Tuesday's Tip - Hashtagging a Group of People (Intermediate)

Hashtagging a Group of People

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

Hashtagging a Group of People (Intermediate)

Legacy user J'Anette asked a great question in the Legacy User Facebook Group

How do I add the same hashtag to a line of descendants? at the same time?

In the Family View, navigate to the person you want to use as the anchor and then go to Tools > Advanced Tagging. Since this person was already highlighted, his/her name is already in the box. You can still change it from this screen if you like. By the way, if you look at my Tag labels can you guess what I have been working on?

Advanced Tagging
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I am going to tag all of James's descendants on Tag 9. For additional information on how to do this please see A Tagging Tip.

James's descendants on Tag 9
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Close out the Advanced Tagging screen and go to Search > Find > Detailed Search. Here is the criteria you will use:

Search > Find
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And here is my Search List:

Search List
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Now click Options > Add Hashtag to Everyone in List

Add Hashtag to Everyone in List
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That will bring up the Select Hashtags dialog box and you can add a new one. 

Add a Hashtag dialog box
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Once you have added it, it will show up on your list of Hashtags and it will be highlighted. Now click the Assign button.

Assign Hashtags
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Now go to View > Master Lists > Hashtags and you will see that everyone on the Search List has been hashtagged.

Master Hashtag List
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You can do this for ANY Search List for unlimited possibilities!

 

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.


Legacy 101 - Customizing Legacy

One of the fun things to do is customizing Legacy to make it look and function just like you want. If you go to Options > Customize you will see 12 tabs of customization options. 

Customize Legacy screen
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I am going to do something a little bit backwards. I am going to show you how to save all of your settings right up front. Many users don't realize that once you have your settings just the way you want them you can save them. Why is this important? Sometimes when there is an update certain settings get put back to the defaults. This can't be helped when there are some changes in the programming code. You can get your settings back with a simple mouse click. Also, you might want to try out some new settings. If you don't like them you can click right back to your original settings. If you click the "Options for Default Settings" at the bottom of the screen you will see this.

Options for default settings
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You can see that you can save your settings, reset to your settings, and you can reset to the Legacy defaults. I need to explain one thing. Notice that you have a choice between saving ALL of your settings (my choice), GLOBAL settings, or Family File Settings. When you are looking at the individual options you will see that they will be followed by either (gbl) or by (ff). The (gbl) means it is a global setting and it will affect all of your family files, if you have more than one. The (ff) means it is family file specific and you will have to set it for each one of your family files. That is why there are three different options for saving. I personally save everything because I like to keep things simple.

I am not going to go through every tab on this screen. Most of the options are self-explanatory. If you aren't sure, you can click the Help button at the bottom and every option is fully explained. There is one thing I want to point out on the Other Settings tab that people seem to miss. Go to Other Settings and then scroll all the way down to 12.5 Message Boxes. Click the "Turn on or off Optional Reminder Messages" button. You will see 4 tabs of settings for a total of 42 options. Make sure you read through these. You can see that on the first tab I don't have many things checked because I have been using Legacy for a very long time and I need less reminders. The two things that you do see checked I highly recommend that you also check. If you are new I would check backup option when doing certain tasks in Legacy.

Optional Reminder Messages
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I am going to show you all of the other places that also have options that you can set. On the main toolbar go to Options. Some of these are shortcuts to things that are found in the main Customize menu but a couple are only found on this toolbar, Set Alarm, Edit Compiler (though you can access this one via the Report Options menu), QuickDup Options and Select Language. Each of these has instructions and a Help button.

Options toolbar
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On the Legacy Home tab, over on the right you will see an Options button. Click that and then click Options again. There are two tabs of options and you will want to look at both.

Internet options
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Reminder options
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Here are the options for the Family View. If you mouse click the labels, you can change what is displayed. You will click Customize (the other entries you see are my saved options. We will get to that in a sec).

