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i

IBM SPSS Data Collection Paper 7


Users Guide

Note: Before using this information and the product it supports, read the general information
under Notices on p. 172.
This edition applies to IBM SPSS Data Collection Paper 7 and to all subsequent releases and
modifications until otherwise indicated in new editions.
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Licensed Materials - Property of IBM
Licensed Materials - Property of IBM Copyright IBM Corporation 2000, 2013
Licensed Materials - Property of IBM Copyright IBM Corporation 2000, 2013

U.S. Government Users Restricted Rights - Use, duplication or disclosure restricted by GSA ADP
Schedule Contract with IBM Corp.

Preface
Welcome to the IBM SPSS Data Collection Paper 7 Users Guide. This guide provides
information on using theIBM SPSS Data Collection Paper application. For information about
installing the product, see the IBM SPSS Data Collection Desktop 7 Installation Guide.
Adobe Portable Document Format (.pdf) versions of the guides are available on the IBM SPSS
Data Collection Desktop 7 CD-ROM. Viewing and printing the documents requires Adobe
Reader. If necessary, you can download it at no cost from www.adobe.com. Use the Adobe Reader
online Help for answers to your questions regarding viewing and navigating the documents.

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Licensed Materials - Property of IBM


Copyright IBM Corporation 2000, 2013

iii

Contents
1

Paper

Welcome to IBM SPSS Data Collection Paper. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1


IBM SPSS Data Collection Papers place within the workflow . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1
IBM SPSS Data Collection Paper and IBM SPSS Data Collection Paper - Scan Add-on. . . . . . . . . 2
IBM SPSS Data Collection Paper and the authoring tools . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3
Routing controls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4
IBM SPSS Data Collection Paper and IBM SPSS Data Collection Interviewer Server . . . . . . . . . . 4
Looks and Templates . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5
Creating your own house style . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5
Analyzing the responses in IBM SPSS Quantum . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6
About this guide . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7
Authoring Tools . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Customizing IBM SPSS Data Collection Paper . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

Whats New in IBM SPSS Data Collection Paper 7

Compatibility of IBM SPSS Data Collection Paper 7 with Other IBM Corp. Products . . . . . . . . . . . 8

10

Getting Started

Starting IBM SPSS Data Collection Paper . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10


IBM SPSS Data Collection Paper Menu . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11
IBM SPSS Data Collection Paper Toolbar . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12
Tools on the IBM SPSS Data Collection Paper Toolbar . . .
Showing or Hiding the Toolbar . . . . . . . . . . . . . . . . . . . . .
Moving the Toolbar . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Getting the Most Out of Word . . . . . . . . . . . . . . . . . . . . . . . . .

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Word Features to Avoid When Using IBM SPSS Data Collection Paper . .
Word Features To Be Aware Of . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
General Tips for Using Word with IBM SPSS Data Collection Paper . . . . .
Closing IBM SPSS Data Collection Paper . . . . . . . . . . . . . . . . . . . . . . . . . . . .

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To Unload IBM SPSS Data Collection Paper or IBM SPSS Data Collection Paper - Scan
Add-on . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16
Sample Questionnaires. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16
Formatting the Museum Example . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17
Loading the Museum Questionnaire Definition . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17

iv

Applying Looks to the Museum Example . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20


Final Adjustments to the Formatting of the Museum Example . . . . . . . . . . . . . . . . . . . . . . . . . 22
Printing and Saving the Museum Example . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24

Working with the Questionnaire Definition and IBM SPSS Data


Collection Paper Documents
25
Versions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25
Handling Translations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26
Load Questionnaire Definition . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26
To Load the Questionnaire Definition . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29
AutoSaving the Questionnaire Definition. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 30
Saving IBM SPSS Data Collection Paper Documents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 30
Opening IBM SPSS Data Collection Paper Documents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 30
To Open an IBM SPSS Data Collection Paper Document . . . . . . . . . . . . . . . . . . . . . . . . . . . . 31
Updating Documents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 31
To Update the Document . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 32
To Remove Highlighting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 32
Distributing IBM SPSS Data Collection Paper Documents Electronically . . . . . . . . . . . . . . . . . . . . 32
Printing IBM SPSS Data Collection Paper Documents. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33
Document Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33

Formatting Questionnaires with Looks

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What are Looks?. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 36


How Do Looks Work? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 36
Installed Look Groups . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 36
Types of Looks and Questionnaire Items . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37
Categorical Looks . . .
Grid Looks . . . . . . . . .
Numeric Looks . . . . .
Numeric Grid Looks . .
Open-Ended Looks. . .
Information Looks . . .
Show Card Looks. . . .
Draft Looks . . . . . . . .
Compound Looks . . . .
Look Groups . . . . . . . . . . .

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Applying Looks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 48
Apply Looks Dialog Box . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 49
Applying Compound Looks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 52
View Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 53
To Change Viewing Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 54

Templates

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Installed Templates. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 55
How Looks and Templates Interact . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 56
Modifying Paragraph Styles . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 57
To Modify a Paragraph Style . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 57
Separating All Questionnaire Items. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 58
To Add a Line between All Questionnaire Items . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 58
Positioning the Questionnaire Items . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 59
To Add the Questionnaire and Showcards Bookmarks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 59
Template Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 60
To Set Template Options. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 61

Other Formatting Considerations

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Adding and Changing Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 62


Annotations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 63
Headings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 63
Headers and Footers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 63
Page Numbers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 64
For Office Use Only Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 64
Incidence Boxes. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 64
Mail Lists . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 65
Maximizing the Use of Page Space . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 65
Separating Items in the Questionnaire . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 65
Multiple Column Pages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 66
Page Setup . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 66

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Formatting questionnaires for scanning

67

Scanning-enabled categorical looks. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 67


Creating a scanning-enabled mark field . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 68
Scanning-enabled numeric and open-ended looks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 69
Other IBM SPSS Data Collection Paper - Scan Add-on formatting issues . . . . . . . . . . . . . . . . . . . 69
Spacing before and after lines and IBM SPSS Data Collection Paper - Scan Add-on .
Other specify categories and IBM SPSS Data Collection Paper - Scan Add-on . . . . .
Paper size when using IBM SPSS Data Collection Paper - Scan Add-on . . . . . . . . . .
Margins when using IBM SPSS Data Collection Paper - Scan Add-on . . . . . . . . . . . .
Scanning double-sided questionnaires . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Mail merge fields in IBM SPSS Data Collection Paper - Scan Add-on documents. . . .
Moving the questionnaire to the scanning machine . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

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Look Organizer

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To Open the Look Organizer . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 76


Look Organizer Toolbar . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 77
Look Files . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 77
Refreshing the Look Organizer . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 78
To Refresh the Look Organizer . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 78
Default Looks and the Default Look Group. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 78
To Set a Default Look . . . . . . .
To Set the Default Look Group
Default SubLooks. . . . . . . . . .
Creating New Look Groups . . . . . .

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To Create a New Look Group . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 80


Creating New Compound Looks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 80
To Create New Compound Looks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 81
Moving and Copying Looks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 81
To Copy a Look. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 81
To Move a Look . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 81
Renaming Looks and Look Groups . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 82
To Rename Looks and Look Groups . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 82
Look and Look Group Descriptions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 82
To Change a Look Description . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 82
Deleting Looks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 83
To Delete a Look . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 83
Opening Looks and SubLooks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 83

vii

10 Opening and Saving Looks and SubLooks

84

To Modify a Look by Modifying a Question to Which It Is Applied . . . . . . . . . . . . . . . . . . . . . . . . . 84


To Open a Look from an IBM SPSS Data Collection Paper Document . . . . . . . . . . . . . . . . . . . . . . 84
To Open a Look or SubLook Using the Look Organizer . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 85
To Open All of the Looks in a Look Group. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 85
To Open All of the SubLooks in a Compound Look . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 85
To Save a Look . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 85
Save Look: General Information . .
Save Look: Advanced Options . . .
Save look: Test New Look . . . . . .
To Save a SubLook . . . . . . . . . . . . . . .

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Save Compound Look Wizard: First Page . . . . . . .


Save Compound Look Wizard: Second Page . . . .
Save Compound Look Wizard: Test New SubLook
Save Look Options . . . . . . . . . . . . . . . . . . . . . . . . . . .

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To Change the Save Look Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 94

11 Understanding Looks

96

Mark Fields and Character Fields . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 96


IBM SPSS Data Collection Paper Character Styles . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 96
Insertion Character Styles . . . . . . . . . . . .
Identification Character Styles. . . . . . . . .
Data Entry Character Styles . . . . . . . . . . .
Standard Phrases and Conditional Styles.
Conditional Display Character Styles . . . .
Conditional Substitution Character Styles

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Modifying Looks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 117


Working in Word Tables . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 117
Text Formatting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 118
Keeping Lines of a Question Together . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 119
Column Spacing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 119

viii

Changing the Number of Category Columns in a Look . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 119


To Increase the Number of Columns . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 120
To Reduce the Number of Columns . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 120
Adding Borders . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 120
Modifying Mark Fields . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 120
To Use Category Names or Keycodes as Mark Fields .
To Use Symbols as Mark Fields . . . . . . . . . . . . . . . . .
To Use Two Different Symbols as Mark Fields . . . . . .
To Combine Symbols and Keycodes as Mark Fields . .
To Use Table Cell Borders as Mark Fields. . . . . . . . . .
Modifying Character Fields . . . . . . . . . . . . . . . . . . . . . . . .

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To Use Symbols as Character Fields. . . . . . . . . . .


To Use Table Cell Borders as Character Fields . . .
To Use Drawing Objects as Character Fields . . . .
Character Fields for Other Specify . . . . . . . . . . . . . . .

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To Add a Character Field for Other Specify. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 126

13 Character Styles and Look Types

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Character Styles in Categorical Looks. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 127


Character Styles in Grid Looks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 128
Character Styles in Numeric Looks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 129
Character Styles in Numeric Grid Looks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 130
Character Styles in Open-Ended Looks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 131
Character Styles in Information Looks. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 132
Character Styles in Compound Looks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 133
Character Styles in Question Text SubLooks. . . . . . . .
Character Styles in Compound Separator SubLooks. .
Character Styles in Shared List SubLooks . . . . . . . . .
Character Styles in Categorical SubLooks . . . . . . . . .
Character Styles in Grid SubLooks . . . . . . . . . . . . . . .
Character Styles in Numeric Grid SubLooks . . . . . . . .
Character Styles in Categorical Show Card Looks . . . . . . .

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Character Styles in Grid Show Card Looks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 138


Character Styles in Draft Looks. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 138
Character Styles in Boolean Looks. . . . . .
Character Styles in Boolean Grid Looks . .
Character Styles in Page Start Looks . . . .
Character Styles in Page End Looks . . . . .
Character Styles in Block Start Looks . . .

ix

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Character Styles in Block End Looks . . . . . . . . . . . . .


Character Styles in Section Start Looks . . . . . . . . . . .
Character Styles in Section End Looks . . . . . . . . . . . .
Character Styles in Numeric Variable Loop Looks . . .
Character Styles in Loop End Looks . . . . . . . . . . . . . .
Character Styles in Categorical List Loop Looks . . . . .
Character Styles in Categorical Answers Loop Looks.
Character Styles in Fixed Iteration Loop Looks . . . . . .
Character Styles in Database Error Looks . . . . . . . . .

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14 IBM SPSS Data Collection masked controls

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IBM SPSS Data Collection masked control examples . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 148


Inserting an IBM SPSS Data Collection masked control . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 148
IBM SPSS Data Collection masked control properties. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 148
Setting the properties of an IBM SPSS Data Collection masked control . .
IBM SPSS Data Collection masked control background properties . . . . .
IBM SPSS Data Collection masked control character properties . . . . . . .
IBM SPSS Data Collection masked control line properties . . . . . . . . . . . .
IBM SPSS Data Collection masked control value properties . . . . . . . . . .
IBM SPSS Data Collection masked control numeric properties . . . . . . . .
Colors. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

15 Authoring Tools

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Notes for IBM SPSS Quanquest Users . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 155


IBM SPSS Quanquest Card and Column Specifications . . . . . . . . . . . . . . . . . . . . . . . . . . . . 156
Notes for In2form Users . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 157
In2form Card Column Details . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 158
Notes for IBM SPSS Data Collection Professional Users. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 158
To add Paper Routing to a Questionnaire . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 159

16 Customizing IBM SPSS Data Collection Paper

160

IBM SPSS Data Collection Paper Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 160


To Set IBM SPSS Data Collection Paper Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 160
File Location Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 161

Customizing Menus and Toolbars . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 162


IBM SPSS Data Collection Paper and IBM SPSS Data Collection Paper - Scan Add-on
Macros . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
To Remove a Command from the IBM SPSS Data Collection Paper Menu. . . . . . . . . . . . .
To Add an IBM SPSS Data Collection Paper Command to a Word Menu. . . . . . . . . . . . . .
To Add an IBM SPSS Data Collection Paper Command to a Shortcut Menu . . . . . . . . . . .
Protecting Document Templates . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

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Protecting Looks. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 164


Files within the Looks Folder . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 165

17 Getting help

166

Opening the IBM SPSS Data Collection Data Model online help . . . . . . . . . . . . . . . . . . . . . . . . . 166

18 Glossary

167

Appendix
A Notices

172

Index

175

xi

Chapter

Paper
Welcome to IBM SPSS Data Collection Paper

IBM SPSS Data Collection Paper, part of the suite of integrated IBM SPSS Data Collection
products, provides you with a comprehensive solution for formatting paper questionnaires for
scanning and keyboard data entry. Using Paper, you can format paper questionnaires quickly and
easily, taking full advantage of the features of Word. You can include company logos, standard
headers, footers, margins, page numbers, office-only information, and so on. With Paper, your
paper questionnaire is not merely a series of questions; it is a complete document.
With Paper, you can design the formatting of the questionnaire and use these designs with
multiple studies, all with little subsequent editing. Central to Paper are Looks and Word
templates. Using Looks and templates, you can create a variety of designs. Looks control what
information is included in the printed questionnaire and how that information is positioned and
formatted. Templates control the basic structure of the document (for example, the page layout).
You can customize paper questionnaires for individual studies, save designs for future
studies, and standardize designs across studies. In addition, you can create designs for both
keyboard-based data entry systems and scanning-based systems.
If you have a study where you will scan the completed paper questionnaires, you can save even
more time by using IBM SPSS Data Collection Paper - Scan Add-on.

IBM SPSS Data Collection Papers place within the workflow


You use IBM SPSS Data Collection Paper to format studies as paper questionnaires. The
study itself is created in one of the SPSS questionnaire authoring tools. You load the study, or
questionnaire definition, into Paper and then format the paper questionnaire. If the study has
been translated into more than one language, you need to repeat the formatting process for each
language. However, Paper makes this process quick and easy.
After you have formatted the paper questionnaire, you can print it and send it out for review,
send it to the interviewers, or send it directly to respondents. You can then enter the information
gathered on the completed questionnaires for coding and analysis using a data-entry tool or
a scanning program.
Paper is a formatting tool. Any changes to the questionnaire definition (adding or reordering
questions and categories, changing text, and so on) should be made using one of the authoring
tools. You can use the Update Document command in Paper to update the paper questionnaire
with changes made in the authoring tool.

Licensed Materials - Property of IBM Copyright


IBM Corporation 2000, 2013

2
Chapter 1
Figure 1-1
Simplified representation of the workflow
Paper questionnaire

Survey authoring
tool

Translation
tool

Paper

Documents for
Forms

mrScan
Questionnaire
definition

Scan Transfer

SPSS SAV DSC

Quantum DSC

Text-Delimited
DSC

Relational MR
Database DSC

XML DSC

Data Collection
Data File DSC

Triple-S DSC

SAS DSC

.sav file

.dat file

.csv file

SQL Server
database

.xml file

.ddf file

.xml file

.sas7bdat file

IBM SPSS Data Collection Paper and IBM SPSS Data Collection Paper
- Scan Add-on
IBM SPSS Data Collection Paper - Scan Add-on, like IBM SPSS Data Collection Paper, is
an add-in to Word and extends the functionality of Paper for studies in which you want to scan
the completed questionnaires. First you use Paper to format the questionnaire and then you use
Paper - Scan Add-on to define the questionnaire as a scanning project in ReadSoft FORMS,
which is an application for scanning information from forms. Before you can scan a completed
questionnaire, you must clearly identify where the responses will appear on each page and define
the format of the data that will be collected. Paper - Scan Add-on automates this process, working
in conjunction with ReadSoft FORMS.
Using Paper - Scan Add-on means that you no longer have to define a questionnaire as a scanning
project manually. Before the advent of Paper - Scan Add-on, the amount of work involved in
setting up a scanning project was such that scanning was generally seen as a viable option only for
the largest paper surveys.
After you have used Paper - Scan Add-on to set the project up in ReadSoft FORMS Manager,
you use the ReadSoft FORMS functionality to scan the completed questionnaires, interpret and
verify the data, and transfer it into an Paper - Scan Add-on transfer (.std) file. You then use the

3
Paper

Paper - Scan Add-on Transfer utility to transfer the data from the transfer file to the data format
that you want to use for analysis.
You can transfer the data to any format for which a suitable data source component (DSC) is
available. A DSC is an interface to a data store. Each DSC is specific to a particular type of data
storage. DSCs that write response data are known as case data source components (CDSCs).
Case data is the data collected from respondents, which in Paper - Scan Add-on is the scanned
data. In IBM SPSS Data Collection Data Model 7, which comes with IBM SPSS Data
Collection Paper 7, the writeable DSCs provided are:
Quantum CDSC. Writes case data to a IBM SPSS Quantum-format ASCII file, for analysis in
Quantum or for the generation of a IBM SPSS Quanvert database.
Relational MR Database (RDB) CDSC. Writes case data to a relational SQL Server database.
SPSS Statistics SAV DSC. Writes case data to an SPSS .sav file, for analysis in SPSS.
XML CDSC. Writes case data to an XML file. Typically, you use this DSC when you want to

transfer case data to another location.


