Last time -- data entry and recording
sources -- basic
philosophy is to cite where data came from so someone else could check
it
Sources are documentation of
events and are attached to an
event, e.g. birth, marriage, death, temple ordinances
Source
descriptions are in three parts
(1)
Title and Author -- enter it once and use many
times; edit it once and it is changed in all citations; can get a list
of all records citing a source
(2)
Repository -- can enter it once and use many times;
edit
it once and it is changed in all citations; can get a list of all your
repositories
(3) Citation -- specific
reference, page, volume,
certificate number for an individual -- can even use these many times
by "memorizing" the citation to the clipboard and pasting it in
elsewhere
Did
the assignments go OK? -- doing the assignments is the only
way to learn this stuff.
As we said before, don't
worry if you don't understand everything
at first -- work on things a little at a time and go back later and
reread these notes since they include much more than you can get the
first time through, but are detailed enough to work through on your own
later
ENTERING NOTES --
BIOGRAPHICAL AND RESEARCH
NOTES -- are biographical and/or informative and
are attached to
individuals and marriages, but not to events (Comments can be attached
to events.)
Not the same
as sources, which are documentation of where the
event data came from
Examples of notes --
timelines, schools attended, addresses,
telephone numbers, research notes, To Do lists
PAF
5 Lessons on Notes and Sources -- excellent helps
"Family
History Documentation Guidelines" published Jan 2003,
$10 + S/H from Silicon Valley Computer Genealogy Group, P.O. Box 23670,
San Jose, CA
95153-3670, http://www.svpafug.org/
-- very helpful booklet
Click the
Notes icon to get to the Notes screen -- takes you
directly to the notes or else to the Edit Notes screen, depending on
how you have preferences set
Tags for
notes -- e.g. BIRTH:, MARRIAGE:, BURIAL:
Note:
you don't see the Notes Selector (list of tags)
screen unless Notes Selector is turned on in Preferences (General tab)
Can modify or add new tags, e.g. ADDRESSES:, EDUCATION:,
~SOC_SEC_NUM:, RESIDENCES:, OBITUARY:, TO-DO:
To
be a tag the word has to be (1) connected (hence the hyphen
- and underscore _), (2) all in caps, and
(3) followed by a colon
:
Tags that are "greyed out" are only in that
individual's notes
and are ones you entered in the notes themselves, not entered as new
tags for everyone
If in
the Notes Selection screen, select a tag (or double click
on it) to get to notes for that tag -- don't type in the tag again or
it will
print twice on reports
Select ALL (or
double click on ALL) on the Notes Selector screen
to show all notes preceded by
their tags
Notes printed in books from PAF look
better if you don't leave
blank lines between notes -- except for confidential notes (see below)
Confidential notes -- start these with "~" to indicate
private
note,
and put a blank line to end the confidential note -- won't print on
family
group sheets unless you tell it to on Print menu
Can
also enter notes with "!" at start (the way we used to in PAF
2.31) -- these can then be
selected to print or not
When printing you can
select options (details later), but turn on
"Print Notes" to print all notes other than confidential notes with "~"
Notes print before sources on family group sheets -- use
Print/Preview to see how Sources and Notes look when printed on family
group sheets
PRINTING REPORTS AND
CHARTS
Many types of reports, charts, and forms are
built into PAF 5,
and you can generate your own styles with Custom Reports (see below)
Print menu in PAF 5 -- get to this by clicking on the printer
icon or File/Print
Options for report
output
(1) Preview -- see report on
screen before you print -- saves
much wasted paper
(2) Print to File -- saves
report as a rich text file (.rtf)
for editing with
word processor or emailing -- check Print to File and
click Print
Note: check
Print-to-File on the Print screen, not on
the printer menu that comes up later since the latter saves it as a PRN
file for your printer, not as a text file
(3)
Print to printer -- uncheck Print-to-File and click Print
to send it to the printer
Tabs at
top and corresponding pictures on lower right side of
Print Menu show
the categories of reports
Pedigree Charts -- set
options you want, e.g. blank ped chart,
total number of generations to print, number of gens on one sheet (5
works well), person to start with, page numbering for continuations
(cascading pedigree charts -- continues more generations on other pages
and numbers all the continuation sheets for you),
what data to include, ancestral charts
(even wall size), ahnentafel charts (pedigree charts in compact form)
Family Group Reports -- set options you want, e.g., blank
family group chart, what data to include, e.g. sources, notes, photos
Be sure Parents Only is NOT checked if you want
sources and
notes printed for the children too
Ancestry
Charts -- wall chart option provides an overview of
your ancestors
Descendants Charts -- options for
how many generations,
wall-size, etc.
