Tuesday's Tip - Report Options Part I (Intermediate)

Report Options 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.

Report Options Part I (Intermediate)

In Legacy 101 - Reports I gave a general overview of the different reports that are available in Legacy and the different options for each report. I want to go a little more in-depth about the options in this post. I am breaking this up into two posts because there is a lot of information. In this first article I will go over some general information and some of the options screens. The second post will cover the remaining options screen. First some general information.

Different reports have different options
The Chart Reports and the Book Reports have the same options screens BUT not all options are available for each report. If the option is not available for that specific report then it will be greyed out. The other reports have special options screens just for that report since those reports are very different from each other.

Don't forget about the Help button
There is a Help button on every screen and you will get a full explanation of what each option does

The Preview button is your friend
There are A LOT of options and certain options impact other options so it is a good idea to take your time going through and selecting things in different combinations. You can see how the report will look by clicking the Preview button.

The Reset button is also your friend
Sometimes you just need to start over from scratch and that is what the Reset button will do. You will also use this if your report looks wonky. Sometimes the report will get a glitch in the .usr file (the file that holds the option settings) and doing a reset will clear it out.

You can save your settings
Most reports allow you to save a set of options. Some will allow you to save 10 sets and some will allow you to save unlimited sets. This can come in handy in two ways. You might be playing around with the options and get to the point where you just want to go back to your "normal" settings (kind of like a reset) and you can do this by loading your saved options. You might also have a couple of very specific sets of options you use for a report depending on why or for whom you are generating the report. You could have a set that reflects what you want to print for family members and a set that reflects what you want to print for strangers. You could also have a set that prints underlines for missing information (a worksheet) and a set that doesn't or a set with source citations and a set without source citations. There are all kinds of things you can do here. Look for the Save and Load buttons on the main screen of the report options.

There are some options you can set globally for all reports
There are a some report options you can set globally for uniformity. Most (not all) can be overridden in the individual reports. If it can't be overridden you will need to change it in the main options (units of measurement is one of these).

Option 3.3 Letter Case of Surnames
Option 3.5 Format of Names with Titles
Option 3.4 Displaying Surnames
Option 3.7 Location Format
Option 3.10 Term for Christening
Option 3.11 Word for Blank Records
Option 4.7 Units of Measurement
Option 4.8 Time Format
Option 5.1 Dates Displayed As
Option 5.2 Month Format
Option 5.3 Separators for numeric dates
Option 5.4 Double Date Cutoff
Option 5.6 Preposition Before Full Dates on Reports
Option 5.7 Prefixes
Option 7.2 Master Source Defaults
Option 7.3 Source Detail Defaults
Option 7.7 Source List Name
Option 7.8 Citation Formatting
Option 7.9 RTF Citation Style
Option 7.10 Citation Placement on Event Sentences
Option 8.7 Default Family View Labels and Report Wording
Option 8.12 Aunt, Uncle, Niece, Nephew Terms
Option 8.14 Prompt Style
Option 10.2  Master Report Fonts
Option 12.1 Printing Private Individuals, Events, Notes
Option 12.2 Report Credit

Hopefully I didn't miss any!

"Codes"
As you are going through the Report Options you will see things like [FullName]. This is a "code" telling Legacy you want the Full Name of the "anchor person" (starting person) to print for this report. There are several places you can use these codes. You can see a full list of what codes you can use and what they mean. Open the Help File and type in Report. Scroll down a bit until you see Title options. Select that. For those of you that write your own Event Definitions this will look familiar to you. If you have no idea what I am talking about, please read Custom Event Sentences. Having said all of that, you don't have to use these codes. Whenever you see one you can simply delete it and type in whatever it is you want the report to say.

The Publishing Center isn't just for "books"
The Publishing Center allows you to pull in different reports to make a single, cohesive report. Just because you are using the Publishing Center doesn't mean you are putting together some sort of huge family history book. It can be something as simple as a Pedigree Chart plus Family Group Reports for each couple. This is a common combination. The general report settings will apply to the entire "book" and then you can click the Edit Settings for Current Chapter to change things in each individual report. You will notice that there will be things greyed out in the individual report that aren't normally greyed out. That will tell you that that particular option is one of the general options that applies to the entire report as a whole and you will need to go that option screen to make changes. Please see The Publishing Center for more information.

