How to Keep Track of All Your Surnames

I'm in the midst of a huge genealogy project. I'm trying to find the common ancestors my parents share.

Yup. DNA analysis shows that my parents are not-so-distant cousins. By adding more and more great grandparents to my ancestor chart, I should find the couple that connects my parents.

If you've had a DNA test, you should be able to download your raw DNA file. Then you can create a free account at GEDmatch.com and upload your raw DNA file there for analysis. One of their tests is called "Are you parents related?" See Free DNA Analysis Finds Kissing Cousins.

I've also had my parents' DNA tested, and Ancestry DNA estimates they are third to fifth cousins. That's why I'm scouring my downloaded Italian vital records for that one magic couple.

As I explained last time, I'm trying to be efficient with those Italian records. I'm entering the basic facts into a spreadsheet, and focusing on the names that matter most to me. See Genealogy: Where Endless Searching is Part of the Fun.

Last night I found the last name d'Emilia in some early 1800s marriage records. My fifth great grandfather was Ferdinando d'Emilia and his father was Giuseppe d'Emilia.

So I grabbed all the details from these marriage records and compared them to my Family Tree Maker file. I had a hit! Annamaria, Francesco Saverio and Costantino d'Emilia were the siblings of Ferdinando and the children of Giuseppe d'Emilia.

But what if I'd forgotten that I had d'Emilia in my tree? My family tree has more than 19,000 people. That's a crazy amount of last names.

How can I keep them all top-of-mind while I'm searching through these Italian documents?

Today I found a feature in my family tree software that I've never used before. It's a filter you can add to the name index. This allowed me to show the names of only my direct ancestors. That's the list of names I want to remember as I'm sifting through my collection of vital records.

I can also restrict the index by using Family Tree Maker's new color-coding feature. I gave my ancestors a green color. If I click on green, only my ancestors appear in the index.

Then I realized I could customize a report to show:

• only my ancestors
• only last names
• no other facts

This leaves me with a list of my last names.

It's a long way to go, I realize. But if I can commit those names to memory, or glance at the list, it will help me find that missing link for my parents.

The lesson: Break out of your comfort zone. Explore everything your genealogy software or genealogy website can do for you.

Build Your Own Genealogy Research Library

You can have your own genealogy research library!

I've been building my fortified family tree for 15 years. I started by writing down facts in a black and white composition notebook. I graduated to Family Tree Maker software so I could see the bigger picture. I developed a meticulous digital filing system.

After all these years, you know what I discovered? I have my own genealogy research library!

And you can, too.

What's In My Library

If you've been enjoying this genealogy hobby for any length of time, I'll bet you've gotten better at it. You've learned. You've figured out how to do things. You've gathered a lot of facts and materials.

My largest, most valuable collection of genealogy data contains Italian birth, marriage and death records from my ancestral hometowns. I have about 40 gigabytes of these vital records on my computer. They're there for me anytime I want to trace a family back to Italy. (See Collect the Whole Set!)

I realized I have a genealogy research library while looking at a family photo from the summer of 1930. After 10 years, I still didn't know the exact identity of a woman in the photo and her relationship to me.

Here's what I did know. The woman, who was several years older than my grandmother (also in the photo), was named Pastore and was somehow related to my Sarracino family. That's my grandmother's maiden name.

Then it hit me. I have all those vital records from the Italian hometown of my Sarracino ancestors. Why don't I look through them for anyone named Pastore and see what I can find?

Putting My Library to Use

My collection for their town (Sant'Angelo a Cupolo) begins in 1861. My grandmother was born in 1899. Based on how she looks compared to Grandma, the Pastore woman in the photograph was born in the 1880s.

I'm transcribing facts from thousands of Italian vital records into a massive spreadsheet...in my spare time. That will make searches much easier. It's going to take a lot of time, but what an amazing resource it will be!

That project is far from finished. So I looked through the Sant'Angelo a Cupolo birth indexes, and I found a Pastore. Not the woman in the photograph, but a boy named Nicolantonio Pastore with a mother named…can you guess?…Maria Giuseppa Sarracino.

Aha! A Pastore-Sarracino connection. "Let's keep searching," I thought. I found six Pastore babies born to Carmine Pastore and Maria Giuseppa Sarracino between 1877 and 1889.

