How to Organize your Information

In building a family tree you are going to accumulate a variety of information for several people. You are going to need to figure out how to keeps things straight and easily accessible when flipping back and forth through your sources. That is where a little organization comes in, from notebooks, spreadsheets, and family tree templates.

I know when I started, I placed a lot of gathered information in a binder at first. Then I needed another binder. And another. Before I knew it, I needed several binders to assist in separating documents for different people in my family tree. I went from one small shelf to three over time. To be honest There are more shelves, but they are filled with reference books that I have purchased to help in my genealogy hunting.

So, what I want to do is just quickly go over how best to utilize a few different items in organizing your material. I hope this information helps!

Here are detailed steps and tips for using a notebook, spreadsheet, or family tree template effectively:

1. Using a Notebook

Steps:

• Designate Sections: Divide the notebook into sections for different branches of the family (e.g., maternal side, paternal side).

• Create Individual Pages: Dedicate individual pages to each family member, listing their details such as full name, birthdate, marriage date, death date, places associated with these events, occupation, and any notable stories or relationships.

• Use Pedigree Charts: Sketch basic family trees or pedigree charts in the notebook to visualize connections.

• Note Sources: At the bottom of each page, note the sources of your information (e.g., Aunt Jane's recollections, Grandma's birth certificate).

• Include Photos and Documents: Attach or paste small photos, photocopies of documents, or memorabilia to relevant pages.

2. Using a Spreadsheet

Steps:

• Create a Master Sheet: Set up a master sheet with columns for key details such as full name, birthdate, birth place, marriage date, marriage place, death date, death place, occupation, and notes.

• Organize by Family Branches: Use separate tabs or sheets within the spreadsheet for different family branches (e.g., maternal side, paternal side).

• Use Sorting and Filtering: Utilize sorting and filtering functions to organize and search for information easily (e.g., sort by birthdate to see chronological order).

• Add Hyperlinks: Insert hyperlinks to digital copies of documents, photos, or additional notes stored elsewhere.

• Create Visual Charts: Some spreadsheet software, like Excel or Google Sheets, allows you to create simple family tree charts or diagrams.

3. Using a Family Tree Template

Steps:

• Choose a Template: Find a printable family tree template online or use software that provides templates (e.g., Ancestry.com, MyHeritage, Family Tree Maker).

• Input Basic Information: Start by filling in basic information such as names, birthdates, and relationships.

• Expand Details: Gradually add more detailed information such as places of birth, marriage, death, occupations, and stories.

• Use Multiple Copies: Print multiple copies if needed for different family branches and keep a master copy for overall reference.

• Update Regularly: Keep the template updated as you gather new information or verify existing details.

Tips for All Methods

1. Standardize Entries: Use a consistent format for dates (e.g., DD/MM/YYYY) and locations (e.g., City, State, Country) to maintain uniformity.

2. Color Coding: Consider using color codes for different branches of the family or generations to visually distinguish them.

3. Indexing: Create an index or a table of contents if using a notebook or a complex spreadsheet to make navigation easier.

4. Backup Regularly: If using digital methods, back up your data regularly to prevent loss.

5. Cross-Referencing: Include references to where additional information can be found (e.g., "See Grandma’s page for her parents' details").

Organizing your ancestry information effectively helps you build a reliable and detailed family tree. Whether you prefer a traditional notebook, a versatile spreadsheet, or a visual family tree template, the key is to maintain consistency, update regularly, and ensure that the information is easily accessible and shareable.

Happy Hunting.