Family View labels menu
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You can have up to five labels. You can always go back to the defaults by clicking the Defaults button over on the right. You can save up to 10 different configurations by clicking the Save button and then you can change to one of your other configurations by clicking the Load button.

Labels customize screen
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When you click the above button you will see that you have 98 different things you can choose from!

List of options
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If you right mouse click in the white space next to the word Children, or if you right click on any child in the Children's List and then select View , you will see another customization menu (depending on where you right click you will get a slightly different menu). You can see I have my Children's List set to three columns. I am not using the other options. Try them all out!

Children's List options
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I will tell you that if you choose the Scrolling Grid you will be able to customize it further. If you mouse click in the header area you will get a menu where you can customize which columns will appear in your grid. You can have up to 15 columns.  This dialog box works exactly like the dialog box you got when you clicked on the Family View labels. As with the Family View Labels, you can Save and then Load different configurations.

Scrolling Grid options
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The Pedigree View can also be customized. Right click in the blank space in the upper left and that will bring up the menu. I have mine set for 4 generations and no child/spouse and Siblings Lists visible. In the second screenshot I have changed it to 5 generations and I have all lists showing. I have my screen at half size for the screenshots. Your screens will have more room.

Pedigree View options
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Togged to show 5 generations and lists
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To customize the Descendant View click the Options button over on the right. There are two screens of options, Customize Display and Customize Columns (the Zoom will change the Font size, I normally leave the Zoom on automatic so that Legacy will redraw the font size when I resize the screen).

Descendant tab options
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Customize Display is pretty self-explanatory but there is a Help button on this screen if you need it.

Customize Display options
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The Customize Columns works just like two of the screens you have already seen. You have 14 columns to work with. You can also save sets of custom columns that you can switch between by using the Save and Load buttons.

Descendant View customize columns
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The Chronology View has a lot of options. The first is whether you want to see it in Report Style or List Style. In the screenshot you will see Report Style. List Style is in a grid which looks similar to a spreadsheet.

Report Style
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To get to the remainder of the options, click the Options button in the bottom right and then click Display Options. You have six tabs of options. If you are not sure what something will do, click the Help button on these screens.

Display options
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Ah but we aren't done yet. You can customize the My Toolbar tab on the main toolbar. Click the little down arrow thingie (technical term). This is where you can add, subtract and rearrange the icons that you want to see. You drag the ones you want from the bottom and then drop them on the toolbar. You drag the ones you don't want from the toolbar to the background white space to remove them. You can rearrange the icons on the toolbar by dragging and dropping.

Customizing the My Toolbar
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You do the exact same thing with the Husband and Wife toolbar. This time look for the word Design in the upper right corner. To the right of that is another down arrow thingie. Click that and then select Toolbars > Husb/Wife Toolbars.

Customize Husb/Wife Toolbars
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When you click the down arrow thingie next to the word Design, you will also see more options that govern the overall look of the Main Toolbar. You will see Styles, Fonts and Animation. Also, if you click the Toolbars entry again, besides the Husb/Wife Toolbar you will see the My Toolbar (which you already know how to customize) and the Quick Access Toolbar. The Quick Access Toolbar are the little shortcut icons above (or below) the main toolbar. Customizing the Quick Access Toolbar works identical to the My Toolbar and the Husb/Wife Toolbar (drag and drop). 

Quick Access Toolbar
(click image to enlarge)

Reports and Charts have their own options and you will find that information in separate Legacy 101 articles. There are some advanced options that we won't be discussing in this series but you now know how to coustomize plenty of options to get Legacy looking just like you want.

 

View a compilation of all Legacy 101 articles

 

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 - Sharing Your Data (Intermediate)

Sharing You Data

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

Sharing Your Data (Intermediate)

By now you already know how to share your data with your family and other researchers using Legacy reports and charts. Legacy's reports have more custom settings than any other program I have seen and with Legacy Charting  you can produce eye catching charts in many styles. 

