Using Excel and Word to Structure Qualitative Data

Abstract

Applied social science projects that involve many interviews produce a vast amount of data or text that is difficult to structure and analyze systematically. Computer-assisted qualitative data analysis software is too advanced and sophisticated when all we want is to sort and structure the text. A new method, using Microsoft Word and Excel, has been developed. The method produces a flexible Word document of interview data separated into logical chapters and subchapters. All text is coded, and the codes correspond with headings in the final document. Systematic manual coding ensures that all the content is coded, not just words or terms that are extracted from the text. After several years of using and refining the method, both in projects with relatively few interviews and in those with more than 100, I believe that the method is efficient when there are four or more interviews. The method is also suitable for coding and structuring answers to open-ended questions in Web-based surveys. The coding may be performed by a supervised research assistant or a multidisciplinary analytical team, depending on the complexity of the problem. The purpose of the method is not to quantify qualitative data but only to sort and structure large amounts of unstructured data. The method consists of 10 steps, screenshots of which are included in the paper.

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