Family Files

How Many Family Files?

Saving Changes to a Family File
Opening a Family File

Putting Reunion or Your Family File Into the Dock
Creating an Alias File

Closing a Family File
Making a New, Empty Family File
Naming Family Files
Family File Location
The Begin Window
Linking Family Files

Password Protecting Family Files

Backing Up Your Family Files
Saving a Backup Copy of a Family File

Backing Up With Time Machine

Backing Up Without Using Time Machine
Backing Up Multimedia Files, Reports, and Charts
Family File Information

Deleting Family Files
Splitting or Separating Family Files

Saving a Copy or Template of a Family File With No Data

Quitting Reunion

Opening Locked Family Files or Family Files Without Permission

Combining Family Files

Using Dropbox to Share Your Family File with Other Macs

How Many Family Files?

Using One Family File

For most people, working with one family file is the best approach.

There are advantages to keeping all your genealogy information in one family file:

Using Multiple Family Files

The best reason to use multiple family files is if you're working on completely unrelated families (for example, if your neighbor coerces you into recording his genealogy and the two of you are unrelated).

For huge family files (20,000+ people), there may be some advantage to splitting research into multiple family files:

More information about splitting or separating a family file is here.

Saving Changes to a Family File

Reunion works like other database software applications: the information or data you input is automatically saved, as it is entered. Thus, there is no Save item in the File menu.

data
saved

Database apps are different than most other apps in this regard. For example, in your word processor, you're probably used to choosing File > Save to save changes that you make. However, in a database app, including Reunion, the changes you make — whether entering new information or editing existing information — are automatically and instantly saved.

save

Graphic charts are separate documents (not part of the family file) and thus handled differently. Learn more.

Opening a Family File

There are many ways to open a family file...

Using the Open Window

The Open window, shown below, is a standard window used by Mac apps to open files. The goal is to find the file you're looking for in the list on the right, and then select the file and click the Open button. In this case, the list on the right side shows the contents of the Reunion Files folder. However, you may navigate to other folders or disks using this window and the list of items will change accordingly. Use the menu button in the center to choose another folder; or, click items in the list on the left, which are shortcuts to other folders on your Mac. If you aren't comfortable using this window, please consult the Macintosh Help.

Using the Open Recent Submenu

If you work with several family files, you can open files that have been recently opened by choosing File > Open Recent. This shows a submenu of the last 20 family files you opened. Family file names appearing in the Open Recent submenu are sorted so that the most recently opened files appear at the top of the list. To clear the Open Recent submenu, choose File > Open Recent > Clear Menu.

In the Startup Settings you can determine whether or not Reunion will automatically open the most recent family file (that you had opened).

Putting Reunion or Your Family File Into the Dock

The easiest way to find and open Reunion or any family file is to put its icon in the Dock.

Please understand that putting something into the Dock doesn't actually change the location of the file. I.e., you're not actually moving the item anywhere. Items in the Dock are just "pointers" to the actual files.

To put the Reunion icon into the Dock...

  1. Quit Reunion.
  2. Go to the Finder.
  3. Locate the application file (in your Applications folder).
  4. Drag it to the Dock.

To put a family file icon into the Dock...

  1. Quit Reunion.
  2. Go to the Finder.
  3. Locate the family file (inside your Documents/Reunion Files folder).
  4. Drag it to the right part of the Dock.

Somewhere to the left of the Trash icon, you'll see a dividing line in the Dock. The area to the left of the dividing line is for applications. The area to the right of the dividing line is for documents (such as your family file) and folders.

The Dock is explained in the Macintosh Help.

Creating an Alias File

One of the slickest features introduced long ago in the Mac OS is called the Alias file. This is a small file whose sole function is to point to another file or folder. In the Finder, and in Open/Save windows, the icon of an alias file always has a teeny arrow in the lower-left corner.

To create a family file alias, go to the Finder and locate the desired family file — it's probably inside your Documents/Reunion Files folder. Then single-click the family file icon and choose File > Make Alias from the Finder menu bar. An alias file will appear which you can rename and drag anywhere on your hard disk(s). Convenient places to put family file aliases include the Dock or the desktop.

If you use alias files, read this important note about backing up.

Alias files and the desktop are explained in the Macintosh Help.

Closing a Family File
To close a family file, click the Close button (at the left end of the title bar), or choose File > Close. Closing a family file is not the same as quitting Reunion. Experience suggests that it's a good idea to quit any app periodically, including Reunion.
Making a New, Empty Family File

To create a new, empty family file, choose File > New Family File. Then enter a name for the new family file, click Create, and you'll have a new, empty family file with which to work.

Using the New Family File Window

The window shown below is a standard Mac OS window for naming and creating new files on your Macintosh. It lists the contents of the Reunion Files folder by default. However, you may navigate to other folders or disks using this window and the list of items will change accordingly.

Naming Family Files

When you create a family file, you are asked to give it a name. When a family file is open, you'll see the family file name in the title bar of the Reunion window.

