How do I index a name with variations when I run out of space?

tndavis

I am reviewing US, New York, Statewide—Index to Land Records, Grantees, 1630–1975 [Part C][M35V-Y4V], and the PI show in an example to definitely include all variations of the surname with Or listed in between each. But this one has 22 variations of Van Den Bergh, and after only listing 8, the box is full and will not accept any further letters. Even if I left out the ones that only vary on spacing (e.g., Van Den Bergh and Vandenbergh), there still wouldn't be enough room. How do I deal with it?

John Empoliti

Unfortunately, you will need to create two more entries to accommodate those 8 + 6 alternate names for that transaction. You can see that when you have multiple Grantors your hands will be full with multiple sets of three entries to accommodate all the grantee/grantee pairs..

Below, at the bottom, is a guide to the horizontal toolbar that may help. With the right strategy you might be able to save yourself some/much typing. In particular, look at the “Ditto the previous entry” tool (5th icon from the right) and “Ditto previous field” tool (7th icon from the right). And, keep in mind that you can highlight and then copy/paste those grantee name fields. So you should only need to type them once.

There are many possible strategies you could use to minimize your typing. You might, for example, fill in a blank entry with the transaction details minus the grantee and grantor names, then make several duplicates of it using the “Ditto entry” tool repeatedly. Then could copy/paste those complex surname fields.appropriately, and fill in the rest of the name fields. Don’t forget the “Add (multiple) entries” tool (plus sign) and the “Delete entries” tool (trashcan) in the middle of the toolbar.

Another strategy would probably be confusing to a Reviewer, but here it is. You could use the “Copy to following like fields” tool (6th icon from the right) as follows. Enter the first set of 8 grantee surnames in the first blank entry. Then use that “Copy forward” tool to propagate that set of alternate grantee surnames to all the provided blank entries. Now use as many as you need to deal with all transactions going forward, using the various others tools judiciously to save typing, if you can. Then repeat the process for the second set of 8 grantee surnames, and then with the last set of 6 alternate grantee surnames.

Under any strategy you will likely need to use the add multiple entries or delete entries tools in the middle of the toolbar.

Good luck.

John Empoliti

@tndavis

Please note in the above - once you do a Copy, you can do multiple Pastes. You only need to do another Select and Copy when you want to change to a different name or set of names that you wish to Paste.

tndavis

Thank you so much! I appreciate your help.

John Empoliti

You're welcome, I'm happy to help.