Indexing Training Tip: Adding and Deleting Rows

Mother and Child indexing

Indexers who started indexing with the 1940 US Census Community Project may not realize how much variety exists in different types of records. The consistency of the 1940 US Census form is well-suited for efficient and repetitive indexing, but the range of records in the US Immigration and Naturalization Community Project will give indexers new and interesting forms to master. If you’re like most indexers, it will challenge you for a while as you study the rules for properly indexing and arbitrating these new records, but don’t despair. Before long, you’ll be a whiz in a whole new area of indexing.

To help you get started, here’s a tip on one of the most common differences between indexing census and other types of records: adding and deleting rows.

Why do I need to add or delete rows?Unlike the 1940 US Census that had only one image per batch and a consistent 40 rows per image, some projects have multiple images per batch and a varying number of rows per image. This is simply a result of different government entities using a variety of different forms to record passenger ship arrivals and other immigration and naturalization events.

Passenger ship lists are a good example of a record type that may have more records per image than there are lines within the table entry area of the FamilySearch indexing program. When this occurs, it may be necessary to add a row or records to your batch.

How do I know if I need to add or delete rows on passenger lists?Simple. Either you won’t have enough lines to index the information provided on an image, or you will have blank lines with nothing to fill them with.

Some passenger lists will have line numbers, but others will not. If you have line numbers on your image, scroll to the bottom to see the final line number. Then check your table or form entry to see how many lines are provided. If they don’t match, you will need to add rows.

 

Adding RowsAdding rows is easy, and there are two methods you can use.

Tools Menu

Method 1

  1. From the menu toolbar, select Tools.
  2. Scroll down to Records per Image.
Records per Image

  1. A new window will open. Type in the total number of records (or lines) you need. In this example, the number 44 was entered.
  2. Click OK.
  1. Now you will have 44 lines.

Method 2

  1. Click on this button
    Add Row Button
    to add a single row to the bottom of the form and table entry areas, or this button
    Add Row Button
    to insert a single record before the row where your cursor is active. See the image below to find where these buttons are located.

  1. Each time you click one of these buttons, a new line will be added to your table and form entry.

Deleting Rows

If you have accidentally added too many rows, you can delete them. There are also two methods you may use to remove a row that you don’t need.

Tools Menu

Method 1

    1. From the menu toolbar, select Tools.
Records Per Image

  1. Scroll down to Records per Image.
  1. A new window will open. Type in the total number of records (or lines) you need. In this example, the number 42 was entered.
  2. Click OK.
  1. Now you will have 42 lines.

Method 2

  1. Click on this button
    Delete Row Button
    to delete the highlighted row. Please note that this button will delete all empty rows in the table and form entry areas. See the image below to find where this button is located.
Delete Button Location

 

While each project varies in line and record entries, it is important to always refer to the project instructions to ensure that you are indexing the information correctly and addressing the need to add and delete rows appropriately.

Was this training tip helpful? We want to meet your needs. Let us know what training tip we should cover in future newsletters. Leave a comment below or e-mail us at fsindexing@familysearch.org.

Print this training tip.This article was written by Jennifer Anderson

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