20. Search Techniques in RootsMagic

welcome to today's spectacular rootsMagic webinar my name is michael booth and I'm vice president of routes it's developers and also with us today is the roots magician himself Bruce Busby and Bruce of course is the president of roots magic and its author often our webinars are in the evenings but we like to shake things up every now and then and have one in the afternoon and this gives our users in Europe and those who otherwise couldn't make it in the evenings a chance to attend a webinar lives and today's topic is search techniques in rootsMagic many of you out there can find a person by name in rootsMagic but do you know how to find something a little more specific could you find for example all females born in england between 1780 and 1820 who never married so if not you're gonna learn something today you're gonna learn about roots magics powerful searching capabilities that can help you find what you're looking for in both your own file and online on the internet now now I'd like to start out this with this webinar with a quick poll that is do you know how to find all females born in England between 1780 in 1820 who never married go ahead and answer yes no or easy just look at each person one at a time okay and the results 12% of you out there said yes you do know how to find all females born in England between 1780 in 1820 who never married great 84 percent of you said no and those 84 percent of you I think you're gonna find learn something very interesting today and very useful and 3 percent of you are smart alecks who said it's just easy to look at each person one at a time ok well with the pole out of the way I am going to turn the time over to Bruce okay okay what we're gonna do is we are going to teach you it was kind of interesting looking at this pole with 84% who would like to learn how to find every woman who was born between certain dates who hasn't been married and so on and so we're going to show you exactly how to do that but I'm going to kind of gradually ease you into that instead of showing you you know just right up front how to do that we're going to show you show you a few little little tips and tricks that you can use so this is our sample database okay again no real people in here but it's set up so that we can do some so that you can do some searching so what I'm going to do is that there's a menu item across the top here called search and this is where you're going to find a bunch of searching tools and we're going to talk about each of these different items in here we're going to talk about the person list which we sometimes call the lutes magic Explorer we're going to talk about the family list how to go to the root person move a person to that primary position how to do search and replace how to use bookmarks and how to use the history we're almost going to show you a few other things beyond that so let's go ahead and get started with the person list now I can either go to search and then the person list or I can click the little magnifying glass right here they both do exactly the same thing and when I click on that lutes magic is going to open up again what we call the roots magic Explorer now this is a list of everybody in my file and as I go right here I can scroll up and down to see people in the file and as I click on a person roots magics going to show me the information about that person over on the right side and it's going to show me that person's immediate family so their spouses children parents and siblings in the lower half now we're using a pretty low resolution screen here to make sure that everybody can can see it okay on their screen if you are using this screen you are able to click on the little on the little corners and make this screen larger or smaller you can also click on the little bar in the little divider bar this is called a slider so I can actually move that back and forth to change the sizing of these I can do the same thing as well with the Fant but with the the line between the individual information and the family members so I can resize these to fit my particular families or what I want to see okay so let's go ahead and show you the first way to search for somebody and that's the easiest is just click on the list and start typing their name yes ith comma CH AR so as I type the name rootsMagic is going to do what's called an incremental search and move to whoever matches whatever I've typed so far okay that's the easiest way if you happen to know their name if you know their last name and their first name that's the easiest way to do that is just click on that and begin typing okay so what I'm going to do next though is we're gonna click on name find now what name find does is it lets me find people when I don't know exactly what their name is but I maybe know close to what their name is so if I click on name fine rootsMagic has a couple of fields and I can say oh okay I want you to look for Howard's any Howard that I have and when I click OK rootsMagic is going to find the first Howard now you'll notice in this case it's his middle name okay so it doesn't have to be his first name so if I was looking for Howard Smith if I just type Smith comma Howard I would miss this one right here because rootsMagic would be looking for Smith comma Howard but by using name fine it will find people with that in their middle name as well I'm gonna go ahead and click on next to go find the next Howard Smith okay there's a Howard Smith senior Howard Smith jr. I know there's also a Howard Smythe okay now why did it find Howard Smith the reason is is because that really is Howard Smith's Howard Smyth is an alternate name so roots magic is also going to find people by their alternate names so when you search for a person even if it's an alternate name it's not their primary name Lutz magic will find them click Next okay and there's no more matches in that direction okay so that's how we can find everybody whose name is Howard I'm gonna go ahead and click on name find again and let's say instead of looking for a particular given name and of course it would search for their nicknames as well I'm going to type in Smyth ok we saw that once might I'm gonna say find all mice mice now of course I could just come over here and start typing s my th but by doing it through this name find it finds Howard Smith even though that is an alternate name it's going to find him based on that I can click on next and it finds the actual alternate name so this name find is a powerful little tool to find people when you know kind of what their name is but not exactly okay let's do one more and so you're gonna see the real power behind this and I'm going to look for Margaret Jones okay so I'm looking for Margaret Jones so I'm gonna click OK and there's Margaret Jones Margaret K Jones I'm gonna click on next and rootsMagic has selected has found Margaret Kay well the reason for that is because if you look over here she married Thomas Jones so even though I was looking for her based on a married name Margaret Jones it will find her even though I have her entered by her maiden name so when you do that name find you can find the given name or nicknames and again this also looks in the alternate names and then for the surname you will find either their birth name or their married name so in other words for a female it will find them by their birth name or their maiden name there's one additional option right here allow close matches what that