Delimited Text DSC. Writes case data to a text (.csv) file.
SAS DSC. Writes files in the SAS version 7 for Windows, standard-extension format.
Data Collection Data File CDSC. Writes case data to a IBM SPSS Data Collection file-based

database that has a .ddf extension. IBM SPSS Data Collection Data Files provide a portable
alternative to Data Collection Relational Databases for the storage of offline IBM SPSS
Data Collection Interviewer Server data.
Triple-S DSC. Writes files that meet the Triple-S standard for the interchange of survey data.

You can also use any of these formats (apart from the SAS DSC, which is write-only) to analyze
the case data using IBM SPSS Data Collection Survey Tabulation or IBM SPSS Data
Collection Survey Reporter Desktop Edition.
For further information about the DSCs, see the Available DSCs topic in the IBM SPSS Data
Collection Data Model section of the IBM SPSS Data Collection Developer Library help file.

IBM SPSS Data Collection Paper and the authoring tools


A paper-based questionnaire is just one of many ways that you can conduct an interview. You can
also conduct an interview as a computer-assisted personal interview (CAPI), a computer-assisted
telephone interview (CATI), over the World Wide Web, or as a combination of these methods.
You create the questionnaire definition in one of the SPSS questionnaire authoring tools.
In2form 4.5.1, IBM SPSS Quanquest 2.4.1, Interview Builder 7, IBM SPSS Data
Collection Professional 7, or IBM SPSS Data Collection Author 7 are recommended for
use with IBM SPSS Data Collection Paper 7. These tools can create studies for use in one
or more interviewing environmentspen and paper interviewing, computer-assisted personal
interviewing, computer assisted telephone interviewing, and web. Regardless of the method used

4
Chapter 1

to present the study, all of the different applications access the questionnaire definition data
through the same filethe Dimensions Metadata Document (.mdd) file.
The .mdd file contains the definition or content of the questionnairefor example, the question
texts, response lists, and instructions. This file may also contain additional information, such as
routing information, translations of the texts, different versions of the study, and so on. Some of
this information may not be relevant to the paper questionnaire.
Because all of the applications access the same .mdd file for the questionnaire definition, it is
important that you make any changes to the content of the questionnaire in the authoring tool and
not in the Word document in IBM SPSS Data Collection Paper. For example, if you want to
change a text or correct a spelling error in a question, make the change in the authoring tool and
then use the Update Document command in Paper to transfer the changes to the Paper document.
The same applies to reordering and adding and deleting questions and information items.

Routing controls
When you administer interviews using a computer, you can control the flow of the interview using
routing controls. These determine which question to present next based on answers to previous
questions. Although routing controls are useful in a computer-assisted interviewing environment,
most are unsuitable for use in a paper questionnaire.
However, you can simulate many kinds of routing controls on paper using routing instructions.
These guide the interviewer or respondent to the next question by adding comments, instructions,
and Go To statements. If the questionnaire definition includes routing information for paper
questionnaires and you apply Looks that display this information, then the information will appear
in the paper questionnaire.

IBM SPSS Data Collection Paper and IBM SPSS Data Collection
Interviewer Server
If your project requires both paper and web-based interviews, you can use the same questionnaire
as the basis for each type of interviewing. For the best results we recommend you use the
following steps:
E Create the questionnaire in IBM SPSS Data Collection Author, using separate routings for

the paper and web versions.


E Activate the questionnaire to IBM SPSS Data Collection Interviewer Server. This uploads the

filename.mdd file and creates a project with the same name as the file.
E If you are using the same database to store the responses collected using Interviewer Server and

IBM SPSS Data Collection Paper, when you load the questionnaire definition in Paper, load
the version of the questionnaire definition that Interviewer Server created in the project folder in
its FMRoot folder rather than the original questionnaire definition file. This ensures that Paper,
IBM SPSS Data Collection Paper - Scan Add-on and Interviewer Server will all be using the
same questionnaire definition file to obtain information about the database and the category
mapping for each variable.

5
Paper
E Also, select the Ignore System Variables option in the Load dialog box. This suppresses the

automatic serial number question. You need to do this because serial numbers for Interviewer
Server are generated automatically, which can lead to serial number conflicts if serial numbers are
included in the Paper response data.
E When you load the questionnaire definition in Paper, you may get a message saying that the

selected version of the questionnaire definition is locked and giving you an option to open a
new version. Select this option if you want to store in the questionnaire definition the details of
the Looks you apply.

Looks and Templates


Looks are blueprints for how questions and information items from the questionnaire definition
are to appear in the paper questionnaire. Looks control:

Which parts of the questionnaire definition are displayed and which are hidden

The display of standard texts and phrases that are not part of the questionnaire definition, such
as Select one answer only

How the text is laid out on the page

How the text is formatted

There are Looks for each of the different types of questionnaire items, such as categorical
questions, numeric questions, and information items. You can organize Looks into Look groups
(for example, based on the type of questionnaires they are to be used for and the types of
formatting involved).
All Word documents are based on templates. Unlike Looks, templates apply to an entire
document and determine its basic structure, including the default page size and orientation,
margins, headers and footers, and paragraph styles. Templates can also include standard text that
you want to appear at the beginning or end of the paper questionnaire.
In IBM SPSS Data Collection Paper, Looks and templates interact to make formatting quick
and easy. For example, by changing the paragraph styles used in a Look, you can quickly change
the appearance of all of the questions in the questionnaire that Look is applied to. Using Looks
and templates, you can standardize designs across paper questionnaires.

Creating your own house style


You can use the Looks and templates supplied with IBM SPSS Data Collection Paper out of
the box. However, the Looks and templates installed may not reflect your house style, and you
may need different styles for different clients and different types of paper questionnaires. You can
achieve this by making modifications to the installed Looks and templates or by creating new
Looks and templates of your own.

Templates. You can change the page setup, including the page size, orientation, and margins.

You can also add headers and footers, create office-only information to appear at the beginning
or end of paper questionnaires, change the paragraph styles, and so on.

6
Chapter 1

Looks. You can change the position and formatting of the Looks, show or hide content from

the questionnaire definition, add borders, change the width of the Look, and much more.

Standard phrases. Many house styles specify the phrases to use as instructions to interviewers

or respondents, such as Select all that apply or Please specify below. Using conditional
substitution character styles, you can define standard phrases once and use them throughout
your Looks.

Analyzing the responses in IBM SPSS Quantum


Both IBM SPSS Quanquest and In2form can create card and column specifications that
are compatible with IBM SPSS Quantum. Alternatively, you can use IBM SPSS Data
Collection Metadata Model to Quantum to define card and column definitions to your own
specifications. Metadata Model to Quantum is an accessory that comes with the IBM SPSS
Data Collection Data Model.
If you use manual data entry to collect the responses on the completed questionnaires, you can
use Looks to display the card and column or variable definitions for each question. This helps data
entry staff to enter the responses correctly. If you use IBM SPSS Data Collection Paper - Scan
Add-on and scan the completed questionnaires, you can use Paper - Scan Add-on Transfer and
Quantum CDSC to transfer the responses into a Quantum-format ASCII file.
Writing a Quantum specification to analyze the scanned data, or to generate a IBM SPSS
Quanvert database, is a complex and time-consuming task. However, you can reduce the
time it takes and the likelihood of errors by using Metadata Model to Quantum or the options
in Quanquest and In2quest to generate basic Quantum axis, table, and run specifications. The
Quantum specwriter can then modify these specifications to create the precise analysis that
is required. Use the option to generate the Quantum axes when you create the questionnaire
definition in the authoring tool.
Metadata Model to Quantum. This is an accessory that is part of the Data Model, which comes

with IBM SPSS Data Collection Paper and Paper - Scan Add-on. To open Metadata Model to
Quantum, from the Windows Start menu, choose:
Programs > IBM SPSS Data Collection > Accessories > Metadata Model to Quantum

For more information about Metadata Model to Quantum, see the IBM SPSS Data Collection
Developer Library help, which is available from the Data Collection menu, or as a free download
from http://www.ibm.com/software/analytics/spss/products/data-collection/.
Quanquest. Select Generate Quantum tabs, axes, and run file in the Export Options dialog box. For
more information, see the Quanquest documentation.
In2quest. Choose the Export command in In2data. Make sure that you do not change the card and
column specifications in In2data. Note that the names of the Quantum axes will not exactly
match the names of the questions in the Paper document (or of the variables in the questionnaire
definition). In addition, In2data exports the In2quest system variables rather than the serial
number system variable in the questionnaire definition, and you may need to adjust the Quantum
specification accordingly. For more information see the In2quest documentation.

7
Paper

About this guide


This guide is designed to be used in conjunction with the IBM SPSS Data Collection Paper Scan Add-on Users Guide and the documentation for Word. This guide contains the following
chapters:
Chapter 1: Whats New in Paper. Explains whats new in each version of IBM SPSS Data

Collection Paper since Paper 1.0.


Chapter 2: Overview. A brief introduction to Paper and its place within the market research
workflow, including step-by-step instructions for formatting the museum example questionnaire
supplied with Paper.
Chapter 3: Getting Started. Explains the Paper menu and toolbar and essential information that you

need to get the best out of Word when using Paper.


Chapter 4: The Questionnaire Definition and Paper Documents. Explains the two main types of files

used by Paper and covers loading the questionnaire definition, saving, opening, updating, and
printing Paper documents.
Chapter 5: Formatting Questionnaires with Looks. Overview of Looks and how to use them to

format paper questionnaires.


Chapter 6: Templates. Overview of templates and how to use them to format paper questionnaires.
Chapter 7: Other Formatting Considerations. Changing information, creating drafts, adding

annotations, headings, headers and footers, page numbers, office-only information, incidence
boxes, using mail lists, and maximizing the use of the page space.
Chapter 8: Look Organizer. Managing Looks and Look groups, including how to copy and move

Looks between Look groups, rename and delete Looks and Look groups, modify descriptions, and
set the default Look group, and the default Looks in each Look group.
Chapter 9: Opening and Saving Looks and SubLooks. Opening and saving Looks and subLooks.
Chapter 10: Understanding Looks. Information that you need to understand before you create or

modify Looks. Includes a full description of the special character styles used to insert, display,
and identify information.
Chapter 11: Formatting Looks. Modifying Looks, including working in Word tables, changing the

text formatting, keeping the lines of a question together, and modifying mark and character fields.
Chapter 12: SPSS Masked Controls. Creating character fields using SPSS masked controls.
Chapter 13: Character Styles and Look Types. Lists the character styles that you use with each

type of Look and subLook.


Chapter 14: Authoring Tools. Lists the various types of content that you can insert into a paper

questionnaire from the questionnaire definition and provides brief details about how to create
that content in the authoring tools.
Chapter 15: Customizing Paper. Setting defaults and options, customizing menus and toolbars,

and protecting document templates and Looks.


Chapter 16: Getting Help. How to use the Help file included with Paper.
Glossary. Definitions of the terms used in Paper.

Chapter

Whats New in IBM SPSS Data


Collection Paper 7

Fix pack and interim fix information. You can view information regarding which fix packs and

interim fixes are installed via the applications Help menu. You can sort the interim fix information
by Role, Server, or Interim Fix.
Help > About Paper... > Details...

Links to the IBM SPSS Community and IBM SPSS products. The

applications Help menu now provides links to the IBM SPSS Community
(https://www.ibm.com/developerworks/mydeveloperworks/groups/service/html/communityview?communityUuid=ab
and IBM SPSS products (http://www-01.ibm.com/software/analytics/spss/).
Whats New Information for Previous Releases

Whats New information for previous IBM SPSS Data Collection\Dimensions


releases can be found in the Data Collection\Dimensions Whats
New document that is located at C:\Program Files\Common
Files\IBM\SPSS\DataCollection\7\Documentation\ibm_help\eclipse\plugins\com.spss.ddl_doc\
PDF\User_Guides\Legacy_Whats_New.pdf
The document is in Adobe Portable Document Format (.pdf) Viewing and printing the document
requires Adobe Reader. If necessary, you can download it at no cost from www.adobe.com. Use
the Adobe Reader online Help for answers to your questions regarding viewing and navigating
the document.

Compatibility of IBM SPSS Data Collection Paper 7 with Other IBM


Corp. Products
Compatibility with Earlier Versions of IBM SPSS Data Collection Paper

IBM SPSS Data Collection Paper 7 cannot coexist with earlier versions of IBM SPSS
Data Collection Paper. If you install Paper 7 on a machine that has an earlier version of Paper
installed, the installation of version 7 will prompt you to uninstall the earlier version. You must
uninstall the earlier version before proceeding with the 7 installation.
Compatibility with IBM SPSS Data Collection Interviewer Server

Paper 7 is compatible with IBM SPSS Data Collection Interviewer Server 7.


Licensed Materials - Property of IBM Copyright
IBM Corporation 2000, 2013

9
Whats New in IBM SPSS Data Collection Paper 7

Upgrading from Word 97 to Word 2000

If you upgrade to Word 2000 after installing Paper, you do not need to update your Looks. In
Word 2000, you can continue using the Looks you created or modified in Word 97.
Note: In Paper version 3.0 and later, Microsoft Word 97 is no longer supported.

Chapter

Getting Started

This chapter discusses some of the basic techniques for using IBM SPSS Data Collection
Paper:

Steps in using Paper

Starting Paper

Overview of the Paper menu

Overview of the Paper toolbar

Getting the most out of Word

Closing Paper

Unloading Paper

At the most basic level, the steps in using IBM SPSS Data Collection Paper are:
E Load the questionnaire definition with an initial Look group.
E Change the Looks applied to some or all of the questionnaire items.
E Save the formatted questionnaire as a document in Word.
E Print and/or distribute the formatted document.

Starting IBM SPSS Data Collection Paper


IBM SPSS Data Collection Paper is an add-in to Word. After you have installed Paper, the
Paper menu and toolbar are visible in Word. You can also start Paper from the Windows Start
menu or from within IBM SPSS Quanquest or In2form.
To start IBM SPSS Data Collection Paper
E Do one of the following:

If this your first time starting Paper, from the Windows Start menu choose:

Programs > IBM Corp. > IBM SPSS Data Collection 7 > Paper > Paper

Start Word. The Paper menu appears in the Word menu bar (or in the Add-Ins submenu
in Word 2007).

From the Quanquest menu, choose Export and then follow the instructions for exporting
to Paper in the Quanquest documentation.

From the In2form menu, choose Export and then follow the instructions for exporting to
Paper in the In2form documentation.

Licensed Materials - Property of IBM Copyright


IBM Corporation 2000, 2013

10

11
Getting Started

IBM SPSS Data Collection Paper Menu


Figure 3-1
Word showing the IBM SPSS Data Collection Paper and IBM SPSS Data Collection Paper - Scan Add-on
menus and the IBM SPSS Data Collection Paper toolbar
mrPaper
menu

mrScan
menu

mrPaper
toolbar

IBM SPSS Data Collection Paper adds a menu to the Word menu bar. The Paper menu is
located between the Table and Window menus on the menu bar in Word (or in the Add-Ins
submenu in Word 2007).
Note: When Paper is installed in an environment with Microsoft Word 2007, a Word 2007 setting
disables the Paper templates. The following steps detail the process of enabling the Paper add-in:
1. After installing Paper, start Word 2007.
2. Click the Microsoft Office button in the upper-left corner and select Word Options.
3. Select Add-Ins from the list of available options on the Word Options dialog.
4. Select the Word Add-ins option, from the Manage drop down menu at the bottom of the View and
manage Microsoft Office add-ins dialog, and then click Go... This displays the Templates of
Add-ins dialog.
5. On the Templates tab, ensure that the mrScan.dot template is selected and then click OK.
You access the Paper features through commands on this menu. The Paper menu contains the
following commands:
Load Questionnaire. Opens the Load dialog box, in which you can select the questionnaire

definition you want to load, the initial Look group, and the required language and version of
the questionnaire definition.

12
Chapter 3

Update Document. Updates the current paper questionnaire with any changes made to the

questionnaire definition in the authoring tool.


Apply Looks. Changes the Looks applied to questions and information items.
Open Look. Opens a Look so that you can modify it. You can modify formatting, the position of

information, and which information from the questionnaire definition is hidden and which is
displayed.
Save Look. Saves new or modified Looks.
Save Compound Look. Saves new or modified subLooks. SubLooks are grouped together to form
compound Looks, which are used to format compound questions. Compound questions present
a number of related but separate questions as a group.
Look Organizer. Manages your Looks and Look groups. Use to delete and rename Looks, create

new Look groups, move and copy Looks between Look groups, add and modify Look and Look
group descriptions, set default Looks and the default Look group, and open one Look or all of
the Looks in a Look group.
Document Info. Displays a summary of the Looks applied to the questionnaire items.
Help. Displays the Paper Help topics and the About window, which displays information about the

licensing, version, and components of Paper.


