Do I Really Have Grandpa in My Pocket?
Using the PDA in Genealogy
by Betty Jo Stockton
Originally published in Buried Treasures, the quarterly journal of the Central Floirda Genealogical Society
Yes, I do have Grandpa in my pocket - a lot of Grandpas (and grandmas, aunts, uncles and cousins as well) are stored right there in my PDA. After five years of relying on this tiny computer, I don't think I could do without it. My PDA (Personal Digital Assistant) holds every bit of the information that I have gathered and put into my genealogy software about my families. I'm not at all sure how they do it (magic, I think!), but it is a wonderful little gadget. I currently have three separate genealogical databases - each with over 5000 names - in my PDA. Each has all the data, notes and sources I've collected. This includes names, dates, locations, parents, children, siblings, etc - whatever I have in my PAF files is also in my PDA. When I go to the library, I take only my PDA, a pocket-sized notepad, a pen and change for the copy machine. These fit easily into a compact fanny pack that sits securely around my waist.
What is a PDA? A PDA is a miniature computer, designed to fit in a shirt pocket (or a fanny pack in my case). The Palm Pilot was the first PDA to catch on, so many folks refer to theirs as a Palm - regardless of what the brand really is.
Why use a PDA rather than a laptop computer? The PDA is small, powerful, fun - and always handy! In the past, I carried a laptop on research and library trips. There was always the problem of security - what do you do with it while you're looking for books on a distant shelf or running to the restroom? After a while, even the lightest laptop gets to feeling like a lead briefcase. A battery lasts only around two hours, so there is a search to find a place to plug in. While a PDA is not as powerful and will not do everything a laptop does, it will handle almost everything you're likely to need while researching. A laptop is $600 at a minimum; an adequate PDA can be found for $200 or less. The PDA can carry all of your genealogical data, yet fit in your pocket. If I decide on a spur of the moment stop by the library or need a quick name or date (or to figure out how I'm related to someone), my PDA is right there with me while my laptop is at home or locked in the car.
Types of PDAs. PDAs come in two distinct operating systems - Palm and PocketPC. Palm was the earliest, so it is better known. Many "big name" manufacturers are now making the PocketPC, which uses a Windows operating system, so there are more brands to choose from. As with the PC and Mac computers, the two types don't talk to each other easily. You'll need to decide early which type you'll want to start with and will probably stick with that one. Palms are, for the most part, less powerful, less expensive and simpler to use. Because they have been around longer, there are more programs written for them. PocketPCs are usually more powerful, can do more than one thing at a time, but are generally more expensive. There are less choices in genealogy programs written for the PocketPC than for the Palm, but the PocketPC programs seem to be more powerful. The differences in capabilities between the two is becoming less as both add features and more software is now being written for the PocketPC.
What do you need in a PDA? Almost any PDA on the market will handle a genealogy program and other basic needs for the researcher. The minimum requirement for using a PDA for genealogy would be 16M on the Palm operating system or 32M for the PocketPC. That amount of memory would easily maintain a genealogical database with loads of names, notes and sources, as well as the address book, date book and memo pad. If you want to add photo files, you'll need more memory. Even the bottom-of-the line PDA meets the minimum requirements and most have much more. Additionally, most PDAs allow for the use of removable storage on a memory stick. Moving up from that minimum plain-vanilla PDA, the choices are wide. Do you want a camera? recorder? color screen? or a phone built in? How about a GPS or wireless internet? These are all possibilities. You'll find the most basic PDA from just over $100 to $200; the fanciest ones may be $600 or more.
What can the PDA do for the genealogist? Lots! I use the PDA primarily as a data bank to hold all the information I might need at my fingertips. I add notes, addresses, or small amounts of information on the spot, but generally I use it as a replacement for those piles of papers and notebooks that I used to carry to the library. You can put information directly into the PDA, but, for the most part, I photocopy at the library, then add information to my desktop genealogy program and transfer it to the PDA.
Genealogy programs for the PDA - There are a number of programs for the Palm operating system, a few for the PocketPC and one that has a version for each. Only one has a Mac version. With any of these programs, you can view, search and sort your genealogical data. Most also have a date and relationship calculator and other features. See the chart below for comparisons.
Other Programs for the PDA: In addition to the genealogy programs, every PDA comes with a date book and address book already installed. There is also a memo pad to jot down all those random bits and pieces that you're likely to forget. The PocketPC also comes with a version of Word, Excel and other Windows programs. These can be added on to the Palm PDA. Each PDA has a variety of programs pre-installed, but programs will vary from one to another. There are many additional programs that can be installed to the PDA. Most are shareware that is downloaded from the Internet, and are fairly inexpensive. I've added a program (Mapopolis) that gives me a searchable map of the local area - great for getting "unlost". Another, MobileDB, allows me to add my own or commercial databases to the PDA. I've added a German genealogical dictionary, a household inventory and a password-protected list of all my identification numbers and passwords. I've also converted our CFGS book, Where did they put Wakulla?, to give me the library call numbers for all of the counties in the United States. For "down times", there are a number of games that will let me take a break or entertain me while sitting in doctor's offices or carpool lines.
