Make a To-Do List with FTM's Media Usage Report

When I told you I'd finished cleaning up all the source citations in my family tree, I left something out. I didn't want to get into it because it may not apply to many people. But there is something I should share with you.

I wound up with about 2,000 vital records attached to people but not to a source citation. Let's say Angelo Bianco has a birth record attached to him in my family tree. He has his name, birth and baptism dates, and his parents' names and ages. But somehow, there is no citation. All the information I need is there, but the last step remains undone. I don't know how this happened.

I started to fix them by paging through all the vital records in the Media tab of Family Tree Maker. I have 8,533 vital records! I was looking for those attached to a person but missing a citation. When I found one, I'd go to the person and create the source citation. But I had no clue how many of these there were.

After doing that for a couple of days, I wondered if there was a better way. There is. It's called the Media Usage Report. To find it in Family Tree Maker, go to the Publish tab and choose Media Reports under Publication Types. You'll see the Media Usage Report. Click the Create Report button and you'll see a bunch of options you can change.

FTM's Media Usage Report helped me find and fix a long list of missing citations in my family tree.

By the way, I opened my tree in RootsMagic 8, complete with media items, and it has nothing like this report. You can view media items one at a time, but you can't even double click to go to the person or citation attached to it. I'd never looked at FTM's Media Usage Report before, and it turns out to have some great uses.

In my case, all the images missing a citation use an obsolete URL from the Antenati website. (See "How to Make the Best of the New Antenati Website.") I wanted to be able to see the description for each image because it contains the obsolete URL. Here's what I did to create my Media Usage Report:

• Select All individuals in the Individuals to include section.
• Select Show description in the Items to include section.
• Select Show person media in the Filter media by section.

To save a report, click the Share button in the top right corner of FTM and export to the format of your choice. I chose to export to CSV to create a spreadsheet. That way, I can simply delete each entry once it's fixed. And now I can do a search in Excel to count how many obsolete Antenati URLs I need to update. I can see my progress and estimate how long it'll take me to finish.

Here are some other Media Usage Report options that may suit your needs.

Options in the "Items to include" section:

• To include media items you've marked private, be sure to select Include private media. I made all my photographs private to keep them off of Ancestry.com. They won't show up in my report unless I make this selection.
• To find media that's missing a date, select Show date. I always put the date of the document in the image's details. If I forget, I'll see the file's creation timestamp instead of a proper date.
• To find media that's missing a category, select Show categories. It's helpful to assign a category to your media so you can find the one you need fast. FTM comes with several built-in categories, but you can create your own, too.
• If you keep details in the image's Notes field (not the Description field), select Show notes to see them.

Options in the "Filter media by" section:

• Once upon a time, I was attaching media to a fact, rather than to the citation attached to a fact. I thought that was what I needed to do. Selecting Show fact media lets me find those and fix them. (See the image to better understand.)
  

  

  When I discovered I could add a media item directly to a fact, I did. But attaching them to the citation is much better.

• Show person media displays all the media in your family tree that's attached to anyone. This is the most important choice to make.
• To find media that isn't attached to anyone, select Show unlinked media. If you save this report, you can work through them and either attach or delete them from your family tree.

For me, choosing to show source, citation, and relationship media shows nothing. Try them and see if you have any results.

Before closing my FTM file, I exported a GEDCOM file with media links. I opened that file in Family Tree Analyzer, and I didn't see any report that makes use of media. But I did find an unusual error in my tree. When I looked at a list of all the occupations in my tree, I found 11 blank occupations. That meant I'd created an occupation fact, but forgot to enter the occupation itself. I fixed them one-by-one in my tree. Three of them were actually death dates recorded as occupation facts. What happened there?

You never know what you'll find while doing quality assurance on your family tree. That's why you've go to do it!

Exploring a New Feature You Didn't Know You Need

Last week I discussed using the Manage Facts feature of Family Tree Maker to add or remove custom facts. (See "How to Add or Delete Custom Facts in Your Family Tree.") That led me to explore what else is hiding in that Edit menu.

You may have received an email from Family Tree Maker about a free update recently. In the email they highlighted new capabilities in the Manage Relationships tool. (You can read a list of all that's new in FTM 24.2.)

Fix Broken Relationships

They said you may find couples in your family tree listed with an Unknown relationship. And it's through no fault of your own. I decided to test out this new feature. Here's how you can do it:

• Open your tree in FTM, click the Edit menu, and choose Manage Relationships toward the bottom of the list.
• In the Manage Relationships window, the Show relationships menu defaults to Spouse.
• Click Spouse, then click Couple to open up a list of choices.
• The 2 choices that should interest you the most are Unknown and Unknown with a Marriage fact. Start by clicking Unknown.
• You'll see a list of every couple in your tree with an Unknown marriage status.
• You can choose to Select All or you can click each person you know should have a Spouse relationship.
• Once you've made your selections, you can change them all to Spouse at once. First make sure that at the bottom you see Change selected relationships to this type: Spouse. Then click the Apply button and it's done.

This new feature fixes a hidden family tree problem quickly and easily.

I realized as I looked through my list of names that some of the couples should say divorced. Make note of their names because you must change them to Spouse before you can mark them as divorced. (To change their status to divorced, go to an individual's Person tab, look at the Relationships view, and change Spouse - Ongoing to Spouse - Divorced.)