When naming files, do not use the forward slash ( / ) or the colon ( : ) as part of the name. Mac OS X will prevent the use of the colon; however, the slash is allowed by Mac OS X for backward compatibility with pre-OS X operating systems. If slashes are used in the file name, the name may appear with the slashes converted to colons within Reunion. Also, the first character of a file name can't be a period ( . ).

Note: To change the family file name, you should Quit Reunion or choose File > Close. Then locate and rename the family file in the Finder. You should not rename a family file in the Finder when Reunion has the family file open.
Family File Location

A family file can be located anywhere on your hard disk; however, you should not move a family file when Reunion has the family file open.

We strongly suggest that you keep the Reunion application and the "working" copy of your family files saved on your hard disk rather than a removable disk, such as a USB flash drive, jump drive, keychain drive, etc.

Reunion, like any database program, continually accesses the disk to read and write data. USB flash drives and the like, while great for backups and for moving data from one Mac to another, are not nearly as fast as hard disks for constant use and certainly are easier to remove accidentally. Therefore, you'll improve the performance of Reunion and reduce the possibility of damaging your family file if you keep the working copy of your family files on your hard drive.

The Begin Window

Immediately after you create a new family file, the Begin window will appear. The purpose of this window is to help you get started with your new family file.

The Begin window provides quick access to the initial steps in building a new family file...

Linking Family Files

If you split a family file into family file A and family file B, you won't be able to click on a parent or child button in file A and automatically open a family in family file B. You cannot link two family files together in Reunion; however, you can combine two family files.

Password Protecting Family Files

Reunion does not provide the ability to protect a family file with a password.

Backing Up Your Family Files

The data you enter into Reunion is stored in the family file. This is the only file that needs to be backed up on a regular basis. If you use more than one family file, you'll want to backup each one.

The purpose of creating backup copies of family files is to enable recovery from computer disasters such as hard disk crashes, theft, fire, etc.

We recommend that you make a backup copy of your family file every day that you use Reunion. Time Machine, described below, can automate this task. However, for extra safety, it's a good idea to maintain more than one backup copy on different disks and in different locations — and to periodically update your off-site backups. Put a recurring, monthly reminder in your calendar software to make another off-site backup. That's what we do.

Saving a Backup Copy of a Family File

To save a backup copy of a family file, choose File > Save A Backup Copy. A default name, including the current date, will be entered for you. Change the name if you prefer and click Save.

The Save A Backup Copy window is similar to the New Family File window. You can navigate among your folders and disks to choose a location for the backup copy.

After saving the backup copy, the family file you backed up remains open and you can continue working with it. The backup copy is not opened.

Note: The size of a backup copy will be smaller than the original file. But that's OK. No need to worry.

Here are three reasons why the "backup copy" will be smaller than the original family file...

  1. When saving a backup copy of your family file, Reunion attempts to remove free space in the backup family file. Free space in the database is created when records are deleted, particularly when lots of records are deleted.
  2. The backup copy has no cached data files inside the family file; however, everything will be rebuilt the first time you open the backup copy and it will behave normally.
  3. The backup copy will include thumbnails of images only if the Include Thumbnail Images button is checked when you save the backup copy. If thumbnail images are not included, the size of the backup copy will be dramatically smaller, particularly if there are many images linked to people, families, and sources. When a backup copy without thumbnails is opened, Reunion will rebuild the thumbnails when the family file is first opened.

Backing Up With Time Machine

Reunion works with Time Machine (Apple's backup program); however, there are a few important guidelines and cautions to follow when using Reunion with Time Machine. If you are unfamiliar with Time Machine, the basics are explained on Apple's web site at this link.

Guidelines:

  1. Before restoring any family files from Time Machine, be sure to quit Reunion. From the menu at the top, choose Reunion > Quit Reunion.
  2. If you make some entries/edits to your family file and you want to use Time Machine's "Back Up Now" feature, be sure to close your family file (or quit Reunion) and then invoke Time Machine's Back Up Now menu command from the Time Machine menu in the menu bar.

Cautions When Using Time Machine:

Backing Up Without Using Time Machine

To backup your files without using Time Machine, Quit Reunion and open your Home/Documents/Reunion Files folder in the Finder (or whatever folder you are using to store your family file). Then simply drag your family file to the icon of another disk. For example, you can use a USB flash/thumb drive or external hard drive, etc. Simply copy your family file to the desired device as you would any other file or folder.

We recommend renaming the copy (on the other device) to avoid confusion. For example, if your family file is called "Jones Family" then rename the copied file "Jones Family Copy Dec 23 2016."

Note: A frequent mistake we see users making when attempting to back up their data is accidentally dragging an alias of a family file to another drive. As explained above, an alias is just a teeny little file that points to the real file. Be sure you drag the actual family file, not the alias file, to your other drive when backing up.
Backing Up Multimedia Files, Reports, and Charts

Multimedia files, report files, and chart files can be backed up the same way you backup your family file — by using Time Machine, or by dragging the multimedia/report/chart files to another disk. These files won't change much, so make backups; but there is less need to backup these files regularly, as they will rarely be modified.