means is normally whatever you type into these two fields rootsMagic is going to look exactly for that name exactly as you typed it if you say allow close matches that's going to find people based on the soundex on their name in other words if their name if you if you look for Larry or Leroy and if you type in one it could find under either if you allow for close matches there okay so that's a handy little tool that name fine before we get into the full-blown fine there's one other option for finding a person and that's record number so if you happen to know what record number is if you're using that record number for people and you happen to have people memorized by their record number you can do that you can come in here and say oh I want you to go find person number 400 and I don't have 400 people so it goes through the last person let's go with first number 200 and so it will jump to person number 200 so that's a quick way if you want to find people based on their record number okay so now let's get into the really fun the really fun part of searching here and that is the fine button okay when I click on find roots magic brings up this screen right here and it happens to remember the last thing I looked for now when I did that name find Ruth's magic was actually using the regular old search it was it just created it was sent the given or nickname contains Margaret and the surname birth or marriage contains Jones so he was actually using this in order to do that name fine we just create that and so you can do that type of a search from this screen this just gives you the name fine just gives you an easy way just fill in a couple of fields to get that same search okay so in this case I want to start from scratch so I really don't need these right here so I'm gonna click the Clear button by doing that that's going to reset my search screen back to the defaults back to nothing okay so let's go ahead and let's start with a fairly simple search so when you look at this screen don't be intimidated by it it looks complicated but it's very easy to use despite how much power it has and by the end of the this webinar hopefully you'll be able to see how easy this really is to find people based on almost any criteria you can think of so the first thing I want to do is I'm going to look for people born in Iowa now I know in our little teaser it says all females born in England but this particular database doesn't have people born in England so we'll pretend like Iowa is England and we're gonna look for people born in Iowa so I'm gonna come to the first row I'm going to just basically say I want to find everybody whose birth now all the events that I got in the program including ones I've created myself will be in this list there's a lot of different things you can search for you you can search for things in rootsMagic that you can't come close to searching for in other programs okay so I'm going to go ahead and select birth and once I selected that I'm wanting to look in at births I can choose am I looking at birth dates or places or place details or values or notes or sources or their age or exists but what I want to do right now is I want to find people whose birth place contain now you can see how many different options you have here I can say everybody whose birthplace equals Iowa or contains Iowa and there's a difference if I say I want people whose birthplace equals Iowa that is only going to find people whose birthplace is exactly Iowa nothing else no City no County just Iowa that's what equals means it means it is the same the birthplace is Iowa my saying contains we're saying the birthplace contains Iowa even though it may contain some other things like the city in the county so I've gone ahead and I said I want to find people whose birth place contains Iowa and I'm just gonna say okay and rootsMagic is going to go to the first base person whose birth place contains Iowa and now I can use Pryor and next to go back and forth so I'm gonna go find the next one is the next one and the next one and the next one and as I go through these you can look and you can see every one of them has a birth place that contains Iowa and I can keep doing next until I get to a point where it says there are no more okay if I overshoot what I'm looking for I can click prior to go backwards through that list it goes to the previous one that has that so I can use prior and next to go back and forth through the list of all the people who were born in Iowa okay let's go ahead and click on find and it's going to have what we already entered in there and I'm going to leave that in there and I'm gonna add more information okay I'm gonna set what everybody whose birthplace contains Iowa and then I can say and/or not only that is an and their sex and then I only have those options is male is female is unknown is not fear it male not female not unknown I'm going to say yes female so in other words I want all the females who are born in Iowa okay now as I mentioned I could say and or okay if I choose and it means both of these have to be true this has to be true and this has to be true in other words their birthplace has to contain Iowa and they have to be female if I were to change this or it means any of them can be true they could be born in Iowa or they could be female so this would actually find people who were born in Iowa even if they're male or it would find people who are female even if they were or in Iowa so of course in this case we want and we want em to be born in Iowa and be female click okay okay you'll see it's skipping those men who were born in Iowa and it jumps straight to a Stella Davis okay there's Emma annie Daliah Cordelia Laura so you can see it's only giving me the females who were born in Iowa okay so let's go ahead and click on find and we're going to add a little bit more here so I'm going to say and birth we're gonna choose birth again because we wanted them between two different dates so I'm going to go ahead and say their birth date is after 18:50 and their birthdate is before 1870 okay once again I'm using and so that all of them have to be true okay so I'm looking for people who were born in Iowa who and they're female and they were born after 1850 okay so obviously that would be 18 50 60 70 all the way up till today but then this settin says the birth date has to be before 1870 so that puts it in a range after 1850 before 1870 so when I click OK on this one he it jumps to Emma okay there's her birth date okay she's female she was born between 1850 and 1870 and she was born in Iowa okay here's the second one okay so there were two of them now I don't know if you noticed when I did this they were both married okay see she had a marriage here and Emma had a marriage as well okay the last criteria in our teaser was that the person was not married so in other words when we add that particular option we probably shouldn't find anybody because we don't have anybody that fits all of that criteria so if I go in to find I'm going to come down to this last one I'm going to say and and I'm going to go ahead and pick marriage not that marriage event okay now this is where we can get a little fancier instead of just looking at dates and places we can see marriage fact exists is false okay in other words we only want people who does not have a marriage fact their marriage exists is false okay I know that sounds a little convoluted we could have said marriage exists or does not exist but we wanted to try to keep