Sometimes, numbers already exist next to the
responses in your survey. These are your codes.
1. Do you smoke? (Please circle your response.)
1 No } 1 = code for “No”
2 Yes } 2 = code for “Yes”
Other times, there may be no numbers next to the
responses. Then you need to assign response
code numbers before you enter the data. For
2. Do you think secondhand smoke is harmful?
If unanswered, leave cell blank
The response code may be the number a respon-
dent gives. In this example you would enter the
number 20 in your database.
3. How many cigarettes do you smoke in a day?
If a question is not answered, leave that cell
While assigning codes to your response items,
note the codes in the same codebook you used to
document your column headers.
Enter your data
Beginning with Row 4, enter the ID number, then
the data for each questionnaire (see Step 2). Do
this by typing the code of the selected response
for each question in the cell under that question’s
header. Be careful to enter each response
While entering your data, you may encounter
some unexpected problems. Here are tips for pre-
venting problems and dealing with common situ-
ations that come up while entering data:
If a question is not answered:
cell for the unanswered question blank or
code it as no response.
If the respondent missed an entire page
of the survey:
If possible, contact that
respondent again to complete the survey. Or
leave the cells for unanswered questions
If two responses are selected for a ques-
tion when only one is requested:
invalidates the data for that question. Treat
this question as if it were not answered.
If someone circles data between two
points on a scale:
This can be tricky. If you
are not sure of the response, treat the question
as if it were not answered. Or treat all
responses that lie between two points on a
scale the same. For example, give them all the
exact same number that is directly between
the two points, such as 0.5 if the response sits
somewhere between 0 and 1, or round to the
higher or lower number. The important thing
is to treat all responses between two points on
a scale the same way. Note this in your code-
If an open-ended response is incomplete:
Enter the data that are given.
U S S I I N G E E X C E L F F O O R A A N N A LY Z I N G G S S U R R V V E Y Q Q U U E S T I O O N N N A A I I R R E S
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