Transforming a Spreadsheet into a GEDCOM File for Genealogy Research - Civil War Quest Pt 6

Have you ever tried researching a group of unrelated yet connected individuals—like the men of a military unit or employees of a company? It’s a challenge, but with the right tools, you can uncover incredible insights. Today, I’ll walk you through how I used a spreadsheet to track nearly 1,000 men from the Ohio 133rd Volunteer Infantry, Company K, and ultimately transformed that data into a GEDCOM file for genealogy software.

This journey required some trial and error with two tools: Gramps and Excel2GED If you’ve ever wondered how to convert your genealogy spreadsheet into a family tree file, keep reading.

Why Start with a Genealogy Spreadsheet?

Spreadsheets are an incredibly flexible way to organize data, especially when working with large groups of people. They allow you to quickly sort, filter, and categorize information. For my research, a spreadsheet was the perfect starting point for compiling military service dates, pension records, pre-war residences, and more.

However, spreadsheets have their limits. Genealogy software like Family Tree Maker or RootsMagic requires data in GEDCOM format—a universally accepted file type for family trees. That’s where the conversion tools come in.

Two Tools for Spreadsheet-to-GEDCOM Conversion

1. Gramps: Simple but Limited

Gramps is a free, open-source genealogy software that includes a spreadsheet-to-GEDCOM conversion feature. While it’s straightforward to use, it’s limited in the types of data it can handle.

Steps for Using Gramps:

Download and Install Gramps- Visit the Gramps website to download the software. It’s available for Windows, macOS, and Linux.
Prepare Your Spreadsheet - Strip your spreadsheet down to the basics: names, birth dates, marriage dates, and death dates. Remove columns for military service, residence, or other non-vital facts, as Gramps doesn’t support importing those details.
Convert to CSV - Save your spreadsheet as a CSV file by selecting “File” → “Download” → “Comma Separated Values (.csv)” in your spreadsheet program.
Import into Gramps
- Open Gramps and create or open a family tree.
- Select Family Trees → Import → CSV Import, then upload your CSV file.
- Match spreadsheet columns to Gramps fields (e.g., “Birth Date” → “Birth Date”).
Export as GEDCOM
- Once your data is imported, go to Family Trees → Export, select GEDCOM, and save the file.

I found Gramps helpful if I have a simple spreadsheet to convert. Simple in terms of basic spouse and parent/child relationship and birth, marriage, and death date. Any more complex list doesn't seem to work well in this conversion.

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2. Excel2GED: More Detailed but Requires Excel

Excel2GED is an Excel-based tool that allows for more detailed data, such as military service and residence information. However, it only works with Microsoft Excel, so Google Sheets or LibreOffice users must adapt.

Steps for Using Excel2GED:

Prepare Your Spreadsheet
- Make a copy of your spreadsheet to work with.
- Arrange the data to match Excel2GED’s column headings. This may involve renaming columns and creating new rows for events like residence or military service.
Download and Open Excel2GED
- Download the tool from the Excel2GED website.
- Open the file in Microsoft Excel (it won’t work with Google Sheets or LibreOffice).
Map Your Columns
- Follow the tool’s instructions to paste your data into the Excel2GED template.
- Map your columns to GEDCOM fields, such as linking “Military Service” to “Occupation” or “Event.”
Generate the GEDCOM File
- Once your data is mapped, click the tool’s “Generate GEDCOM” button.
- Save the file to your computer.

I found that Excel2GED handled more data than the Gramps CSV import. I was also able to export some source citations for the vital events, but not the custom events. However, not having access to Excel (or rather access through the library) was problematic with trying to do my research quickly.

Which Tool Is Right for You?

If your data is simple—just birth, marriage, and death information—Gramps is a great starting point. It’s easy to use and perfect for creating basic family trees.

However, if you’re working with more detailed data, such as military records or residence histories, Excel2GED is the better choice. It offers more flexibility but requires access to Microsoft Excel.

The Next Step in Genealogy Research

After converting my spreadsheet into a GEDCOM file, I uploaded it into genealogy software to continue building my family tree. In the next blog post, I’ll share how to enhance your GEDCOM file by adding sources and additional details.

Have you ever tried converting a spreadsheet into a GEDCOM file? I’d love to hear about your experiences—what worked, what didn’t, and any tips you’d like to share. Leave a comment below!

And remember, if family history isn’t fun, you’re doing it wrong. See you next time!