this little list right here fairly fairly compact without a zillion different options so we basically want exists is false when I click OK there are no matches because we have no females born in Iowa between 1870 or 1850 and 1870 who were not married now I do see a question is 1850 and 1870 included the answer to that is no because it says is after and is before so if you wanted to include 1850 and 1870 so in other words if I went into here if I actually wanted it to be 1850 and actually include that I would actually want this to be 18-49 I want it I would want it to be after 18-49 and before 1871 ok because before and after do exactly what they say before that or after that so you can adjust those dates now I've just been putting the year in here but you can put exact dates in here so if you wanted to find everybody who had something happen before or after an exact date you can do that you can put the day the month and the year in there whenever you're comparing with dates so let's go ahead and I am actually going to I'm actually going to go ahead and change this to let's do 1980 no let's not do that let's do 1900 let's widen that out and see if there's actually any actually match when I click OK there are none ok so are there any questions mark people are asking about what is the date format that you can enter and like do you need to key an exact date so can you just enter a month in a year things like that oh yeah for the date you can enter it it works exactly the same as the regular date fields so if I were to go in here and say birth date is after I can put you know I can put 10 January 18 30 case oh I can I can enter it however I want or I can put 110 1830 you know I can enter it in whatever format I want and rootsMagic will take care of it just like it does when you enter it into the regular date field ok so that's going to clear this now what we've been doing so far is we've been looking acts at specific events birth date is after birth place contains things like that but there's times when you want to find something about a place for example and you don't necessarily care which event so when you select your field there's an option here called any fact ok that's that's in addition to all of these and so I can say any fact place the Taine's Iowa and I can do any fact date in fact they're all the options are still there so I basically say any fact contains Iowa in other words if anything happened in Iowa in their life when I click OK okay it's going to go right here and this person died and was buried in Iowa okay we got one here that was married in Iowa okay they died in Iowa so it when I do it when I pick any fact it's going to give me anybody that had anything to do in Iowa and I'm not limited to a specific type of fact okay so let's go ahead now I'm going to show you what I'm going to do is I'm going to show you a number of different things one of these things that's nice is if I go in and I pick a fact type as I mentioned these are the different kinds of things that you can look for when it comes to events I can find people whose birthdate and then I have a bunch of options that birthdate is this or is not this or as before after this their birth date is blank if I want to find people then I've entered a birth fact for but I haven't entered a date I can do that I can also look for birth date contains if I wanted to find specific text okay I can also look at places places can equal something which means it has to exactly match or not exactly match it can contain or not contain less than greater than those let you find everything you know their birthplace is greater than s which means it's only going to find places that start with T or later in the alphabet you also have sounds like so if you want to find everybody whose birthplace sounds like something but you're not exactly sure of how it's spell you can use sounds like and type it in close to find it that way okay you can also search the place details those are going to be the same options as for value as for place value value is going to be the same types of comparisons that you can do what the value is is the same as what in maybe you may want to call out the description so for example if you choose occupation the value is going to be teacher or farmer or engineer it's going to be whatever you put as the value of the occupation one one little trick there is if you choose death when you choose death value the death value is the cause of death okay so some people ask us about the cause of death the death value is the cause of death so if you wanted to find everybody whose cause of death contains no cancer or you know heart disease or whatever you can use the death value contains to find that type of a that type of value in your database okay you also have note so if I was looking if I was going into the birth I could say I want to find everybody whose birth note contains some text and notes all you can really search for or is does it contain it or not or is that note linked or not so if you wanted to find everybody whose birth note contained Disneyland you know I don't know why it would but if that's what you were looking for you could come up here and say I want to find everybody whose birth note contains Disneyland and that's going to find that find those people for you okay you can also search for sources or in sources so if you want to find everybody whose birth source and you know don't worry when you see how long this list is did I click on no obviously you can just say do they have a birth source does it exist yes or no but you can also search for everybody whose birth no does not exist what they're footnote their short footnote their bibliography the text the comments the name of it the reference numbers the detail reference numbers the detail text and the detail comments okay and for every one of those you can choose whether that piece of information contains something does not contain something or is blank or is not blank and so that's a good way to search for people who have something in a particular source okay hey we get we've already done exist age okay age is great ageism is something that normally you cannot search for in you know in other programs and that's because age is not a field it's not data that's sitting there in your database it's something that actually has to be calculated as you're doing the search but it's look it's great well in this case a birth age I haven't found that to be very useful because it always tends to be zero for me so I can't really search for birth age equals anything other than zero but for any other fact you know I can go in and say I want everybody whose death age is greater than 70 and that's going to give me a group of people who lived to be at least 70 years old okay or I could say less than 20 if I want to find everybody who died before they were 20 or I can use death age is greater than this amount and death age is less than that amount I can get a list or I can find everybody who lived to a particular age range okay so let's go ahead and continue a little bit farther so if I get death ages greater than 70 click okay okay so here's somebody that lived to be at least 70 and as I click on next I can go through and see all of these people now I'm seeing a couple of questions about printing the results of this and what I'm gonna do is just keep it keep going with what we're doing here and keep in mind how we're doing doing this we on this screen and we're going into this find with this