Next, follow the same steps, but choose Unknown with a Marriage fact in the Spouse > Couple list. In my results list, I saw some divorced couples. I had to make note of them, set their relationship to Spouse, then visit each couple to mark them as Spouse - Divorced.

There's a good chance these errors happened while synchronizing your FTM tree with Ancestry.

Manage Even More

Back on the FTM Edit menu, choose Manage Repositories near the bottom. Here you can add, edit, replace, or delete the repositories you created to use with your source citations. Click the Usage button for any repository to see its usage. You'll see a list of how many times it's used—no other details.

You know how to get around in your family tree software. But you can always use a shortcut.

In my case, I found one repository that I'm not using anymore. The Usage button confirmed that it's not in use in my tree, so I deleted it.

The same is true if you choose Manage Sources. But I find it easier to manage your sources from the Sources tab at the top of the FTM window.

One other interesting feature I found on the Edit menu is Edit Person. First navigate to any person of interest. Try clicking the Home button and choosing yourself. Click Edit > Edit Person (or the shortcut, the F3 key). A single window gives you quick access to every fact, note, and media item you've attached to that person.

This is a nice way to view a timeline for the person. Yes, you can see this timeline on any individual's Person tab. But if you need to confirm something quickly, the Edit Person (F3) option is a time saver. Maybe you're wondering if you added a citation to your 2nd great grandmother's 1920 census facts. You'll see that in this window. And you can edit any fact right there in the window.

Finally, the Edit menu has a Find Duplicate People option. I gave up on this after a few moments because my tree has 57,136 people, and far too many of them have the same name. But it may prove useful for you.

If you've been wondering about any other menu option in Family Tree Maker, I highly recommend the Facebook group Family Tree Maker Users. Administrator Nanci Crisp is a marvel. She has created a series of illustrated tutorials explaining absolutely everything to you. Once you've joined the group, click the Guides tab to see all the tutorials.

If you're using another type of family tree software, be sure to check Facebook for a user group. I bet you'll find that someone else has already asked your question and gotten the solution.

How to Add or Delete Custom Facts in Your Family Tree

I'm still busy making every source citation in my family tree complete and consistent. (See "Take the Time to Improve the Sources in Your Family Tree.") It's been so rewarding! Revisiting the documents and families tied to each citation shows me where I need more research. Sometimes it reminds me of past discoveries or problems.

One citation I reviewed was unique for my family tree. I realized I had a decision to make. I needed a custom fact type to handle a convict in the family.

You can create your own custom fact types in 3 steps with FamilyTree Maker. Your software should have this option, too.

This one citation covered 3 images and facts belonging to a man name Frank. Frank's brother married my husband's aunt, and I'd forgotten about my past discovery. Frank committed an unspeakable crime and was sentenced to 7 years in prison.

• He went to San Quentin State Prison on 18 June 1942 at the age of 21.
• He was transferred to the prison in Chino, California, a year later.
• He was released on 18 March 1947 with parole.

How would you enter these dates in your family tree? It seems I assigned these dates to a fact type I made up—Internment. But that custom fact type is for Japanese family members the U.S. shipped off to the middle of nowhere during World War II.

I needed another fact type for Frank, so I created one called Imprisonment. Right now, only Frank uses this fact type, but I'm still reviewing my family tree.

Identifying Custom Fact Types

I wondered if I'd used Internment for other non-internment facts. To find out, I exported a new GEDCOM file and opened it with Family Tree Analyzer (FTA). On the Main Lists tab of FTA, I clicked the Custom Facts tab.

FTA showed me 7 custom fact types used in my tree:

• Ahnentafel—I think this fact type should be part of the GEDCOM standard. I use it to identify all my direct ancestors.
• AKA (Also Known As)—for entering nicknames. This is standard in Family Tree Maker, but FTA doesn't recognize it.
• Event—this is so generic. Too generic.
• Imprisonment
• Internment
• Passport Application
• Visa—some ship manifests include facts about travel visas.

While looking at this table in FTA, you can double-click any row to see who is using this fact type.

Don't know if you have any custom fact types in your tree? Use Family Tree Analyzer to spot them.

I had one person using a fact type called Event. What the heck was that? I double-clicked the row to see the name, then I went to the person in my tree. Ironically, the Event was another man's prison stay. I guess I've struggled with how to categorize jail facts before. I switched this fact type from Event to Imprisonment.

There were 6 people with a custom fact type of Visa. Were these all visa applications for travelers? I double-clicked the Visa row, saw the names, and checked them out in my tree. Each one was a tiny entry pulled from a ship manifest. Obviously I don't add this fact to my tree routinely since there are only 6. But I'll leave them there in case these documents become available some day.

The 2 Passport Application facts were appropriate, but I know I have more than 2 passport applications. I'll bet I forgot I created a custom fact type for them!

The fact type that interests me most is the 35 people using the custom AKA fact type. I don't want to use AKA anymore. I've already started using a different style of recording name variations.