Options. Customizes Paper to suit your work habits and preferences. You can choose whether to
display QuestionTips and LookTips, set the default sort order for items and Looks in lists, set the
default distribution for category lists displayed in multiple columns, set the default colors used to
analyze Looks when saving them, set the default file locations, define the document template for
Paper documents, and add and modify conditional character styles.
AutoSave Questionnaire. Saves the Look information to the questionnaire definition (.mdd) file

at regular intervals.
Notes
E If IBM SPSS Data Collection Paper - Scan Add-on is installed, you will see an additional

menu next to the Paper menu. For information on Paper - Scan Add-on, see the Paper - Scan
Add-on Users Guide.
E The Paper menu may becomes unresponsive due to a corrupt installation or configuration setting.

The following steps will recover the Paper menu functionality:

Close all Microsoft Word instances.

Navigate to the %APPDATA%\Microsoft\Templates directory and delete the Normal.dotm file.

Run Paper from the Windows Start menu shortcut.

IBM SPSS Data Collection Paper Toolbar


The IBM SPSS Data Collection Paper toolbar provides quick and easy access to common tasks.
Hold the mouse pointer over a tool to display a ToolTip that briefly describes what the tool does.

13
Getting Started

Just like the other toolbars you use in Word, you can control the display of the Paper toolbar
in several ways:

Show or hide the toolbar.

Move the toolbar.

Customize the toolbar to contain the features you use most often.

For information on customizing the toolbar, see @@@ Chapter.

Tools on the IBM SPSS Data Collection Paper Toolbar


Tool

Description
Load questionnaire definition. Opens the Load dialog

box, in which you can select the questionnaire


definition that you want to load, the initial Look
group, and the required language and version of the
questionnaire definition.
Update document. Updates the current paper
questionnaire with any changes made to the
questionnaire definition in the authoring tool.
Apply Looks. Changes the Looks applied to questions
and information items quickly and easily.
Open Look. Opens a Look so that you can modify
it. You can modify formatting, the position of
information, and which information from the
questionnaire definition is hidden and which is
displayed.
Save Look. Saves new or modified Looks.

Showing or Hiding the Toolbar


E From the Word View menu, choose Toolbars.
E To hide the IBM SPSS Data Collection Paper toolbar, deselect the Paper toolbar option.
E To show the Paper toolbar, select the Paper toolbar option.

Moving the Toolbar


E Click the move handle if the toolbar is docked or click the title bar if the toolbar is floating.
E Drag the toolbar where you want it.

Dragging it to the edge of the program window attaches it as a docked toolbar.

Dragging it to anywhere other than the window borders creates a detached, floating toolbar.

Dragging the sides or corners of a floating toolbar changes the shape and arrangement of tools.

14
Chapter 3

Getting the Most Out of Word


IBM SPSS Data Collection Paper is an add-in to Word and you can use many of the features of
Word to format questionnaires and Looks. There are certain features in Word that you should use
in a particular way to get the most out of formatting questionnaires using Paper. and there are a
few Word features that you must avoid using.
This documentation assumes that you have a basic understanding of Word. Therefore, it only
describes how to perform actions in Word where Paper requires you to do those actions in a
particular way or where many users may be unaware of the feature. For further information about
the features of Word mentioned in this documentation, see the Word documentation.

Word Features to Avoid When Using IBM SPSS Data Collection Paper
Undo and Redo. Word interprets many of the IBM SPSS Data Collection Paper commands as
a series of individual actions, so using the Undo or Redo commands in Word after using Paper
commands may give you unexpected results. For example, if you apply a Look in error and
then click Undo, Word will undo only part of the Look applied to the question, resulting in lost
information. However, you can change the application of a Look simply by applying another
Look. Do not use Undo or Redo immediately after loading the questionnaire definition, updating a
document, or opening, applying, or saving Looks and compound Looks.
AutoFormat. The Word AutoFormat feature is not compatible with the formatting features provided

by Paper and is likely to give you unexpected results.


Page layout tables. You cannot use tables to create the page layout for Paper documents and

templates. If you try to load a questionnaire definition into a document in which the page layout
was created by using a table, the questionnaire definition does not load correctly. However, you
can usually create a similar effect using other Word features, such as a combination of headers,
footers, and columns.

Word Features To Be Aware Of


Bookmarks

IBM SPSS Data Collection Paper places each item of questionnaire content within a
bookmark. When you select Bookmarks on the View tab in the Word Options dialog box, each
question or information item is shown within brackets [ ]. These brackets mark the beginning and
end of the Paper bookmarks and do not print.
The questionnaire content contained within the bookmarks comes from the questionnaire
definition. If you need to change this content, you must do so in the authoring tool and not in
Paper. You must also be careful not to delete the bookmarks themselves. To help you avoid
accidentally deleting them, set the Word viewing options to show bookmarks.
If you add bookmarks to a document, Word lists them with the Paper bookmarks. You can
easily identify the Paper bookmarks because their names all start with the characters mr_bmk
followed by a number. You will see these bookmark names if you add a bookmark or if you move
around the document by using the Go To Bookmark feature in Word.

15
Getting Started

Styles

In Word, styles enable you to apply a whole group of formats in one step. A paragraph style is a
set of character and paragraph formats that is stored under a style name. Similarly, a character
style is a set of character formats that is stored under a style name. Typically, you apply a paragraph
style to an entire paragraph and then apply a character style to words that you want to emphasize
within the paragraph. For example, you apply a paragraph style that formats a paragraph with left
indentation, double line spacing, and regular Arial font. You then apply a character style to words
that you want to emphasize within the paragraph to format them in bold or italics.
In Paper, you can use paragraph styles in the standard way, but you use character styles in a
special, nonstandard way. In Paper, character styles are used to insert information in Looks
in a way similar to how fields are used in Word. When you apply a Look to a question, Paper
replaces the character styles with the appropriate content from the questionnaire definition in
much the same way that Word replaces the DATE field with todays date. Therefore, you cannot
use character styles in the standard way in Paper. However, you can define character formatting
directly in the Looks, and this works in a similar way to the standard use of character styles.

General Tips for Using Word with IBM SPSS Data Collection Paper
Macros. All of the IBM SPSS Data Collection Paper commands are macros, which are

protected so that you cannot edit them. If you open the Macros dialog box in Word, you will see
these macros listed along with your own macros. Although it is possible to access Paper functions
using the macros, we recommend that you always use the commands on the Paper menu or the
tools on the Paper toolbar.
Copy and Paste. As you format your paper questionnaire, you can use the Word Copy and Paste
commands. These commands are particularly useful when you are creating and modifying Looks.
However, do not copy and paste any of the questionnaire content contained within the Paper
bookmarks. This content comes from the questionnaire definition, and if you need to change it in
any way you should do so in the authoring tool. You can then use the Update Document feature to
transfer the changes to the paper questionnaire in Paper.
Word toolbars. When you work in Paper, you may find it helpful to display the Word Formatting

toolbar and the Tables and Borders toolbar.


Table gridlines.Paper displays questionnaire items and Looks within Word tables. Selecting
Show Gridlines from the Word Table menu displays gray lines around each of the cells in the

table. Displaying these table gridlines can be very helpful for determining the position of the
questionnaire content when you are creating or modifying Looks. However, it is easy to confuse
the table gridlines with table borders, so you may think that you have borders in your Look when
you do not. Therefore, you may want to hide the gridlines when you are formatting questionnaires.
Show All and Hidden Text.Paper uses various nonprinting characters in Looks. You may therefore
find it easier to hide the nonprinting characters when you format a questionnaire. Hide the
nonprinting characters by deselecting all of the options in the Formatting Marks group on the
View tab in the Word Options dialog box and by using the Show/Hide button on the Standard
toolbar. However, when you are designing Looks, you may want to display the hidden characters.

16
Chapter 3

Fields. The fields in the Word document are not normally updated between loading a questionnaire

and printing it. This is most noticeable when you are using a page field in Wordfor example,
Page 1 of 12because the total number of pages may change when you apply Looks. However,
you can update a field at any time by selecting the field and pressing F9.

Closing IBM SPSS Data Collection Paper


The IBM SPSS Data Collection Paper menu and toolbar are always available in Word. You
close Paper by closing Word.
If you are using Word to write other documents, you can safely ignore the Paper toolbar and
menus. However, if you do not want to see the Paper menu and toolbar, you can unload Paper.

To Unload IBM SPSS Data Collection Paper or IBM SPSS Data Collection Paper Scan Add-on
E From the Word menus choose:
Tools > Templates and Add-Ins...

The Templates and Add-Ins dialog box opens.


E In the Global Templates and Add-Ins list, deselect IBM SPSS Data Collection Paper.dot (or, if
IBM SPSS Data Collection Paper - Scan Add-on is installed, deselect Paper - Scan Add-on.dot).
E Click OK.

Note: After you have unloaded Paper, you can load it again by selecting Paper.dot in the Templates
and Add-Ins dialog box.

Sample Questionnaires
Most of the examples in this documentation are based on a study of visitors to a museum. The
questionnaire definition for this study is provided with IBM SPSS Data Collection Paper.
However, because there are minor differences between a questionnaire definition that is created
in IBM SPSS Quanquest and one that is created in In2form, two questionnaire definition
(.mdd) files are provided:

museum_qq.mdd. Created by Quanquest.

museum_i2f.mdd. Created by In2form Designer.

When you are learning to use Paper, you can load the example questionnaire definition and
practice using the features of Paper to format a paper questionnaire. Use the Quanquest example
file if most of your questionnaires will be authored in Quanquest, and use the In2form example
if most of them will be authored in In2form.
The museum sample questionnaire contains examples of all of the different questionnaire item
types. However, because it is quite a long questionnaire, another shorter sample is also provided.
This is called short_drinks.mdd and is based on a study about soft drinks.
The sample questionnaire definition files are installed into the Samples folder within the folder
in which Paper was installed.

17
Getting Started

Formatting the Museum Example


This section leads you through the process of formatting the museum sample questionnaire.
You will learn how to:

Load the questionnaire definition

Format questions by applying Looks

Make final adjustments to the formatting

Save and print the questionnaire

This section assumes that the sample files, Look groups, and IBM SPSS Data Collection Paper
options have not been changed since they were installed. If you or another user has changed
them, you may notice discrepancies between what is described and what you see on your screen
if you follow along.

Loading the Museum Questionnaire Definition


IBM SPSS Data Collection Paper is an add-in to Word. After you have installed Paper, you
will see the Paper menu in the Word menu bar (or in the Add-Ins submenu in Word 2007).

18
Chapter 3
E From the Paper menu choose Load Questionnaire.

This opens the Load dialog box.


Figure 3-2
Load dialog box

E In the Look In text box, select the folder containing the Paper samples.
E In the File Name text box, select one of the museum sample files:

If your organization generally authors projects in IBM SPSS Quanquest, select


museum_qq.mdd.

If your organization generally authors projects in In2form, select museum_i2f.mdd.

E In the Look Group text box, select Contemporary from the list.

Paper will use the Looks in this Look group to format the questionnaire.
E Select PAPER from the drop-down list of routings.
E Select the language that you want to use.
E If more than one version is available, select the one with the highest number.
E Select Override Look specification in questionnaire.

19
Getting Started
E Deselect Ignore system variables.
E If you have no other Word documents open, deselect Create new document. This tells Paper to load

the sample file into the current (blank) Word document, rather than a new document. If you have
opened another document in the current instance of Word, check Create new document, so that the
sample file is not added to your open document.
E If you want to create a draft version of the sample file, select Create draft document. This allows

you to print a draft version of the sample file so that it can be checked and annotated.
E If you want to display the routing item descriptions in a draft version of a the sample file, select
Include routing item descriptions. This option should only be selected if you also select the Create
draft document option.
E If you want to display the routing item scripts in a draft version of the sample file, select Include
routing item scripts. This option should only be selected if you also select the Create draft document

option.
E Deselect Generate question number with prefix.
E Click Open.

Paper displays a progress indicator while it loads the questionnaire definition and prepares the
document. Then the questionnaire is displayed in Word.
Figure 3-3
The museum questionnaire displayed in Word

20
Chapter 3

Applying Looks to the Museum Example


When you loaded the museum questionnaire definition, IBM SPSS Data Collection Paper
automatically formatted the questionnaire items using the default Looks in the Contemporary
Look group. This Look group contains default Looks for each type of questionnaire item; for
example, one default Look for formatting numeric questions, another for formatting open-ended
questions, and others for formatting each of the other types of questions and information items.
If a Look group has been well designed, the default Looks will successfully format most of
the items in the questionnaire. However, you may find that there are one or two items that you
would like to format differently. You can do this easily by changing the Looks that are applied
to these items.
In this example, we will change the Looks applied to the serial number and the section headings.

Formatting the Serial Number


The serial number is a numeric question that is automatically included at the beginning of the
questionnaire. When you loaded the museum sample questionnaire definition, IBM SPSS
Data Collection Paper applied the default numeric Look to all of the numeric questions, including
the serial number. If you scroll through the questionnaire, you will see that the appearance of all
of the numeric questions is satisfactory except for the serial number. The Contemporary Look
group has a Look that has been specially designed for formatting the serial number. We will
apply this Look to the serial number.
E If necessary, scroll back to the top of the questionnaire.
E Position the cursor anywhere within the word Serial.
E From the Paper menu choose Apply Looks.

This opens the Apply Looks dialog box.


The Apply Looks dialog box has three panes:

The left pane shows the items in the questionnaire. Notice that the item called Serial is
highlighted. This is the serial number question, and it is automatically selected because you
put the cursor within it before you opened the dialog box. Notice its icon; this indicates that
it is a numeric question.

The middle pane shows the Looks that you can apply to numeric questions. Notice that
Numeric Box is highlighted. This means that it is the Look that is applied to the selected item.
Notice that it is shown in bold. This means that it is the default Look for numeric questions
in the Contemporary Look group.

The right pane shows a preview of the serial number formatted with the Numeric Box Look.

Now we will change the Look that is applied to the serial number.
E In the middle pane, click the Serial Number Look.

Notice that the preview has changed. It now shows the serial number formatted with the Serial
Number Look. Click in the preview pane to make the view zoom in and out.

21
Getting Started

Notice that a blue marker has appeared next to the Serial item in the left pane. This indicates that
you have changed the Look for this question.
E Click OK.

Paper displays a progress indicator while it applies the Look to the serial number question.

Changing the Display in the Apply Looks Dialog Box


E Open the Apply Looks dialog box again by choosing Apply Looks from the IBM SPSS Data

Collection Paper menu.


At the top of the left pane, there is a text box labeled Order By. This controls the order in which
the questionnaire items are displayed.
E Click on the arrow in the Order By text box.

You will see that there are three choices:

Position. Displays the items in the order in which they appear in the questionnaire.

Name. Displays the items in name order.

Type. Displays the items in type order. Each type appears as a separate folder.

E Select the Type option.

Notice how the display changes to show a folder for each type of questionnaire item.
E Double-click each folder to expand it.

Notice that the icons in each folder are different. The icons provide a quick way of identifying
an items type.

Formatting the Headings


When you loaded the questionnaire definition, IBM SPSS Data Collection Paper applied the
default information Look to all of the information items in the questionnaire.
Information items consist of text only and do not ask for a response. They are used for titles,
headings, greetings, closings, and sometimes instructions. The default information Look in the
Contemporary Look is called Statement and is suitable for greetings, closings, and instructions.
However, the museum questionnaire has a title and three section headings, and we want to format
these so that they stand out from the other items. We will do this by applying the Heading Look.
E From the Paper menu choose Apply Looks.
E In the Order By text box in the left pane, select Type.
E Double-click the Information folder, which contains the information items.

Notice that the middle pane now displays Looks for formatting information items.
E Click the title item in the left pane. (It is called title in museum_qq.mdd and title@info1 in

museum_12f.mdd.)

22
Chapter 3
E Ctrl-click the three heading items in the left pane. (These are called head1, head2, and

head3 in museum_qq.mdd and heading1@info1, heading2@info1, and heading3@info1 in


museum_i2f.mdd.)
Now the four items are selected, and we can apply a Look to all of them at once.
E Click the Heading Look in the middle pane.

Notice that the display in the Preview pane has changed to show you what the last item you
selected will look like when you apply the Heading Look.
E Click OK.

Paper displays a progress indicator while it applies the Heading Look to the title and three
headings.

Final Adjustments to the Formatting of the Museum Example


We have now finished applying Looks. The formatting of our questionnaire is nearly complete.
If you scroll through the document, you will see a few places where the formatting could be
improved by making minor adjustments. For example, you may want to start each section on a
new page, and you may find that you need to make minor adjustments to the columns in the grid
and compound questions. You make these adjustments using the standard features of Word.

Displaying Bookmarks
Any adjustments that you make to the questionnaire items using the formatting features of Word
are lost when you apply another Look or update the document to a different version of the
questionnaire definition. However, formatting that you add between the questionnaire items
is retained.
IBM SPSS Data Collection Paper inserts the questionnaire items within Word bookmarks.
It is easier to add formatting to an Paper document if you display the bookmarks.
E From the Word Tools menu select Options.
E Click the View tab.
E In the Show section, select Bookmarks.
E Click OK.

Notice that you can now see square brackets [ ] around each question and information item.
You will lose any formatting you add within these markers when you apply another Look or
update the document. However, you will retain formatting that you add between questionnaire
items provided it is outside of these markers.

Starting the Sections on a New Page


To make the sections start on a new page, we will add page breaks between the questionnaire
items. That way, they will be retained if you change the Looks or update the document to a
new version of the questionnaire definition.

23
Getting Started
E Scroll down the questionnaire until you come to the second section heading. This has the text

Questions for respondents leaving the museum and follows Q25.


E Place the cursor in the line between Q25 and the section heading.
E From the Word Insert menu choose Break.
E Select Page break.
E Click OK.

The section heading moves to the next page.


