Surname Frequency

Surname Frequency instructions for Microsoft Excel


JRI-Poland Volunteers and Qualified Contributors


These instructions will show you how to generate a list of surnames along with the frequency with which they appear in Microsoft Excel files.

  1. Save the file under a new name,
  2. Delete all columns except for Surnames of the individual, mother and father,
  3. Copy all of the surname entries into column A,
  4. Sort column A alphabetically,
  5. Select column A,
  6. From the Data menu, select Subtotals..., and click OK (with the default settings):

  7. Click the (newly created) column 2 on the extreme left hand side:

  8. Select columns A and B
  9. From the Edit menu, select Go To and click on the button labeled Special...

  10. In the Go To Special dialog select Visible cells only and click OK

  11. Now everything is highlighted and there are double lines under each cell,
  12. Select columns A and B and do a Copy:

  13. Insert a new page,
  14. From the Edit menu, select Paste Special...
  15. Select values and click OK
  16. Perform a Find and Replace on " count", replacing it with nothing.

You may want to relabel the column headings (Surname for column A and Frequency for column B).

The data will be sorted by Surname, but you can now resort by Frequency if you want to.


Surviving records less than 100 years old are held in the Civil Records Offices (Urzad Stanu Cywilnego) of each town.

For information on the 20th century records available for your town, visit the Routes to Roots Foundation website, CLICK ON THE 'SEARCH DATABASE' button (on the right side) and enter the town name. Look for the town name in the Repository/City column of the search results. There are typically links to lists of available births, marriage and death records for the town.

Note, however, the Routes to Roots Foundation database may indicate turn of the century records that have already been transferred to the appropriate branch of the Polish State Archives where they can be indexed for the JRI-Poland database.

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