If they call someone by a different name on one census, I note it in the description field of their Residence fact for that year. My Aunt Elsie is a good example. I knew her all my life. I'm the baby she's holding in her profile photo in my tree. It came as a big surprise to discover her given name wasn't Elsie. It was Agnes! She's first called Elsie in the 1940 census, so that's where I've placed the name Elsie. It's in the description field of her 1940 Residence fact: "She is called Elsie."

Want to change how you record certain facts? Family Tree Maker can show you exactly where to find them.

I've reviewed my 35 uses of the AKA fact type and dealt with them all in the proper description field.

This is what's nice about reviewing all your citations at once. You can bring every fact you've ever added to your tree up to your current standards.

Add or Delete Custom Fact Types

To add a new fact type in Family Tree Maker:

• Click the Edit menu and choose Manage Facts.
• In the Manage Facts window, click New to create a new fact type.
• Type in a descriptive fact label so you'll understand what it is. The program will create its short label and 3-letter abbreviation automatically.
• Choose whether to share the fact (like a marriage fact), or give it only to an individual.
• Choose what you intend to fill in. Do you want to have a date and place or only a description? You can even make this fact private by default.
  
• Click OK.

Now when you want to use this type of fact, you'll find it in the Add fact drop-down menu.

To delete an unused custom fact type in Family Tree Maker:

• Click the Edit menu and choose Manage Facts.
• In the Manage Facts window, select the fact type and click the Delete button.
• Click Yes to confirm, and the fact type is gone.

Uh oh. I'm seeing something for the first time in the Manage Facts window. You can select any fact type, click the Data Options button, and see a list of every fact you've assigned to that fact type. To my surprise, this method finds another 36 people using AKA. I need to update them with my new style.

As I was writing this article, Family Tree Maker released a free update affecting the Manage Relationships option on the Edit menu. (Find out everything new in this version 24.1 release.) I haven't explored any of the Manage options before because I had the wrong idea of what they were. Now I know what to write about next week.

Take the Time to Improve the Sources in Your Family Tree

Last week I had to swear off synchronizing my Family Tree Maker file with my tree on Ancestry. (See "A Major Family Tree Change to Fix an Ongoing Problem.") Too many failed syncs made it impossible to go on. In facts, those failed syncs did more damage to my desktop tree than I knew. I'm determined to see this as an opportunity to improve my family tree.

During my corporate life, I always hated when a boss would call a pain-in-the-butt project an "opportunity." An opportunity to improve our website. An opportunity to improve our support for the sales team. It wasn't an opportunity for workers like me who had countless hours of grunt work ahead of us. You can't sugar-coat that burden.

Yet here I am calling this problem an opportunity to improve the source citations in my family tree.

Failed syncs of my Family Tree Maker file left me with tons of splintered and unlinked source citations.

There were 2 things I now know happened to my desktop tree with each failed sync:

1. My tree no longer recognized some addresses. This was plain to see and easy enough to fix. I viewed each bad address in the Places tab of Family Tree Maker and made a few clicks. If you use FTM, see the company's instructions for standardizing locations.
2. My tree split my shared source citations into a bunch of identical citations. That's because an Ancestry tree sees each citation differently than FTM. Many citations weren't linked to anyone at all. These may be leftovers from people I deleted without first deleting their citations. Thousands of duplicate citations were increasing my tree's file size dramatically.

I've had a project on my radar to update citations for documents found on the Italian Antenati portal. The links in my old citations don't work anymore because of a huge change to the Antenati website. Spelling out the town, year, and document number would make each record findable—even if that website changes the links again. But it's a huge task.

Develop a Format and Stick to It

When I saw the mess my U.S., Canada, and U.K. source citations were in, I knew what I had to do. It was time to improve my oldest citations and make them match my current style.

For example, I'm looking at the 1920 U.S. Federal Census document image for my husband's ancestor. These days I like to add a ton of detail to the document image's description. But this early find says only:

lines 48-50; Honolulu City, Honolulu, Oahu, Hawaii, enumeration district 45, sheet 11B; image 22 of 138
https://www.ancestry.com/interactive/6061/4442141_01017/114577201

That's pretty helpful, but my newer format is better. The citation should say this:

lines 48-50; 1920 United States Federal Census; Hawaii Territory > Honolulu > Honolulu > District 0045; Honolulu City, Honolulu, Oahu, Hawaii, enumeration district 45, sheet 11B; image 22 of 138

https://www.ancestry.com/discoveryui-content/view/114577201:6061

Source Citation:
Year: 1920; Census Place: Honolulu, Honolulu, Hawaii Territory; Roll: T625_2036; Page: 11B; Enumeration District: 45

Source Information:
Ancestry.com. 1920 United States Federal Census [database on-line]. Provo, UT, USA: Ancestry.com Operations, Inc., 2010. Images reproduced by FamilySearch.

Original data: Fourteenth Census of the United States, 1920. (NARA microfilm publication T625, 2076 rolls). Records of the Bureau of the Census, Record Group 29. National Archives, Washington, D.C.

To be clear, I'm putting that extra long citation into the properties of a document image. When I drag the image into FTM, all that info comes along for the ride. Then I use everything from the URL down to populate the source citation for this document's facts. Let me dissect that format so you can follow my logic.

