FTM WORKSHOP – 2019
Making Data Entry in FTM Accurate and Easy

Download a PDF Copy of this Information

 


The following questions deserve an appropriate answer for each user of the Family Tree Maker software (or any other genealogy program).

  1. What should I do to correctly install this program on my computer?
    1. Install the application by double-clicking the ftm.exe file (probably located in your Download folder); accept the default installation location (usually the C: drive of a computer)
    2. Install the application by double-clicking the ftm.exe file; choose an installation location (perhaps the D: drive of a computer as many devices have the hard-drive partitioned; this places the application outside the drive segment devoted to the OS)
    3. Install the application by double-clicking the ftm.exe file; choose an installation location on an external storage device (like a SSD hard-drive); this places the application on a drive that could be used on any other compatible computer system; the downside is that the external drive MUST be plugged into your computer for you to use your copy of FTM.
  2. How can I quickly and correctly start the FTM program?
    1. Open the folder where the program was installed; hover the curser over the file name, right-click and scroll to the drop-down menu choice of “Send to the desktop as a shortcut” and left-click this choice; once the shortcut appears on the desktop, that shortcut can be relocated to the spot on the desktop that you prefer.
    2. This same procedure should be followed for your FTM folder for media files.
  3. Should I create separate FTM files for each major branch of my ancestral families?
    1. Creating separate family files reduces the size of the file where it is stored.
    2. Building one family file to include all branches of your file will eventually increase the size of the file in your storage location; the upside is that, from such a file, you can create complex (often confusing) relationship charts between each and every individual that is related to you, especially if that relationship is NOT based upon your blood lines.
  4. Where should I store the media files that I collect while researching my related families?
    1. Photos, census images, birth certificates, death records, marriage documents, probate documents, etc. should all be saved to the SAME media folder.
    2. All documents used as media sources can be saved as images or PDF files (images such as JPEGs lose quality the more often that they are opened for view).
    3. Using images and PDF files (or MS Word or Notepad files) will enhance the quality of the research as each one used will be “proof” of a fact (or set of facts).   
  5. How do I quickly and correctly shut-down the FTM program after I have completed my work session?
    1. The safe and quickest method to close the FTM program is to place your curser over the “X” in the upper right hand corner of the program window and then left-click the “X” when it has “turned” red. There are other (a bit more convoluted steps) ways to shut down your FTM work session.
    2. The more records you eventually place in your family file, the longer it will take for the file to close (and also automatically create a backup file of your work).
  6. How often (and where) should I archive my FTM files and media sources?
    1. After finishing each and every work session, your FTM file (along with the appropriate backup copy) should be saved to an EXTERNAL storage device (some authorities recommend such archiving be done to THREE separate external devices with the placement of one of the external devices in a safety deposit box!).
    2. Any newly collected media sources should also be saved to the same external storage device(s). This means that the media folder you have on your computer should have the same file name on your external device to assist in easily locating it on that device.
  7. Can I change the size of the font used by my computer and/or FTM to make it easier to see the text that I want to enter into my family file?
    1. The font and icon size seen on your desktop can be set at 100% (default setting), 125% (medium setting), or 150% (larger setting); resetting to sizes larger than the default can rearrange your shortcut icons that you had previously placed on the desktop, especially if you have a large number of shortcut icons.
    2. If you chose to set the font size to 125% or 150%, the size of the text seen in the FTM display will increase, making it easier to view and make edits to any text. However, the display segments will appear larger and may create some need to adjust your understanding of the FTM window parts.
    3. Size of text in the NOTES tabs for “Person” and/or any fact can be adjusted using the slide-bar in that NOTE window.
  8. How do I easily identify and use the many menu choices and segment windows that FTM offers to its loyal users?
