Manasota PAF News April 2003

Manasota PAF News
Manasota PAF Home - PAFNews Home
April 2003 - Volume 9 Issue 6 - A publication of the Manasota PAF User Group, Bradenton, Florida - copyright 2003
PRINT OUT FOR OUR MEETING 5 April 2003 - Pat Richley, editor & instructor.
THIS IS PART 1 - SEE ALSO PART 2

FL Driver's License Info for $ALE? submitted by Audrey Keisacker, AKeisacker@aol.com What do you think of this please? FACT: The Florida DMV can give out your personal information unless you secure your records by activating a block. Take a moment and check if your name is blocked from giving out your information. The DMV is authorized to give out your personal information to anyone: (name, DOB, phone number, address, SS#, Medical disabilities, etc) with no problem. You can go to the state of Florida web site and block the DMV from passing on any of your information. Go to: www.hsmv.state.fl.us and click on LINE DRIVER LICENSE CHECK to verify if your driver's license is valid -- once it verifies that your license is valid or not it will let you know whether or not your license is blocked and it will give you the opportunity to block it at that time by following the instructions on the screen.

COPY Databases Back & Forth between PAF, FTM - PART 1 submitted by Phyllis Doucette pdoucett@tampabay.rr.com Will you discuss how to copy a database back and forth between PAF (Personal Ancestral File) and FTM (Family Tree Maker, especially notes and scrapbook items.) My main database is in FTM and I would like to put it in PAF, however when I take it back to FTM to use the book publishing feature, I end up with and extra "Resource" for every entry that reads "Imported from FTM10.Lee + date". I want the rest of the resources to print, so I end up with this entry or must hand delete it from each entry individually. What am I doing wrong? I also have "TMG The Master Genealogist", have not transferred my database to it. Is that a better answer?

DearPHYLLIS, I'll answer the last question first -- While TMG, FTM and PAF all have excellent book generating capabilities, I STILL prefer Rex Clements GEDBOOK. There are simply so many more options available there, and you have so much flexability. You will need WORD or WORD PERFECT as the GEDBOOK software program will take your genealogy data and create a file to work in either of those two word processing programs.

NOW for your challenges with moving genealogy data back and forth between FTM & PAF and back again:

The concept of using one genealogy program 99% of the time is a sound one, because you won't end up with some names in FTM and others in PAF, only to have some of these ancestors slip through the cracks as you move data back and forth between programs.

I spent about two hours in PAF trying to locate or duplicate anything like the Imported from FTM10.Lee + date" problem you describe. Initially, I incorrectly felt the problem was with PAF. I even called the tech support people at PAF is Salt Lake City. They felt it was an error in the creation of the FTM GEDCOM file, not using the standard GEDCOM 5.5 protocol.

So I went through the entire process, (described in in detail in the next article) of taking a database in FTM Family Tree Maker 10, creating a GEDCOM file, importing the GEDCOM file into a new PAF Personal Ancestral database, then creating a GEDCOM file in PAF and bringing it into a new FTM database, then creating a BOOK in FTM. I finally found several important points to bring to your attention:

1. FTM is the program that inserts a note for each individual as to the import that is associated with a fact about that person. Apparently the Imported from FTM10.Lee + date" message is from an import into FTM you did BEFORE you created your GEDCOM file.

2. To remove the Imported from FTM10.Lee + date" ,one can't just copy and paste the entire genealogy book into WORD to do a FIND/REPLACE to remove these footnotes, because these footnotes (or endnotes) with superscript notations for them beside each individual's names in the paragraphs of the book. They aren't always superscript #1. By deleting superscript #1, the others don't automatically renumber themselves in Word. <sigh>

3. There are certainly great reasons for using PAF, including what I consider superior flexibility in the PAF MATCH/MERGE.

4. You do have to be extremely careful IF you want to preserve the links to multi-media files (photos & sound clips, etc) in the original FTM database when bringing in the new PAD-edited GEDCOM file. You MUST MERGE the new individuals into the ORIGINAL individuals (with the appropriate multi-media links), and not vice versa. The PAF GEDCOM File would not have the links to the FTM-linked photos. Merging should allow you to keep the those initial (original) FTM individuals with accompanying multi-media files, such as photos and sound clips. If you simply create a NEW FTM database with

STEPS for EXPORTING Genealogy Data from FTM and IMPORTING in PAF submitted by Pat Richley dearmyrtle@aol.com After spending hours on Phyllis' scenario in the previous article, I created a number of screen shots. I didn't want them to go to waste, so... here are the steps I took when creating a GEDCOM file in FTM and importing it into PAF: Open your database in FTM Version 10. Click FILE, then select COPY/EXPORT. When you name the file, be sure to change the "SAVE AS TYPE:" to GEDCOM *.GED as illustrated below:

Click the SAVE button, and you'll be taken to the EXPORT GEDCOM screen. This is the next likely place to have a problem, so be SURE to change the "DESTINATION" to PAF. (FTM is the default.) The default GEDCOM Version 5.5 is the standard PAF uses today (according to PAF tech support) so things should go smoothly. NOTICE that FTM did not allow me to specify which individuals to include or exclude from the export.