• lines 48-50 — This tells me and anyone who sees my copy of this document on Ancestry where to look on the page. This goes for ship manifests, too.
• 1920 United States Federal Census — This is the name of the record collection that has this document.
• Hawaii Territory > Honolulu > Honolulu > District 0045 — When you look at the document on Ancestry, this is the detail shown at the top of the screen.
• Honolulu City, Honolulu, Oahu, Hawaii, enumeration district 45, sheet 11B — These details can help locate this document on or off Ancestry.
• image 22 of 138 — This tells you exactly which image to go to in the collection on Ancestry.
• https://www.ancestry.com/discoveryui-content/view/114577201:6061 — The URL points to this record (not the document image) on Ancestry. This URL also contains the Source Citation and Source Information I add beneath the URL. I used to link to the image on Ancestry.com. But it's more useful to link to the record page.

This style includes enough detail so anyone can find the image—even without a link or an Ancestry account. And I attach the image to the Media tab of the citation itself. That's something I didn't know was possible until a few years ago.

Once I finish a citation, I copy and paste it to each family member in the census. And I can delete the duplicate copies each failed sync generated.

How to Check All Your Source Citations

I started this process by looking at the Sources tab in Family Tree Maker. There's a long list of all my sources on the left, in alpha-numeric order. Each one contains lots and lots of citations I can improve and share with each family member. In the end I'll have a neat, perfect list of citations with no duplicates.

As long as there's a mess to clean up, why not make the source citations in my family tree live up to my standards?

Each time I delete a ton of duplicate or unlinked citations, my tree's file size gets smaller. Amazingly, my FTM file went from 4 gigabytes on my failing laptop to 360 megabytes on my new computer. I'm still in shock.

I look forward to uploading my improved, streamlined GEDCOM file to Geneanet.org. I'll overwrite the version that's there, rather than synchronize it. I want anyone who sees that tree to find usable links to every bit of evidence I have for a person.

Once I finish my long list of U.S., Canada, and U.K. citations, I'll figure out how to tackle those obsolete Antenati citations.

Even if you haven't suffered damage to your family tree, revisiting your earliest citations is worthwhile. Have a look at them and see how many you're happy with. Bringing them all up to your standard will fortify your family tree.

A Major Family Tree Change to Fix an Ongoing Problem

After 2 gigantic genealogy headaches, I've decided to quit stressing and change course. Genealogy Headache #1 is about this blog.

Trying to Cater to Everyone

A day or two before last week's article, I changed the blog's design. Why? Because it wasn't working well on mobile devices. The moment I published, I knew I had a big problem. The new design was missing important elements that I needed back.

Immediately after publishing (6 a.m. New York time), I searched for a new design. I made changes on the fly, possibly disrupting my readers. I do apologize for that. Since then I've been working my way through my 543 blog articles to make all the images work well on mobile devices. They're all finished now.

It's all been a nightmare, during which I had to settle into a new computer. And that brings me to Genealogy Headache #2.

Hitting the Limits of Technology

Last March I bought a new laptop because my 5-year-old one was threatening to die. But the new one turned out to be under-powered. It was OK (not great) for most things. But it was the worst for running Family Tree Maker. This month I stopped making excuses for its bad behavior. I demoted it to my "travel laptop" and bought a high-powered tower computer.

It took hours to get situated—transferring files, re-installing some programs, adjusting preferences. Once it was all ready, I ran Family Tree Maker and made a couple of changes. It behaved wonderfully. I closed it and the automatic backup happened in a fifth of the time it used to take. Finally I was ready to try to sync my file with my Ancestry tree.

Each step of the sync process was going amazingly fast! I was holding my breath in anticipation. And then…it failed. Worse, it told me my file was corrupt and not repairable. That meant I'd have to download my tree from Ancestry, fix it in Family Tree Maker, and try again.

This happened to me about 3 years ago (according to my old blog articles). Downloading the tree from Ancestry undid all my carefully crafted source citations. I don't want to do that again! I've put up with all this because only Ancestry lets you change your tree offline and synchronize it online. Plus, Ancestry has the best user interface for displaying a tree. Hands down.

Another Approach to Sharing a Family Tree

The reason I'm so keen to share my constantly-updated family tree is distant cousins. My tree is a treasure for anyone with ancestors from my ancestors' towns in Italy. My tree on Ancestry has 57,096 people. At least 53,000 are from a small area of Italy, and they date back to the late 1600s.

Now I've got a new idea. I'll let my Ancestry tree and DNA tests continue to attract distant cousins. But what if I put my tree on another website and swap out the old GEDCOM for a new one every few months? Forget all that stress from failed syncs!

Problem: How to display my family tree without letting anyone change it AND update the entire file anytime I like.

After weighing the options, I'm going with Geneanet.org. With a free membership, I can upload a GEDCOM, and after I've made a lot of updates, I can re-upload a GEDCOM. I'm not uploading documents, but I've got them all here. If someone contacts me about their branch, I'm more than happy to share every bit of my research.

I chose Geneanet based on these important features:

1. No one else can edit my tree! That's paramount.
2. I don't have to build my tree on their site; I can upload a GEDCOM.
3. I can upload a new GEDCOM later and overwrite the current family tree.
4. I can share my updated tree with whomever I want.