    1. When you reopen your FTM file, the initial window is the PLAN segment; it includes (among many parts) a summary of the current status of your file (seen to the left and titled “About This Family Tree”), a segment for TASKS that you want to achieve, and a segment devoted to ANCESTRY WEB DASHBOARD; at the very top of the window is the MAIN MENU which is always in this location regardless of the segment you happen to be using. Below this MAIN MENU is a sub-menu offering the choices of FILE, EDIT, VIEW, and TOOLS; each of these sub-menu items, when left-clicked, will open a drop-down menu specific to the sub-menu item that you clicked.
    2. To open to the PEOPLE segment, you can left-click the name of the HOME person or CURRENT person seen in the area labeled “About This Family Tree” or simply left-click the PEOPLE tab in the upper menu of the window.
    3.  The PEOPLE segment has two parts that can be used to add, edit or delete information regarding records for individuals; these two working parts are where you will likely spend most of your work session; one part is the TREE view and the other is the PERSON view.
    4. The TREE view in the PEOPLE segment has the following segments:
      1. Index on the left side
      2. Pedigree chart (top), Husband-Wife combo (middle), and Children list (bottom) in the middle of the TREE view.
      3. To the right is Main Facts for the individual currently highlighted in the Pedigree chart segment; the facts that appear can be CUSTOMIZED based upon your preferences.
      4. Each of these areas can be resized or “collapsed” for easier use of the TREE view.
    5. The PERSON view in the PEOPLE segment has the following areas for making additions, edits (or even deletions) to your FTM information:
      1. A small pedigree chart for the current person is centered at the top just below the MAIN MENU.
      2. The largest segments are on the left side of the window; at the top is the work area entitled INDIVIDUAL & SHARED FACTS and at the bottom is PERSON work area divided into Notes, Media, Web Links and Tasks; the bottom portion can be resized or even collapsed to increase the viewing area for INDIVIDUAL & SHARED FACTS.
      3. On the right side of this window is the name of the person currently chosen, that person’s relationship to the Home Person, and entry fields for the fact that is currently highlighted in the area of INDIVIDUAL & SHARED FACTS; this area can be resized. The OPTIONS button allows you to set the TABS you want to use for your facts; TAB choices include SOURCES (for citations), MEDIA, and NOTES (best used for additional notes for the specific fact in focus).
  9. How do I add, edit or delete an individual for my FTM database?
    1. The many ways to add a new individual in the PEOPLE window include:
      1. Use the drop-down menu for the PERSON item in the upper sub-menu (there are five different choices for Add Person who will likely be related to the individual who is currently your focus).
      2. Place focus on an empty box in the PEDIGREE segment and add the name of the new individual
      3. Add children for the couple currently shown in the PEOPLE window by:
        1. Using the submenu path of Person<Add Person<Add Child
        2. Add the new child by using the Marriage section below the names of the husband and wife
        3. Add the new child by left clicking the “down arrow” found at the left corner of the husband/wife section of the Pedigree segment of the window (this choice allows you to avoid the need to scroll the list of children seen below the names of the husband and wife).
      4. To add an additional spouse for the person currently in focus, you have the following options:
        1. Use the submenu path of Person<Add Person<Add Spouse
        2. Left-click the small square (showing a body profile) to see the drop-down menu choice of Add Spouse
        3. If you currently have one or more spouses for a person, you can set the spousal order by left-clicking the same small square and then following the prompts.
    2. To edit the name of a person already in your FTM database, place focus on that person by:
      1. Using the Find box near the top of the Index on the left side of the TREE window; type in the name of the person whose name you wish to edit (usually by typing the surname, first).
      2. Using the small icon with the image of a folder that is directly to the right of the small pedigree chart at the top of the PERSON window.
    3. To delete any individual previously created, place focus on that person (see step b, above), then click follow the submenu path of PERSON<DELETE PERSON (use this procedure following deep reflection, i.e. with caution)
    4. Sometimes you may need to relocate a child from a father/mother combo in your database to a different father/mother combo; place focus on the child in question and then:
      1. Follow the submenu path of PERSON<ATTACH/DETACH PERSON<DETACH SELECTED PERSON to remove that individual from the initial father/mother combo
      2. Then follow the submenu path of PERSON<ATTACH/DETACH PERSON<ATTACH FATHER (or MOTHER, SPOUSE, CHILD) to relocate that child with the correct set of parents.