criteria because I will show you a way to print it you that you can't print it directly from this Explorer Explorer is basically a way to go through your list and just trying to scan through your list and find the people that are matching but I'm gonna show you a way to print the people let match any of these same criterias that we're showing you okay so let's go ahead and go into find and let's clear this out and we're gonna show you a few extra things you can do okay I'm gonna go in here and you can see most of these are fairly straightforward their fat types adoption ancestral file numbers are mitzvahs births but there's an occasional one that's a little bit different and this is one right here so I'm going to go ahead and say color coding and when I choose color coding I can go and find everybody who's color coding is red or lying or blue or fuchsia or any of the colors that you can choose from or is not a single color so if I want to say go find everybody who's color coding is blue okay and I'm gonna have to move off of each person as it selects them but you can see that person is blue so as I go next you'll see it's actually moving to each person whose color coding is blue so if you are using your color coding to show specific kinds of information in other words if you're doing more if you're doing things like color coding the ancestors of a person this makes this an extremely powerful feature because normally what you're doing is you're selecting peaceful based on their data you're not selecting people based on their lineage you're selecting people here based on what their facts what their information contains but if you were to go in to rootsMagic let's hop out right here let's go back right here if I were to go in here and choose this ancestral line in other words say color code Howard Smith and his ancestors as red then when I go into that search and say fine if I say color coding is red and birthplace contains Iowa okay what I basically just done is I said I want everybody who is an ancestor of Howard Smith who was born in Iowa now that ancestral that ancestral thing is not something you can normally do from a criteria screen like this but by using color coding you can add lineage selection in here as well so when I click OK it's only going to go to those ancestors who were born in Iowa okay no exact there's only the one okay so that's a very very powerful capability using color coding to you - to put criteria based on lineages okay let's go ahead we're gonna look through these fields we're going to come down we're going to find another one that's a little bit different from events and that is the date last edited now when you edit a person in rootsMagic it keeps track of the date you edited them in other words the date you made a change to them so I could come in here and I could say I want the date last edited equals and let's go ahead and put today and I could say today is June 1st 2011 so in other words I'm saying I only want to see people that I've edited today I could say after a particular date or between this date and that date click OK okay here's one Carlos and Burton Howard Smith and those the only two in this database that I have edited today so that's a good way of getting of going in and seeing the people that you just recently changed or that you changed within a particular time frame okay so let's go ahead and hop out of here we're gonna clear again we're going to go through here we have one right here familysearch ID okay for those people who are using new FamilySearch what this lets you do is find everybody who has matched up to a particular person on new or to a particular ID on our new family search so this lets you go ahead and select people based on that okay let's go ahead and come down just a little bit farther the living flag okay as you probably remember in fact I'm gonna actually hop out of here first when you edit a person will you go into a person's edit screen they all have a checkbox right here called living okay and that's where you can say whether or not this person happens to be living currently and the privatising features all use that but there may be a time when you want to know whether that living flag is set or not living the living flag unchecking that is useful when you have a person who does not have a death or burial or a death like fact which you know that that person is not living that's where that comes in useful that tells rootsMagic this person is not living even though I don't necessarily have any death information for him so when we go in to find we have the ability to find out all those people who's living flag is true or is false okay now if you remember when we went into one of these FAQ types let's say military we could actually look for the military notes and sources right in here but there's times when we want to actually see the notes or the sources that are family notes or general notes and so if I wanted to look for their general information notes if I click on that that general note is going to let me find everybody whose general note contains or does not contain something or is blank can I see a question and they don't know the difference between the living fact and the living slag okay the living slag let's go ahead and hop out of here the living slag is just that check box that's all that is there's a fact type if you go into here there's a fat type called living okay living is a fact type just like any other fact type birth or death or burial or whatever the thing about living a living fact is that it has a date it has a place and it has all of these items it has your notes your sources your media as opposed to just a flag saying yes or no he was living the living fact is generally used when you find a piece of information that says this person happened to be alive at the time and they happen to be alive on a particular date or in a particular place but it doesn't say anything else about that the person's name might appear on a on a on a will saying I'm leaving such-and-such to this person or or you know or this person attended a whatever something where it's not necessarily a specific fact but you do want to actually say they happen to be alive at that time and so that's what the living flag is generally used for okay the other thing in addition to the notes is you also have the ability to look at your family note your family sources or your general sources okay so as you can see this criteria screen lets you select just about anything you can think of in order to search for a person you can search for a person based on on dates places notes sources whether that piece of information exists you can search for based on color coding allows you to do to search for people based on their lineage you can search for when a person's record was last edited whether a person is living or not so there are a lot of different ways to use this particular screen in order to search for people okay so what we basically show a kind of all of the ways to find a person in Explorer now there's also a few other things here and explore it as long as we're talking about it at the search screen if I select a person I can actually come over here and edit that person right from this search screen I don't have to select him go back to the main screen and editing I can come right up here and click Edit then go right into is edit screen and edit him right from here there's also a little drop arrow so that I can actually edit that person or I can edit