The biggest mistake people make when working with a report is not looking at all of the different option screens. There are tabs and buttons and many times when you click something it will open up even more options. I am going to use the Ancestor Book Report as an example. I am going to show you all of the different screens you can access.  Start by going to Reports > Ancestor Book. This is what you will see.

Ancestor Book Report
(click image to enlarge)

The first thing to notice is that it will open to the Options tab and there are five tabs across the top. This is your main screen. It doesn't matter which tab you have selected you will see the main options at the bottom and on the right side. This is where you will select your report output, Preview and Print, and Save and Load. You can also Reset the report back to the Legacy defaults. This is where you can change who your focus person is for the report.

Click the Change button at the bottom. For most reports the Name List will display so that you can pick someone but some reports allow you to batch print. Here is what you will see if you click the Change button on a Family Group Report.

Family Group Report Options
(click image to enlarge)

 

Another important button on this screen is the Printer Setup.  What you have selected here must match the options you have selected in the report itself (we haven't gotten to those screens yet). For example, printing Portrait vs. Landscape, paper size, and whether or not you are printing Duplex (double sided). Different printers have different options! After you click Printer Setup this is what you will see (if you have the exact same printer as mine). Click the Properties button for more options.  This is the same screen you will use to print to a virtual PDF driver. See PDF Trick for more information.

Printer Options
(click image to enlarge)

 

We have three more main buttons to cover before we go on to the five tabs at the top. At the bottom, above the Change button we have already talked about, you will see Index Options, Report Options and Title Page. Right now we are only going to look at the Index Options and the Title Page because the Report Options will be the focus of Part II.

If there is a check mark in the little box on the Index Options and Title Page buttons that means these will print in your report. To actually change the options for each you have to click the big button itself.

If you click the Index Options button you will see this. Notice that there are TWO indexes. You need to click both tabs at the top to see all of the options. Please notice everything you can do to format these two indexes. You can include one or both of the indexes in your report.

Index Options
(click image to enlarge)

 

If you click the Title Page button you will see the below screen. You can format a really nice Title Page to include your information and a photograph of your choice.

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Now on to the five tabs at the top and we will be done for today.

On the Options tab you will see options to add underlines for unknown information, different options for living and deceased persons concerning dates, how many generations you want to print, and whether or not you want a Table of Contents, and if you do, how you want it formatted. There is a option to include or not include the spouses of children. This Options tab IS different from report to report even though the other screens are essentially identical (with some things greyed out depending on the report).  If you look at a Descendant Book Report you will see that the options on this tab are very different but the overall layout is the same.

 

Descendant Book Report
(click image to enlarge)


On the Page Layout tab you will see that you can control quite a bit of formatting. However, once we get to the Report Options button in Part II you will see that there are many more formatting options.

Page Layout tab
(click image to enlarge)

 

And there are more formatting options on the Heading Layout tab. You will see the "codes" that I talked about in the general tips at the beginning of this article.

Heading Layout
(click image to enlarge)

 

The Wording 1 tab gives you the opportunity to customize how you want things worded for events and introducing the children lists.

Wording 1 tab
(click image to enlarge)

 

There is something specific I want to tell you about the Wording 2 tab. You can add a [CR] after the colons so that your notes will drop down a line.  It would look like this, General Notes:[CR]. I do this for every entry. If you use your General Notes to write biographies you could change it to, Biography:[CR] or Biographical Sketch:[CR].  For those of you that aren't old enough to have ever seen a real typewriter, [CR] stands for "carriage return" which is the Enter key on a computer.

Wording 2 tab
(click image to enlarge)

 

This is the end of Part I. In Part II we will go over all of the options that are available when you click the Report Options button and there are A LOT. There is no other program out there that gives you as many customizations in reports as Legacy does.

There is one last thing that I want to mention. One of the most powerful tools you have to customize reports isn't found in the report itself. It is the Event Definitions. Events are a very important part of your report and you have control over how your events will read. You can read Custom Event Sentences for more information. Along with the Event formatting options you will see in the next article you will be amazed with how nice your events will look.

 

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.


