Quantitative Data Analysis SPSS Formating, Handling, & Manipulation

Data Labeling and Formatting in SPSS

Once data is entered or imported, it’s important to define and label variables correctly in
Variable View.
This makes your dataset understandable, organized, and ready for accurate analysis.
1. Specifying Type of Variable
In the Variable View of SPSS, each variable must have a defined type that tells SPSS what kind
of data it represents.
 Numeric: Default type — used for numbers (e.g., scores, age, ID).
 String: Used for text or words (e.g., names, cities).
 Date: For date or time entries (e.g., 10/28/2025).
Example:Variable “Age” → Numeric. Variable “Name” → String
2. Data Labeling
Data labels make your dataset easier to read and interpret.
There are two main kinds of labeling:
a. Variable Label
 A descriptive title for each variable.
 Helps explain what the variable represents.
 Example:
o Variable name: Stress

o Label: “Stress Level of Participant”

b. Value Labels
 Used for categorical (coded) variables.
 Assigns meaning to numeric codes.
 Example:
o Variable: Gender

o 1 = Male

o 2 = Female
 o 3 = Other

So, instead of numbers, you’ll see readable categories in analysis outputs.

3. Variable Formatting
You can format each variable according to your data’s structure:
 Width: Total number of characters or digits allowed.
 Decimals: Number of decimal places (e.g., 2.00).
 Alignment: Left, Right, or Center.
 Column width: Adjusts visibility in Data View.
🧠 Example: For “Income”, you might allow 2 decimal places to show values like 45000.50.

4. Specifying Missing Values

Missing data can occur when participants skip questions or give invalid responses.
SPSS allows you to mark certain numbers as “missing” so they’re not included in analyses.
 Use specific codes (e.g., 99 or 999) to represent missing responses.
 In Variable View → Missing, define those codes as “missing.”
🧠 Example: If someone doesn’t report age and you enter 99, SPSS will treat 99 as missing (not as
a real value).
5. Measurement Category
In SPSS, each variable must be assigned a measurement level that reflects how it was measured
in your study:

Measurement Level Definition Example

Categories without
Nominal Gender (1 = Male, 2 = Female)
order

Education level (1 = Primary, 2 = Secondary, 3 =

Ordinal Ordered categories
University)

Scale Continuous numeric

Age, Stress Score, Income
(Interval/Ratio) data

🧠 Tip: SPSS uses the term “Scale” for both interval and ratio levels.

Data Merging in SPSS

Definition:
Data merging means combining two or more SPSS datasets into one.
This is done when data for the same participants or variables are stored in separate files — for
example:
 File 1 has demographic data (ID, gender, age).
 File 2 has psychological test scores (ID, stress, coping).
Merging allows you to combine both files into one dataset based on a common variable, usually
ID.
Types of Data Merging
1. Add Variables:
o Used when both files have the same participants (cases) but different variables.

o Example: File A has Age and Gender; File B has Stress Score and Coping Type.

o The result merges them side by side (adds new columns).

2. Add Cases:
o Used when both files have the same variables but different participants (cases).

o Example: File A has 50 participants, File B has 50 new participants.

o The result stacks them vertically (adds new rows).

Steps for Data Merging (Add Variables)

1. Sort Both Files by Key Variable
o Ensure both files are sorted in ascending order by the key variable (usually ID).

o Go to:
Data → Sort Cases → Sort by ID → Ascending → OK
2. Open the First (Working) Dataset
o This is the file you want to merge into (e.g., demographics file).

3. Go to: Data → Merge Files → Add Variables

o From the top menu, click:
Data → Merge Files → Add Variables
4. Select the Dataset to Merge
o Choose the file you want to merge from (e.g., stress scores file).
 5. Match Cases on Key Variables
o In the Merge dialog box:

 Check the option “Match cases on key variables in sorted files.”

 Click “Both files provide cases.”
6. Set the Key Variable
o In the Excluded Variables box, find your key variable (e.g., ID).

o Highlight ID, then click the ► arrow next to Key Variables.

o This tells SPSS how to match rows between files.

7. Finish the Merge

o Click OK.

o SPSS combines both datasets based on the key variable.

o The new merged data will appear in Data View.

🧠 Example:

File 1 (Demographics) File 2 (Scores)

ID Age Gender ID

1 20 1 1

2 21 2 2

✅ After merging:

ID Age Gender Stress Coping

1 20 1 24 2

2 21 2 30 1

Step Action

1 Sort both files by ID

2 Open first dataset

Step Action

3 Data → Merge Files → Add Variables

4 Select second dataset

5 Match cases on key variable

6 Click OK and check results

Recoding Existing Variables in SPSS

Definition:
Recoding means changing the values of an existing variable — for example, converting
multiple categories into fewer groups, or reversing score values (like 1 → 5, 2 → 4, etc.).
It helps simplify data or prepare it for specific statistical analyses.
When to Recode
 To merge several categories into one (e.g., “Strongly Agree” and “Agree” → “Agree”).
 To create new groupings (e.g., age 18–25 = 1, 26–35 = 2).
 To reverse-scale responses for consistent scoring (e.g., 1 = 5, 2 = 4).
Steps to Recode into the Same Variable
1. Open the Data File
o Load your dataset in SPSS.