the notes to sources media is to-do list stories addresses and I can do that so for example if I click on the birth you know I can come down here and click on first note and I can edit the birth note right from here so I can go in and edit that now as for family members if I am looking at a person and I want to see more information about this particular sibling I can just highlight that sibling as they go to selected person and it jumps to that sibling right here I don't have to try to remember his name and come back over to the list and type it in I can actually just go select them right here and jump to them right from there okay so that is the person list or the rootsMagic Explorer as we call it so let's go ahead and move down to the next the next search screen and that is the family list okay now the family list is going to give me a list of all of the families or the couples in my file and what this does is lets me to go to go down through here and I can search I can select the father's and as I select a father or mother I can see the marriage date as I select one if they have any children okay if they have any children somebody here has to have some children there we go if they have any children it's going to list those children as well and from this screen I can go into the father's edit screen or the mother's edit screen or I can choose to sort in a different order right now it's sorting by the father's name so if I start typing SMI th , EI it's going to move and search based on the father okay but I can also go and say I want this to be sorted by the mother's name instead and so now I can see my list oops I can see my list based on the mother's name so if I come in here and type smi-ith you can see it's now searching as I type based on the mother's name okay I can also I can also go in and I can sort it by the marriage date as well okay so that's the family list kind of a handy little little tool to let you find a couple or a family if you find a couple that you're interested in and click Okay rootsMagic is going to select that couple on whatever screen you happen to be on the pedigree view the family view descendants or whatever okay let's go back up search and we have an option go to route person okay a lot of times you may be wandering around in your database and kind of get lost down in the boonies of your of your family tree well if you ever want to get back to that starting person you can come to search and choose go to route person or you can just press the hotkey control home and what that's going to do is that's going to move you from this person or this group of people you have back to your route person okay it sets you right back to that loop person so that's a quick and dirty way to get back to where you were going now if you want to change whoever the route person is that's easy enough you just find the person you right click on their name and say set as root person and that person will now become the new root per person and whatever you do that control home they will be the ones that will be jumped to this location okay move to primary position okay this is a little different what this means is in in the program this is considered the primary position okay your family the primary position would be is one of the parents descend descendants primary position would be right here what this means is if you happen to be highlighting a person right here and you would like to see this person down here in this root position but you don't want to make them the root person normally what you would do is you'd start clicking on the little arrow to make her move to here and then to here then to here and then to here that's what moved to root primary position does it says move her down to that primary position just all in one shot so if I want Phoebe Martin down there click it she is now down here she's not the root for the person in fact if I go up to search and say go to a person it's going to go back to my root person oh it does is temporarily moves her down to that starting position on the tree for me okay let's go ahead and go down to bookmarks now bookmarks is an item that's actually over here on the side list and that that's a bookmark right there in the little book with a little bookmark when I go to bookmarks what this lets me do is select people in my file to bookmark them and it works just like a bookmarking in a book it's a way to go back to that person fast so I have Isaac Meade and I have no idea where Isaac need I mean I don't know he's probably off this line somewhere obviously but if I wanted to get back to Isaac need instead of pressing the arrow clicking this arrow to try to move and find him or instead of coming up to the search screen and typing me comma Isaac I can just say I've got in bookmark go to him and there it is it jumps right to him so if I want to bookmark a person like if I want to be able to come back to Thomas William Jill is quickly alright whenever I've got him highlighted on the screen I just click plus and it adds him to the bookmarks and these bookmarks are kept even when I exit out of the program and come back in these bookmarks are still over there so they are persistent within the database if I want to remove it if I if I don't need them anymore as a bookmark I can just highlight them click the little X and that removes them from my bookmarks ok and I can also go through that through the menu here if I want to bookmark a person I can do control B and that will quickly add them to that bookmark list for me ok the last thing I want to show you here on this on the search menu is history and history is basically a tablet as well it's this tab right here and what history does is yet keeps track of the people I visited so the last person I looked at or that I actually clicked on was Thomas William Jones if I come over here to Betsy Meade you can see as soon as I click on her rootsMagic adds her to the top of my history listing and pushes everybody down and it's gonna keep track of about the last two 300 people that you visited so if you remember you look at somebody recently you can scroll down here and find them or you can come in here and clear the history list now the history list doesn't remember itself from time to time you know as you get out of the program and go back in it does start me each time one of the things is kind of neat about the history list though is that if you look under that if you look under that search menu you have back and forward and so I don't have to come over to this history list and click to go look through them I can do ctrl left and control right to move back and forth through this list I can also come into this menu and keep clicking back and forward if I want so if I do ctrl left okay there's Betsy control left there's Thomas dr. James Smith Isaac dr. James Smith and so on and if I start doing control right it starts going back up through that list until it gets back up to the top now one of the things you can do is if you don't want to have to remember control left and control light to move back and forth through your history and you don't want to sit here and dig through the menu every time to select them what you can do is you can customize your toolbar so I'll show you kind of quickly how you can do that what you can do is come up to your toolbar that's this bar with all the little buttons and pictures and right-click okay don't don't do the regular left-click do the right-click and you're gonna have an option called