The last one I found is the prize. The moment I saw her 1889 birth record, Maria Carmela Pastore became my number one prospect to grow up to be the woman in the photo.

I needed more information, so I turned to another wing of my genealogy research library.

In my "shoebox" on Ancestry.com, I'd saved a ship manifest. It was a 1902 passage from Naples to New York of a mother and daughter. The mother was Maria Giuseppa Sarracino, and her daughter was 12-year-old Maria Carmela Pastore. They were going to join Carmine Pastore in the Bronx—in my family's neighborhood. All the ages and names matched.

Yesterday I added all these Pastore names, dates and documents to my Family Tree Maker file. At this moment, they are not connected to me in any way. But they will be; I have faith.

Here's my working theory. Maria Giuseppa Sarracino's father was Antonio. He may be my 3rd great grandfather, also named Antonio Sarracino.

I'll keep consulting my library and doing online searches to try to find the exact connection. I hope to prove or disprove my working theory.

What's In Your Library?

What about you? If you have Italian heritage, you absolutely must see if your ancestral hometown's documents are online. (See How to Use the Online Italian Genealogy Archives.)

If your roots are anywhere else, sign up for a free account with FamilySearch.org. See if they offer any collections from the towns that matter to you. Browse them online, or download a collection of images to your computer with a program called GetLinks. (For complete instructions, see the link above and scroll to the bottom of the article. The software is in Portuguese, so the instructions are important.)

As part of my 2018 to-do list (see What Are Your Genealogy Goals for 2018?), I wanted to create a thorough backup plan for my genealogy files. I've made my plan. I backed up my massive Italian vital record collection in two places (besides my hard drive): an external drive and Microsoft's OneDrive. Each of these offers me one terabyte of storage. The external drive cost $75 and the OneDrive space comes with my Office 365 subscription.

Try using bookmarks or the "shoebox" (if you use Ancestry.com) to hold onto items you think will help you later. It thrilled me to find the Sarracino-Pastore immigration record and a Pastore census form in my shoebox. Now they're in my Family Tree Maker file.

Every document or collection you can download or stick a pin in online, and every paper document you've gathered are the contents of your genealogy research library. Don't overlook the possibility that the answers you need are already in your hands.

You may also enjoy:

• Solving a Family History Mystery with an Unexpected Clue
• Using All Your Tools to Build a Better Family Tree
• Trade Up to Better Family History Sources

Simplify Your Genealogy Info Gathering With This Form

Skip the handwritten notes with these fill-in-the-blanks family genealogy worksheets

Years ago on a trip to the New York City Municipal Archives, my genealogy buddy Dawn gave me Word document forms to print out. There was one for birth records, one for death records, and one for marriage records.

The forms saved us each a ton of time because we were focused on locating and writing down all the key facts.

But after 35 years at a keyboard all day, I can barely sign my name anymore. Typing, on the other hand, I can do in my sleep.

I created a series of PDF forms you can download and use repeatedly. They are fill-in-the-blanks forms you can save. When you begin using one, do a "Save As" and give it a unique name. You can return to a saved file and add more to it at any time.

Write on the sheet or type in the field and capture the critical information.

Note: I've created several new forms since this article was first published. Let me know if you have any problems or find any errors. This group is in PDF format:

• Family Group Sheet
• 1900 U.S. Federal Census
• 1910 U.S. Federal Census
• 1920 U.S. Federal Census
• 1930 U.S. Federal Census
• 1940 U.S. Federal Census

This group is in Word format:

• Family Group Sheet
• 1900 U.S. Federal Census
• 1910 U.S. Federal Census
• 1920 U.S. Federal Census
• 1930 U.S. Federal Census
• 1940 U.S. Federal Census

Run This Genealogy Report To Help Clean Up Your Dates

Update: Family Tree Analyzer is now available for Mac.

I've written before about my indispensable Document Tracker (see Haven't I Seen You Before?). It's a spreadsheet that shows at a glance which facts or documents I've collected and which I'm missing.

I've also written about Family Tree Analyzer (see Why You Should Be Using the Free "Family Tree Analyzer"). It's a program that does what I was struggling to write a program to do. And it does it so much better than I could have imagined. (Get the latest version.)