New Feature - Rebuild Source Citations

The developers have added a new File Maintenance Routine, Rebuild Source Citations. To access it, go to File > File Maintenance > Rebuild Source Citations

Rebuild Source Citations
(click image to enlarge)

 

And this is what you will see when the Rebuild Source Citations is running:

Checking Sources Please Wait
(click image to enlarge)

 

If you are transferring sources from Legacy to FamilySearch, and you notice that your sources are missing, you will need to use this new file maintenance routine. It puts all of the citation parts into a single field (hidden, you don't see this) and then FamilySearch will pull from that field. Normally this field is filled in correctly but if you are manipulating sources for reports by excluding sources or suppressing source details this hidden field can get blanked out. This does not affect Legacy at all. The only time it will be an issue is if you are transferring sources to FamilySearch. If you don't use the FamilySearch interface you won't need to do this. Even if you do use the FamilySearch interface you may never need to do this. 

 

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 - Combining Master List Duplicates (Intermediate)

TT - Combining Master Source Duplicates

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

Combining Master List Duplicates (Intermediate)

Sometimes you will find duplicates on one of your Master Lists. It is easy to combine duplicates but you need to be aware of a couple of things. First some general information.

How do you get duplicates in the first place? You can add them yourself if you are not careful but you can also get them when you do any sort of import (for example, a gedcom import or FamilySearch import/download). Every once in a while it is a good idea to take a look at your Master Lists to see if there is any cleanup needed.

Most of the Master Lists sort in a only one way so it may or may not be easy to see your duplicates. If they sort right next to each other it is easy to see them like this example from the Master Location List:

Appling, Columbia, Georgia, United States
Appling, Columbia County, GA

But here is a not-so-obvious example from the Master Source List. You wouldn't readily see this one because these two entries would not be right next to each other. This is why it is very important to be consistent with how you enter things.

1860 United Stated Federal Census, Columbia County, GA
Georgia - Columbia County - 1860 Census

A tip for the Location Master List specifically — Make sure you SORT the list in all of the different ways you can because you will find more duplicates that way. Click the Sort button just below the list of locations. This is the only list that can be sorted in multiple ways.

A tip for the Master Source List specifically — If you are using the SourceWriter templates, you can only combine duplicates if they were both created using the same template. If not, you will have to re-source the entries and then delete the duplicate.

Before you get started, BACK UP YOUR FILE. Whenever you do anything that is going to have a global impact on your file you always want to create a backup first in case things don't go as planned.

I am going to use the Master Location List as an example. You can see that I have two entries for Haverhill, Essex, Massachusetts. 

Master Location List
(click image to enlarge)

 

IMPORTANT — The first item you highlight will be the one that is lost and the second item you highlight will be the one that is retained. You need to decide upfront which one you want to keep.

In the above screenshot I have decided I want to keep the second entry, Haverhill, Essex, Massachusetts, United States so the first entry (the one I don't want to keep) is highlighted. Now you can click the Combine button at the bottom.

Highlight the one you want to remove
(click image to enlarge)

 

Notice that after you click Combine the button name changes to Combine With. Now select the entry you want to keep. After you have highlighted the entry you want to keep, click the Combine With button.

Highlight the one you want to keep
(click image to enlarge)

 

Once you click the Combine With button you will now only see the one entry. Notice also the number at the top has changed from 124 to 123.

Now only one entry
(click image to enlarge)

 

Whenever you are combining duplicates take your time and think about what you are doing so that you don't accidentally keep the wrong entry. If you do, it isn't the end of the world. If I had accidentally kept Haverhill, Essex, MA, United States I would only need to edit that location so that it is correct.

The problem you will have is if you accidentally combine something with an entirely different entry. For example, if I had accidentally combined Haverhill, Essex, MA, United States with Langley, Island, Washington, United States I would have a serious problem. I would have to restore to my backup.

If you are doing a lot of global changes you will want to back up often so that if you make a mistake you won't undo all of the changes you made and have to start from scratch. You will only undo your last few corrections.

Combining Duplicates is a very powerful database tool but make sure you follow the correct procedure.

 

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 Problem or Duplicate? (Intermediate)

TT - Linking Problem or Duplicate

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 Problem or Duplicate? (Intermediate)

If you open someone's Spouse List and you see this, what does it mean?