However, there are other ways you can share your data that are a little more advanced.

GEDCOMs
If your family member or relative is a family historian but doesn't use Legacy you can export your Legacy File as a gedcom which any program can open. Go to File > Export > Gedcom File and make sure you click the Help button on this screen because there are many options when exporting your data.

Exporting a Legacy File
If the person you are working with does use Legacy all you need to do is send them a backup of your file OR if you want to limit your file using Tagging or Focus Group, and/or you want to exclude some things (privacy), you can go to File > Export > Legacy Family File

Uploading a GEDCOM to a "tree" site
You can upload your gedcom to a website such as MyHeritage. Again, don't forget to look at all of the export options. The Legacy and MyHeritage programmers are working on a direct sync which will make this process much simpler.

Collaborative trees
Geni and FamilySearch's Family Tree are two examples of collaborate trees. You can't upload gedcom's here* but you will only need to hand enter a few people and then you will be able to link your line into the tree. Legacy has a direct sync to FamilySearch's Family Tree which makes this process much easier. Read more information about it. 

Your own web site
If you have web space on a hosting site you can create web pages in Legacy and then upload them using one of the free FTP clients. We use and recommend FileZilla. Working with web pages in Legacy is very much like working with reports. On the main toolbar/ribbon click Internet and you will see the five styles of web pages you can choose from. Make sure you click the Help button on these screens so that you will understand all of the options.

The Next Generation of Genealogy Sitebuilding (TNG)
The Next Generation
is a 3rd party program that will create dynamic web pages from your gedcom. There are a lot of One-Name Study researchers that use Legacy and the Guild of One-Name Studies uses TNG for all of their member web pages. For more information about One-Name Studies you can watch Kirsty Gray's webinar, Are You a GOON? What is a One-Name Study and Why Do One?

Create dynamic offline web pages
This is one of the more fun ways. You can create web pages in Legacy and then email the web pages folder to another researcher or family member and they can browse through your "web page" without ever accessing the internet. When you create web pages, you will see a folder in this file path, \Documents\Legacy Family Tree\web\NAME OF YOUR WEBPAGES. For example, \Documents\Legacy Family Tree\web\Michele.  All I have to do is send the Michele folder to the person (email, via cloud storage, CD, whatever you want to do). That person need only open the folder and double click on the Index.htm file. This will open in a web browser (you do not have to connected to the internet) and they will be able to navigate it just like if it was a web page. If the folder is large, you can send it to them as a zip file. Right click the folder and select Send to > Compressed (Zipped) Folder. They will need to unzip on their end.

 * You actually can upload a gedcom to the FamilyTree but I don't recommend it. FamilySearch will make you address all of the possible duplicates on every person you upload. There is another area on FamilySearch that is not part of the collaborative tree called the Pedigree Resource File where you can upload gedcoms.

I have to mention privacy. Whenever you share your data with anyone, in any fashion, you must be mindful of the sensitive data in your file. You should never share data about living people without their express permission. There may also be other private information in your file that is better not distributed. All of our reports, charts, gedcoms, export Legacy files, and web pages have Privacy Options. For more information read Legacy 101 - Privacy.

After you have done all of this hard work on your family you will want to get it out in the public for others to enjoy. Legacy gives you several options to be able 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.


Legacy 101 - Source Citations

We probably get more emails about source citations than any other topic. At first it might seem daunting to record your sources but Legacy makes it easy to craft good citations that adhere to the accepted genealogy standards. The standard we use is Elizabeth Shown Mill's book, Evidence Explained. Legacy has built in, fill-in-the-blank templates based on this book. 

You should be documenting a source for every piece of information you enter into Legacy. If you do this, other genealogists will take your research more seriously. If you spend any time on Facebook you will see posts from genealogists all the time lamenting about online trees that have no source citations. Recording your sources will also help YOU. You will learn how to evaluate/analyze your sources and then weigh them against each other. Legacy has some built in tools to help you do that. 

