Tag Archives: media

Updating Media Filenames Added-By-Me Not WebMerge

I currently have 365 Death Records that have been added-by-me as opposed to added-via-WebMerge. I name my files a quite bit differently than Ancestry. Here is a sample of my format:

-Death-SMITH, Jane Julie (Jones)(1900-1950).jpg

I prefix the filename with a dash so that records-added-by-me are sorted separately from those added via WebMerge. I find to be very important and useful when working with Media/Sources!

Next I add the Type-of-Record, i.e., Death, Birth, Marriage, etc.

Then I add the last name of the person in ALL CAPS. This sorts the files in the Media Folder by last name which is helpful when looking at family records.

That is followed by the First Name and Middle Name if known. I try to leave out nicknames and aka in filenames to keep them short and sweet. Very important info to add here is a Maiden Name for married women. It allows you to easily look her up in the People Index.

Lastly, I add info that separates this person from anyone else with the same name. How many William Smith’s do you have? I know that I have M-A-N-Y people with the same name in my database and I need to know which file goes with which person. In the case of death records I try to add dates, i.e., (Birth-Death).

I do not add the Source to the filename like Ancestry WebMerge does. I attach all my Media files to a Source and I have found that to be simple and efficient for the time being.

I try to leave the filenames that WebMerge uses alone as much as possible, however, I still find it helpful to add years or record numbers to distiguish between two people when the filename is the same.

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Easy Way To Clean Up Your Media Folder

Family Tree Maker allows you to add images which is a wonderful feature. When you do so they are saved in the ‘Media Folder’ for that particular database. Over time, this folder can become quite a mess. Here are some possible situations:

  • When a Source and/or Source Citation is deleted the images associated with it are not automatically deleted as well and remain in the ‘Media Folder’ unless manually deleted by you.
  • You may have added images to the ‘Media Folder’ in order to then connect them in FTM and then got sidetracked, leaving unlinked files in the folder – like I mistakenly did once upon a time. Please note that this is an unwise practice. I recommend that all media be added via FTM so that the program can copy it to the correct folder.
  • You may have mistakenly renamed an image filename in ‘Media Folder’ instead of in FTM. Another unwise practice that I was guilty of in the past. Renaming of files must be done from within FTM otherwise the link is broken.
  • Sometimes there are duplicate files that were downloaded.
  • You may have split your database.
  • You may have deleted people without deleting their Sources first.
  • You have a record that was replaced by another record like a death record that you found and then you did a Web Merge from Ancestry.

I’m sure there are even more reasons that this folder should be cleaned up periodically. I would say that once a year is probably sufficient.

  1. Before you begin any cleanup… BACKUP!
  2. Make sure that you don’t have any missing Media links by running FTM>Media>Find Missing Media. Resolve all of these before proceeding.
  3. BACKUP again!
  4. Clean up any filenames that contain “-1.jpg, -2.jpg, etc” at the end. This is a current problem that is being investigated and I only know that it affects my FTM for Mac, Build 480. Sometimes when a file is downloaded via Web Merge the filename is appended with “-1.jpg, -2.jpg, etc” even though it is definitely NOT a duplicate. I have read somewhere that these files may cause syncing problems which is something I definitely want to avoid. In order to locate these files:
    1. Open a Finder window to the Media Folder.
    2. In the Search field type the following: “-1.j”
      This should give you a list of all filenames that contain “-1.j” at the end.
    3. Now open FTM to the Media Folder and List: All Media.
    4. If you only have a few filenames in the Media Folder to correct it should be easy enough to go down through the Media Folder looking for the corresponding file and then R-Click to Rename Media File and remove the “-1”.
    5. If you remove it and it says that a file by that name already exists then you will need to go to the Finder, check to make sure it is a duplicate, move that file to Trash, then you should be able to go back to FTM Media and rename the the file.
    6. If you have a large number of these types of files, stay tuned for an easy way to work through them…
    7. Once you have completed the “-1.j” change to “-2.j”, etc. until all the filenames are corrected.
    8. Periodically, or at least when you are done, run FTM>Media>Find Missing Media to make sure that you haven’t inadvertently deleted a file.
  5. Once all of the “-1” files are corrected it is time to remove extraneous files. To do this you will want to compare the files in FTM Media to the Finder Media Folder. This would be a long and tedious task to switch between windows on the computer. It would also be a long and tedious task if you printed out a list and compared by hand. It would also be a long and tedious task to have someone read the list to you, oh wait, your Mac actually has the ability to read a list to you! What?!
    1. Open Finder to your Media Folder.
    2. CTRL-A to select & CTRL-C to copy all the filenames.
    3. Open the application TextEdit and paste the filenames.
    4. CTRL-A to select CTRL-C to copy all the filenames.
    5. Open a new document in Pages then Edit>’Paste and Match Style’.
      Now you should have a list of filenames in a Pages document.
    6. Make sure the cursor is at the very beginning of the first filename.
    7. Press <Option ESC> to start the Mac reading the filenames (you can change Speech options if desired: System Preferences>Accessibility>Speech).
    8. Quickly switch back to FTM Media (COMMAND-Tab) and arrow through the files as it reads to you comparing filenames as you go in the right column under Filename (don’t use Caption).
    9. Pressing <Option ESC> also stops reading. If you have to stop to answer the phone, get a snack, kiss your sweetie, etc. When you return delete the filenames that have already been read in Pages and resume Speech.
    10. If you find a filename that isn’t in FTM then you may wish to investigate to see if you need to link it up or move it to Trash.
    11. While you are at it correct any spelling errors you might find in filenames – just do it from inside FTM.
  6. BACKUP again!