  10. How do I create or delete facts for the individuals that I add to my research?
    1. Adding and/or deleting facts for any individual can only be easily completed by using the PERSON window.
    2. Use the BLUE + just below the small pedigree chart at the top of the PERSON window to add one of the facts that appears in the ADD FACT pop-up window; you may wish to create a new fact choice for this pop-up window by left clicking the NEW… button.
      1. You may wish to create a fact called “Residence,” “Conservatorship,” “Probate,” etc.; any new facts are added to the FTM fact list.
      2. Any fact you choose to use will appear either in the INDIVIDUAL or the SHARED facts sections found below the “Personal Information” section of the INDIVIDUAL & SHARED FACTS portion of the PERSON window.
    3. It may be necessary at some point to delete a fact already set up for an individual; simply place that fact in focus (i.e. it is highlighted); once the fact is highlighted, simply click the RED X just below the small pedigree chart at the top of the PERSON window.
  11. How do I create images or PDF files of the many documents that I will eventually find when researching my various family lines?
    1. Camera and/or cell phone photos must be transferred from the device to your FTM Media folder; this is most often completed using the storage chip from your camera or phone.
    2. PDF copies of book pages, newspaper articles, obituaries, etc. are easily created by using the photocopier located in the LSCGG office; such PDF files are stored on your own flash/thumb drive and then transferred to your computer where you should store the PDFs in the FTM Media folder; each of these PDF creations will need to be RENAMED as they are all created by the photocopier with the file name of a series of digits.
    3. PDF files found on any of the LSCGG databases (birth, marriage, obituary and/or death) have already been given a file name that reflects the contents of that specific PDF file; these PDF files can be saved from any one of the LSCGG workstations to your own flash/thumb drive so the files can then be saved to your FTM media folder.
    4. Records found on websites such as Ancestry.com and FamilySearch.org need to be saved to the computer that has access to these websites; once saved to the work computer, the files can then be printed as PDF files and/or images. Transfer the saved files to your own computer by using email or your own flash/thumb drive.
    5. Images and/or PDF files that you store in your FTM Media Folder are used to visually document any specific fact(s) for an individual found in your FTM database; Place the image or PDF file for a fact by clicking the NEW (Add Media) submenu button of the MEDIA tab for that specific fact; once placed in this location, you should then create a citation in the SOURCES tab for that specific fact; if you then “copy” that citation by left-clicking the Copy Source Citation button, you can use the same citation for documenting many other related facts for the individual or his/her family. This series of steps should be much easier to understand when a demonstration is shown to you.
  12. What are “category” tags for Media Sources (sometimes also called META tags) and how and why should I create such?
    1. As the number of media sources that you store in your FTM database grows over time, you will eventually want to quickly locate a particular media source for full screen viewing. This can easily be done if each media source was assigned a CATEGORY/META tag; this assigning is best done at the time that you use a particular file as a new media source for an individual fact.
    2. After following the steps outlined in “11 e” (see above), left click the PENCIL icon (Media Detail); when that new window appears, click the EDIT button on the right side of that window; a pop-up sub-window (Categorize Media) appears; check-mark one or more of the tags that appear in the list of Categories; then left-click the OK button; to return to the PERSON window, click the red X in the upper right corner of the Media Detail window.
    3. A CATEGORY/META tag assigned to a media source will allow you to search and filter your entire set of media sources; this step is completed by (1) using the MEDIA button in the upper main menu, (2) when the Collection window appears, change “List By” to “Media Category,” and (3) highlight the media category item of choice to quickly sort through your entire set of media sources.
  13. Why and how should I create and/or use a fact citation?
    1. A decently created citation provides solid evidence that a fact (or set of facts) is valid. Such citation adds “meat to the bone” of your on-going research efforts. And when it is time to share part of your research with others by emailing a chart, report, or book (items easily created by the FTM program), such citations can be added to these shared documents.
    2. Any and all facts for an individual you record in your FTM database should be cited with at least one source; my preference is to find/create at least three citations for each fact that I record.