Family File Information

To see information and statistics on the current family file, your operating system, and Reunion, choose File > Get Info. (To see a statistical analysis on the people in your family file, use the Reports > Statistics feature. Click here for more details.)

To copy the contents of the Family File Information window, click the Copy button. If you contact us for technical support via email, it's a good idea to paste the contents of this window into your email message.

To create a report of the Family File Information window, click the Report button. Reports and report options are explained here.

Family File Size in the Finder

Reunion family files are stored as "file packages" which look like a single file on disk, but behave like a folder that contains other files. Thus, when looking in the "Size" column for a family file in a typical Finder window, the size won't appear unless your Finder settings show sizes for all items. (By default they only show sizes of files, not folders or packages.)

To see the actual "file size" of the family file package, click one time on the family file in the Finder and choose File > Get Info.

Note: If you accidentally or deliberately reveal the contents of a family file package in the Finder, do not move, delete, open, or rename the files inside the family file package in the Finder.

Deleting Family Files

To delete or remove family files from your hard disk...

  1. Quit Reunion.
  2. Locate the files in the Finder.
  3. Family files should be here: Home/Documents/Reunion Files.
  4. Drag the desired files to the trash in the Dock.

Make sure you know exactly what you're doing! Once you empty the trash, the family file will be gone forever!

Splitting or Separating Family Files

We generally don’t recommend splitting a family file unless you’re researching completely unrelated families — for example, researching your own family and researching a friend's family.

In most cases, splitting a family file is not necessary and can often result in duplication of effort if you eventually find that two lines or branches actually intertwine somewhere in the past (for example, when a great great uncle on one tree marries a great great aunt on the other).

If you have a single family file and everybody is related by blood or marriage, it's usually best just to leave everybody in the same file.

Having said that, Reunion provides tools to address these situations...

Example: Splitting Files for Mom and Dad

Let's say you've built one big family file called Everybody and now you want to split your family file — creating one file for your mom's side of the family and another file for your dad's. Here's how to get the job done:

  1. Open the Everybody family file.
  2. Navigate to Mom (so that she appears in the family view).
  3. Select Mark in the Navbar.
  4. Configure the Mark panel to mark everybody linked to Mom, as shown below...

  5. Click the Mark button.

    This will mark everybody linked to Mom, but it will not mark Dad's ancestors or Dad's other relatives (like Dad's cousins, aunts, uncles, great aunts, etc.).
  6. Return to the family view.
  7. Choose File > Export > Reunion Family File.
  8. In the Export window, select Marked people, Cited sources, and All multimedia.
  9. Click Export and name the exported family file "Mom."
  10. Repeat steps 2 through 8, except do everything for "Dad."
  11. You'll now have three family files: Everybody, Dad, and Mom. The only people common to the Mom and Dad files would be descendants of Mom and Dad.

  12. When you have successfully split your Everybody file into two separate files (Mom and Dad), you'll need to decide how to move forward...
Example: Deleting A Branch

Let's say you receive a family file from a spouse (Tom) of a distant relative (Sally). The file has many people related to you, but you want to delete a branch from the file — Tom's branch specifically — because Tom's branch doesn't interest you. To do this, you can delete everybody related to Tom. Here's the steps...

  1. First, make a backup copy of the family file you received, just in case.
  2. Open the family file and navigate/find until Tom appears in the family view.
  3. Select Mark in the navbar.
  4. Configure the Mark panel to mark everybody linked to Tom, as shown below...

  5. Click Mark - This will mark everybody linked to Tom, but it will not mark Sally's ancestors or Sally's other relatives, like Sally's cousins, aunts, uncles, great aunts, etc. (Remember, Sally is Tom's spouse.)
  6. Click Family View in the navbar.
  7. Choose File > Delete > Marked People.
Saving a Copy or Template of a Family File With No Data

To save an empty copy (or template) of your family file...

  1. Choose File > Export > Family File.
  2. In the Export window, select No people, No sources, and No multimedia.
  3. Click Export.

This will create an exact copy of a family file minus all people, families, sources, and logs. One reason to create a template (or clone) is if you've customized a family file with elaborate family views, report layouts, field definitions, defaults, etc., and you want to make a new family file without redoing your customization.

Quitting Reunion

To quit Reunion, choose Reunion > Quit Reunion.

Experience suggests that it's a good idea to quit any application periodically, including Reunion. I.e., don't just close the window; quit the application.

Reunion can't quit if a window is open that requires your response. For example, if you choose File > Open, and the Open window is waiting for you to select a file or click Cancel. In technospeak, a window that requires a response is called a modal window.

Opening Locked Family Files or Family Files Without Permission

A warning will appear if you open a family file...

The warning lets you know that any changes will not be saved.

Family files are locked or unlocked by selecting them in the Finder, choosing File > Get Info, and clicking the Locked button in the General section of the Finder's Info window. Locking a family file might be prudent if you have a visitor to your Macintosh and you want them to see your family file but not make any changes.

Permissions are changed by selecting a file in the Finder, choosing File > Get Info, and examining the section called "Sharing & Permissions."

Please consult the Macintosh Help for more information about permissions, locking files, and other features in the Finder's Info window.