Geneanet happens to be free, but that wasn't a top priority. You can pay a very reasonable price for a premium subscription, but I don't need what it offers.

Now I can go hog-wild editing my Family Tree Maker file without worrying about the next failed sync. I'm sure many of you are happy with your methods. Perhaps:

• your family tree is small enough that an Ancestry sync never fails
• you'd rather die than pay Ancestry a dollar when FamilySearch is free
• you don't want to share anything online because "that's how they get ya!"
• you don't mind letting any jamoke with web access rewrite your research.

I'm going to enjoy using Family Tree Maker with my new computer's speed. I'll keep on adding everyone from my ancestral towns who fits. I'll ignore my tree on Ancestry until someone writes to me and wants to know more. And hopefully Google will stop emailing me about my blog's mobile issues.

While I didn't upload my documents to Geneanet, I'm thrilled to see it makes all my sources available as proof.

And speaking of technology gone wrong:

• Prepare Your Family Tree for Your Computer's Demise
• Moving Your Family Tree to a New Computer
• How to Back Up Your Family Tree Files Automatically

Pluck the Stragglers Out of Your Family Tree

I love when someone finds their family in my online tree and contacts me. Last week I heard from a new-found 4th cousin.

More often our connection is distant—cobbled together through the relatives of in-laws. I had this type of connection last week, too. A woman found her grandmother in my tree and wanted to know what else I could tell her.

I told her everything came from the 1920 census and a few New York City death certificates. But I had nothing else to offer.

In fact, as I wrote in my reply, she shouldn't be in my family tree at all. I explained that her grandmother's sister married a man named Celentano. That man's uncle married my grandmother's 1st cousin, Consiglia Sarracino.

I knew from the names Celentano and Sarracino that this was some of my earliest family tree research. When I started, I followed every possible thread for my American cousins.

I used censuses to stretch out the Celentano family as far as I could. And then I built out the families of the people who married into the family. That's how her grandmother wound up in my tree.

Enforcing the In-Law Rule

It wasn't until much later in my genealogy life that I created an in-law rule:

I will not add anything to an in-law's profile beyond their facts and their parents' facts UNLESS my cousin asks me to research that family.^*

^*This rule does not apply to my Italian research where entire towns are inter-related.

Establish a rule to keep your family tree on the path you want.

How many other far-flung in-law branches are still in my family tree? How can I find them in my enormous file?

I explored Family Tree Analyzer software for a while, but it wasn't a shortcut. Maybe there is no shortcut.

Stragglers in my tree would come from my parents' and grandparents' generations. Those are the people I would have found in my early census searches.

Most of my close cousins are from my maternal grandmother's family. In my earliest days, I would have spent time on the families of Grandma's aunts and uncles, the Saviano family.

This is a manageable group to work with. Grandma had only 3 Saviano aunts or uncles who lived long enough to marry and have children.

Uncle Semplicio

As a little girl, my mom was afraid of her great uncle Semplicio. He was an older man with one eye. He literally lived in a closet next to her apartment for a while.

Long ago I met someone online with a connection to Semplicio's wife Giovina. With his encouragement, I built an enormous tree for Zia Giovina. Once I decided to follow my in-law rule, I cut out every relative but Zia Giovina's parents.

Looking in Family Tree Maker, I see families for 3 of Semplicio and Giovina's children. I can view each family to see if I need to delete anyone. Nope. Everyone was following the in-law rule.

Aunt Filomena

My grandmother's aunt is an example of going out of my way to document an in-law. But I want it this way. One of her grandsons is very interested in our family history, and he helped me with it.

Plus, Filomena's husband came from a town very close to Filomena's Italian hometown. There may be a family tie somewhere in their past!

Uncle Raffaele

Uncle Raffaele died long before I was born, but his wife Lucia was sometimes at family gatherings. My brother and I knew her and Aunt Filomena as "Zee Loo Gee" (Zia Lucia) and "Zee Vulla Men" (Zia Filomena). We never saw Zee Vulla Men without Zee Loo Gee.

I have extended families for Raffaele and Lucia's children in my family tree. Clicking through to view them all, I found only one in-law family I should delete. I do want to preserve the research, but not in my main tree. I'll follow my own advice and export this group of people to a new tree before deleting them from mine. (See "How to Export and Delete Branches from Your Family Tree.")

Exporting the 46-person branch was easy, but it didn't seem to capture the media files. I'll do that myself. My document tracker file will help me see which media files belong to this batch of people.

Deleting the branch was tricky. There wasn't one ancestor whose descendants capture the whole group. Instead, I worked my way through the families, noting all their media files. Then I viewed a family tree chart for each group and deleted them from my family tree.

I made sure all the right media files were no longer in my main tree, and I exported a new GEDCOM from Family Tree Maker. A GEDCOM is a text file that follows a standard format that any family tree software can understand. I opened the GEDCOM with Family Tree Analyzer to see if I missed anyone. Would FTA find unrelated people from this branch still in my family tree?

If your family tree is big, Family Tree Analyzer can narrow it down to certain types of names for you.