Then I went to an existing database in PAF. I clicked FILE on the PAF menu bar, selected IMPORT, and located the GEDCOM file I had just made. I added a checkmark to the "INCLUDE LISTING FILE DATA IN NOTES", as I like any database error messages associated with an individual to appear in NOTES for him, rather than some external file. That way if I don't have time to fix 800 error messages, the incident at least appears in notes. In my sample I received no error messages.

I checked and simply could not find anything in notes or elsewhere, that reflected the message you received "IMPORTED FROM FTM10.XXXXX". I DID have a listing under SOURCES that said "1. The Church of Jesus Christ of Latter-day Saints, Ancestral File (R), Copyright (c) 1987, June 1998, data as of 5 January 1998, .NS16003."

To EXPORT from PAF, I created a GEDCOM file of the entire database, by clicking FILE, and selecting EXPORT. I selected the "Other GEDCOM 5.5" since FTM was not listed as an export destination. I used the universal UTF-8 which is the default character type.

Once I got back to FTM, I decided to create a NEW FILE, so that I wouldn't have to merge duplicate individuals.

That FACTS TO IMPORT button got me curious, so I clicked and found that none of the entries matched anything like your Imported from FTM10.Lee + date" problem.

I did merge my three individuals in my new database, with those found in the incoming GEDCOM file.

WHY Don't Multi-Media files GEDCOM with my PAF Genealogy Data? submitted by Pat Richley dearmyrtle@aol.com Quite simply, the photographs and scanned images of original documents you associate with an individual or the events in his life are not "imbedded" meaning they are "external" to the genealogy database. This means that when you tell PAF to add a specific file to your ancestor, it only includes the PATH to the file that exists somewhere on your hard disk.

What type of Multi-Media Files are allowed? In PAF 5+ HELP we read "The Multimedia Collection screen lists the pictures, sound clips, and video clips that are attached to this individual." The Multimedia Collection screen lists the pictures, sound clips, and video clips that are attached to this individual. Acceptable multimedia formats include:

OK...HOW do I interpret that GOBBELDY-GOOK? I can send copies of all my PAF data (including multi-media photos, etc.) to my daughters for safe-keeping, and hoping against hope that they will one day be very interested in the family history I've compiled. Basically, I decided the best work-around is this.

OLD PAF Database submitted by erpre@earthlink.net to PAF-2.31-USERS-L@rootsweb.com. I have a PAF disk with many names on it and I don't know how to open it. Any help appreciated. Reply from Manasota PAFNews editor, Pat Richley dearmyrtle@aol.com
DearEARLEENE, Sounds like you got an old floppy disk from someone in your family. You'll need a copy of the software program PAF (PERSONAL ANCESTRAL FILE) to open it and view it. You've written an e-mail to the mailing list for the PAF 2.31 version which is not longer being supported. I am wondering why you believe this is a PAF 2.31 data file, and not PAF 3, PAF 4 or PAF 5. Perhaps someone wrote PAF 2.31 on the floppy disk label?

WHAT ARE YOUR ALTERNATIVES?
1. You can download the PAF 5 software program for free at: www.familysearch.org Once you download PAF it will be in a compressed mode. Double click on the PAF Icon to "open" the program itself. When you click on the resulting PAF Icon on your desktop, you will be asked to open (a previous file) or create a new file. So its a matter of directing PAF to the correct location of your existing PAF file.

Your only problem will be IF the file is from a much earlier version of PAF (such as PAF 2.31). You will then need to contact folks in your area to see if anyone has the older version -- can open the file, and create a GEDCOM file which can be read by any of the later versions of PAF.

Here's what I found in PAF 5+ HELP FILES regarding databases created in earlier versions of the PAF program:

"You will need to convert the .paf files from previous versions of Personal Ancestral File and from other programs to use them in Personal Ancestral File 5.0.

Personal Ancestral File 2.0 to 2.31. If you have information in versions 2.0 to 2.31, you can either (1) convert the file into Personal Ancestral File 3.0 or 4.0. Convert the resulting file to version 5.0 or (2) create a GEDCOM file, and import it into version 5.0.

Personal Ancestral File 3.0 and 4.0. You must convert the .paf file before you can use it in version 5.0. During the file conversion process, you can save the converted file in a different folder and give it a different name. You can still use the original file in Personal Ancestral File 3.0 and 4.0.