E Repeat for the third section heading that appears after the closing statement following Q36.

Displaying Table Gridlines


To complete our formatting, we must make minor adjustments to the columns of the grid and
compound questions. The questions are formatted in Word tables, and it is easier to adjust them if
you display the table gridlines.
E From the Word Table menu choose Show Gridlines.

Adjusting the Columns in a Grid Question


You will often need to make minor adjustments to the layout of a grid question, especially when
the texts vary in length.
E Scroll through the questionnaire until you can see Q30, which is a grid question.

Depending on the paper size that you are using, you may see that the second category (with the
text Not particularly interested) has wrapped onto four lines. The text of the third category (No
opinion) is shorter and has more space than is required. We will adjust the columns for a better fit.
E Select the cell containing the text Not particularly interested and the entire column below it.
E Drag the right border of the column toward the right until particularly can fit on one line.

Notice that the No opinion column is now slightly smaller but is wide enough to display the
text correctly, and the grid looks much better.

Adjusting the Layout of a Compound Question


Compound questions contain a number of related but separate questions that are presented as a
group using a shared list. A compound question lists the texts of its component questions and
displays their answers side by side below using a shared list. Compound questions generally have
a fairly complex layout and usually need some minor adjustments.
E Scroll through the questionnaire until you can see the compound question that is made up of

Q44, Q45, and Q46.


E Using a similar technique to the one that you used to adjust the columns of the grid question,

adjust the columns of the compound question until you are satisfied with its appearance.

24
Chapter 3

If any of the columns extend beyond the edge of the paper, use Normal view. (Select Normal
from the Word View menu.)

Printing and Saving the Museum Example


We have now completed the formatting of our questionnaire. Scroll through the questionnaire to
check that you are satisfied with the formatting. Before you do this, you may want to hide the
table gridlines and the bookmarks and select Print Layout view.
You can print the questionnaire using the standard Print command on the Word File menu.

Saving the Museum Example


You save an IBM SPSS Data Collection Paper questionnaire as a Word document, using the
standard Save and Save As commands on the Word File menu. When you save the document,
Paper inserts a reference to the questionnaire definition file, so that the next time you open it,
Paper recognizes it as an Paper document and all of the Paper commands are available to you. You
open the document using the standard Open command on the Word File menu.

Chapter

Working with the Questionnaire


Definition and IBM SPSS Data
Collection Paper Documents

IBM SPSS Data Collection Paper uses two main types of files:

Questionnaire definition. Defines the content of the questionnairequestions and information

items. It is created in one of the IBM Corp. questionnaire authoring toolsIn2form 4.5.1,
Quanquest 2.4.1, Interview Builder 7, IBM SPSS Data Collection Professional 7, or
IBM SPSS Data Collection Author 7 are recommended for use with IBM SPSS Data
Collection Paper 7.

Paper document. A Word document that has been created using Paper and that defines a

paper questionnaire.
You use Paper to format a questionnaire definition that has already been created in one of the IBM
Corp. questionnaire authoring tools. The first step is to load the questionnaire definition into
Paper. You do this using the Load Questionnaire command on the Paper menu. As you load the
questionnaire definition, you can select an initial Look group, language, and version. The next
step is to use the Paper and Word features to adjust the formatting. Then you use the standard
Save command on the Word File menu to save the paper questionnaire as a Word document.
After you have saved the document in Word, you can go back to it and make further changes.
You open it using the standard Open command on the Word File menu.

Versions
You may find that you need to add a new question to the questionnaire, or to make other changes,
such as adding or deleting a category in a categorical question, or changing a question text. You
make all changes to the questionnaire definition in the authoring tool. When you do this, a new
version of the questionnaire definition is created, and the previous version is retained. Each
version provides a snapshot of the questionnaire definition as it was at a particular moment.
When you load the questionnaire definition in IBM SPSS Data Collection Paper, you can
choose which version to load. This means that if a category list has been amended to include a
new product, you can load the new version that includes the new product or load the version that
was used before the new product was included.
Paper can record in the questionnaire definition the Look group you are using and the Looks
that you apply to the questionnaire items only if you load an open version of the questionnaire
definition. If you select the latest version and it is locked, you are given the choice of creating
a new open version, of using the locked version in read-only mode, or of choosing a different
version. If you select an older locked version, you have the choice only of using the locked
version in read-only mode or of choosing a different version.
Licensed Materials - Property of IBM Copyright
IBM Corporation 2000, 2013

25

26
Chapter 4

Handling Translations
The questionnaire definition can hold texts in more than one language. Generally, you create the
questionnaire definition in the base language in the authoring tool and then enter the translations
using a translation tool like IBM SPSS Translation Utility. When you load the questionnaire
definition in IBM SPSS Data Collection Paper, you can choose the language that you want
to use.
Paper records in the questionnaire definition details of the Look group you are using and the
Looks that you apply to each questionnaire item, provided you are using an open version of the
questionnaire definition. When you subsequently load the same version of the questionnaire
definition in a different language, Paper can automatically reapply the same Looks, provided they
all belong to the same Look group. This means that if you are conducting a study in a number
of different languages, you can set up the formatting of the questionnaire in one language by
applying the appropriate Looks. You can then format the questionnaire in the other languages by
simply loading the same version of the questionnaire definition in each of the other languages
using the same Look group.

Load Questionnaire Definition


When you load the questionnaire definition, you can specify the initial Look group, language,
and version.

27
Working with the Questionnaire Definition and IBM SPSS Data Collection Paper Documents
Figure 4-1
Load dialog box

Look in. Selects the folder of the questionnaire definition file.


File name. Selects the questionnaire definition file (an .mdd file or a file that is compatible with

the IBM SPSS Data Collection Data Model). You can type the name or select the file from
the list.
If you try to load a questionnaire definition file that someone else is using, you will receive a
message telling you that the file is unavailable.
Files of type. Displays either IBM SPSS Data Collection Metadata Document Files (*.mdd) or
All Files (*.*) in the file list.

Look group. Selects the initial Look group to apply. IBM SPSS Data Collection Paper applies

the default Looks in this group to the items in the questionnaire, unless you are loading a version
of the questionnaire definition that has previously been loaded and formatted using the Looks in
this Look group. Then, by default, Paper applies the Looks in this Look group that were applied
previously. However, you can force Paper to apply the default Looks in this Look group by
selecting the Override Look specification in questionnaire check box below.
Routing. Selects the routing context for the document if the questionnaire definition contains

more than one.

28
Chapter 4

Language. Selects the language for the document if the questionnaire definition contains more than
one language. Paper automatically displays the questionnaire in the selected language, provided
the texts are available in that language. Paper also sets the language of the Word document to the
selected language. This means you can use the grammar and spelling check features in Word,
provided that you have installed the required language dictionaries. However, remember that
if you need to correct a spelling in a questionnaire item, you should make the changes to the
questionnaire definition in the authoring or translation tool, and not in Paper.
Version. If there are multiple versions of the questionnaire definition, selects the version to use. A

new version is generated when the questionnaire definition changes, for example with the addition
of new questions or categories. If a new version is created after you load the questionnaire
definition, you can update to the new version using the Update Document command.
Paper can record in the questionnaire definition the Look group you are using and the Looks that
you apply to the questionnaire items only if you select an open version of the questionnaire
definition. If you select the latest version and it is locked, you are given the choice of creating
a new open version, of using the locked version in read-only mode, or of choosing a different
version. If you select an older locked version, you have the choice only of using the locked
version in read-only mode or of choosing a different version.
Context. Selects the document context (if the questionnaire definition contains more than one).

The Question context is selected by default (for backwards compatibility reasons). Paper stores the
Looks setting respectively for each contexts.
Override Look specification in questionnaire. When you apply Looks to a questionnaire, Paper
records in the questionnaire definition the Look group you are using and the names of the latest
Looks applied to each questionnaire item, provided you are using an open version. If you reload
the same version of the questionnaire definition (for example, in another language) and use the
same Look group for the initial Look group, Paper reads the names of the previously applied
Looks from the questionnaire definition and formats the questionnaire items with these Looks.
This saves you time in that you need apply the Looks only once. However, sometimes you may
want to reload the file using the default Looks. Selecting this check box causes Paper to format the
items using the default Looks in the initial Look group.
Ignore system variables. Select this option if you do not want the automatic serial number question

to be included in the paper questionnaire. For further information about the implications of
suppressing the serial number when you use IBM SPSS Data Collection Paper - Scan Add-on,
see the Paper - Scan Add-on documentation.
Create new document. If you have just opened Word, deselect this option to load the questionnaire

into the current Word document. If you have another document open in the current instance of
Word, check this option to open the questionnaire in a new document, so that it is not added to
your open document.
Create draft document. Select this option if you want to create a draft version of the paper

questionnaire. This allows you to print a draft document so that it can be checked and annotated.
You might want to select the options to include routing item descriptions and scripts to add more
details to your draft document.

29
Working with the Questionnaire Definition and IBM SPSS Data Collection Paper Documents

Include routing item descriptions. Select this option if you want to display the routing item

descriptions in draft versions of the paper questionnaire. Each routing item has a description
property that allows you to describe the function of that item. For example, a specific routing
item description could describe why a person is routed to a different question when they answer
the question What is your age? with over 65. This option should only be selected if you
also select the Create draft document option.
Include routing item scripts. Select this option if you want to display the routing item scripts in

draft versions of the paper questionnaire. This option should only be selected if you also select the
Create draft document option.
Generate question number with prefix. Select this option if the questionnaire you are using does not

contain question numbers (short name labels) and you want to add them, or if you want to replace
existing question numbers with new ones. When you select this option, you can optionally specify
a prefix for the question numbers by typing it into the prefix field. The questions are numbered in
the order in which they appear in the paper routing in the .mdd file. Instruction text variables are
not numbered. Question numbers added using this option are automatically saved in the .mdd file.

To Load the Questionnaire Definition


E From the IBM SPSS Data Collection Paper menu, choose Load Questionnaire.

This opens the Load dialog box.


E Type or select the name of the questionnaire definition (.mdd) file that you want to load.
E Select a Look group.
E Select a Routing.
E Select a Language.
E Select a Version.
E Select a Context.
E Select Override Look specification in questionnaire if this version of the questionnaire definition has

been loaded in Paper previously using the selected Look group and you want to apply the default
Looks in the Look group rather than the ones used previously.
E Select Ignore system variables if you do not want Paper to automatically insert a serial number

question at the top of the questionnaire.


E Deselect Create new document if you want to load the questionnaire in the currently open Word

document.
E Select Create draft document if you want to create a draft version of the paper questionnaire.
E If you want to display the routing item descriptions in a draft version of the paper questionnaire,
select Include routing item descriptions. This option should only be selected if you also select the
Create draft document option.

30
Chapter 4
E If you want to display the routing item scripts in a draft version of the paper questionnaire, select
Include routing item scripts. This option should only be selected if you also select the Create draft
document option.
E Select Generate question number with prefix if you want to generate new question numbers or

replace existing ones. If you select this option, you can also change the prefix if required. If the
questionnaire already contains question numbers that you want to keep, deselect this option.
E Click Open.

While Paper loads the questionnaire definition and prepares the document, a progress indicator is
displayed. Paper bases the new document on the template selected on the Template tab of the
Paper Options dialog box.

AutoSaving the Questionnaire Definition


You can optionally choose to automatically save the Look information to the questionnaire
definition (.mdd) file at regular intervals. You do this by choosing the AutoSave Questionnaire
option from the IBM SPSS Data Collection Paper menu. When this option is selected and
you are using an open version, Paper saves the questionnaire definition (.mdd) file at the intervals
specified for AutoRecovery information on the Save tab in the Word Options dialog box.
To select the AutoSave questionnaire definition option:
E From the Paper menu, choose AutoSave Questionnaire.

Saving IBM SPSS Data Collection Paper Documents


You save formatted questionnaires by using the Save and Save As commands on the Word file
menu. After you have saved an IBM SPSS Data Collection Paper document, you can reopen
it, print it, and continue formatting it.

Opening IBM SPSS Data Collection Paper Documents


You use the Open command on the Word File menu to open IBM SPSS Data Collection Paper
documents that you have previously saved. When you do this, provided you have closed Word
between saving the document and opening it again, Paper checks whether the Looks that are
applied have changed. If any of the Looks used in the document have changed, you can update the
document with the changes or you can retain the older version of the Looks in the document. If
you retain the older version of the Looks, the document uses these Looks until you update to a
different version of the questionnaire definition or until you apply another Look.
If you choose to update the Looks, you risk losing changes that you have made in Paper within
the questionnaire items. However, this affects questionnaire items only if the Looks applied to
them have changed. If the Look applied to an item has not changed, then the item itself does
not change.

31
Working with the Questionnaire Definition and IBM SPSS Data Collection Paper Documents

To Open an IBM SPSS Data Collection Paper Document


E From the File menu in Word, choose Open.

This opens the Open dialog box in Word.


E Select the required IBM SPSS Data Collection Paper or IBM SPSS Data Collection Paper

- Scan Add-on document.


E Click Open.

Updating Documents
You use the Update Document command on the IBM SPSS Data Collection Paper menu to
update the Paper document to a different version of the questionnaire definition.
Figure 4-2
Update Document dialog box

Version. Selects the version of the questionnaire definition that you want to use. If this version

contains details of the Look group and Looks that were previously used to format the questionnaire
items, Paper will automatically apply these Looks. However, if the new version does not
contain this information, Paper will not change the Looks that are applied. Any Looks that you
subsequently apply will be stored in the version of the questionnaire definition that you loaded
and not the version selected for the update.
Highlight changes. Select this check box if you want the changes to be highlighted.
Backup and Restore mrSeparator content. Select this check box to retain changes you have made to
items in the mrSeparator style in the Paper document you are updating. Paper creates a backup
Word document containing all items in the mrSeparator style before it updates the Paper document
and then restores those items into the updated document.
By Questions. This is the default behavior for backup and restore. When a question or other
item has been deleted from the questionnaire definition, the update process deletes it from the
Paper document and also deletes anything in the mrSeparator item that follows this item. For
example, if you have inserted a page break in the mrSeparator item that follows question Q10
and you then delete Q10 from the questionnaire definition, the update will remove Q10 and the
page break from the Paper document.

32
Chapter 4

By Bookmarks. Each questionnaire item is stored in a bookmark in the Paper document. Select this
option to delete only the bookmark and its contents when a questionnaire item is deleted from
the questionnaire definition file. Anything you have inserted in mrSeparator items remains in the
Paper document, although its relative position in the Paper document may change as items are
deleted from or added to the questionnaire definition file. If you select this option, you do not
lose any mrSeparator content but you may need to alter the position of some mrSeparator items
manually after the update.

Paper keeps the backup file of mrSeparator content open so that you can review the results of
the update and, if necessary, paste any non-restored mrSeparator items from the backup file
into the new document manually.
When you use the Update Document command, you will lose any changes that you have made to
a questionnaire item in Paper other than applying a Look, if the item is different in the version you
are updating to. You will not lose changes that you have made in Paper to questionnaire items that
are unchanged in the questionnaire definition. However, their positions on the page may change if
previous items have been added, removed, or modified in the version you are updating to.
Sometimes, updating to a different version of the questionnaire definition does not result
in a change to your documentfor example, when the changes only affect other interviewing
environments.

To Update the Document


E From the IBM SPSS Data Collection Paper menu, choose Update Document.

This opens the Update Document dialog box.


E Select the version that you want to update to.

If only one version exists, the version selection list is unavailable.


E Click OK.

A progress indicator is displayed while Paper updates the document.

To Remove Highlighting
E Select the entire IBM SPSS Data Collection Paper document by pressing Ctrl-A.
E On the Reviewing toolbar, click the arrow next to the Highlight tool and then click None.

Distributing IBM SPSS Data Collection Paper Documents Electronically


Saving the paper questionnaire as a document in Word means that you can send the document
to other users for review and receive it back with their comments. Other users can open your
document in Word, even if they do not have IBM SPSS Data Collection Paper. However, these
users will not have access to any of the formatting features of Paper.
We recommend that other users of the document use the Track Changes and Comments features
in Word to indicate their comments and changes. You should save any documents returned to you
after review with a different name or in a different folder from your original document. Then you

33
Working with the Questionnaire Definition and IBM SPSS Data Collection Paper Documents

can see any changes the reviewer has made and you can update the questionnaire definition in the
authoring tool to match those changes. You can then transfer the changes back to your original
document using the Update Document command.
If other users do not have the same fonts installed on their machines as you have used in your
document, they will not see the document exactly as you see it on your computer. However, Word
enables you to embed the fonts used in a document, so that other users can view, modify, and print
it with its original fonts even if they do not have those fonts on their computer.

Printing IBM SPSS Data Collection Paper Documents


After you have formatted the document, you can print it just as you would any other Word
document. If you are using IBM SPSS Data Collection Paper with IBM SPSS Data
Collection Paper - Scan Add-on, you should process the document in Paper - Scan Add-on before
printing the final copy.
Because Paper uses many hidden characters, before you print an Paper document, clear the
Hidden text check box in the Print tab of the Word Options dialog box. Similarly, if you are
printing a final version of a paper questionnaire, clear all of the Include With Document options
except for drawing objects. Otherwise, the printed questionnaire may include field codes and other
information that is normally hidden.
Warning: If you are using Paper - Scan Add-on, you must deselect Allow A4/Letter paper resizing in
the Print options. This ensures that the scanning control fields are located in the same place on the
printed questionnaire as they are defined in the scanning system.

Document Information
The Document Information dialog box displays a summary of the Looks applied to the
questionnaire items.

