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The Memo |
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Households Listed in Dwelling Number Order
I use this report frequently. In its "quick and dirty" format, it gives me a quick overview of the
census neighborhood. It highlights next-door neighbors and pinpoints possibly related households omitted
from my data base. In its more formal format, a spreadsheet, the report allows me to manipulate data from an entire
census neighborhood and analyze the resulting patterns. When used in conjunction with land records and maps,
this report is very helpful when locating dwellings on a map.
Census Tag Entry Screen
There is no way to produce a report in which all censuses are listed in dwelling number
order if you have not entered that dwelling number as the first entry in a field that you include in your
- Long before TMG created the split memo field, I entered this information in the Place Detail. This created
a very long Master Place List, so I moved the information to the Memo field, enclosing the dwelling and family numbers
in sensitivity brackets, because for most reports, you won't want this information printed.
The advent of Memo2, Memo3, ... Memo9 created many new possibilities in TMG reports, and now the dwelling and family number
information has sole possession of Memo2 in the census tag.
- Pre-1850 censuses do not have dwelling and family numbers, so I use page number and line number; e.g. 137-06.
You may want to use this same format for dwelling and family number entries, as well.
- Don't forget that the number 2 is sorted after the number 11 by the computer,
so enter all numbers with at least three digits: 001, 052, 112, etc., if you want them sorted correctly.
- Examine the Memo in the Census Tag Entry screen on the left to see how this information is entered.
Producing the Screen Report
Report Definition Screen
- This report refers to many people who are linked by an event: a specific census enumeration. Although
it might seem like this should be a List of People report, our interest is in the census event. List
of People reports do not give an option to print a census tag. Individual Narrative and
Detail reports allow only limited sorting options. When you wish a report that is sorted by Event information,
the best option is a List of Events report.
- We need a Filtered Group: all households in a given census year in a specified geographic area. Select
Filtered Group and add a new Report Filter definition.
- Output will be to screen for this "quick and dirty" report.
- I have two census event tags, CENSUS and CENS-STAT, so the Tag Label for my filter begins with
CENS. If you have created an individual census tag for every census year, this is probably your common
- This census list by dwelling order is used for only one census enumeration, so I specify the census event year.
I don't enter a specific year but use the [?]. Each time I run this report, I can specify a different year.
- I always include the state, as county and town names are duplicated in many states. [This is why I don't
use the Place field for this report.]
- This filter is used for a county-wide listing. If I wanted only a city-wide listing, I would add
a line to specify the city. Operator is contains as that allows for entry variations, such as
Co., Twp., Boro, etc.
Report Options: General Tab
- Give the report a title if you wish.
Report Options: Output Columns
- The output columns tab allows you to specify what columns you want printed, in what order they should
appear, and in what order the entire report is sorted.
- There are five columns specified on this screen: Principle (last name first), Date-Year, City, Memo2, and
Memo1 printed in that order.
- The output is sorted first by city and second by Memo2. In other words, all residents
of a town are grouped together first, then listed by Memo2 order, dwelling and family number, within the city.
- Consider adding Year to the list of columns. Note that you can enter the number of witnesses,
but you cannot add a column that gives the names of witnesses.
This is the resulting screen report.
Producing the Spreadsheet Report
Report Definition Screen
- There is only one major difference between this spreadsheet report and the screen report: the designated
output site. In this case, send the report to a file and specify an Excel format (or a CSV file (Comma
Separated Values) if you don't use Excel).
- Change the report name so that you will be able to reuse either report as desired.
- In addition, consider expanding the memo field width to as much as 250 to 300 characters.
- This report can be even more useful if the census year is removed from the filter. Now, all the census
entries for an entire county can be retrieved. It can be sorted by year first or by principal first. In the
latter case, you will be able to view an individual head of household census history.
This is the resulting Excel report. Although the original file was sorted in dwelling number order,
this has been resorted by surname. As well as being more flexible, the Excel report allows more of the
census memo to be visible, if the user desires.
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