Data Entry in SPSS

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Then move to the Type column using either the Tab or Arrow keys. The other columns will automatically be filled in with the default values. In the Type column, click on the box with the elipsis and select the appropriate option for what kind of variable this is - numeric, string, date, etc.

For date variables, you will get a choice of formats. Be sure to choose the one that best matches the dates you will enter. All of the formats require you to enter the year with either two or four digits. It's always best to use four digits. If all of your data are from the same year, it may be easier to enter the day and month as two separate variables then use a function later to create an actual date variable.

When you have filled in all your variables, go to the Data menu and select "Define Variable Properties."

This will bring up a dialog box listing all of your variables on the left. Highlight all of them (by clicking on the first, scrolling to the bottom of the list and hold down the Shift key while clicking on the last variable). Click the arrow and the list will be shifted to the right. Then click "Continue"

You will then see the "Define Variable Properties" window. Click on a variable in the "Scanned Variable List" and some information will be automatically filled in. Enter the variable label and make any other necessary changes.

You can enter the value labels in the "Value Label Grid". If you have any values you want to be treated as missing, check the "Missing" box on that line. The "Count" column will be blank unless you have data in the file. NOTE: if you have several variables with the same (or very similar) properties such as several "yes/no" questions, you can define the first one, then click on the "Copy Properties...To Other Variables" button. You will get a list of all the other variables; be sure to choose the correct ones. The "From Another Variable" can be used in a similar way.

String and date variables can be defined in the same way.

When you have defined all of your variables, click on the "Paste" button. This will paste all of the necessary commands to a syntax file which you can save. To run the commands, go to the "Run" menu and select "All."

When you return to the "Variable view" window, you will see all of your new information.

Switch to the "Data View" window and begin entering your data.

Depending on the options you have chosen, SPSS may automatically display the value label rather than the raw value. When you move to the next cell, SPSS may pop up a list of value label from which you may choose. You can either select from the list, or simply enter a value.

When you enter your date variables, be sure to enter them in the same format you chose earlier. You can enter letters in lower case, and you do not need to use leading zeroes; SPSS will uppercase and add leading zeroes automatically.

To save your data, just click on the save icon or select Save from the "File" menu. It is a good idea to save your work periodically. When you are done entering your data, instead of clicking on the "Save" button, click on the "Paste" button to paste the Save command to the rest of your syntax file.