Chapter 4

Introduction to
Endnote & SPSS

Research Methods
Dr. Asif Mahmood
Institute of Business & Management,
UET Lahore
 Organizing References
What is EndNote?
 Produced by Thomson Reuters, EndNote is a specialised database
program for storing and managing bibliographic references
• The main EndNote library can be synched across multiple computers
and iPad using an online account (formerly called EndNote Web)
– When you first open the EndNote program, you might be given the
option of creating an EndNote Web account and linking it to your
library.
– You can skip this and come back to it later via Edit—Preferences
– Sync.

Install EndNote x7…

 How do I run EndNote?
 Either double select the EndNote icon from the Start -- Programs menu
or
 Open Word

 Click File New...

 An EndNote library has the file extension .enl

• Select a location to Save in (e.g. My Documents).
NB: Do not put it in a cloud drive such as Dropbox or on a flash drive – these
are OK to use for backups, but not working libraries.
• Give your library a unique name (i.e. not My EndNote Library) and Save the
library.
 Your new library will open, ready to accept references
EndNote Library
 Adding references to your library

Manually creating a new reference

• From the References menu, click
New (CTRL-N) or on the toolbar.
• Choose Reference Type, e.g.
Book or Journal Article
• Enter the author's name, as
shown Enter
• Enter subsequent authors on a
separate line  Tab key
• Continue until all information has been entered
• Click File Close Reference, or CTRL–W or click on the X in the right-
hand corner of the New Reference window
• Click New (CTRL-N) to begin entering the next reference
• Don’t forget to select the appropriate Reference Type for each new
reference.
digital object identifier

Adding known references to your library

1. Creating the reference from the PDF
• Click File > Import File  PDF file. At the Import Option, select PDF
• If the PDF does not contain metadata/DOI, EndNote will create a blank
reference containing only the filename of the PDF file in the Title field. The
PDF will be attached to this blank reference.
2. Exporting from Google Scholar
• Go to Google Scholar (scholar.google.com.pk)
• Click Settings and scroll down to Bibliography Manager
• Select Show links to import citations into and choose EndNote in the drop
down box, then click Save
• Search for the article by its title
and/or author and you will see the
link under each result to Import
into EndNote. Open the imported
file
3. Exporting from journal databases
• Mark relevant items
• Select Export EndNote and then click
Save or Export
• Your references should go straight into
your currently open library without any
further prompting
• The newly imported references will
appear in the Imported References
group
• Click All References to return all
references to view
Selecting a bibliographic style
• More than 5000 bibliographic styles can
be accessed from within EndNote
• APA 6th referencing style
 Inserting references into a Word
document
• Insert a citation
• Open your EndNote library
• Open a document in Word (follow this order when using first time or after an
upgrade)
• Position the cursor in the paper where you intend to insert the citation
• From the EndNote tab in Word, select Insert citation OR
• Go to your EndNote library and highlight the appropriate reference(s), and
Insert citation(s) into your document
• To add additional citations into the same
set of brackets at a later time, simply click
cursor anywhere within the grey-shaded
brackets and insert as above
 Editing Citations

Editing Citations
• Click on the citation you wish to change.
• Select the Edit & Manage Citation(s) command from the Word
Toolbar
• You will now see a dialogue box allowing you to format the citation.
To omit an author’s name from a citation (and other options):
• Using author's name as part of the text (author-date style)
• Highlight the option to *Display as: Author (Year)  OK
To add a page number:
Format your bibliography
• Click right of ‘Bibliography’ (OR Alt+3) to
open up the ‘Format Bibliography’ dialog box
Unformatting citations
• Before ‘cut and paste’ ANY text containing
EndNote formatted citations, you MUST
unformat before doing this
• Click Convert Citations and Bibliography 
Convert to Unformatted Citations
• Reference would be {first author, year and
record number}
• To re-format, click on Update Citations and
Bibliography
Synchronize library with EndNote Online
• Click Sync button and register for EndNote
Online, or enter details for an existing
EndNote Online account
 SPSS
(Statistical Package for the Social Sciences)
• The first version of software was released in 1968 by SPSS Inc.
• It was acquired by IBM (International Business Machines) Corporation in
2009 for US$1.2 billion
• During 2009 version 18 of the program was renamed PASW (Predictive
Analytics Software) Statistics
• The name was changed again in 2010 to IBM SPSS