I highly recommend the book Evidence Explained. You will find thousands of examples of citations but more importantly the first two chapters guide you through the HOW and WHY of citing your sources as well as evidence analysis. If you read those two chapters everything will make much more sense to you. If you visit the Evidence Explained website you also will find a wealth of free resources.

Geoff Rasmussen did an excellent webinar that will walk you through the citation process in Legacy. "Sources and Citations Made Simple, Standard, and Powerful" is one of our most popular webinars and it is free for everyone. I recommend you watch this video before you get started.

There is one thing that I do want to mention. Legacy actually has two styles of source citations. The SourceWriter System (the templates based on Evidence Explained) and the Basic Source System. You can think of the Basic Source System as free form. Some people prefer to craft their citations from scratch. There are  also other countries that use different standards than what is used in the United States. The Basic Source System allows you complete flexibility.  If you go to Options > Customize > Sources > Option 7.1 Source Entry System, you can tell Legacy which style you like. You can also tell Legacy to let you chose each time you enter a source (to make that choice active, select Basic Source System). You will also see other options pertaining to sources here.

Option screen for sources
(click image to enlarge)

There is also something that you need to be aware of. If you export your file as a gedcom, your SourceWriter sources will be converted to the Basic Style. Why? The gedcom protocol is very old. It has not been updated since 1996. The gedcom protocol can't "see" template driven sources. This isn't specific to Legacy. This affects any program that uses source templates. This isn't normally a problem. Just remember that if you are sending your file to another Legacy user, send him a backup of your file and not a gedcom so that he will be able to see the SourceWriter sources as you entered them.

 

View a Compilation of all Legacy 101 articles

 

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 - Color Coding Gender (Beginner)

Color Coding Gender

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

Color Coding Gender (Beginner)

I love color and I try to use it to my advantage whenever I can. One of the things I have done in my Legacy file is I have added colors to the three genders. Males are blue, females are pink, and those persons with an unknown gender are green. You can change these to whatever colors you like and here's how.

Select the Options tab on the main ribbon/toolbar and then select Change Colors.

Options > Change Colors
(click image to enlarge)

 

Set Color Scheme box will pop up but for this task you don’t need it. All you need to do is mouse click anywhere in the children’s list and the Set Child Colors box will appear.  This is the box where you can change the gender colors and you can see how I have mine set in the screenshot. Just click the Set Text Color for each gender. If you want to get fancy, you can also change the background colors and make them gradient. When you are done click Save and then Close.

Set Child Colors
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You will be able to see these colors in the Children's List

Children's List
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On the Pedigree View

Pedigree View
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On the Descendant View

Descendant View
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On the Name List

Name List
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And on Search Lists.

Search List
(click image to enlarge)

 

Every so often I will change up my entire Legacy color scheme just for fun. I change my gender colors to better match the overall theme so you might see something completely different the next time I do screenshots.

 

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.

 


Legacy 101 - Master Lists

Legacy has "Master Lists" where you can make global changes to your file which will save you a lot of time. WARNING! WARNING! WARNING! Before you start working with a Master List please BACK UP YOUR FILE. When you make a change here there is no going back. If you make a mistake you will need to restore your most recent backup file to undo it. Now that we have that out of the way...

You can see the various Master Lists by going to View > Master Lists. Almost all of them work in the very same way so we will just use the Master Event Definition List as an example. 

Master Event Definition List
(click image to enlarge)

I imported a small file into my main file and it has cause some duplicates in my Master Event Definition List that I need to clean up. Near the top you will see two similar entries:

1870 United States Federal Census
1870 US Federal Census

The second entry is how I used to enter census events. The top entry is how I do it now so I need to combine these two events.

Step 1 - Highlight the wrong event and then click the button at the bottom that says, "Combine the highlighted event definition with another one in the list..."