Here's how to check:

• Launch Family Tree Analyzer and open your latest GEDCOM.
• Go to the Main Lists tab to see everyone in your tree on the Individuals tab.
• To exclude close family and true cousins from this search:
  • Scroll to the right to find the Relation to Root column.
  • Click the arrow button at the top of the column to open a small window.
  • Unclick Select All, then click to select only the blank field at the top of the list.
  • Click the Filter button to close the small window.
• Scroll all the way left to find the Surname column.
• Click the arrow button at the top of the column and choose Sort A to Z.
• Browse the shorter list for the last names you don't want to find.

Success! I didn't find anyone who wasn't supposed to be there. Now I can backup and save my Family Tree Maker file.

But I'm not really done, of course. I have some cousins through my paternal grandmother, and her mother had a bunch of brothers. I can run through this same process with that branch and a few others.

Should You Do This, Too?

The main reasons for going through this export/delete process are:

• to stop misleading people into thinking you're their blood relative
• to stop spending time on branches that aren't the focus of your family tree
• to conserve computer resources.

Plus, I don't like it when I see a name in my tree index and think, "Who on earth is that?"

Don't Get Over-Ambitious with Your Family Tree

Recently I wrote about how I ripped 25,000 obsolete source citations out of my family tree. I did it in one place: the Sources tab of Family Tree Maker. And despite being such an enormous change, I had no problems.

It cut my tree's file size in half. I needed that! And I synchronized my tree with the one on Ancestry.com successfully. No problems at all.

That success made me a bit too bold. Recovering from my next decision took 4 days. And I still have a lot of collateral damage to fix, but nothing devastating.

NOTE: Before you tell me how much better your family tree software is, it can't do what FTM can do. Only this software lets me work on my tree on my computer and regularly synchronize my work with my public tree on Ancestry.com. My family tree needs to be shared!

Pushing that Button

I was happily updating source citations for vital records from 1809. I have a few hundred of them in my family tree. I need to update them because the Italian vital record website (Antenati) changed the URLs of every document. I began to notice along the way that attached to each Italian "repository" in my tree was an old URL. And each old URL does not work. That's no good.

Then I went and did a crazy thing. I did a search and replace for the bad part of the URL. As I clicked Replace, I quickly saw how massive a change this was. This one little edit affected thousands of media, citations, and people.

But I'd had good luck before, so maybe it'd all be fine.

As I clicked Replace in Family Tree Maker, I quickly saw how massive a change this was. Undo! Undo! Alas, it was too late.

It wasn't. I started the sync process at 2:30 in the afternoon. Occasional status reports said my edit affected about 7,000 people, 5,000 media files, and 10,000 source citations. Then the progress reports ended. It was simply "analyzing changes" for hours. I set my computer not to go to sleep, and I went to bed.

When I checked my still-running computer in the morning, there were 2 messages:

• Family Tree Maker lost its internet connection, causing the sync to fail.
• FTM had identified 55 people with discrepancies, and it asked me how to handle them. I clicked "overwrite with information from FTM," but with the interrupted internet connection, it was too late.

I had to compact my file again, which takes about 90 minutes. Then I tried to sync again. It still failed. But it went a long way before calling it quits. It appeared to update all the citations, media, and people, but I guess it didn't finish.

I had to go to Plan B. I opened my backup file from just before the doomed search and replace. I began the sync process again. That meant that even this older file was vastly different than my online tree. Much like the last time, the process took 12 hours, and despite promising status reports, it failed.

I closed my file and compacted it, deciding to chat with FTM support in the morning. Brandon at FTM found that one (only one!) of my 57,114 people had gotten corrupted. He advised me to make note of her facts and delete her from my Ancestry tree. Then he said to close and compact my file again before attempting to sync.

This time it worked. I did the ill-fated search and replace on Friday afternoon. I was finally synchronized and ready to go late Sunday morning.

The Aftermath

The back-and-forth between FTM and Ancestry during the failed syncs broke several things. Now that my family tree is synchronized with Ancestry again, here's what I need to fix in my file:

• Lots of unrecognized addresses. I need to delete several of them because the people who lived there are no longer in my tree. But the rest belong in my tree. I can fix these for one person and choose to correct the error everywhere the address is found. I'll fix them as I spot them.
• 7,500 uncategorized media. Luckily I can select bunches at a time and categorize them at once. I fixed them in a few minutes. Media categories don't carry over to Ancestry.com, so these changes were not involved in my next sync.
• A small number of missing media. I have to retrieve them from my computer. Not a problem.
• Some marriage citations split in two: one citation for him and another for her. But they all have the correct updated URL that started this whole mess!
• Some people have duplicated facts—name, sex, birth, etc. I'll fix them as I find them.

A recent success with a big change to my family tree made me a bit cocky. Now I'm paying the price.

That's what broke because of my sync woes. I've started to revisit the hundreds of 1809 source citations I updated at the end of November. But I won't fix them all in one session.

Lessons Learned

I've learned these lessons before! But I got cocky and need a reminder.

• Don't make huge changes all at once, no matter how lucky you feel. Handle big changes in smaller chunks.
• Save and compact your file after you finish one type of change, or a moderately sized batch of changes. Then,
• Sync your file before moving on to another type of big change.

My problem is that I work on my family tree full time. I make a ton of changes every day. I suppose as long as those changes don't affect 7,000 people, 5,000 media files, and 10,000 source citations, I might be alright. Onward!