customize when you click on customize it's going to bring up the screen that looks like this where you can turn the toolbar on and off okay don't do it because then you're gonna sit there and wonder how your toolbar disappeared and how to get it back but you could you could turn it off if you wanted see when I uncheck it it disappears okay don't do that but if your toolbar now that does ever disappear that's how you can do it you can come back into customize you can you can right click up on the menu as well as the toolbar to get to this screen but what we want to do here is we want to go into the commands when we go into the commands here's all those file those menu items file and it lists add file and it lists if these are all those menus so that menu items we were looking for were under search when I click on search here's those different commands that are under that search menu and I can just click on one of these commands and I can just drag and drop it up onto my menu I mean up under my toolbar now if you ever wanted a button to go back to the root person might as well grab one of those too so I can grab that and put that up there as well the thing that's nice is as long as you're on this screen you can actually drag and drop these buttons up here so if you want to rearrange a few things you know if you wanted your merge button to be farther over here drag it over as long as this customize screen is out but you can do that if there's buttons on the toolbar that you never use so for example let's say you never use your sources and that's bad a bad habit I don't recommend that but if you didn't want that if you click that you can drag that you can see how it makes an X on the little cursor right there that means if I drop it off with a tool bar it's going to be taken off I'm not going to do that I'm gonna leave it back up there but you can remove buttons you can add buttons and you can rearrange buttons so I'm gonna go ahead and click close I now have a home button I click on home it takes me back to that root person and I can use these buttons to move back and forth okay and that happens to be the wrong direction so if I click on this you can see as I click right there if you watch the little grey highlight right there it's moving down through my history list okay if I decide that I'm bored with that right click customize go back into commands and just drag those back off the off the toolbar and I'm done okay somebody asked if the toolbar is missing well what do you click on to bring it back to customize just right-click on the menu if you right click on the menu it'll do the same thing okay so now what we've done is we've shown you a few things there there's one last item over here on the on that side list and that's the main tab this is another quick way to search in fact it's probably the fastest way to search if you know the person's name so rather if you're just if you know the person's name you just want to start typing it instead of coming up and clicking on search and digging down through there just click on that side list and start typing right there sniff kala ghar and as you type it's going to automatically change your view to whoever matches what you've typed so far okay so it's a quick way if you know the person's name just to quickly go in and search to bring up that particular person hey let's go back to our to our root person okay so we kind of showed you kinds of ways to search for data within your file okay you can now search for people by typing their name by typing part of their name or by finding people based on events or their sex or their name or weather events exist or color coding to do a lineage or the date you edited or so on okay what I want to do is I'm going to switch gears here a little bit and show you how to search for information on the internet and we're going to do that with what's called the web search tab okay so I'm going to go ahead and click on the web search tab and what rootsMagic does is it has a browser window right here now on your computer you're going to see a lot more here than I do I'm at a very low 800 by 600 resolution I can almost guarantee 99% of you are going to be at a higher resolution so you're actually going to see a lot more information in this window what rootsMagic does is as I click on a person's name rootsMagic is going to search a particular website in this case family search because that's what I've told it to search for a person okay now what you're going to do is you're going to see a lot of where it says unable to display results or not found if you keep in mind that this database is not real people so hopefully these fake people are not going to be found and on family search or ancestry or whatever okay so now right now I'm searching family search but if I click the little drop button I have a number of these that I can select from so if I search switch to ancestry what rootsMagic is going to do is whoever I've selected over here in the list it is going to search ancestry okay for that for those records okay if I come and and then if I switch to a different person a different fake person of course it's going to find all the copies of that fake person found on ancestry okay now I can go through and you can see the ones that are built in ancestry the ancestry messageboards we have some general ones like being and Google and Yahoo we also have ones like family search find a gray footnote genealogy bank roots will vital records okay keep in mind that all roots magic is doing is doing this search it does not include a free subscription to ancestry you know a $29 program unfortunately we are not able to provide a $300 a year subscription to ancestry at that price but it will take you to that if you you have an ancestry account then of course it will use the full your full paid ancestry account you'll just log in and it will take care of that for you so some of these sites are free Family Search is a free site web is the kind of a free site it's it's owned by ancestry so it's not not always completely what you would call free but what's what's really nice about this is I can come down here and I can manage these search providers in other words I can go ahead and and modify these or I can add my own ok so I'm going to come down here and I'm going to say manage search providers and when I do that rootsMagic is going to ask me of these ones that are built in are there any that I don't want showing in that pulldown menu so if I never search Yahoo or world vital records or being or Google if I don't search any of those I can uncheck those and I click ok those are not in that menu anymore so I can hide the ones that I don't necessarily want to use and I can go back anytime I want and turn those back on you know what if I decide yeah I'm gonna start using them I can turn them back on ok now what I'm going to do is the other option is custom search providers and this is where I can add my own ok so I'm going to come down here and I am going to open up my browser and I'm going to bring my browser here and I am going to go to Ellis Island dot-org okay oh I've heard about this okay this is a site where I can do searches of through the Ellis Island passenger list so I'm gonna come back again to Reed's magic and I am going to say I want to add a new custom search provider in other words I want to add a new item to this list I want to add Ellis Island so I'm gonna come up here and I'm gonna type ls' Island that's this is right here the name