2. Go to Transform → Recode → Into Same Variables

o From the top menu:
Transform → Recode → Into Same Variables
3. Select the Variable to Recode
o From the list of variables, select the one you want to recode.

o Click the ► arrow to move it into the “Numeric Variables” box.

4. Click on “Old and New Values”

o A dialog box will appear.

o Here, you’ll define which old values will change to new ones.

5. Specify Old and New Values

o In the Old → New box:
  Type the old value (the one currently in your data).
 Type the new value (the one you want to convert to).
 Click Add to save it in the list.
 Repeat for all value pairs you need.
o If you make a mistake:

 Click Change to edit or Remove to delete the pair.

6. Click Continue → OK
o After defining all values, click Continue, then OK.

o SPSS will recode the values in the same variable.

⚠️Important Notes

 When using “Recode Into Same Variable”, SPSS overwrites the existing data.
 To keep the original values safe, you can use “Recode Into Different Variables” instead,
which saves the new values in a new variable.
 Always check frequencies (Analyze → Descriptive Statistics → Frequencies) after
recoding to confirm that the new values are correct.
🧠 Example Before Recoding:

Variable: Coping_Type

ID Coping_Type

1 1

2 2

3 3

You want to merge categories 2 and 3 into one group (value = 2):

Old Value New Value

1 1

2 2

3 2

After Recoding:
ID Coping_Type

1 1

2 2

3 2

Step Action

1 Transform → Recode → Into Same Variables

2 Select variable

3 Click “Old and New Values”

4 Define value pairs

5 Add, Continue, OK

Computing New Variables in SPSS

Definition:
Computing new variables means creating a new column (variable) in your dataset by
performing calculations on existing variables. It is useful when you need to:
 Combine two or more variables
 Derive new information (like age or total score)
 Perform mathematical or logical operations
Example: Computing a Patient’s Age
If your dataset contains two variables:
 Date of Birth (DOB)
 Date of Enrollment (DOE)
You can compute the Age variable by subtracting DOB from DOE.
Steps to Compute a New Variable
1. Open the Dataset in SPSS
o Make sure both Date of Birth and Date of Enrollment are entered and formatted
as Date variables.
 2. Go to Transform → Compute Variable
o From the top menu:
Transform → Compute Variable
3. Define the Target Variable
o In the box labeled Target Variable, type the name of the new variable, for
example:
Age
4. Enter the Numeric Expression
o In the Numeric Expression box, type the formula:

o DATEDIFF(DOE, DOB, "years")

o This formula calculates the difference in years between two dates.

5. Click OK
o SPSS will create a new column named Age in the Data View.

o The computed age for each participant will appear automatically.

🧠 Example Table

ID Date_of_Birth Date_Enrolled Age

1 05/10/2000 06/15/2024 24

2 09/20/1998 06/15/2024 26

Other Examples of Computing New Variables

Purpose Example Formula

Total Score Total = Q1 + Q2 + Q3 + Q4

Mean Score Average = (Q1 + Q2 + Q3)/3

BMI BMI = Weight / (Height**2)

Difference Change = PostTest - PreTest

⚠️Important Tips

 Always check your variable type (numeric, date, etc.) before computing.
 Use parentheses to ensure correct order of operations.
 Save your computed variables with short, clear names (e.g., Age, Total_Score).
 Verify your results by running Descriptive Statistics (Analyze → Descriptive Statistics
→ Frequencies or Descriptives).

Step Action

1 Open dataset

2 Go to Transform → Compute Variable

3 Enter new variable name

4 Write formula (e.g., DATEDIFF)

5 Click OK to compute

Working with SPSS Syntax (Demonstration)

Definition
SPSS Syntax is the command language of SPSS that allows users to write, save, and execute
instructions directly — instead of using menus. Every analysis or transformation performed
through dialog boxes can be recorded and rerun later using syntax.
Why Use Syntax?
 Ensures reproducibility — same results can be generated anytime.
 Saves time for repetitive analyses.
 Allows error tracking and correction.
 Useful for documentation of analysis steps.
 Can be shared among researchers for transparency.
SPSS Syntax Window
SPSS has a Syntax Editor where commands are typed or edited.
Each command starts with a keyword and ends with a period (.)
Example:
FREQUENCIES VARIABLES=age gender.
Creating a Syntax File
1. Go to File → New → Syntax
2. Type your command(s)
3. Click the Run button (►) or press Ctrl + R
Saving and Running Syntax
 To save: File → Save As → choose location and file name (.sps)
 To run saved syntax:
File → Open → Syntax → select file → Run → All
Common Examples
1. Descriptive Statistics
DESCRIPTIVES VARIABLES = stress anxiety depression.
2. Compute New Variable
COMPUTE age = datediff(enroll_date, birth_date, "years").
EXECUTE.
3. Recode Variables
RECODE gender (1='Male') (2='Female').
EXECUTE.
Advantages of Using Syntax
 More precise and efficient than menus.
 Helpful for large datasets.
 Facilitates automation in data analysis.
 Acts as a logbook of all analytical steps.
Example Demonstration
If you perform descriptive analysis of coping factors:
1. Open syntax window
2. Type:
3. DESCRIPTIVES VARIABLES = harm loss coping stress anxiety depression.
4. Run → Output Viewer shows mean, SD, min, max for each variable.