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Tuesday's Tip - How to Share an Event (Intermediate)

TT - How to Share an Event

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

How to Share an Event (Intermediate)

Last week I showed you How to Copy an Event. This week we will share an event. I am going to use a baptismal event as an example. It just so happens that I have one from a Bible that I am entering from scratch in one of my One Name Studies files. I will only be showing you how to share the event. All of the information and sources have already been entered for this document entry.

Ball Family Bible
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Here is Ann Ball. If you click the plus (+) next to her baptism you will see the option to share the event. The plus sign is already colored in because I have entered some baptism notes. You can see that the Baptism Notes is check marked. Click the Baptism Event Shared option.

Share Event
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The Shared Events window is empty because I haven't added anyone yet. I need to click the Add one or more people.

Shared Event Window
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There are two choices, Select from the Name List and Just enter the name of a person.

If the person is NOT in your database, and you don't want to add them, you will select Just enter the name of a person. The name will show up in reports but nowhere else. 

Two Choices
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I know who the people are that I want to share this event to and they are in my database so I will click the first option, Select from the Name List. This will open the Name List with everyone in your file.

I found the four people that I want to share this event with and I have put a check mark by their names. Notice that as you highlight someone to select them, their immediate family appears on the right in case you need to select anyone else in that family. This is a little bit of a short cut so that you don't have to search for them on the Name List. The most important thing to remember is that you have to click the Select button at the top and NOT the Close button (unless you change your mind and want to exit).

Name List
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Here are my four people. They are not witnesses though. I am going to have to change their roll by clicking the down arrow next to the roll. John Ball, Sr. was one of the Sponsors so I have change his role to that. I already had Sponsor in the list because I work with baptisms a lot. You can see other roles as well. I can't do the screenshots at full screen so what you don't see is that you can scroll down the list and then you will find the option to Add/Edit Roles. You can add new roles and edit existing roles.

Change Role
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I have now selected everyone's correct roll. 

Finished with Roles
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After I closed all of the screens I can click the plus (+) sign so you can see that there is now a check mark indicating that I have shared this event.

Check marks
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Any person that has had an event shared with them will have a red o next to their event icon. This is John Ball, Sr. one of the sponsors.

Shared event icon
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And here is what it looks like on his event list.

Event List
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If I open his event I can see his role which I can change here if I need to. I also have a place to write notes specific to John's role and I have the option of using a sentence override like you can with any event. You also see the normal event options at the bottom for excluding the event from the Potential Problems checking and you can make the event Private. 

Edit the event
(click image to enlarge)


How the event will look for the person whom the event was shared from and for the person whom the event was shared to in reports depends on which Report Options you have selected. This is something you will need to play with to get the best output. 

Also, there is a lot more that you can do with the roles. You can edit the role sentences just like you can with event sentences. You can read Custom Event Sentences for more information about that. 

Sharing events is a very important tool for your research as you will see next week.


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.




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I use this feature all the time. It's especially handy for census records with in-laws in the household. Saves boatloads of time!

Hi Michelle; Thanks for the great tips on copying and sharing events. I have a question about sharing an event with someone who is deceased. Specifically, the mother of the groom died years before the wedding but as she is listed on the license should I share the event with her? Thanks

I do! I will add a role note that says something to the effect, “John Smith was listed as Mary Smith’s father on her marriage license to James White though he had died 10 years prior in 1862.”


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