use the Preview button often. This is true for any report you do but even more so for the Publishing Center because each chapter has its own formatting and then there is the overall formatting for the "book."

  • Exporting
    You have several options for exporting the file so that you can work with it in other programs for advanced editing. I wanted to give you a couple of hints. If you plan to export, don't use page numbering. Your page numbers will be off if you do any major editing. Use the page numbering option in the word processing program that you are using when you are finished editing. If you are using a recent version of MS Word to do your editing, export the file as a PDF and not as an RTF. An RTF is very generic so that any word processor can read the file. You will get much better formatting if you export as a PDF. The newer versions of MS Word can open PDF files. When you are done editing, you can either save as a .docx file or you can re-save it as a .pdf.

  • Printing your book
    If you plan to send your book to a professional printer, or you plan to self-publish using a company such as Lulu, don't use the internal PDF creator. Instead, you will want to export to a virtual PDF driver. These PDF drivers format the PDF in a way that is more friendly to outside printers/publishers. The internal PDF creator also has a size limit. The instructions on how to do this are in Tuesday's Tip - PDF Trick.

  • Another printing issue
    This applies to all reports and not just the Publishing Center. If you make any changes in Page Setup you will need to make a corresponding change in Printer Setup. For example, if you tell Legacy to print Duplex then you also need to tell your printer to print Duplex. I am going to show you screenshots from my computer. Your printer options dialog box will look different. This is an example of printing Duplex but there are other formatting choices that you will have to format in both places.
Legacy settings
(click image to enlarge)

 

Printer settings
(click image to enlarge)

 

I hope these tips will help you work in the Publishing Center with confidence.

 

Find tech tips every day in the Facebook Legacy User Group. The group is free and is available to anyone with a Facebook account.

For video tech tips check out the Legacy Quick Tips page.  These short videos will make it easy for you to learn all sort of fun and interesting ways to look at your genealogy research.

 

Michele Simmons Lewis, CG® is part of the Legacy Family Tree team at MyHeritage. She handles the enhancement suggestions that come in from our users as well as writing for Legacy News. You can usually find her hanging out on the Legacy User Group Facebook page answering questions and posting tips.

 


Tuesday's Tip - Batch Printing (Beginner)

TT - Batch Printing

Tuesday's Tips provide brief how-to's to help you learn to use the Legacy Family Tree software with new tricks and techniques.

Batch Printing (Beginner)

There are two reports in Legacy that will allow you to "batch print," the Family Group Report and the Individual Chart Report

Go to Reports > Family Group. You can work on either report from this screen but for now leave it on the Family tab.

Family Group Report
(click image to enlarge)

 

Click the Record Selection button at the bottom of the screen and you will get this dialog box:

Report Record Selection
(click image to enlarge)

 

Look at all of the choices you have! You can print groups of reports based on Focus Groups, Individual Tags, Marriage Tags or all of the Individuals in your file. If you switch to the Individual Chart Report the Record Selection screen looks slightly different.

Report Record Selection 2
(click image to enlarge)

 

Some people like to batch print all of their Family Group Reports or their Individual Chart Reports to add to their paper filing system. For example, if you have file folders set up for your family groups you might want to add their Family Group Report to the front of each folder. Same thing if you have file folders for all of your individuals. Other people like to print these out and keep them in a binder so that family members can browse through them. If you have a group of tagged individuals that you are working with you can print these out as worksheets, You can write on and then later transfer the information to Legacy. 

This is a very helpful feature that many users aren't aware of.

 

Find tech tips every day in the Facebook Legacy User Group. The group is free and is available to anyone with a Facebook account.

For video tech tips check out the Legacy Quick Tips page.  These short videos will make it easy for you to learn all sort of fun and interesting ways to look at your genealogy research.

 

Michele Simmons Lewis, CG® is part of the Legacy Family Tree team at MyHeritage. She handles the enhancement suggestions that come in from our users as well as writing for Legacy News. You can usually find her hanging out on the Legacy User Group Facebook page answering questions and posting tips.

 


Tuesday's Tip - Moving Tagged Non-Location Entries (Intermediate)

TT - Moving Tagged Non-Location Entries

Tuesday's Tips provide brief how-to's to help you learn to use the Legacy Family Tree software with new tricks and techniques.

Moving Tagged Non-Location Entries (Intermediate)

If you do a lot of importing from gedcoms or direct downloads from FamilySearch, you will notice that your Master Location List will have non-location entries (for example, "died at birth" or "married her first cousin")

Legacy has a built in system for moving these non-locations to a notes field. These will be global changes to your file so before you get started you need to make sure that you backup your file.

