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Table of Contents

Getting Started with SPSS .......................................................................................... 2

1.1 Opening SPSS 18 ........................................................................................................................ 2

1.2 A look at the data file ................................................................................................................ 3

The Variable View: ....................................................................................................................... 3

The Data View: ............................................................................................................................. 3

1.3 A look at the output file ............................................................................................................ 4

The Output file: ............................................................................................................................ 4

1.3 Saving data and output files ...................................................................................................... 5

1.4 Open an existing data file or output file ................................................................................... 6

Additional Resources.................................................................................................. 7

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Getting Started with SPSS

1.1 Opening SPSS 18

To avoid problems when using a university computer, ALWAYS open SPSS first, then either type in

your data or open an existing data file instead of trying to open up SPSS by double-clicking an SPSS

data file or output file.

When you open the software you will see something that looks like Figure 1. This is normal. Just

let it run and the dialogue box in Figure 2 will eventually appear. This may take a couple of

minutes.

Figure 1. SPSS opening screen. Let it run and SPSS will eventually open up.

Figure 2. The first window that opens when you start SPSS.

It is recommended to ALWAYS choose

this option, even if you want to open an

existing SPSS data file.

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1.2 A look at the data file

When the data file is opened, you’ll notice that there are two worksheet tabs at the bottom left of

the screen: Variable View and Data View (Figures 3 and 4). Unlike Excel, you cannot add more

tabs.

The Variable View:

Enter variable names in the first column. Then define them using the remaining columns.

(For more detail see the “Define your variables in SPSS” guide on Blackboard).

Essentially, it is for viewing your variables.

Figure 3. First, enter and define your variables from the variable view.

The Data View:

This is where you enter your data.

Across the top of the columns it says “Var Var Var …”. After entering your variables in the

variable view, they will appear as the column headings replacing “Var Var Var …”.

DO NOT enter your variable names in the first row!! Only enter data here.

Make sure to code your categorical variables first. It’s best if you enter only numbers

rather than using text (for more details see relevant guides on Blackboard).

Figure 4. Second, enter your data in the appropriate columns.

Each variable name will appear as a column heading replacing var.

Enter variable names in the first column.

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1.3 A look at the output file

After you have carried out an action in SPSS (save a file, produce a table, etc…), an output file will

automatically be opened (Figure 5), if one isn’t open already.

The Output file:

This is where SPSS keeps a record of everything you do (called a ‘log’)

It is where all analyses are stored and can be viewed

In the left pane there will be a list of every chart, graph and table you create

In the right pane is where the charts, graphs and tables will be outputted to

SPSS always keeps an output file open, so it’s best to leave it open while you are doing

your analysis rather than closing it. If you make a mistake and don’t want to keep an

analysis you did, it’s better to just delete it from the output file rather than closing the file

and starting again.

To delete an item from your output file, simply click on it from the left pane and hit the

delete key. For example, to delete the log shown on the right hand side of the output file

in Figure 5, click on “Log” (just under “Output”) from the left pane and hit the delete key

If you have an existing output file you would like to use, then close the new output file

created by SPSS and open your output via the File menu (see Figure 7).

Figure 5. Output file automatically created by SPSS.

I saved a data file called ExampleSPSSfile.sav and it was

recorded in the log here. Everything I do will be seen in

outline form in this left window.

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1.3 Saving data and output files

The data file is separate from the output file which means you must save them individually.

Saving the data file WILL NOT save the output file automatically. SPSS will save your data file with

the extension .sav and save your output file with the extension .spv. Don’t change these

extensions.

To save a data file for the first time, from the File menu select Save As… (Figure 6).

o Make sure to save your files to either your H: drive or your pen drive. DO NOT save any

files to the default SPSS folder which automatically is selected when you choose Save

As… If you save your file(s) to this folder you will likely never find it again because it is

a temporary folder so its contents are deleted on a regular basis.

To save an output file for the first time, from the File menu (of the output file) select Save

As… (not shown in the figures below).

o Again, make sure to save your file to either your H: drive or your pen drive.

To save changes to a data file, either click on the floppy disk icon at the top left or choose

Save from the File menu of the data file.

To save changes to an output file, either click on the floppy disk icon at the top left or

choose Save from the File menu of the output file.

Figure 6. Saving a data file for the first time.

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1.4 Open an existing data file or output file

To open an existing file, first open SPSS and choose “Type in Data” (as shown in Figure 2). From

the File menu, select Open, then choose Data to open a data file or Output to open an output file

(see Figure 7).

You can have more than one data file open at the same time. Likewise, you can also have more

than one output file open at the same time, however, this is not recommended as making sure

output goes to the correct output file can be tricky.

Figure 7. You can also open files from the SPSS Data Editor window.

When the data editor window is

open, you can open an existing data

file or output file from the File menu.

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Additional Resources

In the Getting Started folder under the SPSS resources section, you may be interested in the

following:

1. How to enter and define variables

2. How to enter your data into SPSS

3. How to code categorical variables

4. Levels of Measurement (nominal, ordinal and scale variables)

Are you entering data from a questionnaire? If so you will need to code your categorical variables

before entering your data (refer to the third resource listed above)

* If you are unsure about which variables are categorical, have a look at the Levels of

Measurement guide mentioned above.

Return to:

1.2 A look at the data file