34
Chapter 4
Figure 4-3
Document Info dialog box

The top part of the dialog box displays some general information:

The name and location of the questionnaire definition file

The language selected

The base language of the questionnaire definition

The version of the questionnaire definition selected

The lower part of the dialog box displays all of the questionnaire items and show cards in the
document, showing for each one:

The name

The bookmark name

The Look applied

To display document information


E From the IBM SPSS Data Collection Paper menu, choose Document Info.

Chapter

Formatting Questionnaires with Looks

One of the most important aspects of a paper-based questionnaire is good formatting. For paper
questionnaires, the quality of the presentation influences the interviewers ability to administer the
questionnaire effectively. For self-completion studies, the quality of the presentation influences
the respondents likelihood of completing the questionnaire.
A well-formatted questionnaire:

Provides a consistent presentation of the questions.

Indicates clearly which question to go to next.

Clearly distinguishes the instructions from the questions.

Provides a fluent flow to the questionnaire.

Helps achieve a full and accurate recording of the answers.

Aids in efficient and accurate data entry of the answers.

Makes the best use of the space available on the page.

Conforms to your house style.

You can achieve these goals by using Looks and templates.


Switching between the Look and HTML formats

A registry dword key,


HKEY_CURRENT_USER\Software\SPSS\mrPaper\7.0\StripHtmlOutInLabels, has been

added as an option for manually changing between the Look and HTML formats. The keys
default value is 0, which means that the HTML format is in effect. Manually modifying the value
to 1 will remove the HTML formatting and employ the Look format (this helps prevent situations
where HTML formatting erroneously overrides the Look format). All Microsoft Word instances
must be closed before modifying the dword value.
Controlling the display of sub-list headers

A registry dword key,


HKEY_CURRENT_USER\Software\SPSS\mrPaper\7.0\DisableSublistHeader has been
added as an option to control when to display the sub-list header when creating the draft document
(by selecting Create draft document in the Load dialog). The default value is 0, which means the
sub-list header will display in draft mode. Setting the value to 1 effectively hides the headers.
Note that all Microsoft Word instances should be closed prior to before changing the value.

Licensed Materials - Property of IBM Copyright


IBM Corporation 2000, 2013

35

36
Chapter 5

What are Looks?


Looks are blueprints for how questions and information items from the questionnaire definition
will appear in the paper questionnaire. Looks control:

Which parts of the questionnaire definition are displayed and which are hidden

Display of standard texts and phrases that are not part of the questionnaire definition, such as
Select one only

How the text is positioned

How the text is formatted

There are different types of Looks for each of the different types of questionnaire items, such as
categorical questions, numeric questions, and information items.

How Do Looks Work?


Display of content. Looks contain placeholders to which special IBM SPSS Data Collection
Paper-specific character styles have been applied. The placeholders are texts that represent
information that will be inserted from another source. When you apply a Look to a questionnaire
item, Paper replaces the placeholder with content from the appropriate source. This can be the
questionnaire definition, standard text defined for the conditional substitution character styles,
or a cross-reference to another part of the document. The character style that is applied to the
placeholder defines which information Paper replaces the placeholder with and the position of
the placeholder defines where it appears. There are different Paper character styles for insertion,
identification, data entry notation, conditional display, and conditional substitution.

You can apply the same Look to more than one question of the same type, even when the questions
are quite different. For example, you can apply a categorical Look to categorical questions that
have large and small category lists. Paper replicates the formatting of the category table rows in
the Look to match the number of categories in the listall without causing you additional work.
Position of content. The positions of the placeholders define where the content appears. The
placeholders are inserted in a Word table. This means that the content is positioned correctly.
There is no need to go back and change tabs to line up content just because one question contains
a line or two more than another question. In tables, additional lines of text automatically wrap
within the table cell. In categorical questions, Paper replicates the formatting of the table rows
automatically to match the number of categories in the list.
Formatting. The character formatting of the placeholder in the Look determines the character

formatting of the content when you apply the Look. You only need to create formatting once
in a Look, regardless of how many times you apply the Look within any number of paper
questionnaires.

Installed Look Groups


The following Look groups are installed with IBM SPSS Data Collection Paper:

Compact. Looks in this group are formatted for portrait-oriented pages with two columns and

include variable-based data entry notation.

37
Formatting Questionnaires with Looks

Contemporary. Looks in this group are formatted for portrait-oriented pages and include

variable-based data entry notation. This Look group is installed as the default Look group.

Draft. A subgroup of the other installed Look groups. Looks in this group are formatted for

printing draft surveys created in SPSS IBM SPSS Data Collection Author.

Scanning. Looks in this group are formatted for portrait-oriented pages and include mark

fields and character fields appropriate for use with IBM SPSS Data Collection Paper Scan Add-on.

Traditional. Looks in this group are formatted for portrait-oriented pages and include card

column data entry notation.

Traditional Compact. Looks in this group are formatted for portrait-oriented pages with two

columns and include card column data entry notation.


The Looks within all of these groups are formatted using the Normal paragraph style. Two sets of
Look groups are installedone set formatted for A4 paper and the other for US Letter paper.
The Looks are installed into two folders called A4 and Letter within the
%APPDATA%\SPSSInc\PASWDataCollection\IBM SPSS Data Collection Paper 7\Looks
folder. %APPDATA% is a Windows environment variable that has a different value depending
on the Windows version. In Windows XP, %APPDATA% is usually C:\Documents and
Settings\<user name>\Application Data. In Windows Vista, %APPDATA% is usually
C:\Users\<user name>\AppData\Roaming.

Types of Looks and Questionnaire Items


Questionnaires can contain several different types of questions and information items. Generally,
the different types of questions need to be displayed in different ways. Therefore, there are
different types of Looks for the different types of items in the questionnaire.
IBM SPSS Data Collection Paper supports the following types of questionnaire items:
Categorical questions. Questions that have a predefined list of responses or categories. Categorical
questions can be single response or multiple response.
Boolean questions. Questions that require a true or false response. Boolean questions are

processed same as categorical questions, with two fixed categories: category one means true,
while category two means false. Boolean questions are only available for draft documents.
Numeric questions. Questions that require a numeric response. Numeric questions can be integer

or real. An integer question must be answered with a whole number, whereas a real question can
be answered with a decimal number.
Open-ended questions (text questions). Questions that ask respondents to answer in their own

words.
Grid questions. Special questions that tie together several subquestions that share a question

text. Grid questions in Paper can be:

Categorical Grid questions. Questions that share a question text and a category list for the

responses. These questions often ask respondents to choose a rating on a predefined scale
for a number of products in a list.

Numeric Grid questions. Questions that share a question text and require numeric responses.

38
Chapter 5

Compound questions. Contain a number of related but separate questions that are presented as a

group using a shared list. The compound question can mix questions of different types (for
example, a grid question and a categorical question). Note that Paper supports only categorical,
numeric, or grid questions in a compound question.
Information items. Items that do not ask for a response, such as general instructions, greetings,

closing statements, and section headings.


Paper does not support the following questionnaire items:

Open-ended (text) questions inside grids or compound questions.

You define a questionnaire items type in the authoring tools. The authoring tools have
additional questionnaire item types for use in other interviewing environments, such as telephone
interviewing or web interviewing. If you load a questionnaire definition that includes any of these
additional types, Paper substitutes the closest type recognized in Paper.

Categorical Looks
Categorical Looks describe how categorical questions are to appear in a paper questionnaire.
Categorical questions are questions that have a predefined list of responses or categories.
Categorical questions can be single response or multiple response. When answering a single
response question, the respondent must choose only one category as the answer; for example, the
question Have you visited this museum before? to which the respondent must answer Yes or No.
When answering a multiple response question, the respondent can choose more than one category
from the category list as the answer; for example, the question What do you remember seeing in
the museum today? in answer to which the respondent can choose any number of items in a list.
You can apply the same categorical Look to both single response questions and multiple
response questions. Alternatively, you can apply one categorical Look to single response questions
and another to multiple response questions.
Figure 5-1
Categorical Look applied to a single response categorical question
Q8 Have you visited this museum before?
SELECT ONE RESPONSE

Yes
No
Not answered

Grid Looks
Grid Looks describe how grid questions are to appear in a paper questionnaire. Grid questions are
special categorical questions that tie together several subquestions that share a question text and a
category list. They often ask respondents to choose a rating on a predefined scale for a number of
products in a list. In these questions, the product names are generally the subquestions, and the
ratings are the categories. Grid Looks are sometimes referred to as categorical grid Looks.

39
Formatting Questionnaires with Looks
Figure 5-2
Grid Look applied to a grid question
Q30 How interested were you in the museum displays?
SELECT ONE RESPONSE IN EACH ROW

Not
Not at all particularly
interested interested

No
opinion

Slightly
Very
interested interested

Not
seen

Dinosaurs
Conservation
Fish and reptiles
Fossils
Birds
Insects
Whales
Mammals
Minerals
Ecology
Botany
Origin of species
Human biology
Evolution
Wildlife in danger

Numeric Looks
Numeric Looks describe how numeric questions are to appear in a paper questionnaire. Numeric
questions are questions that require a numeric response. Numeric questions can be integer or real.
An integer question must be answered with a whole number, whereas a real question can be
answered with a decimal number. You can apply the same numeric Look to both integer questions
and real questions. Alternatively, you can apply one numeric Look to integer questions and
another to real questions.
Figure 5-3
Numeric Look applied to an integer question
Q9

How many times have you visited the museum before today?

Numeric Grid Looks


Numeric grid Looks describe how numeric grid questions are to appear in a paper questionnaire.
Numeric grid questions tie together a group of related subquestions that share a category list and
that require numeric responses (for example, a question that asks respondents how many drinks of
various types they consumed each day of the previous week). The drinks are the subquestions,
and the days of the week are the categories.

40
Chapter 5
Figure 5-4
Numeric grid Look applied to a numeric grid question
Q7 Can you tell me how many of the following drinks you consumed each day last week?
WRITE IN THE NUMBER OF DRINKS CONSUMED EACH DAY

Monday

Tuesday Wednesday Thursday

Friday

Tea .........................................
Coffee .....................................
Carbonated soft drinks ...........
Milk .........................................
Fruit and vegetable drinks ......
Powdered soft drinks ..............
Water .....................................

Open-Ended Looks
Open-ended Looks describe how open-ended questions are to appear in a paper questionnaire.
Open-ended questions ask respondents to answer in their own words.
Figure 5-5
Open-ended Look applied to an open-ended question
Q36 How would you describe the museum to someone who
has not visited it?

Information Looks
Information Looks describe how information items are to appear in a paper questionnaire.
Information items can be instructions, section headings, statements, greetings, and closings.
Figure 5-6
Information Look applied to a greeting
Hello, I am from ABC Research and I would like to ask you
a few questions about your visit to the museum today.

Show Card Looks


You use show card Looks to format show cards, which interviewers use to present information
to respondents. For example, a show card can format a category list in a larger font so that
interviewers can show the card to respondents instead of reading out the list of categories. You

41
Formatting Questionnaires with Looks

create show cards as a property of a categorical or grid question in the authoring tools. For this
reason, show cards are not a separate questionnaire item type.
There are two types of show card Looks:

Categorical show card Looks. Use to format show cards that relate to categorical questions.

Grid show card Looks. Use to format show cards that relate to grid questions. These are also

referred to as categorical grid show card Looks.


Figure 5-7
Show card Look applied to a show card that relates to a categorical question
Q14
National Museum of Science
Museum of Design
Institute of Textiles and Fashion
Archeological Museum
National Art Gallery
Northern Gallery
Other

Draft Looks
Draft Looks are special Looks that describe how questions created for Web or telephone surveys
are to appear in printed form. These special Looks are required for questions that would not
typically appear in a paper questionnaire. The ability to print out a Web or telephone survey
allows the survey creator to review and edit a hard copy of the questionnaire before it goes final.

Boolean Looks
Boolean Looks control the appearance of Yes/No (boolean) questions. Boolean questions are
represented by check boxes that are checked if the answer is yes or true.
There are two types of boolean Looks:

Boolean question Looks. Used to describe formatting for standard boolean questions.

Boolean grid Looks. Used to describe formatting for boolean questions in grid format.

Figure 5-8
A boolean Look

Page Looks
Page Looks control the appearance of questions grouped on a single page in a Web or telephone
survey.

42
Chapter 5

There are two types of page Looks:

Page start Looks. Marks the start of a group of questions to appear on a single page.

Page end Looks. Marks the end of a group of questions to appear on a single page.

Figure 5-9
A page start Look

Block Looks
Block Looks control how blocks are to appear in printed form. Blocks are sets of questions
grouped together for a Web or telephone survey.
There are two types of block Looks:

Block start Looks. Marks the start of the question block.

Block end Looks. Marks the end of the question block.

Figure 5-10
A block start Look

43
Formatting Questionnaires with Looks

Section Looks
Section Looks control how sections are to appear in printed form. Sections are sets of questions
grouped together for a Web or telephone survey.
There are two types of section Looks:

Section start Looks. Marks the start of the section.

Section end Looks. Marks the end of the section.

Figure 5-11
A section start Look

Numeric Variable Loop Looks


Numeric Variable Loop Looks control how numeric variable loops are to appear in printed form.
Numeric variable loops are groups of questions whose repetition is determined by the answer to
a numeric question.
Figure 5-12
A Numeric Variable Loop Look

44
Chapter 5

Categorical List Loop Looks


Categorical List Loop Looks control how categorical list loops are to appear in printed form. A
categorical list loop is a group of questions repeated once for each item in a list of categories. The
list may be a shared list or a category list defined for another question.
Figure 5-13
A categorical list loop Look

Categorical Answers Loop Looks


Categorical Answers Loop Looks control how categorical answers loops are to appear in printed
form. Categorical answers loops are groups of questions repeated for each answer chosen or
not chosen in a previous question.

45
Formatting Questionnaires with Looks
Figure 5-14
A categorical answers loop Look

Fixed Iteration Loop Looks


Fixed Iteration Loop Looks control how fixed iteration loops are to appear in printed form. Fixed
iteration loops are groups of questions repeated for a fixed set of numeric or categorical values.
For example, a group of questions might require answers for each year from 2006 to 2008.
Figure 5-15
A fixed iteration loop Look

46
Chapter 5

Loop End Looks


Loop End Looks are special Looks that describe how the end of a loop should appear in printed
form. Loop end Looks are used in conjunction with the other loop Looks.

Database Error Looks


Database Error Looks control how error messages display in printed form. Database Questions
need to access specific data sources. When a database error occurs, the Database Question is
rendered with a Metadata Model (MDM) error message.

Compound Looks
Compound Looks are special Looks that describe how compound questions are to appear in a
paper questionnaire. Compound questions present a number of related but separate questions as a
group. These questions can be categorical, grid, or numeric grid questions. A compound question
can contain questions of any of these three types in combination; for example, three categorical
questions, or a categorical question, a grid question, and a numeric grid question.
Each question within the compound question has its own question text, and these are listed
at the top of the compound question. The answers to the questions are presented side by side
below the question texts, using a shared list. The shared list represents the category list for the
categorical questions and the subquestion list for the grid and numeric grid questions.
A compound Look consists of several subLooks, each of which describes how a particular part of
the compound question is to appear:

Question text subLook. Determines the appearance of the texts of the component questions.

Compound separator subLook. Determines how the question texts are to be separated from

the question answers.

Shared list subLook. Determines the appearance of the shared list.

Categorical subLook. Determines the appearance of the answers to categorical questions.

Grid subLook. Determines the appearance of the answers to grid questions. Grid subLooks are

also known as categorical grid subLooks.

Numeric grid subLook. Determines the appearance of the answers to numeric grid questions.

47
Formatting Questionnaires with Looks
Figure 5-16
Compound Look applied to a compound question
Q44 What do you plan to see today?
Q45 What do you plan to see first, second, third, and so on?
(ENTER 1 FOR THE GALLERY YOU PLAN TO SEE FIRST, 2 FOR GALLERY YOU PLAN TO SEE SECOND, AND SO ON.)

Q46 How interested are you in the following museum displays?


Q44

Q45

Q46
Not
Not at all particularly
No
interested interested opinion

Slightly
Very
interested interested

Dinosaurs
Conservation
Fish and reptiles
Fossils
Birds
Insects
Whales
Mammals
Minerals
Ecology
Botany
Origin of Species
Human biology
Evolution
Wildlife in danger

Compound Questions: Limits


The number of questions that you can include within a compound question is limited by the
fact that the answers are presented side by side across the page. Although IBM SPSS Data
Collection Paper has not been built with any other limits regarding the number or combination
of questions that you can include in a compound question, in practice there may be a limit to
the complexity that Paper can handle. This is particularly likely to be true when you are using
IBM SPSS Data Collection Paper - Scan Add-on as well. However, Paper and Paper - Scan
Add-on are known to be able to handle the following combinations of average-sized questions in a
compound question:

Two or more categorical questions

Two or more grid questions

One categorical question and one grid question

One categorical question and one numeric grid question

One categorical question, one grid question, and one numeric grid question

However, Word cannot handle more than about 500 SPSS masked controls on a single page (the
actual limit may vary from machine to machine depending on system resources, etc.) This limit is
usually only reached if you are using SPSS masked controls in your numeric grid Looks and you
have one or more very large numeric grid questions on a page.