Open IBM SPSS Statistics 20

• Press Cancel
• SPSS mainly uses two windows:
– Data editor (where to input data and carry out statistical functions—.sav
extension)
– Viewer (where the results of any analysis appear—.spv extension—
.spo extension for prior to v18)
 The Data Editor

• At the top of this screen is a menu bar

• Selecting an option from a menu makes a window
appear; these windows are referred to as dialog
boxes.
• The data editor has two views:
– Data View: for entering data; each row
represents data from one entity (case) while
each column represents a variable.
– Variable View: for defining characteristics of the
variables within the data editor
Keyboard shortcuts
• The letters underlined in the menus indicate that the
option can be obtained by Alt+ the underlined letter
• This icon will activate a list of the last 12 dialog
boxes that you used.
• This icon takes straight to the desired case
• This icon activate the Go To dialog box, but this
time to find a variable.
• This icon opens a dialog box that shows variables in the data editor and
summary information about each one.
• In the data editor it will search within the variable (column) that is currently
active.
• Clicking on this icon inserts a new case in the data editor
• Clicking on this icon creates a new variable to the left of the variable that is
currently active
• Shortcut to the function (e.g. males and females)
• This icon shortcuts to the function
• This icon shortcuts to the function
• Clicking on this icon will either display or hide the value labels of any coding
variables

Delete, copy, paste, Insert, delete cases and variables… right click entire row/column
Move Drag
 Save Time!

• Select to open the Options dialog box

below and select the File Locations tab.
• This dialog box allows you to select a folder in
which SPSS will initially look for data files and
other files.
• You can also select the option for SPSS to use
the Last folder used
 Entering Data into the Data Editor

The Variable View

• Variable view of the data editor is used to create variables for data entry
• Enter a name in this column for each variable. This name will appear at
the top of the corresponding column in the data view
• numeric variables (which means that the variable contains numbers
and is the default), string variables (which consist of strings of letters, e.g.,
people’s names), currency variables (i.e., £s, $s, €s) and date variables
(e.g., 21-06-1973)
• By default 8 digits/characters. For string variables you will often make
this value bigger (otherwise, cannot be written more on cases…)
• Default setting is to have 2 decimal places displayed
• You may write a longer variable description in this column
• This column is for assigning numbers to represent groups of people
• This column is for assigning numbers to missing data
 Missing Values
• Missing data can occur for a variety of reasons.
• We need to tell SPSS that a value is missing for a particular case.
• The computer then ignores that cell of the data
• You need to be careful that the chosen code doesn’t correspond to any
naturally occurring data value.
– E.g., if we put 9 as a missing value and several participants genuinely
scored 9, the computer will treat their data as missing.
• To specify missing values click in the column
• You can choose to define them in one of three ways.
– Select discrete values which are single values that represent missing
data. SPSS allows you to specify up to three discrete values to represent
missing data.
– Select a range of values to represent missing data and this is useful in
situations in which it is necessary to exclude data falling between two
points. So, we could exclude all scores between, e.g., 5 and 10.
– The final option is to have a range of values and one discrete value.
 Entering Data into the Data Editor

• W Width of the column (how many characters are displayed in the heading)
• Select the alignment of the data in the corresponding column
• Measurement of variable (Nominal, Ordinal e.g. level of education
completed or Scale interval or ratio level)
• (for example Automatic Linear Modeling option in the Regression)
needs to know whether a variable is a predictor an outcome
both a variable that splits the analysis by different groups a
variable that selects out part of the data or a variable that has no
pre-defined role
• Rules for naming of variables
• Variable names:
• must be unique (i.e. each variable in a data set must have a different name)
• must begin with a letter (not a number)
• cannot include full stops, spaces or symbols (! , ? * “)
• cannot include words used as commands by SPSS (all, ne, eq, to, le, lt, by, or,
gt, and, not, ge, with)
 The Variable View