Books -- print a narrative story
directly from your database in
various formats; ancestors or descendants; decide what to include
Individual Summary -- gives data and notes on one or more
individual at a time
Scrapbooks -- print photos
and scanned documents entered for
one
or more persons
Calendars with birth dates and
anniversaries -- select month
and year desired, who to include, details
Lists
-- many lists and options including
Places
Sorted Alphbetically -- very helpful alphabetical
listing of every place used in your database -- use it to be sure your
data is entered uniformly or for planning a trip to a library or to a
geographical area
Name list -- alphabetical
listing -- you don't usually need
to print these out since it's easier to find a person electronically
RIN and MRIN lists -- numerical listing of everyone in
database -- you don't usually need to print these out, either
Unlinked names -- helpful to find out who is not linked to
anyone in your database
Family reunion contacts
-- if you have entered them
Incomplete LDS
ordinances -- shows who need which ordinances
Custom
Reports -- you design the format and save it to use
again, e.g. alphabetical list with the
individual's relationship to you, or get a list with a particular
comment in the notes, e.g. "TO-DO"
PAF
Companion Disk 5.1.5 -- has options for more reports and
variations of built-in reports
CD is
packaged with PAF 5.2 from Distribution
Centers now or can
download Evaluation copy from http://www.familysearch.org/
-- easiest to install it from the PAF Comp 5.1.5 CD
PAF
5.1.5 gives more variations and reports -- also allows
saving to pdf format
Allows more selection of
data to include on pedigree and
descendants charts, select fonts, styles
Additional
report types -- "hourglass", "bow tie", narrative
book formats, fan chart
Fan charts --
gives overall view of your pedigree data to see
where you have work to do
After
installation PAF Comp shows up under Tools/PAF Comp,
or can also run it by clicking on PAF Companion 5 icon on Destktop
If you own PAF Companion 5.0 you can download the free patch
to
upgrade to 5.1.5 from http://www.familysearch.org/
FILTER (OR FOCUS) LISTS
Powerful tool in PAF -- filtering (or focusing)
means selecting
out records satisfying specified conditions, e.g. all people born
between 1800 and 1900 in New York with surname Jones, or all people
qualified for LDS baptism or endowment ordinances
Get
to Filter screen by (1) clicking on Search/Advanced
Focus/Filter, or by (2) clicking on Advanced from Find Individual list
screen
Filter screen is same as Selection screen
for GEDCOM to be
discussed later -- shows list of everyone in database
Click on Alphabetical or RIN to sort them the way you want
Two kinds of filters: (1) Relationship Filter,
(2) Field Filter
(1) Relationship
Filter
Set option to include or
exclude for various relationships,
e.g. include individual, family, whole database, or only those
ancestrally related, or only those descended from, etc.
Good
visual representation of what these mean in PAF 5 Lesson
7, Slide 3
(2) Field Filter
Set Field Filter to select certain individuals
such as "Born
before 1800 in Virginia"
Use selection terms like
AND, OR, NOT and ( ) for various
criteria, e.g. "Born in England, but not in London"
Requires
that your data is entered uniformly so filter will
recognize it
Program
puts a mark (>>) on the list by each name selected
or "filtered" by that operation
Click
on Show Results Only to see just those selected
With
records selected you can work on just those for viewing on
screen, editing, printing, or exporting
Can give
a name to the filter and save it to reuse later --
when retrieved it will then filter all the records available at that
time, including any new ones
Once you make a
filtered list it stays in computer until you
replace it with a new filtered list or exit PAF
Filtered
list can be used in printed reports or in GEDCOM to
export just those records (will discuss next time)
ASSIGNMENT
Enter at least one note for someone in your
database.
Use Print Menu and Preview to try out
various options on reports
to see them on screen.
Print out or Preview on
screen at least one pedigree chart, one
family group record, and an Alphbetical Place Sorted list.
Experiment with defining a filter and run it and look at the
list
on screen.