Go to View > Master Lists > Location. It is very important that you start out with NO tagged locations. Now you are going to go down your list and tag any location that isn't a location. Notice that I have tagged two locations.

Tagged locations
(click image to enlarge)

 

Now go to Options > Options for Non-Locations.  You have a choice to Move or Copy. I prefer to move which means the entries will be removed from the Master Location List. You also have a choice of having the entries go to the associated event note (Birth Notes, Death Notes, Marriage Notes, etc.) or to the General Notes. If you think that the entries are are actually related to the field where they are entered then the first option is what you want. If the entries have nothing to do with the field where they are entered then go with the General Notes.

Moving Tagged Non-Locations Entries
(click image to enlarge)

 

When you click Apply you will get a warning box asking you if this is really what you want to do. Assuming you say Yes, you will get a second warning box asking you if you want to remove the tagged entries from the Location List. This gives you a second chance to keep the entries on your Master Location List. You will only get this second dialog box if you chose to Move the entries. Once you click Yes the second time it is all over. This is why you need to make a backup because if you change your mind there is no going back. 

Here is an example of someone that had something moved from their death location to their death notes.

Death Notes
(click image to enlarge)

 

This is one of those not-so-well-known features in Legacy that can save you a lot of time.

 

Find tech tips every day in the Facebook Legacy User Group. The group is free and is available to anyone with a Facebook account.

For video tech tips check out the Legacy Quick Tips page.  These short videos will make it easy for you to learn all sort of fun and interesting ways to look at your genealogy research.

 

Michele Simmons Lewis, CG® is part of the Legacy Family Tree team at MyHeritage. She handles the enhancement suggestions that come in from our users as well as writing for Legacy News. You can usually find her hanging out on the Legacy User Group Facebook page answering questions and posting tips.

 


Tuesday's Tip - How to Work With a Tagged Group (Intermediate)

TT - How to Work With a Tagged Group

Tuesday's Tips provide brief how-to's to help you learn to use the Legacy Family Tree software with new tricks and techniques.

How to Work With a Tagged Group (Intermediate)

This article assumes that you already know how to use the Advanced Tagging screen and how to tag groups of people via a Search. So now that you have a group of people tagged, what is the best way to work with them? I am going to show you two ways.

The first way is to simply create a Search List of your tagged people. 

Search
(click image to enlarge)

 

You can work with your tagged people directly on the Search List by using the tabs over on the right. When you are done with someone you can simply untag them from this screen. The next time you need to work with this group you will create a new Search List and it will show your remaining people.

Search List
(click image to enlarge)

 

The second way is to use the navigational arrows at the bottom right of the screen. The screenshot below shows that mine is already set to Tag 2 (I:2 means Individual Tag 2). To set the Tag, RIGHT click in the middle of the box and you will see the list of tags to choose from. This is available on every view.

Navigational arrows
(click image to enlarge)

 

In the above screenshot you will see left and right arrows next to the I:2 that you can use to go forward and backward between your tagged individuals. When you are done working with someone, untag them. When you get to the end of your tagged list you will get this message:

Reached the End message
(click image to enlarge)

 

If you are going to be moving back and forth a lot you will probably want to turn this message off by unchecking the box. You can also do this by going to Options > Customize > Other Setting > Option 12.5 Message Boxes (gbl). Click the button that says Turn on or off Optional Reminder Messages and then click the Messages tab. This is also how you would turn the feature back on.

Optional Reminder Messages
(click image to enlarge)

 

Searching and Tagging is one of Legacy's most powerful tools. I hope today's tip will help you easily navigate and edit your tagged persons.

 

Find tech tips every day in the Facebook Legacy User Group. The group is free and is available to anyone with a Facebook account.

For video tech tips check out the Legacy Quick Tips page.  These short videos will make it easy for you to learn all sort of fun and interesting ways to look at your genealogy research.

 

Michele Simmons Lewis, CG® is part of the Legacy Family Tree team at MyHeritage. She handles the enhancement suggestions that come in from our users as well as writing for Legacy News. You can usually find her hanging out on the Legacy User Group Facebook page answering questions and posting tips.

 


Tuesday's Tip - A Shared Events Tip (Beginner)

TT - A Shared Events Tip
Tuesday's Tips provide brief how-to's to help you learn to use the Legacy Family Tree software with new tricks and techniques.

