SPSS Basics

Setting Up an SPSS Dataset

Step 1: Open SPSS. A window will open prompting you to pick a dataset. Click “New Dataset” under “File”, then click “Open” at the bottom left.

Step 2: Define your variables. On the bottom of the window, click on “Variable View”. For each variable, assign these properties:

Name: Give your variables a name

Type: Generally keep as “Numeric”.

Width: How many digits will be shown (typically leave as default)

Decimals: How many decimal places will be shown (typically leave as default)

Note: for a data set that includes numbers such as 234.876, width would be 6, and decimals would be 3

Label: Give your variable a descriptive label that will help you remember what the variable codes

Values: Assign numeric values for categorical data. For example, “Females=1” and “Males=2”

Columns: How many spaces you would like SPSS to allow for your data. (typically leave as default, but be sure it is at least as large as your “width”)

Align: Leave as default

Measurement: Set the scale of measurement used. Your choices are Ordinal, Nominal or Scale. Use “Scale” for Interval or Ratio variables.

Step 3: Enter data. On the bottom of the window, click on “Data View”. Enter the data for each variable in its corresponding column.

Typically, your data should be set up so that each row corresponds to a single participant and each column corresponds to something you measured about each participant. In the example, below, there are 6 subjects and data were collected for two variables.

Importing an SPSS Dataset

Step 1: Open SPSS. A window will open prompting you to pick a dataset. Click “Open under “File”, then click “Data” which is the first choice.

Step 2: Select your data file. In the next window, choose the file on your computer you wish to open. Note that SPSS can import a variety of formats, but you will typically open an Excel file (.xls or .xlsx) or a Tab-Delimited or Comma-Delimited text file (.txt).

Importing an Excel File: The default options are to "Read variable names from first row of data", so make sure this is checked, and click "OK"
Importing a Text File: There are several steps to this process

The first window will ask "Does your text file match a predetermine format", make sure "No" is checked and click "Continue"
The second window will ask:
- "How are your variables arranged?" Make sure "Delimited" is checked,
- "Are variable names included at the top of your file?" Make sure "Yes" is checked,
- "What is the decimal symbol?" Make sure "Period" is checked.
- Click "Continue
The third window pre-checks the default values:
- "The first case of data begins on which line number?" "2" should be the value.
- "How many cases do you want to import"? "All of the cases" should be selected.
- Click "Continue".
The fourth window asks:
- "Which delimiters appear between values?" (THIS IS A VERY IMPORTANT STEP)
  - "Comma" should be selected for comma-delimited text (usually a .csv file).
  - "Tab" should be selected for a tab-delimited text file (usually a .txt file).
  - "Comma" and "Tab" should never both be checked.
The fifth window asks if you want to change any variable names, click "Continue".
You can click "Done" when the sixth window appear.
Your data should appear in a new window, save it under the name you would like.
Follow Step #2 above to change or edit variable values or names.

SPSS Dataset Example

This example shows the minimum recommended steps for setting up an SPSS database with one DV (Rent) and two IVs (Borough, Income). These data could be used to compare rents across three boroughs of New York and two income categories.

Step 1. Assign the variables names and labels. This will help make interpreting your SPSS output easier. Click on “Variable view” on the bottom of the SPSS data window, then, for each variable, double click on the text box under the “Name” column and assign it a short and meaningful name.

Similarly, in the column marked “Label”, double click the text box to give each variable a more detailed label. For example, the variable “Borough” gets the label “Borough of New York City.”

Step 2. Next to each categorical variable, click in the column “Values”, and then click the “…” that appears in the text box.

In the value labels window, assign labels for each level of your categorical variable. This will help you interpret your SPSS output because it will use the meaningful labels (e.g. “Brooklyn”) rather than the numeric codes (e.g., 1, 2, 3, etc.).

Click on the “Value” text box to enter a numerical value from your data (e.g., “1”). Then, click on the “Label” text box and enter the corresponding label (e.g., “Manhattan”).

Finally, click on the button labeled “Add”.

Repeat for each level of your variable, then click “OK”.

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