Highlight the first event
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Step 2 - Highlight the Event that you want to keep and then click the button at the bottom which now says, "Highlight the Destination, then Click this Button"

Choose the destination event
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Now you will only see one entry.

The two have been combined
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I want to show you one more thing that you can do here. I have highlighted my "Obituary" event and then I clicked Edit over on the right. I only want you to look at the options at the top. The Event Sentences themselves (at the bottom) are an advanced skill. I will tell you that you can customize your sentences so that they will read out exactly like you want them to in reports. These sentences can get very complex to include conditional sentences (if > then). I wouldn't tackle this until you are very comfortable with Legacy and then you can read all about it in the Help File.

Editing an Obituary event
(click image to enlarge)

An obituary is published after a person dies. Since I will be entering an event that is after death Legacy is going to flag it as a Potential Problem. I can tell Legacy to ignore this specific event when it is checking my file for problems. 

Excluding from the Potential Problems Report
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Can you imagine if you had 600 obituary events and had to go through one at a time to make them exempt from Potential Problems checking? Ouch! You can make all them exempt with a single mouse click. You can see that you have other options such as removing unneeded fields and marking an event as Private globally.

Again, please remember to BACK UP YOUR FILE before you work with these lists.

 

View a compilation of all Legacy 101 articles.  

 

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 - Finding and Fixing Broken Media Links (Intermediate)

Finding and Fixing Broken Media Links

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

Finding and Fixing Broken Media Links (Intermediate)

Being able to link to media from within Legacy is a great way to bring life to your family file. Sometimes, however, one or more of the links to the media files gets broken. Legacy has a way for you to find these broken links and fix them.

Tools > Media Relinker is available in both the free Standard version of Legacy and Legacy Deluxe, Version 8 and later.

Tools > Media Relinker
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Here is what you want to see: 

No broken links
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If you have broken links, this is what you will see instead:

View log file
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You will want to say Yes here so that you can see the names of the files and where they are supposed to be attached in case Legacy can't automatically relink your media. The log file has the information you need to relink manually. This screenshot comes from Cathy Pinner, one of our lead beta testers. She posted this on our Legacy User Group Facebook Page in response to several questions about the Media Relinker.  

Example log file
(click image to enlarge)

 

Legacy's Media Relinker will try to relink the media automatically. Select Relink My Media

Relink My Media button
(click image to enlarge)

 

Before you get started, you can click the Drives to Search button if you have a partitioned drive or are using an external hard drive. You can select more than one drive. The default is set to the C: drive.

Drives to Search button
(click image to enlarge)

 

Legacy will look for the file names. It will have no problem finding the files if they have only been moved. However, if you have RENAMED the files Legacy will not be able to find them. If you ever need to rename an image file please use Tools > Picture Center so that your links do not break. This method only works with image files. If you need to rename a PDF or other non image file, you will need to manually relink it. If you are using Windows 10 and the Media Relinker hangs, please see THIS ARTICLE for the fix. 

If it finds more than one file with the exact same name it will ask you which one is correct. Notice that I have 36 files on my computer with the very same name so Legacy wants me to choose which one I want to relink to. I also have the option of telling Legacy that all of the unlinked files are in the same file hierarchy. If this is the case, this will save you a ton of time. It is always a good idea to give each of your media files a unique file name so that you don't have to deal with this problem.

Multiple files found
(click image to enlarge)

 

If you have to manually relink a file because Legacy can't find it, use the log file that was generated. Go to each Media Gallery that has a broken link one at a time. This is what you will see:

Manually relink file
(click image to enlarge)

 

You will want to select Browse for the File Yourself and then use the Windows dialog box to find the correct one. When you have selected the correct file, Legacy will ask you to confirm.

This is one of those things that you will want to stay on top of. I always check for broken links before I backup my file and I backup my file every day that I am doing research. 

 

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.


