Module B5: Elaborating Outputs for Better Presentation

3. Tips and Exercises


3.1 Tips: Do and Don’t

i)Do… whenever possible, export to Excel from SPSS with data in ‘labels’ rather than exporting only numeric data values.

Don’t… import SPSS data sets to Excel without having a codebook (the coding scheme used to create the data set) or questionnaire with codes.

ii)Do… practice importing SPSS data set to MS Excel and check the accuracy of the database table in Excel by constructing frequency tables.

Don’t… edit the imported database before saving or leave computer with unsaved files.

iii) Do… use autofilter on one or more fields (variables) to extract data with certain criteria or to review the invalid cases (data validation).

Don’t… forget to release the autofilter from the fields when you are finished using it, otherwise you risk accidently using filtered data.

iv)Do… practice using PivotTable and PivotChart wherever these tools are appropriate.

Don’t… try to edit PivotTables and PivotCharts too much or undo several times as can decrease the computer’s performance or cause it to hang.

v)Do… use PivotTable techniques to create frequency and crosstab tables, and check the outputs thoroughly.

Don’t… trust computer outputs. Don’t use tables and charts in presentations or reports before thoroughly checking the outputs.

 


3.2 Self-evaluation

  • Are you able to work with Microsoft Excel 2007 to:
  1. import SPSS data set
    Very well / Somewhat well / Not well / Not at all
  2. select some rows (cases) using auto-filter
    Very well / Somewhat well / Not well / Not at all
  3. create frequency table
    Very well / Somewhat well / Not well / Not at all
  4. construct a two-way (crosstab) table
    Very well / Somewhat well / Not well / Not at all
  5. develop a Pivot Table
    Very well / Somewhat well / Not well / Not at all
  6. create a Pivot Chart
    Very well / Somewhat well / Not well / Not at all
  • Are you confident that you can export selected output tables
    from SPSS (PASW) Statistics to Microsoft Office Excel 2007?
    Confident / Somewhat confident / Not confident / Not at all
  • Are you confident that you can elaborate SPSS output tables in MS Excel 2007?
    Confident / Somewhat confident / Not confident / Not at all

 

3.3 Hands-on Exercises

1)    Import the attached ‘BDPR50FL(Validate).sav’ into Excel.

2)    From the data set obtained from Exercise 1 above, validate the database table in Excel for various errors, state whether you would recommend the imported database be used or not and give reasons for your recommendation.

3)    Import the attached ‘BDPR50FL1.sav’ into Excel and extract cases with ‘out-of-school children aged 6-10’.

4)    Create PivotTable and PivotCharts to present ‘percentage of out-of-school children aged 6-15’ by Division.

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