That’s it – easy peasy. It may look like a lot of directions but it really isn’t – just detailed. Please let me know if this works for you!

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Using Media Details to Transcribe Obit

When I run up on an obit or newspaper article on FindaGrave or elsewhere, I add it into FTM. When time permits I transcribe the image into text so that it can be searched, copied, and pasted. There is a very handy little area in FTM called Media Details that allows me to view the image, resize it so that I can easily read it to transcribe, and then type right beside the image without having to switch between programs like Text Edit (which is very helpful for many other things but I would rather eliminate the switching if possible).

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Create a Family Tree Chart with Background

Today on Family Tree Maker – Mac Version there was a post requesting help to create a chart and it gave me the opportunity to play around with Chart options. Using  Publish>Charts>Vertical Pedigree Chart>Options>Insert Image>Background I came up with a couple of options that were similar to what she was looking for …

  1. Vertical Pedigree Chart with Background – no pics:

Screen Shot 2018-03-14 at 9.46.46 AM.png

2. Vertical Pedigree Chart – with pics:

Screen Shot 2018-03-14 at 10.03.04 AM.png

It seems that just about all of the ‘Charts’ allow for using pics which is great except that some of the features for pics don’t seem to be working properly yet. For the chart above I would like to make the thumbnails bigger but changing the size only seems to adjust the text box size instead of the thumbnail size. Switching to Photo instead of Thumbnail doesn’t seem to make a difference either. And, I would also like to have the pics on the top but that doesn’t seem to be functioning in this version. If anyone can confirm (using FTM-2017-Update) please let me know and I will report it.

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Saving A Second Picture From FindaGrave

FindaGrave often has both tombstone pics and person pics. Sometimes they even have more than one person pic. It’s nice to grab them all and place them in the FindaGrave Source Citation. This will reference them properly and they will be accessible everywhere that Source Citation is added.

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Missing Media-You May Need to Download

When you find that you have missing Media (Media > Find Missing Media), your first reaction might be to click to search manually. Before spending a lot of time looking for a Media image that may not exist I suggest trying something else first. Once again, slow and intermittant Internet connections may be to blame. I do a screen print of my Find Missing Media screen and then navigate to each person in question. Then I find and open the Source Citation. On the Media tab click the ‘Download Image If Available’ button. Hopefully, the image will download without issue. If downloaded, the new Media image will replace the missing Media so there isn’t any searching, renaming, or anything else to do – sweet!

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Adding Missing Source Citation Media

Are you missing media?

Sometimes, for whatever reason, Media images don’t download when a merge is completed with Ancestry. It could be that the server is busy on their end, or possibly, and more likely it is our Internet connection. Hopefully, FTM will bring back the global ‘download missing media’ which is not to be confused with ‘find missing media’. Here is an easy fix for now although it takes a bit of dilegence.

Keep in mind that each and every Source Citation won’t necessarily have Media to download. After I check and this is the case, I add a small note at the bottom of the Citation Text for future reference: [no image].

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Adding Photo from FindaGrave

Tip: Be sure to add Photos into the Source Citation Media instead of the Fact Media. This will ensure that the photo is placed wherever the Source Citation is placed and more importantly links it with a Source.