that I want to show up in that list okay and then I have the instructions go visit that search engine in my browser and search for John Doe born in 1718 died in 1800 okay follow these instructions don't go out and search for some random person that happens to be in your database because this isn't gonna work you have to look for this person even though this person doesn't really exist that's what rootsMagic uses to take care of this for you so I'm gonna go back out here to Ellis Island and I'm going to search for John Doe year of birth is 1700 okay now you can have it within some of these it'll ask you do you want to find by the exact year or you want some range I usually loosen them up a bit because I don't necessarily have the exact year of birth and sometimes the site does not have the exact year of birth well you also don't necessarily have to provide all of that so for example if I don't want to provide a year of birth I can just search for John Doe so let's go ahead and search for John Doe and I'm gonna leave the birth out that way it's going to find especially if you have a lot of unique names in your file so I'm gonna go ahead and say start the search and Ellis Islands going to come back and say yeah there's only like 18,000 John goes in actually it says there's only 30 but the important part is right up here and of course explorer makes it hard too hard to see this because it shrinks that down but this right here is what we're interested in because this is how Ellis Island is searching for John Doe so once I've done this search I don't care about these results I care about this and so I click on that so it's highlighted and then I can click right click and then choose copy so I'm copying that to the clipboard in other words I'm I'm saying put on the clipboard this the URL that Ellis Island uses to find John Doe come back to here and I'm going to go right here and I'm going to paste okay now you'll notice when I pasted that right here right here this is the Ellis Island search but you'll notice where it used to say John and used to say Doe by me pasting it into here it put these little given and surname fields in that's how rootsMagic knows where to put the names so I'm gonna go ahead and click OK Ellis Island I've added that and I can go add others you click OK and now when I come to web search I can go down here and Ellis Island is now one of the sites and I'm gonna go ahead and say I want to start searching Ellis Island and it's going to come up and it's going to say hey there are no matches for Hyrum Silas but I'm going to go ahead and come up here to a name I put in here Carlo when I click on Carlo okay there we go there's my matches right there okay so that's how you can go in and add websites searches for websites into your web search so you can customize your web search page to be able to search in different website now there is a few caveats some of these websites they don't do it this way they don't put the name and the birth date and the death date yen the URL they basically use kind of a back-end database II thing though is currently we are unable to support because we need them to be able to use this URL format in order to do that but if you do a search on a website and that website puts the name of the person and things like birth dates if you see that in that URL when you do the search that means that's a website that you can add to your web search okay last thing I want to talk about here and I promise this is we were doing those searches in rootsMagic and several people wanted to know is there a way to see those people in other words can I get a list of those people there's a couple of different ways you can do it I'm going to go up here and here to reports and I'm going to show you the quick and dirty way although probably the best way to do it is to come down here to reports and do and create a custom report when you create a custom report you can choose which fields you want to include you know do you want the person's name then their birthday and death date or their birthplace and birth birth date birthplace you know what do you want to include you can choose exactly what you want to include kind of how to lay that person's information out on the screen what order you want it to sort that list and then finally you can choose which people using that criteria that we showed you know you want to do that we have a webinar that's completely on creating custom reports so you want to go to that webinar and watch that webinar on creating custom reports that'll show you how to do the layout and then use the techniques we learned earlier today to actually select the people that you will want in there okay but the quick and dirty way to do this is I'm going to go to lists and then I'm going to come down here to the individual list okay so the individual list is the one that I'm going to choose and when I print an individual list I can have it include all kinds of information so if I were to check this for each person in addition to their name it would print all of their facts it would print their parents it would print their spouses and their children if all I want is a list of their names just uncheck all of those so all you get is Lowe's with just their names okay and to select the people you want right here you're going to choose you off selected people my default is gonna say everyone but I'm going to say I want to select from a list and when I say select from the list it's going to bring up this screen that looks almost exactly like rootsMagic explorer ok the screen we were looking at it looks almost exactly like it the only difference is that each person has a check mark in front of their name okay so I could do this the hard way and just go check the people I want to include okay there were three percent of you that you guys have to do it that way because you said it's easier to go look at each person and do it so that's how you guys can do it okay for the rest of you I'm going to show you guys how to do it the way you're going to do that is you're going to go up here to mark a group of people and when you do that you can mark the family of the highlighted person everybody in the tree ancestors and descendants but this is the one we want right here select people by their data fields so when I select the people by their data fields okay I'm gonna come up here and I'm gonna see this exact same screen that we saw before and I can use the exact same selections so I can come up here and I can say I want everybody whose birth place contains Iowa and sex is female and then I can put in the other criteria if I wanted to put if I wanted to put in that other criteria about and their birth date is after this date and their birth date is before this date and their marriage fact does not exist I can do that as well I'm just gonna stick with these just to give us a few more people I'm gonna say okay rootsMagic is going to tell me it's marked seven people and when I click okay I can scroll down and I can see the seven people you'll see that it will have a checkmark in there it's marked those people now it's especially powerful about doing it with a list like this is I can I can do this but then I can go in to mark group and I can actually redo it so I can actually do multiple criteria to select or unselect a group of people so if I wanted everybody who wasn't born in Iowa I could have done it from that same screen the same way or I could have come in and said mark and said everybody in the