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Chapter 5

Look Groups
Looks are organized into groups. Ideally, all of the Looks within a group are formatted so that
when they are used together, they create a document with a consistent style. There is no limit
to the number of Look groups that you can have. You might have different Look groups for
different clients and different types of surveys. You can use many different Looks within one
document. However, you must ensure that all of the Looks you apply to a document are part of
the same Look group.
You can have more than one Look for each Look type within each Look group. For example,
you can have one Look for categorical questions with the mark fields to the right of the category
texts, and another Look for categorical questions with the mark fields to the left.
In each Look group, you must define a default Look for each Look type. When you load a
questionnaire definition with a specific Look group for the first time, the default Looks within
that Look group are applied to the items in the questionnaire. After the questionnaire definition is
loaded, you can apply different Looks to individual items or groups of items. When you reload
the same version of the questionnaire definition (for example, in a different language), you can
automatically apply the same Looks as those applied previously, provided those Looks all belong
to the same Look group. However, you can choose not to do this and to load the questionnaire
definition with the default Looks in the same or another Look group.

Applying Looks
When you load a version of the questionnaire definition for the first time, the default Looks
from the Look group you selected in the Load dialog box are applied to the questionnaire items.
However, it is unlikely that you would want every item of the same type to have the same Look.
In a questionnaire that contains some categorical questions that have a long category list and some
that have a short one, you may want to format the long and the short category lists differently. For
example, you can apply a categorical Look with three columns to questions that have long category
lists and a categorical Look with two columns to the questions that have short category lists.
When formatting questionnaires, Looks determine whether content from the questionnaire
definition is displayed, where this content is positioned, and how it is formatted. All questionnaire
items that have the same Look applied display the same type of content in the same way. Applying
a different Look may show different content or show the same content but in a different way.
Figure 5-17
Examples showing the same question with different Looks applied
Q8 Have you visited this museum before?
SELECT ONE RESPONSE

Yes
No
Not answered

49
Formatting Questionnaires with Looks
Figure 5-18
Examples showing the same question with different Looks applied
Q8 Have you visited this museum before?
SELECT ONE RESPONSE

Yes......................... go to Q9
No........................... go to Q10
Not answered..............
go to Q10

Notice that only the second example displays Go To instructions. The Go To instructions are
available in the questionnaire definition, but the Look applied in the first example does not include
placeholders in the IBM SPSS Data Collection Paper character styles necessary to display
them.
Warning: When you apply a Look to a questionnaire item, any changes that you have made
directly to it in Paper are lost. For this reason, apply all formatting to questionnaire items by
applying Looks, and make any other changes using one of the authoring tools.

Apply Looks Dialog Box


In the Apply Looks dialog box, you can apply Looks to questionnaire items and show cards.
You need to open the Apply Looks dialog box only once to apply Looks to all of the items and
show cards in the questionnaire. If you want to reload the questionnaire definition (for example,
in another language) using the same Looks, make sure that the Looks you apply to all of the
items belong to the same Look group.
When you change the Looks that are applied to a questionnaire item, any changes that you
have previously made directly to the item in IBM SPSS Data Collection Paper will be lost.
You should make changes to the questionnaire items themselves in the questionnaire definition by
using one of the authoring tools and make changes to their formatting by using Looks.

50
Chapter 5
Figure 5-19
Apply Looks dialog box

The Apply Looks dialog box has three sectionsQuestionnaire Items, Looks, and the preview
pane. You can change the size of the three panes by dragging the bars that separate them. You can
also change the size of the dialog box itself by dragging the lower right corner.
Questionnaire items. Displays a list of the items in the questionnaire and any show cards that

have been defined for any of those items. The show cards appear in a separate folder after the
questionnaire items. You can sort the items in the list by their position in the questionnaire, by
their name, or by their questionnaire item type. You change the sort order by selecting an option
from the Order By drop-down list. The initial sort order is determined by the setting on the View
tab in the Paper Options dialog box. When the list is in type order, click the folders to expand
them. You can select a folder and then select a Look to apply to all of the items in the folder. A
blue marker next to an items name indicates that you have changed the Look applied to it.
Looks. Displays a list of the Looks that correspond to the type selected in the Questionnaire Items
list. For example, if you select a numeric question in the Questionnaire Items list, the Looks list
shows numeric Looks; if you select a single response question, the Looks list shows categorical
Looks. You can either show the Looks in all of the available Look groups or just the Looks in the
Look group(s) used in the document. Select the option that you want from the Show drop-down
list. You can set the default option on the View tab in the Paper Options dialog box.

Click the Look group folders to expand them. A red arrow next to a Look indicates that it is the
Look applied to the item selected in the Questionnaire Items list. Looks and Look groups that
appear in bold font are the defaults.
Preview. Displays the currently selected item as it will appear in the document with the selected
Look applied to it. You can try out different Looks and see what they look like. Click in the
preview pane to zoom in and out. The preview is not available when you select multiple items or
when you select a folder in the Questionnaire Items list or Looks list.

51
Formatting Questionnaires with Looks

When you point to a questionnaire item, Paper displays the question or information text in a
QuestionTip. Similarly, when you point at a Look, Paper displays its description in a LookTip.
You can turn off QuestionTips and LookTips on the View tab in the Paper Options dialog box.

Markers in the Apply Looks Dialog Box


While you work in the Apply Looks dialog box, you will see markers and arrows next to the items
in the Looks and Questionnaire Items lists. The arrows in the Looks list help you to identify which
Looks have been applied. The blue markers in the Questionnaire Items list help you to identify
the items whose Looks you have changed. A red circle indicates that the Look applied to the
item has changed or is no longer available.
Icon

Description
If one item is selected, a red arrow indicates the
Look applied to that item. If a folder is selected, red
arrows indicate all of the Looks that are applied to
items in that folder.
A blue marker indicates that you have changed the
Look for the item.
A light blue marker indicates that you have selected
a different Look for one or more of the items in the
folder. (This only appears next to closed folders.)
A white cross in a red circle indicates that the Look
applied to the item has changed, but the changes
have not been applied, or the Look is not available
on your system.

To Apply Looks
E Place the cursor within the questionnaire item to which you want to apply a Look.
E From the IBM SPSS Data Collection Paper menu choose Apply Looks.

This opens the Apply Looks dialog box.


E To change the Look applied to the selected item, select a new Look in the Looks list.

The preview pane shows the item with the new Look applied to it. Click in the preview pane
to make the view zoom in and out.
E To change the Look applied to another item, select it in the Questionnaire Items list and then select

the required Look in the Looks list.


As you select different items in the Questionnaire Items list, the Looks list changes to match
the type of the item. As you work in the Apply Looks dialog box, blue markers appear in the
Questionnaire list next to the names of items whose Looks you have changed.
E To apply one Look to several items of the same type, select the items that you want to change in

the Questionnaire Items list and select the Look you want to apply in the Looks list.
E After you have selected Looks for all of the items whose Looks you want to change, click OK.

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Chapter 5

While Paper applies the Looks, it displays a progress indicator. You can click Cancel to stop
Paper from applying the Looks. However, any items that have already been updated when you
click the Cancel button retain the new Look.

Applying Compound Looks


You format compound questions by applying compound Looks. You do this by selecting the
compound question in the Questionnaire Items list and then selecting the required compound
Look in the Looks list. IBM SPSS Data Collection Paper applies the default subLooks within
the compound Look.
The types of subLooks are:

Question text. Use to display the name, short name, text, and instructions of the component

questions.

Compound separator. Use to format the space between the question texts and the answers.

Shared list. Use to display the shared list. The shared list represents the categories of

categorical questions and the subquestions of grid and numeric grid questions.

Categorical. Use to display mark fields for categorical questions.

Grid. Use to display the categories and mark fields for grid questions. This type is also known

as categorical grid subLook.

Numeric grid. Use to display the categories and character fields for numeric grid questions.

After you have applied a compound Look to a compound question, you may find that you need to
make small manual adjustments to the formatting. This is particularly true in compound questions
that contain grid or numeric grid questions. For example, you may need to resize the columns
in the answer portion of any grid and numeric grid questions in the compound question. It is
generally easier to make these adjustments in Normal view and showing the table gridlines.
Remember that any manual formatting you do will be lost when you apply another Look or update
the document to a new version of the questionnaire definition.
Sometimes, there may be more than one subLook of a particular type within a compound
question. You can then change the subLooks that are applied by defining different subLooks as
defaults and reapplying the compound Look. You set the default subLooks in the Look Organizer.

To Apply a Compound Look


E Place the cursor within the compound question.
E From the IBM SPSS Data Collection Paper menu choose Apply Looks.

This opens the Apply Looks dialog box. The current compound question is highlighted in the
Questionnaire Items list, the current compound Look is highlighted in the Looks list, and a red
arrow appears next to the Look name. In addition, the compound question is displayed in the
preview pane. You can use zoom to view the preview more closely. Clicking in the preview pane
causes the view to zoom in and out.
E Select a compound Look from the Looks list.
E Click OK to apply the compound Look(s).

53
Formatting Questionnaires with Looks

Paper applies the default subLooks within the compound Look to the different parts of the
compound question. Paper displays a progress indicator while it does this. You can stop the
process by clicking Cancel. However, any items that have already been updated when you click
the Cancel button retain the new Look.

View Options
You can change the way Looks and questionnaire items appear in the Apply Looks dialog box by
using the View tab in the IBM SPSS Data Collection Paper Options dialog box. Changing these
options does not change the way questionnaire items are formatted or the way Looks are saved.
Figure 5-20
IBM SPSS Data Collection Paper Options: View tab

Show. Controls the display of QuestionTips and LookTips and the use of short names.

QuestionTips. Select this option if you want Paper to display the question text when you point

at a question in a dialog box. Deselect this option to turn off the display of QuestionTips.

LookTips. Select this option if you want Paper to display a Looks description when you point

at a Look in a dialog box. Deselect this option to turn off the display of LookTips.

Short names (if available). Select this option if you want Paper to display the short names of

questionnaire items in dialog boxes instead of their names.


Apply Looks. Controls how items are listed in the Apply Looks dialog box.

Order By. Sets the initial sort order for the list of questionnaire items. You can sort the list

by Position, Name, or Type. If you sort the list by Type, the list is shown as a number of
folderseach folder containing a number of items of the same type. This option defines the
initial sort order; you can change the sort order in the Apply Looks dialog box.

Show. Sets the initial display of Look groups in the Looks list. You can show either the Active

Look group or All Look groups. If you select the Active Look group, Paper lists only the Look
groups that contain Looks that have been applied in the document. This option controls the
initial display of the Looks listyou can change the display in the Apply Looks dialog box.

54
Chapter 5

To Change Viewing Options


E From the IBM SPSS Data Collection Paper menu choose Options, and then click the View tab.
E Change the settings as required.
E Click OK.

Chapter

Templates

All Word documents are based on templates. Unlike Looks, templates apply to an entire document
and determine its basic structure, including the default page size and orientation, margins, headers
and footers, and paragraph styles. Templates can also include standard text that you want to appear
at the beginning or end of the paper questionnaire.
There are two basic types of templates in Wordglobal templates and document templates.
Global templates are available to all documents, whereas a document template contains settings
that are available only to documents that are based on, or attached to, it.
You can modify the document templates to reflect your house style (for example, by adding
standard headers and footers), or you can create your own templates. There is no limit to the
number of document templates that you can use with IBM SPSS Data Collection Paper. For
example, you can have different templates for self-completion surveys, interviewer-administered
surveys, business-to-business surveys, brand research surveys, and so on. Using templates in
conjunction with Looks, you can create paper questionnaires that reflect the house style of your
company or your client.
When you load a questionnaire definition, you can change the template Paper uses by changing
the setting on the Template tab in Paper Options dialog box. You can subsequently change the
template that is attached to a document by using the Templates and Add-Ins command on the
Word Tools menu. Changing the template in this way can change the styles in the document
but not the page layout of the document (for example, the margin settings and the headers and
footers are not changed).

Installed Templates
IBM SPSS Data Collection Paper installs four document templates:

mrProfessional.dot. The Normal paragraph style is formatted in a Tahoma 7.5-pt. font. The mr

Separator paragraph style is also formatted in a 7.5-pt. font and inserts a line between items.
This template also includes examples of headers, footers, and opening and closing information.

mrModern.dot. The Normal paragraph style is formatted in an Arial 8-pt. font. The mr

Separator paragraph style is also formatted in an 8-pt. font. This is the default template
that Paper uses when loading questionnaires.

mrClassic.dot. The Normal paragraph style is formatted in a Times New Roman 9-pt. font.

The mr Separator paragraph style is also formatted in a 9-pt. font.

mr2Columns.dot. Creates a document formatted in two columns. The Normal paragraph style

is formatted in an Arial 8-pt. font. The mr Separator paragraph style is also formatted in an
8-pt. font. The column widths are 8 cm., and the width between the columns is 1 cm.
All four templates have left and right margins of 2.5 cm in A4 format and 1 inch in U.S. Letter
format. You can use any of the installed Look groups with these templates.
Licensed Materials - Property of IBM Copyright
IBM Corporation 2000, 2013

55

56
Chapter 6

The Paper templates are installed in two folders called A4 and Letter within the Microsoft
Office Templates folder. We recommend that you save any new document templates that you
create for use with Paper in these folders.
Global Templates

Paper installs one global template that contains all of the Paper commands, menus, and toolbars.
This template is located in the Startup directory of Word, so it is always loaded when you start
Word. The name of the template is one of the following, depending on what you have installed:

mrPaper.dot. This global template is installed when you install Paper.

mrScan.dot. If you install both Paper and IBM SPSS Data Collection Paper - Scan Add-on,

this global template file is installed instead of mrPaper.dot,, and contains both the Paper and
the Paper - Scan Add-on commands, menus, and toolbars.

How Looks and Templates Interact


Looks and templates interact to make formatting quick and easy. Templates help you standardize
designs across paper questionnaires and can save you time.
You can change the appearance of the paper questionnaire by applying a different template
without changing the Looks themselves. For example, by changing a paragraph style in the
template, you can quickly change the appearance of the Looks that use that paragraph style
and, therefore, of the questions in the questionnaire to which those Looks are applied. All of
the installed Looks use the Normal paragraph style. You can change the base font in a paper
questionnaire formatted with one of the installed Look groups by simply attaching a template that
has the Normal paragraph style formatted with a different font. Alternatively, you can change the
font in the existing templates Normal paragraph style.
If character formatting has been specifically applied in any of the Looks, it will override the
character formatting specified in the paragraph style. Generally, you specify the base character
formatting in the paragraph style and apply character formatting in the Looks only when you want
it to differ from the base (for example, bold or italics for emphasis).
Figure 6-1
Look applied to a question
Q8 Have you visited this museum before?
SELECT ONE RESPONSE

Yes
No
Not answered

Figure 6-2
Same Look and question with a different template attached
Q8 Have you visited this museum before?
SELECT ONE RESPONSE

Yes
No
Not answered

57
Templates

You can also change other properties of paragraph styles to quickly apply those changes to all
Looks that use those paragraph styles and to all questionnaire items to which those Looks are
applied. For example, you can change the line spacing in the paragraph style.
IBM SPSS Data Collection Paper creates a paragraph in the mr Separator paragraph style
between the questionnaire items. By changing the properties of this paragraph style, you can
control the amount of space between the questionnaire items. You can also create a line between
the items by defining a border in the paragraph style.
When you attach a template, select Automatically update document styles in the Word Templates
and Add-Ins dialog box. This updates all of the styles in the document with the styles in the
template.

Modifying Paragraph Styles


All of the installed Looks use the Normal paragraph style, and IBM SPSS Data Collection
Paper creates a paragraph in the mr Separator paragraph style between all questionnaire items. You
can change the appearance of all of the installed Looks by changing the Normal paragraph style,
and you can change the way questionnaire items are separated by modifying the mr Separator
paragraph style. Similarly, if you have created or modified Looks to use different paragraph styles,
you can change the appearance of those Looks by changing those paragraph styles.
However, when formatting has been specifically applied in any of the Looks, it overrides
the formatting specified in the paragraph style. Generally, you specify the base formatting in
the paragraph style and apply formatting in the Looks only when you want it to differ from
the base formatting.
You can change paragraph styles in a document or in a template. If you change the paragraph
styles in the template, you can easily apply the changes to other documents by simply attaching
the template.
Character formatting. By changing the font and font size in a paragraph style, you can quickly
apply those changes to all Looks that use that paragraph style, except where a font or size setting
has been specifically applied in a Look. Similarly, you can change the spacing between all
questionnaire items by changing the font size in the mr Separator paragraph style.
Paragraph spacing. Note that for IBM SPSS Data Collection Paper - Scan Add-on, the

paragraph spacing must be set to zero before and after the paragraph because the scanning
software cannot interpret line spacing defined in this way.
Separating items using a line. Questionnaire items are separated by a paragraph in the mr Separator

paragraph style. You can add a line between items by modifying this paragraph style.

To Modify a Paragraph Style


In Word 2000:
E From the Format menu in Word choose Style.

This opens the Style dialog box.


E From the Styles list, select the mr Separator paragraph style.

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Chapter 6
E Click Modify.

This opens the Modify Style dialog box.


E If you want to save the changes that you make to the template, select Add to template (select Add to
Quick Style List in Word).
E To change the font, click Format and select Font. Select the required font and font size.
E To change the paragraph spacing, click Format and select Paragraph. Select the required line

spacing and spacing before and after the paragraph.


E Click OK.

Note: If you are using IBM SPSS Data Collection Paper - Scan Add-on, the paragraph spacing
must be set to zero before and after the paragraph.

Separating All Questionnaire Items


IBM SPSS Data Collection Paper automatically creates a paragraph in the mr Separator
paragraph style between the questionnaire items. You can quickly and easily change the way all
of the questionnaire items are separated by changing this paragraph style. For example, you
can increase the space between the items by changing the size of the font in the mr Separator
paragraph style. You can also quickly draw a line between all of the questionnaire items by
defining a line in the paragraph style. If you save the changes to the template, you can easily apply
them to other documents.