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How To Clean Up Census Citations – Step 1

Since the US Census is the backbone of my documentation I really want to have it done right! In a previous post I told you how I discovered that I had oodles of census images taking up a lot of valuable disk space. I have now figured out a method for combining the Citations into one, cleaning up the Media Workspace, and deleting the extra images. Your task may not be nearly as lengthy as mine. Remember that I have 31,000+ records which is a large database. I am also still converting info from my old PAF program into FTM so a lot of the records are old and named incorrectly. Another factor is that Ancestry changed the way they named Source Citations and downloaded images – which is a good thing but it means that I need to clean up the old stuff too. The 1850, 1860, and 1870 census do not provide relationships and therefore each record for each person is downloaded separately and then needs to be merged into one record. You could keep them separated but I find it very helpful to merge them, here’s why:

  • It takes up less space in FTM and so the program runs faster.
  • It takes up less space on your hard drive storing the Media images for each person.
  • It is very difficult to see if you have everyone in a household – the names appear at the end of the citations and are sorted by first name instead of by last name so they don’t necessarily appear altogether.
  • It allows you to quickly see who the Related-Head-of-Household is and how many related-people were in the household.

I’m currently working on the 1870 Census so we will start there.

Step 1 – Combine Source Citations for Related-Heads-of-Household

  1. In FTM go to the Sources Workspace. Navigate to the ‘1870 United States Federal Census’ and select it. Drag the arrow next to Source Groups to close the left Source Groups window. This gives you maximum viewing space.
  2. Go to the topmost Source Citation. Double-click to open it. Click on the link at the bottom ‘View Source Online’. Your browser will open the cooresponding Ancestry file.
  3. Note the name of the top person that is related to you. This will be your Related-Head-Of-Household (RHOH). Copy the Names/Ages info.
  4. Switch back to FTM. Go down the Source Citations and find the name that you noted above. Double-click to open that Source Citation.
  5. Under ‘Citation Text’ and after ‘Record for _____’ press Return and then type ‘- – -‘. The three dashes help separate the info for easier viewing. Next, paste in the names/ages info from the Ancestry page. Press OK to save.
  6. Reopen the Source Citation again. Double click after each name to select the space and hit delete. This will move the age up on the same line as the name and removes the extra spaces. Note any family relationships to the HOH: (mother), (brother), (niece), (unrelated). If Press OK to save. Now we have our HOH Source Citation with all of the family members listed and their relationships.
  7. Switch back to your browser and back-highlight the next person down from HOH. Switch back to FTM and find their Source Citation. R-click on them and select ‘Replace Source Citation’. When the next window comes up you will need to click and drag the right-side to to see the names at the end. When you find the HOH select it and then REPLACE. The person’s facts will now appear under the RHOH.
  8. Continue replacing citations until all of the people are listed under the RHOH.
  9. Double check to make sure all people in the household are listed. Count all of the people that have been merged and compare to the Ancestry record. Sometimes it’s even wise to compare the names. So that I know which records have been checked I add the number of people in the household in parenthesis after the dashes: – – – (9). If there are unrelated I put the count of related + unrelated: – – – (9+2 unrelated). The key is that first number matches the number of people that you have attached to the citation.
  10. Continue for all citations.

This is the method that I will use from now on when merging 1850, 1860, 1870 census records. Here are my new rules for these census records:

  1. Merge the Related Head of Household first with media, then merge the other people in the household WITHOUT MEDIA!
  2. Always copy/paste the names/ages of the Household members and clean it up.
  3. Always replace all household members into the Head of Household record.
  4. Always double check the number of people that have been merged and add that number after – – -.

It seems like a lot of work but it sure makes a difference. I found people that were connected to the wrong household, people that were missing, and people that I thought were unconnected that actually were. It won’t be nearly as time consuming if I keep up with it as I go.

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How FTM Sorts Media

Here is a hint to help when you are working with Media. When in the Media Workspace the files are sorted by Filename, not by Caption name. This can make a big difference if you are searching for a record, especially if the Filename differs from the Caption.

(update)

Note that Census records are actually sorted by first name instead of last because the Filenames are created like this: 1880 United States Federal Census – Thomas A HARMESON.jpeg. The first letter that makes this record different from the other 1880 census records is ‘T’ for ‘Thomas’.

Hint: if you are going through the list and updating records like I have been, it can be hard to keep track of your where you are on the list if you change a Filename because FTM auto sorts the thumbnails. BUT, I have found that I can find the spot where I stopped if I change from Detail View to Collection View and click on the bottom-left thumbnail.

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