database and that would have put a checkmark in everybody screen and then I could have said unmarked people by the data fields and I could have said everybody born in Iowa and it would have gone through and it would have unchecked anybody born in Iowa and so that would have given me everybody except those born in Iowa okay so I'm going to go ahead and stick with this group of seven people by seven to seven females born in Iowa click OK and click generate report okay and there is my list of the seven females born in Iowa now like I say this is the quick and dirty way because all you're getting is the names if you were to use the customer reports as I recommend I could have said I want not only their names but I also want their birthplace and their birthdate so I could see where in Iowa they were born and when they were born and in a custom record I could have also in addition or instead of sorting by their name I could say sort by their birth date or sort by their birthplace okay so it's it's a lot more a lot more flexible if you use the custom reports because you can get a lot of combinations of which people what data how it's sorted then you can just from the simple individualist but like I say if all you want is a quick list of people that's the way to do it is the individual list and go select those people okay so it looks like there's a couple of questions here somebody asked about um about the auto search on on web search and I did want to mention that what the auto search checkmark on the web search is for what that means is if that's checked as soon as I click on a person's name over here it's going to immediately do that search okay if I uncheck that and switch to a different person it does not automatically change the search to that person until I come over here and click the search button and then it does that now the reason you might want to do that I usually leave it selected because I'm usually just looking at information but you may want to leave that unchecked because you may want to go in and select a person do the search for them but then you want might want to look at the edit screen for somebody else so you can come in and double click on a different person look at their edit screen compare it to what's up here on on that search without having it change to this person so that's just an option that's available that's what the auto search option is for okay I see a lot of other questions can report to me exporting to excel yes how do you put heading on the report that's in the options on the various reports anything report oriented we have a we have a webinar on on all the reports in the program that's a great one to watch we also have another webinar on publishing which kind of takes all the different reports and combines them into a single book so like I said I kind of recommend you take a look at the webinars the other webinars I think there's like 18 or 19 20 of them so take a look look at those and you know they'll answer a lot of questions so are there any other any other questions Mike related to search uh looks like you've covered the big ones that people been asking okay well hopefully hopefully we've given you a lot of good ideas on how to search like I I encourage you to go in and experiment you know go into this search screen just click on that search screen and experiment click on find and name fine keep in mind that when you're searching all it's doing is looking at the file okay it's not going to hurt anything you can come in here and experiment and try things and and find out how to do this it's not going to hurt any of your data okay that being said the last thing I'm going to show you could hurt your data so be careful with it and that is under search you have the option search and replace okay so if you're worried about hurting your data don't use this one a search and replace will search through your database looking for information and you tell it what to search for and if it finds that what to replace that with okay so for example over here I've got several Howard's if you remember we had several Howard's right here well for some reason I said all my Howard's are really Howie okay if I click okay I'm telling it to search in the given names field I'm searching for Howard and I'm replacing it with Howie so when I click OK it finds the first one here's the name Howard and I can either say we place this Howard with Howie and it will replace that one and then go on to the next one or I can say we place them all which means just change all Howard's to Howie and don't stop on each one asking me or I can say skip which means does not mean change his name to skip it means skip this one and go on to the next tower so if I click on replace it replaces that one and it takes me to the next one which in this case you may not have noticed that but that jr. changed to senior so I'm just gonna say replace all so when I said replace all notice over here all my Howard's are now Howie's okay that's what searched and replaced us searches for information and replaces it with something else so to show you kinds of things you can search and replace on you can search and replace surnames nicknames prefix suffix places multimedia file names notes in general or family or fact so you can actually search and replace for text in notes and replace it okay one place where it's particularly useful is in multimedia file names there may be times when you've moved all your pictures from one folder to another and what you can and when you do that you'll you'll notice your picture will have little broken chain link right down here on the corner that means rootsMagic thinks your picture is in one place but it's not there okay that's what the little broken chain link means that means your picture is not where rootsMagic thinks it is so if you know where your pictures used to be you can search for that so you can say my pictures used to be in C colon slash users slash Bruce slash my pictures and now my pictures are on de colon slash gen pics okay what that's going to do is if I click okay it's going to look for this path for every picture to replace it with this path and it's going to do like it did before it's going to ask me to confirm each one or I can say replace all and it'll just rip through and do it now this is not as important as it used to be because now when your picture links get broken you can go to the media gallery and under the tools button there's an option called fix broken media links which takes care of that for you but if you are comfortable with path names this actually goes faster because all it's doing is actually replacing where it used to be with where it is now and it fixes that almost instantly whereas the search and fix broken media links has to search your whole hard drive looking for those pictures so anyways that's what searching replace is again match case means it has to be the same case it means if this was filled users upper case this is not going to match so usually you don't use that but it's available there's an option if you want that so hopefully hopefully we've given you a lot of tools for searching for your data whether it's inside of rootsMagic or whether it's out on the web and we hopefully you'll be able to go find I'm so that information you've been looking for thanks

Channel: RootsMagic

Views: 391

Rating: 5 out of 5

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Id: VaeoPMGYoJA

Length: 74min 11sec (4451 seconds)

Published: Tue Nov 27 2018