Tuesday's Tips provide brief how-to's to help you learn to use the Legacy Family Tree software with new tricks and techniques.
Working With Addresses Part III (Intermediate)
In Working with Addresses Part I I showed you how to record mailing addresses so that you can print Address Labels for mass mailings and create Name Tags for events or for file folder labels. In Part II we covered event addresses for both vital events and custom events and how this affects reports. In Part III we will look at Repository Addresses and how they work with Sources and the To-Do List.
Repository Addresses are pretty straightforward. You will be recording all of the information about an archive, library, courthouse etc. There are just a couple of things to watch out for.
When you record addresses for repositories that will be used in sources you might have to do some special formatting to get them to read out the way you want in your source citation. This requires a little bit of trial and error on your part. One of the nifty things you can use are Privacy Brackets to record things that you need to know but you don't necessarily want to print in your source citation. [[Anything in between double brackets will not print]] unless you specifically override the privacy settings. Here is an example from my personal file:
Notice that I have the county in privacy brackets. I want my source citation to print out the name and the city (which is does) but for the repository I only want "Circuit Court" because the name of the county is part of the citation itself. The problem I have is that I have a lot of different Circuit Courts on my Master Repository Address List and I can't tell them apart unless I have memorized every county seat for every county. Here is what it looks like on the Master Repository Address List. It is a little squished because of the constraints of a screenshot.
And this is how my source citation will actually print:
Marion County, Mississippi, Marriage Book 2: 310, Simmons-Graham, 1889; Circuit Court, Columbia.
I talked a bit about some of the other things you can enter on an address in Working with Addresses Part I but when I am working with repositories the Notes field is especially important to me. This is where I record any specific contact person I have, the policies for obtaining copies of documents, hours of operation etc. I have said many times in my articles that I want to keep as much information in a single computer program (Legacy) that I can. It saves me time and frustration.
When working with the To-Do List being able to filter by repository is a great tool to have. You can take a printout of open tasks for a specific repository when you visit that repository. When working with To-Do tasks make sure you fill out all the fields completely or you won't have the advantage of being able to filter the list every which way. I will be doing a comprehensive article on the To-Do List soon (probably more than one).
Filtering by Repository isn't on the main Filtering screen.
It is on the Print screen.
We will talk more about To-Dos in a future article but I did want to show you how to filter by a repository address.
I hope this series of articles on the Master Address Lists has been a help. How you record information in Legacy affects reports and other types of printouts so you need to take the time to play around with your data entry a bit so make sure your output is how you want it. Consistency is key.
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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.