To Add a Line between All Questionnaire Items


In Word 2000:
E From the Format menu in Word choose Style.

This opens the Style dialog box.


E From the Styles list, select the mr Separator paragraph style.
E Click Modify.

This opens the Modify Style dialog box.


E From the Home tab click the open icon in theStyles group.

This opens the Styles pane.


E Select the mr Separator paragraph style.

59
Templates
E Click on the arrow to the right of the style and choose Modify from the drop-down menu.

This opens the Modify Style dialog box.


In all versions of Word:
E If you want to save the changes that you make to the template, select Add to template.
E Click Format and select Border.

This opens the Borders and Shading dialog box.


E Select a line style from the Style list.
E Select a color for the line from the Color list.
E Select a weight for the line from the Width list.
E In the Preview area, click where you want the line to appear relative to the paragraph.
E Click OK.

Positioning the Questionnaire Items


If you are using a template that includes text or graphics in the body of the template (outside of the
headers and footers), you must define where IBM SPSS Data Collection Paper is to insert the
questionnaire items and the show cards, if any have been defined.
You do this by adding bookmarks called Questionnaire and Showcards to the template. The
Questionnaire bookmark tells Paper where to insert the content from the questionnaire definition,
and the Showcards bookmark tells Paper where to insert show cards when questions have a
show card property.
If you do not insert these bookmarks, Paper places the first questionnaire item on the first line
of the document and the show cards after the last questionnaire item. Therefore, if your template
includes additional texts or graphics, these appear at the end of your document.
However, if you do not have any additional text or graphics in the template, you do not need to
add these bookmarks to the template.

To Add the Questionnaire and Showcards Bookmarks


E Open the document template.
E Add any graphics or text, such as standard introductions or instructions, that you want to place

before the questionnaire items.


E Place the cursor on a new line where you want the first questionnaire item to appear.
E From the Insert menu in Word choose Bookmark.

This opens the Bookmark dialog box.


E Enter Questionnaire for the Bookmark Name.
E Click Add.

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Chapter 6
E Place the cursor on a new line where you want the show cards to appear.
E From the Insert menu in Word choose Bookmark.
E Enter Showcards for the Bookmark Name.
E Click Add.

Template Options
You define the template on which IBM SPSS Data Collection Paper bases new Paper
documents on the Template tab in the Paper Options dialog box.
You can change the document template attached to an existing Paper document by using the
Templates and Add-Ins command on the Word Tools menu. When you attach a template, select
Automatically update document styles in the Word Templates and Add-Ins dialog box. This updates
all of the styles in the document with the styles in the template. However, changing the template
in this way does not change the page layout of the document (for example, the margin settings and
headers and footers are not changed).
Figure 6-3
IBM SPSS Data Collection Paper Options: Template tab

Default template. Select this option to base Paper documents on the Normal template.
Template used by active document. Select this option to base Paper documents on the template that
is attached to the active document when you choose the Load Questionnaire command.
Specific template. Select this option to base Paper documents on a specific template. You can

then specify the required template. When you first install Paper, this option is selected, and the
mrModern.dot template is specified.

61
Templates

To Set Template Options


E From the IBM SPSS Data Collection Paper menu choose Options and then click the Template

tab.
E Select the required option.
E Click OK.

Chapter

Other Formatting Considerations

Although applying Looks and a template completes most of the formatting, a paper questionnaire
is more than just a collection of well-formatted questions. A complete document also includes
information that may not be part of the questionnaire definition such as headings, company logos,
standard headers and footers, office-only information, annotations, etc.
In addition, there are some formatting tasks that apply to your entire document. For example,
changing the base font or line spacing, adding page numbers, and ensuring that the page breaks
are logical. You change some of these attributes in the document and some in the template,
or by attaching a different template.
There are some formatting tasks that involve both the Looks applied to your document and the
document itself. For example, if you have applied Looks that are formatted for a multiple-column
page, you must set the number of columns in your document to display the questions in multiple
columns. Similarly, if you have applied Looks formatted for a landscape-oriented page, you
must set the page setup to landscape.

Adding and Changing Information


You can add information to any part of your document as long as you add it between the
questionnaire items. Do not add information within the bookmarks that indicate the questionnaire
items, because it will be lost when you update to a different version of the questionnaire definition
or when you apply a different or updated Look.
IBM SPSS Data Collection Paper sets the paragraph style between items to mr Separator.
The paragraph properties set in the active template determine the amount of space between items.
If you are adding information between items, you should do so in a new paragraph following
the mr Separator paragraph.
If you are adding information such as an introduction, a closing, or headers and footers that
you will use with several questionnaires, add the information to the template. Then you only
need to write and format the information once and it will be available to all documents that
are based on the template.
If you want to make changes to the questionnaire items such as the spelling of a category text,
make the changes in the questionnaire definition using the authoring tool. Although it is tempting
to make the changes within the Paper document, making the changes in the authoring tool ensures
that the changes are available for all other applications that use the questionnaire definition. It
also ensures that the changes are retained in your document when you apply another Look to the
item or update the document to another version of the questionnaire definition. Use the Update
Document command to transfer the changes from the authoring tool to the Paper document.

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62

63
Other Formatting Considerations

Annotations
Sometimes you might want to annotate a questionnaire to add additional information for the
benefit of the interviewers. For example, notes to explain why they are to ask a specific question
or group of questions. You can use an annotated questionnaire as part of the project briefing you
give to interviewers. However, you probably do not want to include this additional information in
the printed questionnaire.
There are many ways in which you can add annotations to your document. You can add text
between questionnaire items, add hidden text between items, insert comments, or add footnotes. If
you add annotation text between items or footnotes, remove them before printing the final copy
of the questionnaire for distribution. Similarly, if you add comments or hidden text, hide them
by clearing the Hidden text and Comments check boxes in the Print options in Word before
printing the final copy of the questionnaire.
Warning: Add annotations between questionnaire items. If you add them within a questionnaire
item, you will lose the annotation when you change the Look that is applied to the item or when
you update the document with a new version of the questionnaire definition.

Headings
Headings help interviewers and respondents identify the different sections of the questionnaire.
The questionnaire definition may include headings for the different sections of the questionnaire,
or you can add headings between the questionnaire items in the IBM SPSS Data Collection
Paper document.
You add section headings to an Paper document by adding text between questionnaire items.
You can format section headings any way that you want.
Warning: Add headings between questionnaire items. If you add them within a questionnaire
item, you will lose the heading when you change the Look that is applied to the item or when you
update the document with a new version of the questionnaire definition.

Headers and Footers


Headers and footers are texts or graphics that are printed on multiple pages of your document.
Headers and footers typically include the date, company logo, and page numbers, and they can
give your paper questionnaire a professional appearance. You can add headers and footers to an
entire document or to sections of a document. Looks do not apply to headers and footers. You
control the format of headers and footers using standard formatting functions in Word. Add
headers and footers to the template if you want to use them for more than one questionnaire.
If you are using IBM SPSS Data Collection Paper - Scan Add-on, make sure that the headers
and footers do not overlap the adjustment and recognition fields that Paper - Scan Add-on inserts
into the document.

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Chapter 7

Page Numbers
Page numbers help interviewers find the next question to ask, and they help respondents find
the next question to answer when using Go To cross references. You can add page numbers to
the header or footer of the document or template. You can use any of the Word page number
formats and positions.
Note: The page field in Word is not always updated between loading a questionnaire and printing
it. This is most noticeable when you are using page numbering such as Page 1 of 12, because
the total number of pages may change when you apply Looks.

For Office Use Only Information


You can add texts and graphics to your document if they are not already part of the questionnaire
definition or the template. Usually, this information is at the beginning or end of the questionnaire.
Typically, it contains space to record information such as the date and time of the interview, a
number to identify the interviewer, or the interviewers name. Sometimes this information also
contains general instructions to the interviewer or respondent, or standard opening and closing
statements.
You can add information anywhere in your document as long as it is not within a questionnaire
item. If the information will be used in different questionnaires, add the information to a template
rather than adding it to every document. By including it in a template, it will automatically appear
in every document that is based on that template. If you add standard texts or graphics to the body
of the template, you must add the Questionnaire and Showcards bookmarks to the template. These
bookmarks define where IBM SPSS Data Collection Paper will insert the questionnaire items
and the show cards, if any have been defined.
However, if the information is being used to collect respondent data, rather than creating it
in the template, you should create the questions in the questionnaire definition using one of
the authoring tools.

Incidence Boxes
Incidence boxes are used to avoid wasting paper on respondents who do not qualify for an
interview and to record the number of people the interviewer approached before finding someone
willing and eligible to participate. Typically, an incidence box follows the first qualifying
questions in the questionnaire and consists of numbers that the interviewer circlesone for each
disqualified respondent. For example, the first two people the interviewer approaches do not
qualify, so the interviewer circles 01 and 02. The third person qualifies and so the interviewer
completes the paper questionnaire for that respondent.
How you handle incidence boxes depends on whether you want to collect the data recorded
in the incidence box:

If you want to collect the data recorded, create the incidence box as a question in the
questionnaire definition using one of the authoring tools.

If you do not want to collect the data recorded, create the incidence box before or between
questionnaire items in the IBM SPSS Data Collection Paper document.

65
Other Formatting Considerations

Mail Lists
You can send the paper questionnaire to respondents whose names and addresses are in a mail
merge file or database. If you want to include a cover letter with the paper questionnaire, you can
create it as a separate document or as part of the IBM SPSS Data Collection Paper document.
You can use the mail merge functions to merge information from a mail merge data source with
a Paper document. However, make sure you merge the document after you have completed
all other formatting.
You can use mail merge fields to generate respondent IDs. For example, you can use the
Word MergeRec field to insert the respondents record number. Optionally, you can generate
respondent IDs in the header or footer of the document to ensure that all of the pages are kept
together for each respondent.
If you are using IBM SPSS Data Collection Paper - Scan Add-on, information such as
respondents names and addresses are not automatically included in the scanning unless that
information is part of the questionnaire definition.
If you are planning to scan the completed questionnaires, it is important that the positions of the
mark and character fields do not change. Merging the document changes the positions of these
fields if information inserted into a merge field requires more or less space than the merge field
itself. However, you can stop the mark and character fields from changing position by putting the
mail merge fields within a text box of a predefined size.

Maximizing the Use of Page Space


Typically, market research companies print the paper questionnaires at their head offices and
then send the printed questionnaires to the interviewers or respondents. Reducing the number
of pages means that interviewers have less paper to carry, and the market research company
saves on paper, printing, and postage costs.
One way to reduce the page count for a document is to apply Looks that format category lists in
more than one column. Other ways of maximizing the use of page space include:

Changing the character and paragraph properties

Changing the amount of space between items in the questionnaire

Changing the page setup

Separating Items in the Questionnaire


Lines between items in the questionnaire help respondents and interviewers see where questions
begin and end. There are several ways to draw a line between items in the questionnaire:

Apply Looks that contain lines to separate questions from one another.

Add lines between questionnaire items.

Change the format of the mr Separator paragraph style within the document to display a line.

Attach a template that has the mr Separator paragraph style formatted to display a line.

You can also change the amount of space between items in the document by changing the
properties of the mr Separator paragraph style.

66
Chapter 7

Multiple Column Pages


You can format part or the entire questionnaire using columns. To do this, you must use Looks
formatted to the correct size for the column width. For example, if you want to print questions
side by side on a page with two columns, use Looks that are only half the width of the page (minus
page margins and space between columns).
You can format an entire questionnaire with columns by using Looks that are formatted to the
appropriate size. Then use the Word Columns command on the Format menu to set the required
number of columns for the whole document.
To format only part of a questionnaire using columns, load the questionnaire with a Look group
that uses all of the available page width. For the questions that you want to print in columns, apply
Looks that are formatted to the appropriate size. Then use the Columns command to define the
number of the columns for that section of the document.

Page Setup
You can change the page setup for part of the questionnaire or for all of it. For example, you
might want to use landscape orientation for the entire questionnaire if you are using pages with
multiple columns. Using landscape orientation, you can place more columns of questions on
one page. Similarly, you might want to use landscape page orientation for a particularly large
grid question. You can mix portrait and landscape page orientation within the same document,
provided that you are using single-sided questionnaires. Mixing portrait and landscape orientation
in double-sided questionnaires is not supported.
Note: The installed Looks are designed for portrait-oriented pages. If you plan to use landscape
orientation, you should create Looks that maximize the use of the landscape-oriented page space.
If you use landscape orientation, you might want to modify the page orientation of the templates
that you use with IBM SPSS Data Collection Paper.

Chapter

Formatting questionnaires for


scanning

You format questionnaires for scanning using Looks and templates just as you format any other
paper questionnaire in IBM SPSS Data Collection Paper. However, you need to ensure that the
Looks that you use are scanning-enabled. Scanning-enabled Looks contain markers that identify
to the scanning software where respondents will write their answers. There are also a number of
other considerations when you format questionnaires for scanning, such as defining spacing before
and after lines, Other Specify categories, paper size, and page setup.
It is important to thoroughly test any Looks that you create or change before you use them. For
scanning-enabled Looks, your testing should include applying the Looks to a questionnaire and
running the Transfer to Scanning Software command. Examine the mark and character fields in
ReadSoft FORMS Manager to ensure that the ReadSoft FORMS fields exactly match the printed
fields. This is particularly important when you resize mark or character fields.
Note: A set of scanning-enabled Looks is supplied with Paper.

Scanning-enabled categorical looks


In scanning-enabled categorical looks you are restricted in the way that you can define the mark
fields. In IBM SPSS Data Collection Paper, mark fields are the areas on a questionnaire
that are used to indicate respondents answers to categorical and grid questions, and to the
categorical and grid parts of compound questions. On some paper questionnaires, respondents
record their answers to categorical questions by circling the category texts or numbers. On these
questionnaires, the category texts or numbers are the mark fields. On other paper questionnaires,
the mark fields are symbols, such as boxes or circles, which respondents check. Although you can
format categorical questions either way in Paper, when you format questionnaires for use with
IBM SPSS Data Collection Paper - Scan Add-on, you must use symbols for the mark fields.
ReadSoft FORMS can accept both boxes and circles as mark fields, although they must have a
width or diameter of at least 1.5 millimeters. ReadSoft recommends a square with a width of 3
millimeters, or 1/8 inches, for optimal performance. Apply the mr Category Answer character
style to the symbol. Immediately to the right of the mark field insert a one-character placeholder
and apply the mr Category Scanning ID character style to it. When you apply the Look to a
question, Paper replaces the placeholder with information that identifies the mark field to the
scanning software. Paper automatically formats this information as hidden text so that it is not
visible in the questionnaire.

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67

68
Chapter 8
Figure 8-1
Scanning-enabled categorical Look
Q#

Question text
Instruction
#

Category A

Mark field

Placeholder with mr Category


Scanning ID character style applied

You control the size of the mark field symbols using the font size. However, when the font size
is larger than about 26 points, Paper - Scan Add-on cannot always interpret the size and shape
correctly. It may interpret all of these symbols as squares whose width equals the height regardless
of the actual shape. Therefore, if you need to use very large symbols, it is advisable to use squares.
Using a combination of a border around the outside of a Look and category replication that adds
a border every two or three lines can sometimes interfere with the field definitions in ReadSoft
FORMS. It is therefore advisable to avoid using this combination of features.
In Paper, you can use conditional display character styles to create a Look that displays one mark
field for single response questions and a different mark field for multiple response questions.
However, Paper - Scan Add-on cannot identify these mark fields correctly. So do not use
conditional display character styles in this way in Looks that you use with Paper - Scan Add-on. If
you want to use different symbols for the mark fields for single response and multiple response
questions, set up separate scanning-enabled Looks for single-response and multiple-response
questions and apply them to the appropriate questions.

Creating a scanning-enabled mark field


E In a categorical Look, put the cursor in the place where you want the mark field to appear.
E From the Insert menu, choose Symbol.
E From the list of fonts, choose Wingdings or another suitable font.
E Double-click a square or circle symbol and then close the Symbol dialog box.
E Select the symbol and apply the mr Category Answer character style.
E Immediately to the right of the symbol, type a one-character placeholder, such as the # character.
E Select the placeholder and apply the mr Category Scanning ID character style.
E Save the Look.

When you apply the Look to a question, IBM SPSS Data Collection Paper formats the
placeholder as hidden text so that it is not visible in the questionnaire.

