Entire Family History Made Easy
-- or --
Including Scrapbook Items
in a GEDCOM file
So, now you have invested a lot of time and money
scanning in those precious photographs, digitizing sound recordings
and old videos. You have had grandma Jones tell the story of some
old photos into your microphone, and you’ve attached those digitized
sound bites to the scanned photos. Whether you use Ancestral Quest™
(AQ) 2.0 or later, or Personal Ancestral File® (PAF) 4.0 or later,
you have the tools to assemble this type of multimedia scrapbook.
If you’ve used these tools, you know how wonderful it is to have
this legacy, but there’s only one problem. How do you share it?
Traditionally, to share this type of information,
you would have to follow these steps:
- Make a GEDCOM file of your data and send this
to your relative.
- Make a backup of all your digitized photos and
other scrapbook items.
- Work closely with your relative on restoring
- Work closely with your relative on linking those
scrapbook items to the individuals in your database.
Early in the year 2000, both Ancestral Quest 3.0
and Personal Ancestral File 4.0 have made this effort one step easier.
You could choose to include the links to multimedia, or scrapbook,
files within the GEDCOM file. You would still have to follow steps
1-3 above, but step 4, the most labor intensive step, would be done
for you. (In AQ 3.0 and 2002, the links to file names, croppings,
rotations, slide-show timings, and sounds attached to pictures are
all preserved; in PAF 4.0, only the links to file names are preserved.)
Now, ever since the release of AQ 3.0.30, you
can send your full family history – choreographed slide shows, interactive
scrapbooks, and all – to your relative in one simple step through
the Export tool.
|AQ 3.0 GEDCOM Export
|AQ 11 Export GEDCOM File
Notice the GEDCOM Export screens, above. As always,
you want to select the individuals you will export – choose ‘All’
or ‘Partial’. If Partial, click the Select button to select
just those branches and leaves of your family tree that you want
to share. Then make sure that you have selected both the Multimedia/Scrapbook
Links checkbox and the Encode Media/Scrapbook Items
checkbox. As AQ goes through the normal process of creating a GEDCOM
file, it will actually take the digitized files that are linked
to the selected individuals and make a copy of them within the GEDCOM
file. Depending on how many files you have, and how large those
files are, you can expect your GEDCOM file to be many times larger
and take abiot longer to create than what you have experienced in
After the GEDCOM file is made, you will want to
‘zip’ it up before trying to send it to your relative. While this
is normally true, it is more urgent when you have embedded the digitized
scrapbook items in it. This article assumes you are comfortable
with zipping up a file. If not, you may want to ask a friend for
some help with this.
Finally, if you are the recipient of a GEDCOM file
with embedded scrapbook items, here are some things you should keep
|AQ 3.0 GEDCOM Import
|AQ 11 GEDCOM Import
- If you are using an up-to-date genealogy program
that can handle multimedia objects in a GEDCOM file (at this writing,
AQ 3.0.30 and later and PAFWiz are the only software we know of
that can handle this), you will be given an option to ignore these
files or to have them created on your disk. (See the figures above
– notice the Import Media/Scrapbook Items option.) To extract
the media files from the GEDCOM file, be sure to select the Import
Media/Scrapbook Items option. If you are using a program that
does not expect these scrapbook files, you may get very interesting
results, or these files might just be ignored, depending on how
well the GEDCOM import feature of that program is written.
- When AQ attempts to write a media file back out
from the GEDCOM file, it will use the same file name and folder
name as on the machine where it originated. It will try to write
to the same drive letter (i.e. ‘C:’ or ‘D:’) as where it originated,
but if that drive letter is not a writable drive on your machine,
it will use the drive where the database you are importing to
is located. For example, if the sender had his data on a second
hard drive, which was labeled ‘D:’, but on your machine the ‘D:’
drive is a CD-ROM drive, then these files will be written to your
‘C:’ drive, where your data files are kept. But if you also have
a second hard drive, then the files will be written to your ‘D:’
You will be prompted to create the missing directories. Click OK.
Once the import has been completed, the scrapbook items should
appear throughout the database, just as in the original.