Duplicate or Linking Error?
(click image to enlarge)

 

It can mean two things. It can mean that you have linked to the same person twice or it can mean you have a true duplicate. How can you tell the difference? All you need to do is go to Options > Customize > View > Option 8.2 and select Show RINs on all Name Lists.

Show RINs on all Name Lists
(click to enlarge image)

 

If you see that both spouses have the same RIN number that means you have accidentally linked to the same person twice. If you try to link to the same woman twice Legacy will give you a warning but if your data came in as a gedcom import or a direct download from FamilySearch you won't get that warning.

Spouses have the same RIN
(click to enlarge image)

 

Make sure you unlink the one that does NOT have the children linked to them. When you highlight one of the spouses and click the Unlink button (over on the right on the above screen), and you see children listed, you are unlinking the wrong one. Cancel and highlight the other spouse and unlink that one.

However, if you see that the RINs are different, you have two people with the same name and information and you have linked to both. You need to make a note of the RIN numbers and then do a manual merge (Tools > Merge > Manual Merge).

Spouses have different RINs
(click to enlarge image)

 

As soon as you turn on the RIN numbers the problem becomes clear.

 

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 - Master Source Tip (Intermediate)

TT - Master Source 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.

Master Source Tip (Intermediate)

In some instances there is a shortcut way to create a new Master Source that will save you some time. In the following example I already have a Master Source for the 1850 census in Columbia County, Georgia. I want to create a new one for Richmond County.

I highlight the Columbia County Source and click Edit over on the right.

Highlight Master Source to Edit
(click image to enlarge)

 

All I have to do is change the word Columbia to Richmond in the Source List Name and the Jurisdiction County. Don't forget to change the Source List Name or you will end up with two sources with the same name.

Original Master Source
(click image to enlarge)
 
After edits
(click image to enlarge)

 

Now over on the right click Save. You will see this screen: 

Saving the changes
(click image to enlarge)

 

Notice there are TWO options!  The first one is when you are truly editing a Master Source and you want to save your changes (overwrite what is there). The second one is the one you will be using in today's scenario. We want to Apply the changes to a NEW copy of this master source. Please be careful here!  If you accidentally choose the first option you will overwrite your master source instead of creating a new one.

Choose the second option!
(click image to enlarge)

 

Now you will see both Master Sources on your Source List.

Updated Master Source List
(click image to enlarge)

 

This is a great time saver but you must be careful!

 

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 - Statistics Report (Beginner)

TT - Statistics Report

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

Statistics Report (Beginner)

Legacy's Statistic's Report is a great way to see all kinds of interesting information in your file like who the oldest person was, which couple was married the longest, what is the most common given name, etc. However, you can also use the Statistics Report as an additional data error checker. You will see things here that the other built in error checkers won't pick up because of the nature of the problem. There are some things the other error checkers would pick up if you were entering your data, but if your data came in as a gedcom import, those errors were already made and Legacy won't readily see them (things like people being 256 years old).

To open this report, go to Reports > Statistics Report. This one is right on the Ribbon. You can also find it by going to Tools > Statistics, again, it is right on the Ribbon.

Here are two examples of errors:

Person is too old
(click image to enlarge)

 

Marriage is too long
(click image to enlarge)

This is a great double check for errors. It is easy to then open that person to see what is going on and fix the problem.

 

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 - New File Shortcut (Intermediate)

New File Shortcut

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

New File Shortcut (Intermediate)

Ken (Legacy developer) just showed me how to do something in Legacy that I didn't know you could do! I was so excited that I had to write this post right away. 

Normally when you want to create a new Legacy file, you go to File > New File. Depending on whether or not you have the Guided Setup Wizard option selected determines how many different setup screens you will get. Legacy wants to make sure that you get the file set up just the way you want. Even if you have the Guided Setup Wizard turned off, you will get two screens before you can give the new file a name and save it.

Intermediate and advanced users normally don't need these screens. They are creating a new file for some specific purpose and they already know what that is. There is a way to bypass the setup screens completely and I had no idea!

If you want to create a new without seeing these setup screens then instead of going to File > New File, go to File > Open File.  Simply type your new file name in the File Name box and then click Open. Legacy will create the new file, name the new file, and save the new file with a single click. You will only get a single dialog box that simply asks you if you want to create this new file. Say Yes and the file will automatically open on your screen.

