Presented to the Palm Springs Genealogy Society at the Palm Springs (CA) Public Library, 04/07/2012. Gives basic saving, file hierarchy, and backup information.

1. Computer Skills For
Genealogists
By
Shelly Longoria, Librarian
Palm Springs Public Library

2. 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!

3. 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??

4. 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).

5. 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.

6. How to digitize?
 Scanning
A 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!

7. 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.

8. 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

10. Finding your files

11. 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

12. Know your software!
 Become familiar with which commands
are available to you
 Does your software do everything you want?
 Examine the Menu Bar
 Ifyou 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

13. Protect Your Research!

14. How, Where & What to Backup
 Most software will give you a Backup
option, usually in the “File” menu
 DO 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

15. External Storage
CDs or DVDs
Floppy Discs (your computer must be able
(mostly obsolete) to “burn” them)
Flash Drives
External Hard Drives
(come in many capacities)
(come in many capacities)

16. Save & Backup
 Your new favorite words!
 SAVE often – you never know when…
 The power will go out
 Your computer will lock up
 Your cat will walk across the keyboard
 BACKUP often – you never know when…
 Your computer will crash or have some other
accident
 Remember to backup when you update!