A Shared Events Tip (Beginner)

Since I am a Legacy dinosaur I am still more into copying and pasting events than I am sharing events; however, I just found a reason why shared events is a very good thing.
 
Last night I found an interesting court case involving my 5th great-grandfather's brother John McMichael. He went to court in 1802 claiming that in 1788 Creek Indians had stolen three of his horses and he now wanted compensation. John's brother David (my 5th great-grandfather) signed an affidavit confirming the story but so did a man named Patrick Hays. I don't know who Patrick Hays is but I do know that David's grandson Leroy married an Elizabeth Hays. I added Patrick as an unlinked person and then I copied and pasted both the theft in 1788 and the 1802 court case to him. Then I had a light bulb moment. Patrick is unlinked in my file and I could very easily forget about him. If I shared the events with him instead of copying and pasting there would be a link between John McMichael, David McMichael and Patrick Hays. No matter who I am working with I can see the link between the men. If I had simply copied and pasted the event there isn't a true link. I would have to open the event, read it, then go to the other person to get more information. Now that I have shared the events it is much less likely that I will forget about Patrick. 
 
Shared Events
(click image to enlarge)
Old dogs can learn new tricks.
 

Find tech tips every day in the Facebook Legacy User Group. The group is free and is available to anyone with a Facebook account.

For video tech tips check out the Legacy Quick Tips page.  These short videos will make it easy for you to learn all sort of fun and interesting ways to look at your genealogy research.

 

Michele Simmons Lewis, CG® is part of the Legacy Family Tree team at MyHeritage. She handles the enhancement suggestions that come in from our users as well as writing for Legacy News. You can usually find her hanging out on the Legacy User Group Facebook page answering questions and posting tips.

 


Tuesday's Tip - Linking to Two Sets of Parents (Beginner)

TT - Linking to Two Sets of Parents

Tuesday's Tips provide brief how-to's to help you learn to use the Legacy Family Tree software with new tricks and techniques.

Linking to Two Sets of Parents (Beginner)

So far we have learned how to Link to Parents and how to Link to a Single Parent. Today I will show you how to link to two sets of parents.  

Gala Apple was adopted. Her adoptive parents are Mcintosh Apple and Cotton Candy. Through DNA Gala has found her biological parents. To add her biological parents you can either click the blue + (plus) sign in the parents' area or click the Parents icon in the row of icons under Gala. Notice that on the Parents icon there is a little number 1. That tells you that Gala has one set of parents. When we get done that will change to a 2. 

Add parents
(click image to enlarge)

  

When you use either method this is the dialog box that you will see. 

Parent's List dialog box
(click image to enlarge)

 

Since we have the adoptive parents already highlighted and ready to go we will work with them first. At the bottom you will see Relationship to Father and Relationship to Mother. We will use these to designate Gala's relationship to this set of parents.

Add the relationships
(click image to enlarge)

 

Now we can either Add New Parents or Link to Existing Parents. You have already learned the difference between these two in the article, Linking to Parents. Today we are going to Add New Parents. When you click Add New Parents you will now see this:

New parents are now displayed
(click image to enlarge)

 

Highlight the Unknown & Unknown Parents and then click Edit Father. You will see a now familiar dialog box giving you the option of Add a NEW Person or Link to an EXISTING person.

New Husband dialog box
(click image to enlarge)

 

We were already given the opportunity to Link to Existing Parents but we didn't choose that option before so why are we presented with this question again? You would select the previous Link to Existing Parents option IF both people are already in your file AND they are already linked to each other as a couple. You would use this Link to EXISTING Person IF the father is in your database AND the mother isn't OR the mother is in your database but not linked to this father yet.

We are going to Add a NEW Person so go ahead and click that button.

Add a New Father
(click image to enlarge)

 

The Individual's Information screen comes up. Notice that the surname Apple defaulted in. We will need to change that. 

Add a new name
(click image to enlarge)

 

After you Save this screen you will now see

The new father has been saved
(click image to enlarge)

 

If we didn't know the child's other biological parent we could stop here but we will go ahead and highlight Cheddar Cheese and now click Add Mother. Did you notice that the button Add Father is now changed to Edit Father?  After we click Add Mother we get a slightly different dialog box.

