Jenny ScolesPhD StudentUniversity of Stirling

Using Microsoft Word for Qualitative Analysis:

Level 1 Coding

Thanks to Jenna Condie at University of Salford, Manchester (@jennacondie) University of Manchester School of Education Postgraduate Conference, 2-3 August 2012

Christopher Hahn, 2008. Doing qualitative research using your computer: A practical guide, Sage: London.

Oh so simple….

Using Microsoft Office

Word

Access and Excel

Adapted from Hahn, 2008

On every computer – don’t have to download/pay/train for Nvivo

Share data between people and computersNo need to import or export data if you

have transcribed your interviews using itDoes not decontextualise your dataMost are familiar with its functions, to

varying degreesYou are most likely writing your thesis on it

anyway

Why use Microsoft office?

Designed with the non-geek in mind

Aim: to significantly reduce the qualitative data to allow a more manageable focus in order to gain the insight necessary to answer your research question based on your data

Careful reading & reviewing of raw data to result in a well-organised code document that includes a Table of Contents, a Table of Codes, an Index, Level 1 code descriptions, and highlighted original text data that corresponds with each Level 1 code

Full example by Hahn can be found at: http://qrtips.com/chapter6/

Using Word: Level 1 Coding

• Make sure your transcription is saved as a ‘Word’ document and that you have an original draft

• To start with, ensure font and size of document is consistent

• Every speech act must be followed by a new paragraph - check with ¶ function (Ctrl+Shift+8)

Getting ready…

¶ Function

To distinguish different codes or themes:•Highlight words, different colours, fonts, and

sizes, bold, italic or underline

To make comments or notes:•Track changes and, in particular, the ‘insert comment’ function•Use of headers and footers

Initial steps in coding – obvious ones

Initial coding examples:

1. Highlight text (CMD/CTRL+A) (Macs will be slightly different)

2. Table -> Convert -> Convert Text to Table -> OK

Converting Text to a Table

Add a column to left (this will be where you add your codes)

Click on the table -> Table -> Insert -> Columns to the left

Customising the Table

• Useful to add a column to number your speech excerpts – helpful for referencing and organising later on

• Click on the table -> Table -> Insert -> Columns to the left -> adjust width to accommodate 2-3 numerical digits

• Click on the new far left column -> Table -> Select -> Column

• While column is selected, Format -> Bullets and Numbering -> select the Numbered tab -> choose a numbered list -> OK

Customising the Table

• Every time a passage of text triggers a significant thought that directly relates to the research question, a code phrase to describe the relevance of the data, and memos that frame the data, are created

• These are entered into the middle column

• Accompanying sentences & paragraphs responsible for triggering these thoughts are marked using the same formatting features

The actual coding

READY TO GO!

Under ‘References’ tab on Menu:1.Table of Authorities (now known as Table of Codes)2.Table of Contents3.Index section

Using Pre-programmed Word Functions to Organise Your Codes

• Used by lawyers to mark legal citations in a document

• Alphabetises Level 1 codes in a Table of Codes - views them in an efficient manner with an associated page number

• Allows you to cross-reference your codes and create a code map for each transcript to refer to when you write your thesis

• Play around with this function to suit your own data requirements

1. Table of Codes(Table of Authorities)

In the middle column, enter the Level 1 code word(s) and mark this, and the accompanying transcript text, in the same font and colour:

How to mark citations

Highlight the text you want to codeThis can either be the code word from the middle column (i.e.

‘Judgement’) or the supporting text from the transcript column

References -> Mark CitationThe first time you do this, select Category.

How to mark citations contd.

This will be your heading for your ToC so replace one of the existing categories with your heading – i.e. ‘Level 1 Coding’.

Click Replace, then OK

In the Selected Text box, edit the citation as how you want it to appear in Table of Codes – i.e. ‘Dialogue’

In the Category Box, click the category you have set up that applies to the citation, i.e. ‘Level 1 Coding’

Click MarkYour document automatically shows the formatting marks, i.e.

To get rid of this press ¶ or shortcut keys: Ctrl+Shift+8Mark All – this will add a tag to every word in your document

that you have written up in ‘Short Citation’

How to mark citations contd.

To insert a Table of Codes into your document:

Select location near beginning of coded documentReferences -> Insert Table of Authorities To update the table when new codes have been added, right-hand click on table and press Update Field

Inserting the table of codes

Table of codes

Review (non-code) memos you have made whilst coding Summarises memos in chronological sequence

Relies on Style Headings:Heading 1 -> Primary TOC entry (Alt+Ctrl+1) Heading 2 -> Secondary TOC entry (Alt+Ctrl+2)Heading 3 -> Tertiary TOC entry (Alt+Ctrl+3)N.B. May need to change font size

2. Table of Contents

To insert the table into the document, click in a blank line where you want it to appear:

References -> Table of Contents -> select Automatic Table 1

Ctrl+Click on a heading will lead you to location of memo in your text

Inserting Table of contents

To literally create an index for all the important parts of your document you want to come back to (not necessarily codes)

Highlight the word or phrase you want to index -> References -> Mark Entry -> Mark

To insert Index into document, click in blank line you would like it to appear -> References -> Insert Index

3. Index Section

If you have scrolled away from your last edit to look at another part of your document and want to return to your last edit quickly -> Ctrl+F5

If you are typing up a long word repeatedly in transcription, it could be worth recording a macro: View -> Macros -> Record MacroAssign the Macro a name in the first boxThen select ‘Keyboard’Choose shortcut key (e.g. Ctrl+?) and enter it by flashing cursorPress ‘Assign’ then ‘Close’On document, type the word you want to assign to the Macro (the cursor arrow should have a small cassette next to it)When typed in full, View->Macros->Stop RecordingTry it out with your shortcut key!

Handy shortcuts for data work

• Access – ‘allows you to sort, manipulate, and filter your most important data and thoughts in creative ways…[and] enhances your ability to think analytically’

• Excel – not as customisable as Access but still very useful to store data in rows and columns

Level 2 Coding

Hahn, C., 2008. Doing qualitative research using your computer: A practical guide, London: Sage.

La Pelle, N., 2004. Simplifying qualitative data analysis using general purpose software tools, Field Methods, 16(1), pp. 85-108

References