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Chapter 2. Reading Data
Datacanbe entered directly, or it canbeimported fromanumber of different sources.The processesfor
readingdatastored inIBMSPSS Statisticsdatafiles; spreadsheet applications,suchasMicrosoft Excel;
database applications, suchasMicrosoftAccess; and text filesare alldiscussed inthischapter.
Basic Structure of IBM SPSS Statistics Data Files
IBMSPSS Statisticsdatafilesare organized by cases(rows) and variables(columns). Inthisdatafile,
casesrepresent individualrespondents to asurvey. Variablesrepresent responsesto eachquestionasked
inthe survey.
Reading IBM SPSS Statistics Data Files
IBMSPSS Statisticsdatafiles, whichhavea .savfile extension, containyoursaveddata.
1. Fromthe menus choose:
File> Open> Data...
2. Browse to and open demo.sav. See the topicChapter10, “Sample Files,”onpage 79formore
information.
Thedataare now displayedinthe DataEditor.
Figure9.DataEditor
©CopyrightIBMCorporation1989,2014
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Reading Data from Spreadsheets
Rather thantyping allof your datadirectlyinto the DataEditor, youcanread datafrom applications
such asMicrosoft Excel. Youcanalso readcolumnheadingsasvariable names.
1. Fromthe menuschoose:
File> Open> Data...
2. Select Excel(*.xls) asthefiletype youwanttoview.
3. Opendemo.xls. See the topic Chapter10, “Sample Files,”on page79for moreinformation.
The Opening ExcelData Source dialog boxisdisplayed, allowing youto specify whether variable
namesare to be included in the spreadsheet, aswellasthe cellsthat youwant to import. InExcel95
or later, youcanalso specify which worksheetsyouwant to import.
4. Makesure thatRead variablenamesfromthefirst row of dataisselected. Thisoptionreadscolumn
headingsasvariable names.
If the columnheadingsdo not conformto the IBMSPSS Statisticsvariable-naming rules, theyare
convertedinto validvariablenamesand the originalcolumnheadingsare savedasvariable labels.If
youwant toimport only aportionof the spreadsheet, specify the range of cellstobeimported inthe
Rangetext box.
5. Click OK to readthe Excel file.
The datanowappear in the DataEditor, withthe columnheadingsused asvariable names. Since
variable namescan't containspaces, the spacesfrom theoriginal columnheadingshavebeenremoved.
For example, Marital status in theExcelfile becomesthe variable Maritalstatus. Theoriginal column
heading isretained asavariable label.
Figure10. Openeddatafile
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Reading Data from a Database
Datafromdatabase sources are easily imported using the Database Wizard.Any databasethat uses
ODBC (OpenDatabaseConnectivity) driverscanberead directly after the driversare installed. ODBC
driversfor many database formatsare suppliedonthe installationCD.Additional driverscanbe
obtained fromthird-partyvendors. One of the most common database applications,Microsoft Access, is
discussed in thisexample.
Note:Thisexample isspecificto Microsoft WindowsandrequiresanODBC driver forAccess.The
MicrosoftAccessODBC driver only workswiththe 32-bit versionof IBMSPSSStatistics.The stepsare
similar on other platformsbut may require athird-party ODBC driver for Access.
1. Fromthe menuschoose:
File>Open Database> New Query...
Figure11. ImportedExceldata
Chapter2.ReadingData
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2. Select MSAccessDatabasefromthe list of datasourcesand click Next.
Note: Depending onyour installation, you may also see alist of OLEDB datasourceson theleft side
ofthe wizard(Windowsoperating systemsonly),butthisexample usesthe list of ODBC data
sourcesdisplayedon therightside.
3. Click Browseto navigate to theAccessdatabase file that youwanttoopen.
4. Opendemo.mdb. See the topicChapter10, “SampleFiles,”onpage 79formore information.
5. Click OK inthe login dialog box.
Inthe next step, you can specify thetablesandvariablesthat youwant to import.
Figure12. DatabaseWizardWelcomedialogbox
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6. Drag the entiredemo table to the Retrieve FieldsInThisOrder list.
7. Click Next.
Inthe next step, you canselectwhichrecords(cases)to import.
If you do notwant to importallcases,youcanimport asubset of cases(forexample, malesolder
than30), or you canimportarandom sampleofcasesfromthe datasource. Forlarge datasources,
youmay want to limit the number of casesto asmall, representative sample to reduce the
processing time.
8. Click Nexttocontinue.
Fieldnamesareused to create variable names. If necessary, thenamesare converted to valid
variable names. The originalfieldnamesarepreservedasvariable labels.You can alsochange the
variable namesbefore importing the database.
Figure13. SelectDatastep
Chapter2.ReadingData
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9. Click the Recodeto Numeric cellinthe Gender field. Thisoptionconvertsstring variables to integer
variablesand retainsthe originalvalue asthe valuelabelforthenew variable.
10. Click Nexttocontinue.
The SQLstatementcreated from your selectionsintheDatabase Wizard appearsinthe Resultsstep.
Thisstatement canbe executed noworsaved to afile forlateruse.