Add Wife
(click image to enlarge)

 

Don't let the Add Wife to:  throw you off. You are merely linking the two parents together. If they were not married you can easily mark them as such in just a minute. We are again presented with two options. We are going to Add a NEW Person.  I would use the Link to an EXISTING Person IF I had added the first parent as a new person AND now I am going to link that new person to an existing one in my file OR both parents were already in my file but they were not linked to each other as a couple. Legacy will link those two existing persons as a couple. Remember, if both persons are already in your file and they are already linked to each other, you would have used the option at the very beginning to Link to Parents.

So now I am going to add Gala's biological mother.

Individual's Information screen
(click image to enlarge)

 

After you click SAVE the Marriage screen will pop up.  Here is where you can mark the couple as not having been married if you need to.

This couple did not marry
(click image to enlarge)

 

After you click Save you are back to the Parents screen and now you can see both sets of parents. Notice that I have Cheddar Cheese and Pasta Salad highlighted and I have marked their relationship as Biological. Also notice that I could mark these relationships as private or invisible if I needed to.

Both sets of parents listed
(click image to enlarge)

 

If you go back to the Family View you will now see that the Parents icon has the number 2 and if you take your mouse and hover it over to the right of the Parents area you will see a bar appear that you can click to easily switch between the sets of parents.

Two sets of parents on the Family View
(click image to enlarge)

 

I want to go back to the Parents screen for a sec to point out something. You can mark either set of parents as Preferred. All that means is that when you are navigating through your file this is the set of parents that will be displayed in the various views. You can easily switch to the other set like I showed you in the last screenshot.  This will also be the set of parents that is displayed in reports. Some reports allow you to show both sets of parents.

In the screenshot you will see that Cheddar Cheese and Pasta Salad are showing as Preferred (asterisk * by their name). 

Preferred Parents
(click image to enlarge)

 

To change which couple is preferred, highlight the couple that you want to be preferred and then click Select. This dialog box will disappear but the change has been made. Open up the dialog box again and you will see that Mcintosh Apple and Cotton Candy now have the asterisk (*) and are the preferred parents.

New preferred parents
(click image to enlarge)

 

Before I close out this article there are two situations I want to address. If the child was adopted by a close relative you don't want to give them two sets of parents (for example, if the child was adopted by his grandparents).  If you do, you will create an Endless Loop that will cause you problems when doing reports. Instead, just leave them with their biological parents and explain the adoption in the notes or create an adoption event. 

The other situation has to do with step-parents. Ancestor and Descendant reports and charts are based on bloodlines. People write in all the time asking how they can get their stepchildren to display in their bloodline reports. 

If you want to include non blood relations you have to trick Legacy a bit by giving these children two sets of parents, their biological parents and their biological parent plus the step-parent. You will need to designate the step-parent in the Child-Parent Relationship.  I highly recommend that you leave the relationships blank for the biological parents and only designate the step-parent. I only mark the biological relationships in a non family member adoption. This will keep your reports from being cluttered up with labels. In the below screenshot you can see that Gala's mother Cotton Candy was married twice. Gala's relationship to Cotton's second husband, Sliced Bread, is Step

Step-parents
(click image to enlarge)

When you create a report you will need to select the option to include the Child-Parent Relationships. Open the report you are working with and then click Report Options. Make sure you are on the Include tab. About halfway down the left column put a check mark in the box that says Child-Parent relationships. If you don't, whoever reads your reports will get confused since reports are designed to show bloodlines. You will have children that appear to have been born out of wedlock (before or after the couple married). This is especially true if the mother is the step-parent and the father had children from a previous marriage. All the kids will have the same surname and it will appear that the couple had children outside of the confines of their marriage. If the wife is the one that was married more than one time you will have children with different surnames which will not readily make sense since the wife's previous marriage(s) will not be displayed.

Report Options
(click image to enlarge)

 

I hope this series of three articles, Linking to Parents, Linking to a Single Parent, and now Linking to Two Sets of Parents will help you document your relationships correctly.

 

Find tech tips every day in the Facebook Legacy User Group. The group is free and is available to anyone with a Facebook account.

For video tech tips check out the Legacy Quick Tips page.  These short videos will make it easy for you to learn all sort of fun and interesting ways to look at your genealogy research.

Michele Simmons Lewis, CG® is part of the Legacy Family Tree team at MyHeritage. She handles the enhancement suggestions that come in from our users as well as writing for Legacy News. You can usually find her hanging out on the Legacy User Group Facebook page answering questions and posting tips.


Tuesday's Tip - Linking to a Single Parent (Beginner)

TT - Linking to a Single Parent

Tuesday's Tips provide brief how-to's to help you learn to use the Legacy Family Tree software with new tricks and techniques.