How to See Your Cousin Connections More Clearly

My 1st cousin Nick tested with AncestryDNA and appears in my match list as my 1st cousin. He's in my mother's match list as her nephew—exactly as expected. My mother and Nick's mother are sisters.

But Nick found someone very unexpected in his DNA match list. My dad! Hearing this, I checked Dad's match list. There was my maternal cousin Nick, listed as Dad's 5th–8th cousin.

How on earth is my maternal-side cousin connected to my dad other than by marriage? I know Nick's paternal grandmother Carmela came from the same town as my paternal grandfather. There must be some connection in the town of Colle Sannita.

This has been a mystery for a few years now. I've done extensive research on Nick's paternal family tree. But I never found a blood relationship to my dad. I couldn't catch a break in solving this mystery.

Until now.

Two weeks ago, the NYC Municipal Archives put their vital records collection online (see 'How to Make Your Own Genealogy Correspondence Database' for the link). The majority of my relatives in America lived in New York City. So I had plenty of documents to gather.

As I worked through my NYC relatives, one document held a big surprise for me. It was the 1927 death record of Raffaele Cocca. Raffaele is Nick's great grandfather—the father of his paternal grandmother Carmela.

This newly available NYC death record rewrote my cousin's ancestry.

The surprise on this death record was Raffaele's mother's name. I expected it to be Carmina, but it was Bellangela. We know death records can be unreliable because the informant may not know the right details. But I had to investigate.

I have all available vital records from Colle Sannita on my computer. I renamed the files to make them searchable (see 'Make Your Digital Genealogy Documents Searchable') by a person's name. Did I have a Bellangela Cocca in my records? I did, and she was the only person with this name. I had her marriage documents.

My mistake was instantly clear. It all came down to one wrong choice I made a long time ago. I had given Nick's grandmother Carmela the wrong father! Carmela's father (Nick's great grandfather) was not Giovanni Raffaele Cocca. He was Raffaele Luigi Cocca. That's who died in the Bronx in 1927. That's who was the son of Bellangela Cocca.

This correction completely altered the ancestry of Nick's grandmother Carmela. Could I find that mysterious DNA connection between Nick and Dad now?

Using the Relationship Calculator

One of my favorite features of Family Tree Maker is the Relationship Calculator tool. FTM shows the relationship of every person to the root person beneath their name. But sometimes there's more than one relationship. The Relationship Calculator spells out all possible relationships.

I used the calculator to see who had more than one relationship. I started with Nick and myself, but it showed only the expected 1st cousin relationship. Next I compared Nick's father to my father. Gasp! There were 2 relationships. It showed their brother-in-law relationship. But there was a 2nd, more complicated relationship.

FTM's Relationship Calculator, and especially the Relationship Chart, are crucial for understanding complex relationships.

Granted, this doesn't sound like the relationship I was hoping to find. Nick's father is the 1st cousin 3 times removed (1C3R) of the wife of my father's 3rd great uncle. Clear as mud.

When you see a crazy relationship like that, you need a visual. Click the "View Relationship Chart" button in the Relationship Calculator. The chart helped me follow the path from Dad to my uncle. It showed me that:

• My father's 3rd great uncle was Onofrio diPaola, born in 1807.
• Onofrio's wife was Donata Viola, born in 1815.
• Donata's aunt, Carmina Serafina Marinaro, was the grandmother of Raffaele Luigi Cocca who died in 1927.

This still sounds like more of an in-law connection and not a blood relationship. But when I look at Onofrio and Donata in my family tree, things come into focus.

Onofrio is my 4th great uncle. And we've seen his wife Donata's relationship to Raffaele Luigi Cocca. That means Onofrio and Donata's children are cousins to Dad and me, and cousins to Nick and his father.

They illustrate the shared DNA that put Dad on Nick's match list. But they are not the answer.

Using Color-Coding to Visualize Connections

To visualize these family connections, I turned to Family Tree Maker's color-coding feature (see 'Using Color to Understand Your Family's Last Names'). I've been using colors to highlight my direct ancestors for a long time. I use four colors to tell me which of my grandparents is someone's descendant. I know that yellow=Pietro, magenta=Lucy, green=Adamo, and cyan=Mary.

I added a 5th color, orange, to Nick's father's (my uncle's) direct ancestors. Then I filtered my tree's index to show only my direct ancestors. I wanted to see if any of them now show orange. They do not.

Next, I made my way up to my uncle's earliest known ancestors from Colle Sannita. I color-coded all their descendants dark blue. No one—not a single one—was one of my direct ancestors.

What I did find was two blue or orange color-coded people who married a cousin of mine. One of these people was Donata Viola whose relationship I explained above. The other is Nick's 2nd great grandfather Giuseppe. His 1st wife was my 2C5R. But her children have no direct connection to my cousin Nick.

Then I noticed an unusual case: Maria Teresa Iacobaccio. She is a direct descendant of the same Marinaro ancestor as Donata Viola. She carries only the blue color-code, so she is not Nick's ancestor, but she is his 2C5R. Maria Teresa married the son of Nick's 4th great grandfather. All 6 of their children have the blue color-code, so they all have a connection to Nick's ancestors.