11. Click Finishto import the data.
Allofthedata in theAccessdatabasethat youselected to importare nowavailable inthe DataEditor.
Reading Data from a Text File
Text filesare another commonsourceof data. Many spreadsheet programsand databasescan save their
contentsin oneof many text file formats. Comma- or tab-delimited filesrefer to rowsof datathatuse
commasor tabsto indicate eachvariable.Inthisexample, the dataare tab delimited.
1. Fromthe menuschoose:
File>Read Text Data...
2. Select Text (*.txt) asthe file type youwant to view.
3. Opendemo.txt. See the topic Chapter10, “Sample Files,”onpage 79for moreinformation.
Figure14. DefineVariablesstep
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IBMSPSSStatistics23BriefGuide
The Text ImportWizard guidesyou through the processof defining howthespecifiedtext file
shouldbe interpreted.
4. InStep1,you canchoose apredefined format or create anew format inthe wizard. Select No to
indicate that anew format should be created.
5. Click Nexttocontinue.
Asstated earlier, thisfile usestab-delimited formatting.Also, the variable namesare defined onthe
topline of thisfile.
6. Instep 2of the wizard, select Delimitedtoindicate that the datause adelimited formatting
structure.
7. Select Yestoindicate that variable namesshould be read from thetopof thefile.
8. Click Nexttocontinue.
9. Instep 3, enter 2for the line number where the first case of databegins(becausevariablenamesare
onthe first line).
10. Keepthe default valuesfor the remainder of thisstep, and click Nexttocontinue.
The Datapreview inStep4providesyou withaquick way to ensurethat yourdataare being
properly read.
11. Select Tabanddeselect theother optionsfor delimiters.
12. Click Nexttocontinue.
Because the variable namesmayhave beenmodified to conformto namingrules, step5givesyou
the opportunity to edit anyundesirable names.
Datatypescan be definedhere aswell. For example, it'ssafetoassume thatthe income variable is
meant to contain acertaindollar amount.
To change adatatype:
13. Under Datapreview, select thevariableyou want to change,whichisIncomeinthiscase.
Figure15. TextImport Wizard:Step1of6
Chapter2.ReadingData
13
14. Select Dollarfromthe Dataformatdrop-downlist.
15. Click Nexttocontinue.
16. Leave the default selectionsinthe last step,andclick Finish to importthedata.
Figure16. Changethedatatype
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IBMSPSSStatistics23BriefGuide
Chapter 3. Using the Data Editor
TheDataEditordisplaysthe contents of the active datafile. The informationin theDataEditor consists
of variables andcases.
v InDataView, columnsrepresent variables, and rowsrepresent cases(observations).
v InVariable View,each rowisavariable, and eachcolumnisanattributethat isassociated withthat
variable.
Variablesare usedtorepresent the differenttypesof datathatyou have compiled. Acommonanalogy is
thatofasurvey. The response to eachquestiononasurvey is equivalent toavariable. Variablescome in
many different types, including numbers, strings, currency, and dates.
Entering Numeric Data
Datacanbe entered intotheDataEditor,whichmaybe usefulfor smalldatafilesor for makingminor
edits to larger datafiles.
1. Click the VariableView tabat the bottom of the DataEditorwindow.
You need to define the variables that willbeused.Inthiscase,only three variablesareneeded: age,
maritalstatus, andincome.
2. Inthe first row of the first column, typeage.
3. Inthe secondrow, type marital.
4. Inthe thirdrow, type income.
Newvariablesare automatically given aNumericdata type.
If you don'tenter variable names, unique namesare automatically created.However, these names
are notdescriptive andare notrecommended for large datafiles.
5. Click the DataView tabtocontinue entering thedata.
Figure17. VariablenamesinVariableView
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The names that youentered inVariable Vieware now theheadingsfor the first three columnsin
DataView.
Beginentering datainthe first row, startingat the first column.
6. Inthe age column,type 55.
7. Inthe maritalcolumn, type 1.
8. Inthe incomecolumn, type 72000.
9. Movethecursor to the second rowofthefirstcolumntoadd the nextsubject'sdata.
10. Inthe age column,type 53.
11. Inthe maritalcolumn, type 0.
12. Inthe incomecolumn, type 153000.
Currently, the age and marital columnsdisplay decimalpoints, eventhoughtheirvaluesare intended
tobeintegers. To hidethe decimalpoints in thesevariables:
13. Click the Variable View tab at the bottom of the DataEditorwindow.
14. Inthe Decimals columnof the agerow, type 0to hide the decimal.
15. Inthe Decimals columnof the maritalrow, type 0to hide the decimal.
Entering String Data
Non-numeric data, suchasstringsof text, canalsobe enteredinto the DataEditor.
1. Click the VariableViewtab at thebottomof the Data Editor window.
2. In thefirstcellof the first empty row, type sexforthe variable name.
3. Click the Type cellnext to your entry.
4. Click the buttonon theright side of the Type celltoopenthe Variable Type dialog box.
5. Select String tospecifythe variable type.
6. Click OK to saveyour selectionandreturn to the DataEditor.
Figure18. ValuesenteredinDataView
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IBMSPSSStatistics23BriefGuide
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