Tuesday's Tip - Linking to a Single Parent (Beginner)

Last week I showed you how to Link to Parents but let's say you have someone in your database and you know who their father or mother is but you don't know who their other parent is. There are a couple of different ways to handle this but I am going to show you the easiest. This will work whether the parent is someone in your file or not.

If the child is already in your file put that person in the Family View. If the child is not in your file, enter the child as an unlinked individual (Add > Unlinked).  

Family View
(click image to enlarge)

 

Now right click in the parents area. You are going to select Add a Father (or Add a Mother). 

Add a Father
(click image to enlarge)

 

When you do, you will have the option to add a new person or link to an existing. We are going to Link to an EXISTING person

Link to existing person
(click image to enlarge)

 

The Name List will come up. Highlight the correct parent and click Select.

Name List
(click image to enlarge)

 

Now you will see the newly linked father (but no mother).

Father is now linked
(click image to enlarge)

 

When you put the father in the Family View, you will see that he is a single parent. Notice that Green Beans has a "2" on his spouse's icon. Green Beans is married but we didn't add his son Lima to his marriage but rather to a new, unknown relationship. If I had wanted to to link Lima to Greens Beans and his known wife I would have used the Link to Parents option instead and that is VERY important to understand. We get a lot of emails from people that linked to a single parent when they wanted to link to a married couple. 

Child is now linked
(click image to enlarge)

 

If neither parent is in your file, this is when you would Add a Father and then Add a Mother. When you do this Legacy will automatically link the two as a couple. If both of these people are already in your file you would never do this because what would happen is both parents would end up with a second marriage to themselves!

Adding parents one at a time
(click image to enlarge)

 

To review:

1) If you are linking to a married couple that is already in your file you will Link to Parents

2) If you want to link to a single parent (whether or not that person already has a marriage), then you will use the instructions above to link to a single parent

3) If neither parent is in your database, you can add them one at a time using the Add Father, Add Mother and Legacy will automatically link them together as a married couple

 I hope the information in this article and in the Linking to Parents article will help you get everyone in your file linked properly without creating extra, unwanted relationships.

 

 Find tech tips every day in the Facebook Legacy User Group. The group is free and is available to anyone with a Facebook account.

For video tech tips check out the Legacy Quick Tips page.  These short videos will make it easy for you to learn all sort of fun and interesting ways to look at your genealogy research.

Michele Simmons Lewis, CG® is part of the Legacy Family Tree team at MyHeritage. She handles the enhancement suggestions that come in from our users as well as writing for Legacy News. You can usually find her hanging out on the Legacy User Group Facebook page answering questions and posting tips.

 


Tuesday's Tip - Linking to Parents (Beginner)

TT - Linking to Parents

Tuesday's Tips provide brief how-to's to help you learn to use the Legacy Family Tree software with new tricks and techniques.

Tuesday's Tip - Linking to Parents (Beginner)

If you need to link someone in your file to a set of parents that you already have, you don't want to make the mistake of linking to the father and then to the mother. You will end up creating ghost marriages and your child will not be linked correctly. If the parents are already linked to each other you must link the child to both of them at the same time. 

With the child in the Family View, right click in the parents' area and then choose Link to Parents.

Link to Parents
(click image to enlarge)

 

The Marriage List will come up. Highlight the correct set of parents and then click the Select button.

Marriage List
(click image to enlarge)

 

And now you will see the correct set of parents displayed.

Parents are now linked
(click image to enlarge)

 

You can do this in the reverse. With the parents in the Family View, right click in the Children's area and select Link to an Existing Son (Daughter).

Link to an existing son
(click image to enlarge)

 

This time the Name List will come up. Select the child you want to link and then click the Select button.

Name List
(click image to enlarge)

 

And now the child will be linked correctly.

Child is now linked
(click image to enlarge)

 

In the next Tuesday's Tip I will show you how to link to a single parent.

 

Find tech tips every day in the Facebook Legacy User Group. The group is free and is available to anyone with a Facebook account.

For video tech tips check out the Legacy Quick Tips page.  These short videos will make it easy for you to learn all sort of fun and interesting ways to look at your genealogy research.

 

Michele Simmons Lewis, CG® is part of the Legacy Family Tree team at MyHeritage. She handles the enhancement suggestions that come in from our users as well as writing for Legacy News. You can usually find her hanging out on the Legacy User Group Facebook page answering questions and posting tips.