Now I'd like to show you how Family Tree Analyzer can quickly produce a document tracker for you.

Step 1: Export a GEDCOM

Export a standard GEDCOM file from whichever family tree software you're using. You may need to click File / Export in your family tree software. You can also download a GEDCOM from Ancestry.com if that's where you work on your tree.

Step 2: Open GEDCOM in Family Tree Analyzer

Launch Family Tree Analyzer and open your new GEDCOM file. Click the Individuals tab to view a grid of every single individual in your tree. My tree has 19,341 people at the moment, and that's not a problem. There is no delay at all in displaying the information.

The Individuals view in Family Tree Analyzer

Step 3: Export a Spreadsheet

Now click Export in the menu across the top and click the first option, Individuals to Excel. The program will ask you to name your file and pick a location for it.

Exporting your Individuals report

The file will be in CSV format. That stands for Comma Separated Values. You can open a CSV file with any spreadsheet software at all—not only Excel.

Step 4: Work with Your New Report

Now you have a spreadsheet of everyone in your tree and several basic facts about them. You can hide or delete the columns you don't want, and add some that you find more helpful.

Try some creative formatting: Find every cell with the word UNKNOWN and highlight it in yellow. Now you can spot these items quickly.

With all your people in one file, your imagination is the only limit.

I can review all the yellow-highlighted UNKNOWNs and work on filling in approximate birth, marriage and death dates. Entering an approximate birth date, such as Abt. 1900, makes it easier to distinguish people with similar names in your tree.

You can enter an approximate birth year for someone based on what else you know about them. For example, subtract 25 from the eldest child's birth year to approximate the parents' birth years. Or, if you have the mother's birth year as 1900 but not her husband's birth year, you can fill in Abt. 1900 for him.

Be sure to use the standard abbreviations of Abt. for about, Bef. for before, Aft. for after, and Bet. for between, if you're giving a range of years. (Note: Family Tree Analyzer prefers that you don't use a period—Abt instead of Abt.—but Family Tree Maker puts it in automatically. You can change this in Tools / Options on the Names/Dates/Places tab. Look for "Fact labels".)

How many ways will you use this Family Tree Analyzer report to fortify your family tree?

Find out what else you can do with this free software:

• Use This Tool to Discover Family Tree Insights
• Why You Should Be Using the Free "Family Tree Analyzer"
• How to Find Errors in Your Family Tree
• How to Handle the Unrelated People in Your Family Tree

Why You Should Be Using the Free "Family Tree Analyzer"

Update: Family Tree Analyzer is now available for Mac.

In 2012 I had an idea for a genealogy program. I created a simple program called Census Taker to analyze your tree and produce a list of every person likely to be found in the newly released 1940 census.

It worked great for me, but it was limited. I studied Java programming, hoping to make the program better. I began rewriting my program, but time after time I ran into problems.

Then, suddenly, I found something in a Google search. A free program called Family Tree Analyzer that does everything I wanted my program to do—and a million times more. Goodbye, my fledgling programming career!

Programmer and genealogist Alexander Bisset makes it easy to analyze your family tree.

Family Tree Analyzer analyzed my 18,946-person tree without blinking. It provides a detailed table of each individual's facts in a flawless format that looks eerily like what I was struggling to do with my program.

The "Individuals" table helps you see what you're missing and plan your genealogy research accordingly.

It found every possible data error in my file. It found potential duplicate people. It let me export everything to a spreadsheet so I can fix the problems.

One small piece of what it does is like my Census Taker, but way better.

The Treetops button shows you the eldest person (or people) in your tree with a given surname. I entered my maiden name of "Iamarino". The Iamarinos at the top of 2 branches were born in 1640 and 1710. Awesome.

The Locations, Occupations and Sources tabs show how many people are associated with a particular source, place or job. I'll use it to find typos or places where I want to make the wording more consistent.

I've barely scratched the surface, but I strongly recommend you try this program. Family Tree Analyzer can provide you with all kinds of analysis to help you fortify your family tree.

Find out what else you can do with this free software:

• Use This Tool to Discover Family Tree Insights
• Run This Genealogy Report To Help Clean Up Your Dates
• How to Find Errors in Your Family Tree
• How to Handle the Unrelated People in Your Family Tree