How To Be More Efficient In Your Genealogy Research With Evernote, Word, Excel, and Airtable

When it comes to genealogy research, staying organized is half the battle. If you’re anything like me, you probably have stacks of notes and an ever-growing collection of documents. It can be overwhelming! That’s where technology comes in.

In this post, we’ll explore how Evernote, Word, Excel, and Airtable can transform your genealogy research, making it more efficient, organized, and enjoyable.

As a genealogist, staying organized is the only way I get anything done. I wrote a blog post about being more efficient in the genealogy research process. You can read that here.

But what do you do to organize what you find or create…those documents, reports, charts, and timelines? Digital tools are the answer. Let’s start with Evernote.

Evernote

Evernote is a versatile tool that’s perfect for keeping track of all your genealogy notes. It’s a digital notebook that you can access anytime, anywhere.

Why Use Evernote?

• Accessibility: Whether you’re at the local library, a family reunion, or at home, Evernote is available on all your devices. It’s even available when there is no internet. Plus, they have a free version, which is what I use.
• Organization: Create notebooks for different branches of your family tree, and within those notebooks, create individual notes for each family member.
• Searchability: Evernote’s powerful search function can even find text within images, making it easier to locate specific information quickly.

How to Use Evernote for Genealogy

1. Create Notebooks: Start by setting up notebooks for each major family line you’re researching. For example, one for your maternal side and one for your paternal side.
2. Add Notes: Within each notebook, add notes for individual ancestors. Include information like birth and death dates, places of residence, and anything you’ve found.
3. Tagging: Use tags to organize your notes. Tags like “census records,” “birth certificates,” and “military service” can help you quickly find specific types of information.

Pro Tip: Use Evernote’s web clipper to save articles, census records, and other online resources directly to your notebooks. It’s a great way to keep all your research in one place.

Additional Pro Tip: Use the audio feature when you’re researching in the cemetery. You can record what you see on the headstones and transcribe that information when you get home.

Kerry Scott wrote a wonderful book about using Evernote in Genealogy. You can find the Amazon link here. I refer to my copy often.

Word

Microsoft Word is a staple in any research toolbox. It’s perfect for writing detailed family histories, client reports, and keeping track of all my research.

Why Use Word?

• Formatting: Word offers so many formatting options, allowing you to create professional-looking documents. It’s what I use to make client contracts and reports.
• Stories: Word is ideal for writing blog posts or short biographies. But it’s also my go-to for longer pieces, such as detailed family histories.
• Making Connections: When you write your brain makes connections you wouldn’t have made otherwise. One of the best things you can do for your genealogy research is to write it up. And if you write as you research, you’ll make more progress. And who doesn’t want that!

How to Use Word for Genealogy

1. Create Family Histories: Dedicate a document to each family line, ancestral couple, or individual ancestor. Write down everything you know, from dates and places to stories and significant events.
2. Include Sources: As you write, be sure to include citations for your sources. This will make it easier to verify information later and makes your research more credible. Citations can either be viewed as footnotes at the bottom of each page or as endnotes at the end of your document.
3. Templates: Use templates for consistency. You can find genealogy templates online that can help you organize your information in a structured way. I use templates for client reports, contracts, etc. They are a must in any genealogy business.

Pro Tip: Add photos, scanned documents, and maps to your Word documents to create rich family histories. This makes your ancestors’ stories more interesting and easier to read by breaking up large blocks of text.

Excel

Microsoft Excel is a powerhouse for organizing and analyzing data. It’s particularly useful for keeping track of large amounts of information, such as census data, birth and death records, and other vital statistics.

Why Use Excel?

• Data Management: Excel’s spreadsheet format is perfect for handling large amounts of data.
• Sorting and Filtering: Easily sort and filter your data to find exactly what you’re looking for.
• Charts and Graphs: Visualize your data with charts and graphs, which can reveal patterns and trends.

How to Use Excel for Genealogy

1. Create Spreadsheets: Set up spreadsheets for different types of records. For example, you might have one spreadsheet for census data and another for birth, marriage, and death records.
2. Columns and Rows: Use columns for different data points, such as name, date of birth, place of birth, etc. Each row can represent an individual record.
3. Formulas: Use Excel’s formulas to calculate ages, date ranges, and other useful information. This can save you a lot of time and effort.

Pro Tip: Color-code your spreadsheets to highlight different branches of your family or to distinguish between confirmed data and information that needs further research.

I use Excel for DNA analysis. Here is an example of how I used the Leeds Method in trying to separate my DNA matches into 4 groups. If you’d like to know more about the Leeds Method, click here.

Airtable

Airtable combines the simplicity of a spreadsheet with the power of a database, making it an excellent tool to use for every project.

Why Use Airtable?

• Flexibility: Airtable allows you to customize fields and views to suit your specific needs.
• Ability To Link: Link records between tables, such as connecting a person’s birth record to their census record.
• Collaboration: Share your database with family members or other researchers and work together in real time.

How to Use Airtable for Genealogy

1. Set Up Bases: Create a base (Airtable’s term for a database) for your genealogy research. Within this base, you can have multiple tables for different types of information.
2. Custom Fields: Customize your fields to include everything from names and dates to places and notes. You can even add attachments like photos and scanned documents.
3. Views: Use different views to organize your data. For instance, you can create a calendar view to see all events chronologically or a gallery view to display photos.

Pro Tip: Use Airtable’s linking feature to create relationships between different tables. For example, link an individual’s birth record in one table to their marriage record in another. This feature has so many possibilities.

I use Airtable in my everyday research. It’s perfect for organizing research logs, timelines, and the FAN Club for each ancestral couple. Discover more by reading my blog here.

Airtable has a free and a paid version. I find the free version has everything I need.

Finally

I hope you see how effective Evernote, Word, Excel, and Airtable can be in your genealogy research. They each have their own superpower, but together they can keep you organized and on track to find your ancestors and tell their stories.

Genealogy tip: If these tools are new to you, don’t try to use them all at once. They each have a bit of a learning curve. Take one at a time and use it everyday for a month. Then each month, add a new tool and discover how well they work together. Your genealogy research will be the better for it.

If your genealogy research is overwhelming, let’s talk to see how you can become more efficient. I can do the research for you or walk you through the process so you can do it on your own. Click below to get started.