This is very exciting for me because as a beta tester create new files all the 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 - Read and Write (Intermediate)

TT- Read and Write

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

Read and Write (Intermediate)

Most of Legacy's Note fields have a Read and a Write button.

Read and Write Buttons
(click image to enlarge)

 

So what exactly do these buttons do? The Read button will allow you to pull text IN from an external text file. You will be given the choice to Replace or Append the note.  The Write button will allow you to export the note OUT to an external file. You will name the file and tell Legacy where to put it.

So what would you use this for? Maybe you have a template for your marriage notes so that all of your marriage notes are uniform. You could Read this template into the notes field and then fill in the blanks.

Maybe you want to Write all of your bios to text files so that you have them readily available.

Robyn Ritchie, one of our Legacy User Group members on Facebook, has another idea.

I learned a really cool feature of Legacy this week. Others in this group may already know about it, but I thought I would post for those that don't.

I am currently transcribing "100's" of source documents I have purchased and downloaded from the National Records of Scotland website - ScotlandsPeople (many from years ago, many I had just filed away, and were sitting on my HD in a folder).

Once I had done one transcription, I "hit" the Write Button, and that saved what I had transcribed for that person's vital, to: This PC > Documents > Legacy Family Tree > Data in a Text file that I then named that file - Scotland Statutory Births (or for others Scotland Statutory Deaths & Scotland Statutory Marriages).

So now when I am transcribing my next document, "when I am in the Notes feature" for the vital of that person, I can just hit the "read" button, and download the info of the relevant text file for a record previously transcribed - to the person that I am currently working on.

I then just change the basic info "without" having to re-type everything as worded in the same type of source document again. Great time saver.

I am sure it may be helpful for others who transcribe the same type of BDM documents from other places in other countries (US/Canada etc), time after time, whereas the type of document usually asks the same questions. If the questions differ, I just adjust what I am transcribing at the time.

Thanks for this great idea, Robyn!

 

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 - Why Bad Things Happen to Good Notes (Intermediate)

Why Bad Things Happen to Good Notes

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

Why Bad Things Happen to Good Notes (Intermediate)

There are a few scenarios that will cause strange things to happen in your note fields. I am going to explain what these things are and how to avoid them. 

First things first
The first thing to understand is that Legacy's main function is as a database (think MS Access) and not as a word processor (think MS Word) so the build-in word processor in Legacy is basic. However, you can control fonts and font sizes as well as some basic attributes such as Bold, Italics, Underline and Superscript. There are shortcut buttons for these attributes in the Notes dialog box. You can also use the Windows shortcuts to insert them (for example, Ctrl-B for Bold). The font is controlled by Options > Customize > Fonts > Option 10.1 Screen Fonts > Notes. You can also do simple "columns" and "tables" using THIS TECHNIQUE.

Another thing to understand is that Legacy does not yet support Unicode. You can type unicode characters into the Notes field using the Window's shortcuts for those characters, but as soon as you close and reopen, your Unicode will be gone. Legacy only allows the special characters present in Western Fonts character sets. For example, I could type Łódź by using ALT-0321, ALT-0243, d, ALT-0378, but after you close the notes and reopen, you would see Lódz because the only supported character is the o with an acute accent. It is good to know this up front before you start typing a lot of special characters. The ones that Legacy supports are available on the Character Ribbon that is available next to the Notes field. You can display up to 8 characters but if you right click the ribbon you have access to all of the ones that Legacy supports. You can also change your options by going to Options > Customize > Data Defaults > Option 4.6 Quick Entry Character Ribbon.

Copying and pasting from a web browser causes weirdness in your notes
Text copied from a web browser has hidden codes that will affect how your notes read out because Legacy can't interpret them. What kind of output you get varies greatly from browser to browser so you can try using a different browser to see if you get better results. If not, the simple solution is to paste to Windows Notepad which will remove all of the hidden codes and then do a copy and paste from there into Legacy. If you do paste directly from a web browser, even if the notes look okay make sure you click the Strip HTML button which will clear some of the hidden stuff. 

