USING MICROSOFT WORD FOR QUALITATIVE ANALYSIS: LEVEL 1 CODING
Jenny Scoles PhD Student University of Stirling
Oh so simple…. 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.
USING MICROSOFT OFFICE
Theoretical Concepts
Level 3 Coding: Axial/Thematic Coding
Level 2 Coding: Access and Focused Coding; Category Excel Development
Level 1 Coding: Word
Initial Coding; Open Coding Adapted from Hahn, 2008
WHY USE MICROSOFT OFFICE? On every computer – don’t have to download/pay/train for Nvivo Share data between people and computers No need to import or export data if you have transcribed your interviews using it Does not decontextualise your data Most are familiar with its functions, to varying degrees You are most likely writing your thesis on it anyway
USING WORD: LEVEL 1 CODING 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/
Getting ready… • 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)
¶ Function
Initial steps in coding – obvious ones To distinguish different codes or themes: •Highlight words, different colours, fonts, and bold, italic or underline
sizes,
To make comments or notes: •Track changes and, in particular, the ‘insert comment’ function •Use of headers and footers
INITIAL CODING EXAMPLES:
CONVERTING TEXT TO A TABLE 1. Highlight text (CMD/CTRL+A) ( M a c s w i l l b e s l i g h t l y d i f f e r e n t ) 2. Table -> Convert -> Convert Text to Table -> OK
CUSTOMISING THE 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
THE ACTUAL CODING • 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
READY TO GO!
USING PRE-PROGRAMMED WORD FUNCTIONS TO ORGANISE YOUR CODES
Under ‘References’ tab on Menu: 1.Table of Authorities (now known as Table of Codes) 2.Table of Contents 3.Index section
1. Table of Codes (Table of Authorities) • 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
HOW TO MARK CITATIONS 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
CONTD.
Highlight the text you want to code This can either be the code word from the middle column (i.e. ‘Judgement’) or the supporting text from the transcript column References -> Mark Citation The first time you do this, select Category. 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
HOW TO MARK CITATIONS
CONTD.
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 Mark Your document automatically shows the formatting marks, i.e.
To get rid of this press ¶ or shortcut keys: Ctrl+Shift+8 Mark All – this will add a tag to every word in your document that you have written up in ‘Short Citation’
INSERTING THE TABLE OF CODES
To insert a Table of Codes into your document: Select location near beginning of coded document References -> Insert Table of Authorities To update the table when new codes have been added, right-hand click on table and press Update Field
TABLE OF CODES
2. TABLE OF CONTENTS Review (non-code) memos you have made whilst coding Summarises memos in chronological sequence Relies on Style Heading 1 -> Heading 2 -> Heading 3 ->
Headings: Primary TOC entry (Alt+Ctrl+1) Secondary TOC entry (Alt+Ctrl+2) Tertiary TOC entry (Alt+Ctrl+3)
N.B. May need to change font size
INSERTING 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
3. INDEX SECTION 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
HANDY SHORTCUTS FOR DATA WORK 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 Macro Assign the Macro a name in the first box Then select ‘Keyboard’ Choose shortcut key (e.g. Ctrl+?) and enter it by flashing cursor Press ‘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 Recording Try it out with your shortcut key!
LEVEL 2 CODING • 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
REFERENCES
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. 85108