Here's the unusual part. Of Maria Teresa's 8 great grandparents:

• 6 are my 7th great grandparents
• 2 are Nick's 6th great grandparents

Without the color-coding, I may not have found this.

Some extra color-coding in FTM is the only way I was able to find the unusual case of Maria Teresa.

Maria Teresa is not THE missing link between Nick and Dad because she isn't either one's ancestor. But she is a textbook case of how a long family history in one town can turn our DNA into a stew (see 'The DNA Problem We Aren't Talking About').

Drawing a Conclusion and Making a Plan

I've wondered for years what sort of relationship Nick and Dad have. The answer is: distant. They are, after all, a 5th–8th cousin match. They share only 11 cM, or less than 1% of their DNA. So it always made sense that if they shared a common ancestor, that person might be from the 1600s or earlier. Without access to church records, I can't document that type of relationship.

But I can document relatives who might pass along some of the common ancestor's DNA. With deep roots in one town, countless Colle Sannita descendants share some amount of DNA. Families in that southern Italian town intermarried for centuries. One person in my family tree had 36 different relationships to Nick's grandmother. Every single one of them was an in-law connection.

The unusual case of Maria Teresa Iacobaccio is the best I can do for now—but I'm not finished trying. I've been working on my genealogy masterpiece to connect EVERYONE from Colle Sannita in one family tree (see 'Why My Family Tree is Exploding in Size'). I may find fresh facts that point to a closer relationship between Nick and Dad.

With new color-coding in place, the next unusual connection won't get lost in the shuffle. Can this type of highlighting help you spot hidden relationships?

Using Color to Understand Your Family's Last Names

I have zero regrets about my time-consuming family tree research. The countless hours spent downloading and renaming every available vital record? Worth it. All the spreadsheets for tracking my projects? Worth it. I see the benefits of my work every day.

Why Use Color-Coding?

My latest project (and it's a whopper!) makes me realize how much I love the color-coding feature of Family Tree Maker. It's been around for at least 2 years, and I borrowed the idea to use on 2 of my favorite genealogy spreadsheets:

• the grandparent/Ahnentafel chart
• the surname chart

In Family Tree Maker (FTM), I wanted a visual way to distinguish my 4 main branches—1 for each grandparent. Choosing each grandparent one at a time, I:

• clicked the Color Coding button
• assigned a color to the grandparent and their direct ancestors:
  • yellow for my paternal grandfather
  • pink for my paternal grandmother
  • green for my maternal grandfather
  • blue for my maternal grandmother

See if your family tree software has a color-coding/tagging function and start reaping the benefits.

Now I can see right away if someone in my family tree is my direct ancestor. And I can see which of my grandparents descends from them. Better still, since Dad's parents were 3rd cousins, I have a bunch of double ancestors. They're recognizable because they have both yellow and pink colors.

Other Uses for Color-Coding

It makes sense to use the same colors in my other charts because then I know exactly who's who.

In my grandparent/Ahnentafel chart, I filled in all the numbers and colors ahead of time. (You can download one for free.) Having the numbers in place made it very simple to put a newly found ancestor's name where it belongs. And the colors keep my branches straight. That's very important when I have so many repeated last names in my tree.

When it comes to my double ancestors, I enter them in two places in the Ahnentafel chart, and I give them a blended color. They are orange, a combination of yellow and pink.

You can expand the color-coding concept to your other family tree tools.

In my surname chart, I added a tally to show how many times each of the 115 last names appears among my direct ancestors. The winner is the name Zeolla belonging to 17 of my direct ancestors.

Then I added color blocks to show which branch(es) contains each name. Some names belong to only one branch. That's the case for all but one name on my maternal grandmother's line. Except for one, all her ancestors' last names are unique to her branch of my family tree. Three of my ancestral surnames, including Zeolla, belong on 3 of my branches. Several other names belong on my 2 paternal branches.

Reaping the Benefits

I mentioned above that my latest project is a whopper. It's the big one. The one I've been working up to for years. And it could take me years to complete. But I'm absolutely loving it!

Two weeks ago I wrote about my plan for this project (see "Laying the Foundation for a Solid Family Tree"). Ever since then I've been adding about 100 relatives to my tree each day. It has been amazing. I'm reviewing every vital record from Grandpa's hometown and finding missing details, like:

• exact dates for births, deaths, and marriages
• parentage that proves 2 same-named people are the same person
• early deaths that connect to a family from the town's 1742 census.

It's wildly rewarding. In 2 weeks I've completed all the records for 1809–1816. That doesn't sound like much, but it's the vital records for 2,730 people. Even though I'm only up to line 2,504 in a 38,351-line spreadsheet, I'm chomping at the bit to move on to another town.

As I go through the records, adding and updating people, I may find that a person's previously unknown parents are already in my tree. When I add the child and see their ancestors' color-coding, I'm thrilled! I've taken someone who was a dead end and turned them into my true cousin.

Three weeks ago I wrote about "How to Find the True Cousins in Your Family Tree." My true cousin count was 6,095. Since then I've added many more. Each day I'm turning relationships like "1st cousin 3x removed of husband of aunt" into actual blood relatives. It's so gratifying.

The only other color-coding I'm using in Family Tree Maker is purple for DNA matches. What other types of relationships would you color code?