Legacy 101 - FamilySearch

You can directly interface and sync to FamilySearch's Family Tree from within Legacy by going to Search > FamilySearch or My Toolbar > FamilySearch.

FamilySearch interface
(click image to enlarge)

This is actually a more advanced topic but I am mentioning it now because this interface is a high priority for members of The Church of Jesus Christ of Latter-day Saints and they want to know how to use this feature rather quickly. Before you can use the interface there are some very important things you need to know and I have put together some step by step training materials.

FamilySearch Training

This is a wonderful feature but make sure you take the time to learn what you need to know first before using it. If you go in willy nilly you can end up making changes that can be devastating to other researchers.

 

View a Compilation of all Legacy 101 articles

 

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 - Media Files (Intermediate)

Media Files

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

Media Files 

We get a lot of questions about the right way to handle media in Legacy. Here are a few tips that will help you keep everything running smoothly.

  • It is a good idea to keep all of your Media in a single folder (sub-folders within this folder are perfectly okay). What you don't want is your media scattered all over your hard drive. It is also okay to have separate main media folders for each family file you have, if you have more than one.

  • You do not have to use the Legacy default folder, The default folder is \Documents\Legacy Family Tree\Media. If you use another folder then simply tell Legacy where it is in Options > Customize > 6. Locations > Option 6.2. Notice that Option 6.2 has a (ff) behind it. This means it is Family File specific and that is why it is okay to have separate media folders for multiple family files. You can keep your media on another drive, partitioned or external hard drive, or on cloud storage. Again, all you have to do is let Legacy know where the media files are. If you are using Cloud storage be aware that your media is actually in the LOCAL cloud storage folder on your hard drive. This folder will automatically sync to the cloud service.

  • Windows imposes a 260 character limit on file paths which include the drive letter and any spaces. You can read all about Windows file paths HERE. Here is my base file path, C:\Users\Michele\Documents\Legacy Family Tree\Media\ I have already used 52 characters. For those people that have a complex system of subfolders and/or file names you can easily get up to the Windows limit. If you are in that position, you might want to put your main media folder directly on the C: drive like this... C:\Media\ I am now down to 9 characters for my base path.

  • You do not want to have media files that have the same name, for example, 50 files named deathcertificate.jpg. A lot of people do this and think it is okay because they have all of these files in different sub-folders. This is not a good idea. Every file should have a unique name. You will thank me if you ever had to re-link your media.  
  • If you need to rename an image file do it from within the Picture Center (Tools > Picture Center) so that you don't lose your media link. Right now this only works for image files. If you rename a .pdf or other type of non image file you will need to manually re-link it.

  • When you link a file please select the correct file type from the drop down menu (.jpg = picture, .pdf = document, .wav = sound, etc.)

  • When working with images, please take a look at this excellent article that Jim Terry wrote.

  • Run the Media Relinker (Tools > Media Relinker) periodically just to make sure everything is okay with your Media files. I always do a Check/Repair and run the Media Relinker before I backup my file.

I hope this information will help you keep your media organized and linked.

 

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.


Legacy 101 - Data Entry Using the Name/Search List

Most of the time you will probably be editing people using the Individual's Information screen.

Individual's Information screen
(click image to enlarge)

However, there is another way you can edit people that is especially helpful in certain situations and that is by using the Name List (View > Name List).

Name List
(click image to enlarge)

There are a couple of things I want to say about the Name List in general. A Search List works in the exact same way as the Name List does. Think of a Search List simply as a filtered Name List. There are three buttons and three fields at the top. The first button allows you to sort the list by RIN (Record Identification Number) and the field next to that button allows you to type in a RIN number and you will be taken right to that person. You can change this button/field to the User ID by going to Options > Show User ID# in the list. The Given button allows you to sort the list by given names and you can type a given name in the field to the right to navigate to a certain given name. The Surname button allows you to sort the list by surname and you can search by surname using the field to the right. You can search by full names in either field. In the Given name field you would type John Doe but in the surname field you would type Doe, John. In the given name field, if the person has a middle name you will have to type that too.