    3. A citation is most easily created in the PERSON window; highlight the relevant fact related to a document in your Media Folder; open the tab labeled “Sources”; click the submenu item that reads “New”; when the sub-window named “Add Source Citation For …..” opens, follow the next steps:
      1. Pick a current “Source Title” for your new citation; you can even create a new source title that will be added to the current list of source titles in your file.
      2. Place relevant text in the middle box identified as “Citation detail” (see items d, e and f that follow)
      3. Add any clarifying text to the bottom box identified as “Citation text.”
      4. Be sure that the button that reads “Include in reference note” is check marked.
      5. Finish by clicking the OK button.
      6. The new citation can be used to validate more than one fact by highlighting the new citation, clicking the icon with the overlapping sheets of paper (Copy source citation), highlighting a different fact for the same individual (or even other family member), then follow the path of New<Paste Duplicate Source Citation that is located on the right side of the current Person window.
    4. To create a citation from any source found on FamilySearch.org, find a valid family document; (1) click the “View Record Details” icon, (2) click the Document Information selection, (3) double-click the text seen below the “Citing this Record” text (all pertinent parts of the citation should be highlighted), (4) do a Ctrl C keystroke to copy the highlighted words, and (5) do a Ctrl V keystroke to paste the text into a new fact citation (Detail Field) that you are creating for your FTM file.
    5. To create a citation from any source found on Ancestry.com, find a valid family document; (1) click the View Details (usually the title of the new source), (2) scroll down the browser window until you see the section entitled “Source Citation,” (3) highlight the suggested citation text, (4) do a Ctrl C keystroke to copy the highlighted words, (5) do a Ctrl V keystroke to paste the text into a new fact citation (Detail Field) that are you are creating for your FTM file.
    6. Create your own preferred citation for any documentary source and paste the text into a new fact citation (Detail Field) that are you are creating for your FTM file.
  14. How can I quickly identify individuals in my FTM database that have a blood relationship to me?
    1. You can identify all direct ancestors of yourself by using the color coding feature of FTM 2017.
      1. Place the focus on yourself (usually the Home Person).
      2. Click the Color Coding icon in the upper right of the program window.
      3. Select your preference of one color for all ancestors or four colors for all ancestors.
      4. A colored dot will appear beside the name of any individual in the Index list that is an ancestor to you.
    2. You can identify all descendants of any person in your database.
      1. Place the focus on someone in your distant past (your 7th great grandfather??).
      2. Click the color coding icon to choose a single color for all descendants of the person that you picked.
      3. A colored dot will appear beside the name of any individual in your Index list that is a direct descendant of the person who you placed in focus.
    3. Using color coding will allow you to concentrate you work effort on those individuals that have a blood connection to yourself. Scrolling through the Tree window Index is made visually easier to identify blood relatives.
  15. How do I find answers for questions that this workshop did not provide?
    1. The FTM program has robust HELP window that you can find in the submenu at the top of the program view. It may offer solutions to your other concerns, depending on how you word your SEARCH term(s).
    2. A very useful hardcopy manual was published for FTM 2017; such a manual will likely become available for the new FTM 2019.
  16. What websites should I use to gather documentation about the individuals that I add to my FTM database?
    1. There are countless websites that are available for doing family research; a list of everyone of those sites would take too long to build and confirm.
    2. To save money, visit those websites that charge no fee for their use; my personal "go-to-website" is familysearch.org
    3. A small list of other useful websites was suggested for an IVCC class held at the LSCGG office back in 2014; that specific list has been modified and can now be viewed at lscgg.org/lscgg_FTM_Website_Suggestions.html

 

A set of directions has also been provided to assist you in extracting a small set of sequential pages from a large multi-paged PDF file. That set of directions can be seen at https://lscgg.org/lscgg_FTM_Website_Suggestions.html#extract

For specific help on any future assistance that you want or need, just contact the author of this “help list” by emailing a detailed query to jfkeating@sbcglobal.net  MY VERY BEST WISHES TO YOU IN YOUR FUTURE RESEARCH EFFORTS IN BUILDING YOUR OWN FTM DATABASE!!!