Personal Ancestral File 2.3.1 for Macintosh. The best way to convert Macintosh data is to create a GEDCOM file. Macintoshes operating with System 7.5 or higher can read DOS-formatted disks directly. If you have System 7.5 or higher, make the GEDCOM directly to a DOS-formatted disk. If your operating system is lower than 7.5, save the GEDCOM to a Macintosh-formatted disk; then take the disk along with a DOS-formatted disk to a local computer store. Have an employee there take the GEDCOM file from the Macintosh disk and put it on the DOS-formatted disk. You will then probably want to create a new .paf file and import the GEDCOM file into it.

Other programs. You must save your information as a GEDCOM file. Then you can use the Import feature to bring the information into Personal Ancestral File. If you cannot save your information as a GEDCOM file, you will have to retype it into Personal Ancestral File."

Many of our readers wrote in regarding items in last week's newsletter. We received comments about our instructions for cutting and pasting, MMG's recipe for Irish Potato Bread, and Joy's recipe for Dirt Cake. Thanks to everyone who wrote in. Here are some representative samples.

Cutting and Pasting
We received quite a few messages describing an easier process for printing out recipes. Here's one example:
There is an easier way than "cut & paste" to print only what you want from a page. Highlight what you want (per the instructions in the last newsletter), and then go to File and select Print. On the Print dialog page, click on the Selection button, and then click Print. I'm a PC user so I don't know about Macs.
- Roger

We aren't aware of a Mac equivalent for this process, but for PC users, this is a great way to print something if you want the selected area to appear as it is on the page.

Robert added:
Not all programs have this feature, but a good many do. And the Printer icon on your toolbar, may not give you the option, so use Print from the File menu. If you can't find the word "Selection," then your e-mail program doesn't have this timesaving feature. If the "Selection" option is grayed out, then you probably forgot to select the recipe.

The cut and paste process described in last week's newsletter will allow you to change the text or layout before you print and it will allow to save the result in a digital form. Here's an example of a message from a reader who found some benefit to these additional options,
Thank you so much for answering the question about how to copy and save parts of a recipe, etc. I have been trying to learn how to copy and paste so that I could save it and revise it to my own liking. (I usually revise all recipes into lower fat and lower sugar). Now I can have it all typed rather than have a nicely printed recipe with pen marks through some of it and changes written to the side. Again, thank you. You saved me a lot of time and headache.
- Sheri

Here's another suggestion from a reader:
Your copy and paste method works well but I've found that pasting into an e-mail message to myself as well as to others works better for me.
- Jim in San Diego, California

Donna wrote in to say,
Your tip for doing a copy and paste is a great idea, but it doesn't work with the e-mail you (and some other companies) send. I've found I have to select to "forward" the e-mail before it will allow me to "cut" all the parts I don't want, and "save" the recipe as "e-mail draft," then transfer it to my "recipe folder."

This is a great point and a great solution. Some e-mail systems will not let you modify a message you receive. If this is the case with your e-mail, beginning a forwarded message should give you a version of the e-mail from which you can cut and paste.

Ray wrote in to point out that if you paste to a program like Word or WordPerfect you will bring along some "unwanted garbage."

This "garbage" is the html code used to format the text in the e-mail. The code is not necessary in the word processing program, but recent versions of Word or WordPerfect should know how to handle it. If the code is causing a problem, you can get rid of it in a variety of ways.

Ray's suggestion was to paste the copied section into a text-only program (Notepad is included with the Windows operating system and can be found in the start menu in the programs list under accessories; SimpleText is the Mac equivalent) and then copy and paste it from the text-only program to WordPerfect or Word.

You can also paste directly to Word or WordPerfect in a text only format. To do this, select and copy the section, then open your word processing program and click "edit" in the upper left of the tool bar. Choose "paste special" and then choose "unformatted text."

MERCER GIRLS submitted Bjsgen@aol.com Check this out as it relates to Seattle interesting article what brave women we had back then. Its about the Mercer Girls, Washington Territory's cargo of brides. http://members.tripod.com/~PeriM/Brides.html

The Manasota PAF Users Group is a non-profit educational organization in the State of Florida. Copyright 1994-2003. All Rights Reserved. dearmyrtle@aol.com Webmaster. Personal Ancestral File is the registered trademark of the Corporation of the President, Church of Jesus Christ of Latter Day Saints. The Master Genealogist and FamilyTree SuperTools are the registered trademarks of Wholly Genes, Inc. Family Tree Maker is the registered trademark of Mattel. RootsMagic is the registered Trademark of Formal Soft. The ideas expressed in this the Manasota PAFNews are merely the opinions of the contributors. The writers, editors, publishers, and the Users Group are in no way responsible or liable for any damages resulting from articles, opinions, statements, advertising, representations or warranties expressed or implied in this publication nor do we endorse or recommend any products or services mentioned or illustrated herein. Webmaster: Pat Richley dearmyrtle@aol.com . Copyright 2003. All Rights Reserved.