I want to talk about a couple of important options before we go over editing. If you look to the left of the # button at the top you will see a blue triangle icon. This will open the Source Clipboard. At the bottom left you will see five icons, AKAs, Media Gallery, To-Do List, Hashtags and Stories which you can use as quick shortcuts. If you click the Options button at the bottom you will see an option to add Married Names to the Name List. Married names will have a § symbol in front of the name. You can also add Alternate Names to the Name List. Alternate names will have a ~ symbol in front of the name.  You can see these symbols in this screenshot.

Married and alternate names
(click image to enlarge)

There are three other things you can add to the left panel of the Name List, Tags (all 9 or your choice of 3), Hint results, and Potential Problems. Also notice that if you have set your direct line those people will be in bold (Tools > Set Direct Line), and if you have set males, females, and unknowns to be different colors you will see that too.

Options on the Name List
(click image to enlarge)

You will see many more options on the Options menu that you can explore on your own but I do want to point out that this is where you will find the Print option. The Print option is very important because you can tell Legacy exactly which fields you want to print making for a very customized report. You can also export the report to a CSV file (generic spreadsheet file format) which is very handy. We won't be going any further than that in this article.

Now to editing. Over on the right side you will see six tabs. The first tab is the Detail tab and this gives you a quick overview of the person. You can't do any editing on this tab. If you look at the top you can see in the Surname box that I typed in a partial name to get to my grandmother.

Detail tab
(click image to enlarge)

The second tab, Edit, is where you can edit vital events, AKAs, all of the different ID numbers, privacy settings, and several more things. If you have set Legacy up so that fields that have sources have a different color you will see the colored labels on this screen exactly like you would if you were looking at the Individual's Information screen. I have my screen shrunk down so that I can do the screenshots. You will have more room than what you see here.

Edit tab
(click image to enlarge)

The third tab, Events, is where you will enter and edit the person's events. You will be using the buttons at the bottom. You can see on the right of the events three columns of icons. If you have a shared event you will have an icon in the first column. If you have a source for that event you will have an icon in the second column. If you have media attached to an event you will see an icon in the third column.

Events tab
(click image to enlarge)

On the fourth tab, Notes, you will find the General Notes, Research Notes and Medical Notes. I have highlighted the Medical Notes because that is where you will find the cause of death field and some users overlook this.

Notes tab
(click image to enlarge)

The fifth tab, Family, is where you will see the person's immediate family. You will see parents, siblings, spouse(s), and children. You can edit any of these people. Click the person you want to edit and you will see the buttons below change as well as the details of that person. You can't delete, link, or unlink from here. You will have to go back to the main menus to do that.

Family tab
(click image to enlarge)

The last tab is the Sources tab. It works just like the Assigned Sources screen that you are used to. You will be using the buttons at the bottom to add or edit. I want to point out two icons that have just now appeared on your screen that you might have missed. Remember where the Source Clipboard is? (to the left of the # button at the top left). Now you will see a new icon there just below it. This is the Paste button.  If you have something loaded on the clipboard you can use this to paste it into into any of the fields on the right. Also, there is a Copy icon at the bottom right. If you highlight a source in the list you can copy it to the clipboard. We will be talking more about sources and the Source Clipboard in another article. For now just be aware of where these icons are.

Sources tab
(click image to enlarge)

I told you that there would be times where editing from the Name/Search List would be the way to go. Let's say you need to do the same sort of edit to a group of people that you have put on a Search List. You can click the appropriate tab on the right and then quickly go down your search list making the edits. This will save you a lot of time and you can be assured your edits are uniform.

Legacy usually has more than one way to do something so that our users will find a routine that makes sense to them. Being able to edit an individual via the Individual's Information screen vs. the Name/Search List is one of these types of options.

 

View a Compilation of all Legacy 101 articles

 

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.