Data entry into PDAs. There are several ways to add information to the PDA. The easiest way is to first enter it into your desktop computer and "hot sync" to transfer a copy into the PDA. This is done through a USB cable or cradle that links the two computers. There is also a stylus with the PDA that allows data entry on the fly, by writing onto a touchpad. Some PDAs have a miniature keyboard or a keyboard that can be attached to add information. I use the stylus to enter brief notes, addresses or information, but for the most part, I transfer information from the desktop computer where I've already entered my data. Almost all PDA genealogy programs input data in the GedCom format, so that you can transfer from any genealogy program into the PDA. Most PDA genealogy programs are "read only" and cannot have more data written directly to them, though a few allow direct input into the genealogical database. There are advantages to each method. Many PDAs also have a "beam" feature that will let you transfer data from one to another via infared beam.
Where do you get the software? A few programs are available at computer or electronic stores (CompUSA, Best Buy, etc), but most are shareware programs available online to download, usually with a free trial period. For the Palm, check out: PalmGear: <www.PalmGear.com> or PalmBoulevard: <www.palmblvd.com> are good choices. For the PocketPC, try: PocketPCCity: <www.pocketpccity.com> or PocketGear: <www.pocketgear.com>. Good sources for shareware of a variety of kinds are: Handango: <www.handango.com>; ZDNet: <www.zdnet.com> or TuCows: <www.tucows.com>. Some programs can also be purchased from online stores or the software developers websites.
Programs I use regularly:
Memo Pad - Built in (for everything I'm likely to forget)
Address Book- Built in (names, addresses, phone numbers, notes, etc)
PAF for PDA - Genealogy program - Free from <www.familysearch.org>
GedStar - $15 - Genealogy program <www.ghcssoftware.com/gedstar> -
MobileDB w/Wakulla* book, German dictionary, food values, research log, home inventory. MobileDB (read only) free; Mobile DB (read/write) free trial, $19.99 to buy - <www.handango.com>
Backup Buddy - allows backup of data to Memory Stick. [$20.00 from <www.PalmGear.com>]
MyCheckbook - free from www.handango.com
Blood PressureTracker - Bloodpressmgr, free download from <www.handangocom>
Games - AcidFreeCell [$14.95]; Pocket Mahjongg [$15], Yahdice [Mirek's Yahdice, free] - all downloaded from <www.handango.com>]
Mapopolis - program free from <www.mapopolis.com>; maps abt $8 per county
PowerRun [$20 from <www.PalmGear.com>] - to enhance use of MemoryStick
Am I sold on the PDA? You bet! With it, I don't need to rely on my increasingly poor memory to come up with names, dates and places. Are we related? Have I checked that record for that name? Hang on a minute -- let me check my PDA.
Name of Program |
Description |
Price |
My Roots www.tapperware.com/ both PC and Mac both Palm & PocketPC OS |
Allows for both viewing and adding, deleting or changing data directly on the handheld. My Roots will hold multiple databases of your ancestors that can be stored on a handheld or a removable storage card. Also available in French & German. Several filters. Requires free My Roots Conversion Utility. New version 4 - released Sept 17, 2004 now includes source documentation and more extensive note fields. |
$24.95 Free trial |
GedStar and GedStar-Plus www.ghcssoftware.com/ gedstar.htm/ 13339 Palm OS |
View only application. For entry of notes while using the database on the handheld, there is an "Export to Memo" item for better note taking using the built-in Palm OS Memo Pad. Special menu items include a soundex calculator and a relationship calculator. "On this Day" item shows what ancestors were born, married or died on that day. Includes sources. Ged-Star Plus is a special version for users of Legacy Family Tree or The Master Genealogist which allows those to skip the conversion process and directly import data. Import via GedCom |
$13.95 Free trial Gedstar Plus $19.95 |
GedWise www.batteryparksoftware.com/15999 Palm OS |
View only application with extended features for multiple databases (up to 100), multiple name variations, soundex converter, memo export and relationship calculator. Also featured is multiple data viewing options showing descendancy and ancestry charts. Citation, Sources and Notes are easily accessed. Import via GedCom. |
$17.99 Free trial |
PAF for Palm OS Handhelds www.familysearch.org/eng/ paf/ Palm OS |
A freeware genealogy data viewer available for Windows users of the desktop/laptop software Personal Ancestral File version 5 users (PAF) only. Developed by the creator of GedStar, this software is available at the download page for the desktop/laptop software product. Directions for use are contained in the help file of the desktop/laptop software Personal Ancestral File. Import from PAF program Does not include source citations, but price is right and a great program. |
Free |
Pocket Genealogist Basic/Advanced www.northernhillssoftware.com/ mainframe.htm PocketPC |
The leader in genealogy software for PocketPC's. Edit data on the device and export the results to a GEDCOM file on your desktop. Find Individuals by Given name, Surname, or Location. Language Packs - French, German, Spanish, Dutch, Danish and Norwegian. Import via GedCom. Direct import from Legacy (also from PAF & Master Genealogist with add-on software) |
$20.00 Advanced $35.00 Free trial |
CE MyFamily www.cemyfamily.com/ Pocket PC |
View information by individual or family group, exposing over 30 of the most commonly used fields for editing. View or edit individual or marriage information, or add individuals 'related' to those currently in your file. Both individual and event-based notes are available for both viewing and editing while relevant source citations are displayed, allowing for quick reference to this important resource. After editing, the CE My Family Desktop application's exclusive "Pocket PC Edit Report" provides a detailed report containing all edits made, displaying both the original and edited information for easy integration into your primary genealogy program. Import via GedCom. |
$20.00 Free trial |