I imported a gedcom and now all my notes are run together
When you import a gedcom there is a check box to Rewordwrap note fields on import. If the notes you are importing have hard carriage returns at the end of each line, such as notes from PAF 2.31 (or PAF 3.0 notes imported from PAF 2.31), you can have them reformatted into continuous lines by choosing this option. Paragraphs breaks formed by two consecutive carriage returns are left alone. The only time you would use this is if you are coming from a really old program like PAF. If the previous program didn't format their notes this way, all your notes will be run together if you checked this option. The simple fix is to do the import again but this time leave this box unchecked.

I imported a gedcom and now there is gobbly gook in my notes
When you import a gedcom you will see a check box for Put unrecognized items into the notes field. This option puts any unrecognized information into the individual's General Notes. For example, a line such as "OCCUP Bricklayer" would be put into the Notes because OCCUP it is not a standard gedcom tag. If you don't check this box, when Legacy encounters something that it doesn't understand it will give you several options.

(ADVANCED) During the Analysis pass, Legacy gathers all the recognizable gedcom tags and places them in the Import these Items box. If you find a tag you don't want to have imported, highlight the tag and click Remove, or just drag the tag from the Import these Items box to the Items not to be imported box. You can move all but the first five, basic fields. If you want to only import the five basic fields, Name, Sex, Birth, Death and Marriage, click Basic 5. All the other tags will be moved to the Items not to be imported box. (You can move any tag item back by highlighting it and clicking Include, or by dragging it back to the right window.)

Any tags that are not recognized by Legacy during the Analysis pass are placed in the Unrecognized Items box. These are usually odd, non-standard pieces of information that another program supports. If you can recognize the tag, you can map it to a standard field tag in Legacy. Or, you can always have the information placed in the Notes field so you don't lose it.

The Unrecognized Items list contains nonstandard gedcom tags that were found in the file you want to import. Often, these tags are slight variations invented by another program that are easily recognizable and can be mapped to a standard tag supported by Legacy. To start the definition process, highlight the tag you want to remap and click Map to a Recognized Tag and then choose the gedcom tag you want to map it to.

Some gedcom tags are obviously names for events such as GRAD for Graduation. To convert these tags to events and have them placed in the event list for the individual involved, highlight the tag and click Create an Event for this Tag. Legacy then prompts you for an event name (up to 30 characters). During the import, all occurrences of this tag will be changed to the defined event name.

Unrecognized tags that have been mapped to existing tags, or mapped to an event name and moved to the Import these items list, can now be removed from the Import these items list by dragging them back to the Unrecognized items list or the Items not to be imported list.

You can try a pass with the Put unrecognized items into the notes field box checked to see what happens. What does happen totally depends on how well the program or website adheres to the accepted gedcom standards. I will tell you that if you are importing from a website, expect serious gobbly gook. Websites do not create good gedcoms. Genealogy programs do a much better job but some better than others so you have to experiment a bit. If you are getting a lot of gobbly gook it is worth learning how to manipulate the gedcom import (ADVANCED).

I hope this information saves you some frustration and will help you format your notes 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 - Non-breaking Spaces (Beginner)

Non-breaking Spaces

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 - Non-breaking Spaces (Beginner)

Let's say you have someone in your file named Mary Lou Simmons. She always went by Mary Lou and not just by Mary. In the narrative portion of reports Legacy will only pick up the first name, Mary. There is a trick to tell Legacy that you want this person to be referred to as Mary Lou.

In Windows there is a command for a "non-breaking" space which keeps two words together as a single unit. The keyboard shortcut for this is ALT 0160 and this does work in Legacy. In the Given Name field type Mary, then ALT 0160, then Lou. You will see the cursor jump to make a space but won't see anything else different on the screen.

To use one of the Windows shortcut commands (there are many!) you simply hold down the ALT button while you type 0160 using the numbers keypad on the right side of your keyboard. If you are on a laptop that doesn't have a numbers keypad, HERE are instructions.

And this is what you will see in a report:

Mary Lou in reports
(click image to enlarge)

A very simple and useful trick.

 

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.

 

Windows shortcut for a non-breaking space ALT 0160 will cause given names to stay together in reports.  

Mary Lou Davis will appear as Mary Lou instead of Mary