Computer Skills For Genealogists

By Shelly Longoria, LibrarianPalm Springs Public Library

Do genealogists need special computer skills? Most general-use skills apply…but… Genealogists have many types of

documents and information to organize Organization is key!

Physical to Digital Not safe to have your research or

documents only on paper. Paper is fragile. Make ALL papers, pictures, certificates,

etc., digital to keep in a storage device. Backup in at least one place OTHER than

your computer.

…but HOW??

Physical vs. Digital Physical means an actual paper, photo or

other item in your collection of research. Digital (or “electronic”), means that a

physical item was converted to a computer-friendly format, or was originally created digitally (i.e., a digital photo).

This can be done by scanning, digital photography, or downloading from an online source (such as a census image from Ancestry.com or Heritage Quest).

Types of Digital Items Individual documents (papers), become

computer files. Manila folders become computer folders. Filing cabinet drawers become the

computer’s hard drive, and/or an external storage device.

How to digitize?

ScanningA scanner takes a picture of your item

Papers Print photos Other items (passports, family bible pages, etc.)

You may purchase a scanner to use with your computer, or take your items to an office store to have them scanned.

Digital camera photos are ready to file in your computer – they are already digital!

How to organize?

Remember that your computer is just like a physical file cabinet.Name all files & folders with names you can

easily identify (don’t name a folder “grandpa”).Folders may contain files & other folders for

further organization Example: You could have a folder for a family

name, and folders within that folder containing files on members of that family name.

Saving your files Make sure you choose where your file is

being saved so you can find it later!•Save As

•You will name your file and choose where it is saved.

•Save In:

•Pull-down menu of folders in your computer

•File name:

•Name your file carefully

•Save as type:

•Usually automatic

Finding your files

Using your files Many programs use similar/standard

commands and options

Some common options in a menu bar:

•File

•Edit

•View

•Insert

•Tools

•Format

•Help

Know your software!

Become familiar with which commands are available to youDoes your software do everything you want?

Examine the Menu Bar If you don’t recognize the name of an option

in a menu? Look it up in the software’s “Help” to see what it can do for you

The better you know your computer & software, the easier your research will be

Protect Your Research!

How, Where & What to Backup Most software will give you a Backup

option, usually in the “File” menuDO NOT SAVE YOUR BACKUP ON THE

SAME COMPUTER! Select an external storage device

Backup: From your genealogy software Transfer copies of all your original files & folders This includes scans, photos, etc., even if they are

already used in your software

External Storage

Floppy Discs (mostly obsolete)

CDs or DVDs (your computer must be able to “burn” them)

Flash Drives (come in many capacities)

External Hard Drives (come in many capacities)

Save & Backup Your new favorite words! SAVE often – you never know when…

The power will go outYour computer will lock upYour cat will walk across the keyboard

BACKUP often – you never know when…Your computer will crash or have some other

accidentRemember to backup when you update!