Creating a String Variable Some data with which to play

• Click the first white cell in the column ‘Name’

• Type the word ‘Name’
• SPSS creates default settings for the variable
• Use   (if max characters are
ok)
• Use to type ‘Participant’s First Name’  Select from Measure
• Click ‘Data View’, type ‘Ben’ at the top of the column ‘Name’ type ‘Martin’ ↓
Creating a date variable
• Click ‘Variable View’, move to the cell in row 2 of the column Name
• Type the word ‘Birth_Date’
• Click   dd-mmm-yyyy
• Go to Label and type ‘Date of Birth’
• Click ‘Data View’, and type the first value, 03-Jul-1977 ↓ next date, and so on
Creating Coding Variables
• A coding variable (aka a grouping variable)
uses numbers to represent different groups
of data.
– A numeric variable, but the numbers
represent names/order
(nominal/ordinal variable). You might
give students a code of 1 and lecturers a
code of 0.
– e.g., levels of a treatment variable in an experiment, different groups of people
(men or women, etc.), different geographic locations, different organizations, etc.
• In the column Name type a name (let’s call it Job).
• In column Label, give the variable a full description such as ‘Is the person a lecturer
or a student?’
• Move along the row to the column labelled
• Define a code of 1 for the lecturer group, and 2 for Student, and then
• Click and SPSS will check variable labels for spelling errors
• You can display the numeric codes, or the value labels by clicking
Creating a numeric variable
• Move to the variable view to the cell in row 4 of the column Name. Type
‘Friends’.
• Move to the column and type ‘0’
• Move to the cell in the column Label and type ‘Number of Friends’
• Finally, specify the level at which a variable was measured in the column
Measure and select
• Return to the ‘Data View’
• The fourth column now has the label Friends; type the first value, 5 ↓ 2, and
so on.

Having created the first four

variables with a bit of
guidance, try to enter the
rest of the variables in table
yourself.
 Importing Data

• We can also import data into SPSS from other software packages such as
Microsoft Excel, R, SAS, and Systat
• The easiest way is to export the data from these packages as a tab-
delimited or comma-separated text file (.txt, .dat or .csv)
• This process will also read Excel format files (.xls) into SPSS
• Click
• (data file: THESIS DATA)
 Preparing a codebook

• Before entering the information from

questionnaire, interviews or
experiment into SPSS, it is necessary
to prepare a ‘codebook’
– Summary of the instructions to
convert the information from each
subject or case into a format that
SPSS can understand
Example of a codebook
 The SPSS Viewer

• The SPSS viewer displays all of the output from

SPSS
• SPSS displays both graphs and the results of
statistical analyses in this part of the viewer.
• It is also possible to edit a graph or table by
double-clicking on it.
• There is a tree diagram on the left-hand side of
the viewer to easily access specific parts of the
output

• Export (whole file)—Select File  Export with desired format

• Export (specific parts)— Select File  Export (tick the box Selected at the
top)
 The SPSS Viewer
• This icon returns you to the data editor
• It takes you to the last output (last procedure conducted) in the viewer
• This icon promotes the currently active part of the tree structure to a higher
branch of the tree (i.e., to make it a main heading).
• This icon is the opposite of the above in that it demotes parts of the tree
structure
• This icon collapses parts of the tree structure, which simply means that it hides
the subcomponents under a particular heading.
• This icon expands any collapsed sections
• This icon and the following one allow you to show and hide parts of the output
itself.
• This icon undoes the previous one.
• It inserts a new heading into the tree diagram.
• Assuming you had done the above, you can use this icon to provide your new
heading with a title.
• This final icon is used to place a text box in the output window
• Export the output