69
Formatting questionnaires for scanning

Scanning-enabled numeric and open-ended looks


In IBM SPSS Data Collection Paper, character fields define where respondents write their
responses to numeric and open-ended questions. In scanning-enabled Looks, you define character
fields using SPSS masked controls. These contain all of the information that the scanning software
needs, and you do not need to use a scanning ID character style. However, you need to ensure
that the character fields can fit on one page.
Note that Word cannot handle more than about 500 masked controls on a single page (the actual
limit may vary from machine to machine depending on system resources, etc.) This limit is
usually only reached if you have one or more very large numeric grid questions on a page. When
this happens, split the questions onto more than one page.
If a numeric or open-ended Look has a border around the entire question, the character field in
which respondents write their answers must be a single closed box. Lines, open boxes, and framed
boxes are only valid when there is no border around the question.
The reason for this restriction has to do with the way ReadSoft FORMS Manager searches
for answer boxes when you run the Transfer to Scanning Software command to set up the
questionnaire as a scanning job in ReadSoft FORMS. For each numeric or text question, IBM
SPSS Data Collection Paper - Scan Add-on passes ReadSoft FORMS Manager the co-ordinates
of the point at or very close to which respondents will write their answers. ReadSoft FORMS
Manager searches for a horizontal line starting at or near this point and follows this line to the
end to determine whether it starts and ends at the same location. If the Look uses a closed box,
the line will start and end at the same location giving ReadSoft FORMS Manager the exact
location of the printed answer box.
If the question uses lines or open boxes and does not have an outer border, ReadSoft FORMS
Manager will be unable to locate a closed box for the question and will use the co-ordinates it
received from Paper - Scan Add-on to determine the location of the answer box.
If the question uses lines or open boxes but has an outer border, ReadSoft FORMS Manager
will escape from the answer line or box and will find the question border instead. Because the
border is a closed box, ReadSoft FORMS Manager assumes that this is the answer box for this
question and generates the wrong scanning definition for this questions answer.
Note: SPSS Masked Controls that generate framed boxes for numeric responses are not
suitable for scanning.
For information on SPSS masked controls, see the Paper Users Guide.

Other IBM SPSS Data Collection Paper - Scan Add-on formatting issues
There are a number of formatting issues that you need to bear in mind when you format
questionnaires for use with IBM SPSS Data Collection Paper - Scan Add-on and when you
design scanning-enabled Looks. These concern spacing before and after lines, Other Specify
categories, paper size, page setup, and mail merge fields.

70
Chapter 8

Spacing before and after lines and IBM SPSS Data Collection Paper - Scan Add-on
In Word, you can define the spacing between lines by using the Spacing Before and Spacing After
paragraph formatting options. You can set these options through the Paragraph command on the
Format menu or through the paragraph style. However, the scanning software cannot interpret
line spacing defined in this way. So make sure that you do not use these options when you create
scanning-enabled Looks and when you format questionnaires for scanning. Instead add additional
spacing before or after a line by inserting additional blank lines.

Other specify categories and IBM SPSS Data Collection Paper - Scan Add-on
Sometimes categorical questions have an Other Specify category. These questions have space for
respondents who choose the Other Specify category to write additional open-ended information.
When you use Other Specify categories with IBM SPSS Data Collection Paper - Scan Add-on,
you must create the character fields using SPSS masked controls and then apply the mr Category
Other Specify Object identification character style.

Paper size when using IBM SPSS Data Collection Paper - Scan Add-on
For questionnaires that you are going to scan, you must ensure that:

The Allow A4/Letter Paper Resizing option is not selected, because it can cause the fields to
move on the page relative to their definition in the scanning software.

All of the pages of the questionnaire have the same paper size.

The paper size selected for the questionnaire pages is the same as the default paper size
selected for the IBM SPSS Data Collection Paper - Scan Add-on virtual printer.

You will get an error if you use the Transfer to Scanning Software command when there is a
mismatch between the paper size defined for any of the pages of the questionnaire and that defined
for the Paper - Scan Add-on virtual printer. You change the default paper size of the Paper - Scan
Add-on virtual printer in the same way as you do for any other printer under Windows.

Deselecting the Allow A4/Letter Paper Resizing option


E Click the Microsoft Office button, then click Word Options.
E Click the Advanced button.
E Deselect the Scale content for A4 or 8.5x 11 paper sizes check box.
E Click OK.

Changing the default paper size for the IBM SPSS Data Collection Paper - Scan Add-on virtual
printer
E From the Windows Start menu, choose:
Settings > Printers
E Select the SCAN printer.

71
Formatting questionnaires for scanning
E From the File menu, choose Printing Preferences.
E Click Advanced.
E Select the appropriate paper size from the list.

The paper size must be the same as that selected for the questionnaire in Word.
E Click OK.

Margins when using IBM SPSS Data Collection Paper - Scan Add-on
The margins of a questionnaire that is going to be scanned need to be large enough to
accommodate the adjustment and recognition fields. If you are using headers and footers, the top
and bottom margins also need to be big enough to accommodate the headers and footers in such
a way that they do not overlap the scanning control fields. The recommended minimum for all
margins depends on the size of the paper being used:

For US letter-size paper, the recommended minimum size is one inch.

For A4 paper, the recommended minimum size is two centimeters.

However, these settings may not be sufficient for the top and bottom margin if you are using
headers and footers.
Using the page border feature sometimes interferes with the field definitions in ReadSoft FORMS.
It is therefore advisable to avoid using this feature.
Note: Do not select the Mirror margins option unless you want IBM SPSS Data Collection
Paper - Scan Add-on to define the job in ReadSoft FORMS as a double-sided scanning job.

Scanning double-sided questionnaires


This section provides details about the settings required when you want to scan double-sided
questionnaires. These instructions assume that you have the recognition field text set to Upward
on the Recognition Fields tab in the IBM SPSS Data Collection Paper - Scan Add-on
Options dialog box and apply only when you are loading paper into the scanner along the short
edge. If your scanner supports loading paper along the long edge (and, for example, you scan
portrait-oriented pages in landscape mode), the settings will be different. If you have problems
determining the correct settings, contact SPSS Support.
Note: You cannot mix landscape and portrait pages in double-sided questionnaires.

The recommended steps are:


1. Load the questionnaire definition.
2. Format the document.
3. Select Mirror Margins in the Page Setup dialog box. (This defines that the questionnaire will
be scanned double-sided.)

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Chapter 8

4. Change the rotation settings on the Options tab in the Paper - Scan Add-on Options dialog box as
specified below.
5. Insert the scanning control fields.
6. Set the printer properties in Word as specified below.
7. Print the questionnaire.
8. Change the scanner settings in ReadSoft FORMS Manager as specified below.
9. Transfer the questionnaire to ReadSoft FORMS.
10. When necessary adjust the form definitions in ReadSoft FORMS Manager as specified below.
Additional details are given below for landscape and portrait pages flipped on the long and short
edges.
Double-sided portrait pages, flipped on long edge
E On the Options tab in the Paper - Scan Add-on Options dialog box ensure that Rotate is set to 0

for All Forms.


E Change the printer properties to print double-sided and flip on the long edge.
E In the scanner settings in ReadSoft FORMS Manager:

Select the Two-sided check box.

Set Rotate Front to 0 degrees.

Set Rotate Back to 0 degrees.

You do not need to make any changes to the form definitions in ReadSoft FORMS Manager.
Double-sided portrait pages, flipped on short edge
E On the Options tab in the Paper - Scan Add-on Options dialog box select By Form and ensure

that Rotate is set to 0 for Odd Pages and to 180 for Even Pages.
E Change the printer properties to print double-sided and flip on the short edge.
E In the scanner settings in ReadSoft FORMS Manager:

Select the Two-sided check box.

Set Rotate Front to 0 degrees.

Set Rotate Back to 180 degrees.

E In ReadSoft FORMS Manager, go into the form definition of all even pages and change the

rotation of the recognition field.


Double-sided landscape pages, flipped on short edge
E On the Options tab in the Paper - Scan Add-on Options dialog box ensure that Rotate is set to 0

for All Forms.

73
Formatting questionnaires for scanning
E Change the printer properties to print double-sided and flip on the short edge.
E In the scanner settings in ReadSoft FORMS Manager:

Select the Two-sided check box.

Set Rotate Front to 0 degrees.

Set Rotate Back to 180 degrees.

You do not need to make any changes to the form definitions in ReadSoft FORMS Manager.
Double-sided landscape pages, flipped on long edge
E On the Options tab in the Paper - Scan Add-on Options dialog box select By Form and ensure

that Rotate is set to 0 for Odd Pages and to 180 for Even Pages.
E Change the printer properties to print double-sided and flip on the long edge.
E In the scanner settings in ReadSoft FORMS Manager:

Select the Two-sided check box.

Set Rotate Front to 0 degrees.

Set Rotate Back to 0 degrees.

E In ReadSoft FORMS Manager, go into the form definition of all even pages and change the

rotation of the recognition field.

Setting up mirror margins for double-sided scanning


E From the Page Layout tab click the open icon in thePage Setup group.
E Click the Margins tab.
E Select Mirror margins from the Multiple Pages drop-down list.

When you run the Transfer to Scanning Software command, IBM SPSS Data Collection Paper
- Scan Add-on will set up the job for double-sided scanning.
Note: Make sure that you select this option before you insert the scanning control fields.

Mail merge fields in IBM SPSS Data Collection Paper - Scan Add-on documents
You can use mail merge fields in an IBM SPSS Data Collection Paper - Scan Add-on
document; for example, to insert names and addresses from a mail merge file or database.
However, for questionnaires that you are going to scan, it is important that the positions of the
mark and character fields do not change. Merging the document changes the positions of these
fields if information inserted into a merge field requires more or less space than the merge field
itself. However, you can prevent the positions of the mark and character fields from changing by
placing the mail merge fields within a text box of a predefined size.

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Chapter 8

Moving the questionnaire to the scanning machine


You do not have to format the questionnaire on the machine that is going to be used to scan the
completed questionnaires. However, when these tasks are performed on different machines, it is
recommended that you follow the following steps.
Note: These instructions assume that if you are using the Word option to attach a template, it is
accessible on both machines.
Steps to take on the formatting machine
E Create the IBM SPSS Data Collection Paper document in the normal way by loading the

questionnaire definition.
E Apply Looks and any other formatting.
E From the Tools menu in Word, choose Options.
E On the Save tab, select Embed TrueType fonts and click OK.
E Save the Paper document; for example, as myDocument.doc.
E Copy the document (myDocument.doc) to the scanning machine.

Note: You may want to make a note of the margin and paper size settings so that you can check
that they are the same on the scanning machine.
Steps to take on the scanning machine
E Open the document (myDocument.doc) in Paper.

If the questionnaire definition (.mdd) file is not accessible on this machine using the path that was
used on the formatting machine, Paper will display a message and give you the option to browse
to the file. If the questionnaire definition file is not accessible over the network, you must copy it
to the scanning machine and then use this option to specify its location.
E If Paper asks you if you want to update the document to use the current Looks, select No.
E Ensure that the paper size and margins are the same as on the formatting machine.
E Insert the scanning control fields. You must do this on the scanning machine, even if you already

did it on the formatting machine.


E Run the Transfer to Scanning Software command and open the job in ReadSoft FORMS Manager.

Chapter

Look Organizer

You manage Looks and Look groups using the Look Organizer. You can have any number of Look
groups, each containing any number of Looks.
Each Look group can contain a number of Looks for each Look type. You should format
the Looks in a Look group so that when you use them together they create a document with a
consistent style.
Use the Look Organizer to:

Update the Looks with changes made by other users

Set the default Look group

For each Look group, set the default Look for each type of questionnaire item

Create new Look groups

Move or copy Looks between Look groups

Add or modify Look and Look group descriptions

Rename and delete Looks

Open one Look or all Looks within a Look group

You can perform all of these tasks using the toolbar or the shortcut menu. You can point at a tool
in the toolbar to get a brief description of what it does. Right-click an item in the Look Organizer
to display the shortcut menu.

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IBM Corporation 2000, 2013

75

76
Chapter 9
Figure 9-1
Look Organizer

The Look Organizer is divided into two sections:

Looks. Initially displays a list of Look groups. Click the plus sign next to a Look group to

display the Looks and compound Looks it contains. Alternatively, select the Look group,
right-click, and then select Expand. There is an icon beside each Look to help you identify
its type. The name of the default Look group and the default Looks within each group are
shown in bold.

Preview. Displays a preview of the selected Look. You can use zoom to view the Look

more closely. Click in the preview pane to zoom in and out. You can turn the preview on
and off by selecting Preview on the toolbar.
Note: You cannot select more than one item at a time in the Look Organizer.

To Open the Look Organizer


E From the IBM SPSS Data Collection Paper menu choose Look Organizer.

You can perform all of the different tasks using the toolbar and the shortcut menu. You can
point at a tool in the toolbar to get a brief description of what it does. Right-click an item in
the Looks list to display the shortcut menu.
E To close the Look Organizer, click Close.

77
Look Organizer

Look Organizer Toolbar


Tool

Description
Cut. Remove the selected item and copy it to the
clipboard.
Copy. Copy the selected item to the clipboard.
Paste. Insert a copy of the contents of the clipboard.

This command is not available when the clipboard


is empty.
Delete. Delete the selected Looks.
Rename. Rename a Look or Look group.
Description. Add or change the description for a

Look or Look group. This is the text that you see


when you point at a Look or Look group in a dialog
box.
New Look Group. Create a new Look group.
New Compound Look. Create a new compound Look.
Refresh. Update the Looks and Look groups with

changes made by other users.


Set Default. Defines the default Look group or define

a Look as the default Look of its type in its Look


group.
Preview. Turns the preview on and off. The preview
pane can show you how the Looks will appear, but
you may want to turn it off if you find it slows you
down.

Look Files
Looks and Look groups are defined in rich text format files. There are two files for each Look,
called MyLook.rtf and MyLook.def, where MyLook is the name of the Look. Each Look group is
defined in a file called Default.ini.
It is important that you always use the Look Organizer to copy, move, and delete Looks and
Look groups. Do not attempt to do any of these tasks by copying, moving, or deleting the files
using Windows Explorer because this will cause a mismatch between the files and the settings
in the Default.ini file.

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Refreshing the Look Organizer


More than one person can organize Looks and Look groups at the same time. However, after
you have opened the Look Organizer, you will not see changes made by other users unless you
refresh the Looks. You can do this in two ways:

Closing and reopening the Look Organizer

Selecting the Refresh tool in the Look Organizer toolbar

Note: Other users of the Look Organizer will see your changes only when they reopen the Look
Organizer or click Refresh within the Look Organizer.

To Refresh the Look Organizer


E On the Look Organizer toolbar, select Refresh.

The Look Organizer now reflects the changes made by other users, and you can continue
organizing Looks.

Default Looks and the Default Look Group


When you load a questionnaire definition for the first time, you select the initial Look group to be
applied. It is the default Looks within this Look group that IBM SPSS Data Collection Paper
applies to the questionnaire items. For example, Paper applies the default categorical Look in the
initial Look group to all of the categorical questions, the default numeric Look to all of the numeric
questions, and so on. In each Look group, you must define a default Look for each Look type.
However, if you load a questionnaire definition and the Look group that you have chosen does
not have a default Look for each Look type, Paper gives you the options of using the default
Looks in the default Look group for the missing types or of selecting another Look group. The
default Look group is the Look group that Paper uses when an initial Look group does not
contain a default Look for each Look type.
When you look at the list of Look groups and Looks in the Look Organizer or any of the other
dialog boxes, you can tell which is the default Look group and which are the default Looks
because they are shown in bold.
At installation, the Contemporary Look group is set as the default Look group. You can set any
Look group as the default group as long as that group contains a default Look for each of the Look
types, and the default compound Look contains default subLooks of each of the subLook types. If
the Look group that you have selected does not contain a default Look for each of the Look types,
you will see a message stating that you cannot use that Look group as the default group.
You cannot delete the default Looks from the default Look group, and you cannot remove the
default settings on these Looks without setting another Look as the default for the Look type.
You must set a default Look of each of the following Look types in the default Look group:

Information

Categorical

Boolean

Date

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Look Organizer

Numeric

Open-ended

Grid

Numeric grid

Compound, which in turn needs to contain a default subLook of each subLook type

Categorical show card

Grid show card

To Set a Default Look


E In the Look Organizer, select the Look that you want to make the default for its type within

its Look group.


E On the toolbar, select Default.

The selected Look is now the default Look for its type within its Look group, and its name is
displayed in bold. If another Look was previously set as the default for the same type within the
Look group, it is now displayed in a regular font to indicate that it is no longer the default.

To Set the Default Look Group


E In the Look Organizer, select the Look group that you want to make the default.
E On the toolbar, select Default.

The selected Look group is now the default Look group, and its name is displayed in bold. If
another Look group was previously set as the default Look group, it is now displayed in a regular
font to indicate that it is no longer the default.

Default SubLooks
When you apply a compound Look to a compound question, IBM SPSS Data Collection
Paper applies the default subLooks in the compound Look to the various parts of the compound
question. For each compound Look, you need to define a default subLook for each of the different
types of subLooks:

Question text

Compound separator

Shared list

Categorical

Grid

Numeric grid

Warning: Make sure that the default compound Look in the default Look group contain a default
subLook of each of these types. Otherwise, you will get an error when Paper uses the default
compound Look in the default Look group to format a compound question; for example, when

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you load a questionnaire that contains a compound question using an initial Look group that does
not contain a default compound Look or that contains a default compound Look, but it does not
contain a default subLook of each of the subLook types.
In dialog boxes, the names of the default subLooks are shown in bold.

To Set a Default subLook


E In the Look Organizer, select the subLook that you want to make the default for its type within a

compound Look.
E On the toolbar, select Default.

The selected subLook is now the default for its type within the compound Look, and its name is
displayed in bold. If another subLook was previously set as the default for the same type within
the compound Look, it is now displayed in a regular font to indicate that it is no longer the default.

Creating New Look Groups


You can create new Look groups when you save Looks or by using the Look Organizer. Select
New Look Group on the Look Organizer toolbar to create a new Look group with a temporary
name. Rename the new Look group and then you can copy or move Looks into it or save Looks
to it. You must set default Looks for the new Look group before you can use it when loading
a questionnaire definition.
Look group names must be unique, and the names of Looks must be unique within the Look
group. Look group names can contain up to 255 characters, including spaces. The names cannot
contain any of the following characters: \ / : * ? < > |

To Create a New Look Group


E On the Look Organizer toolbar, select New Look Group.

This creates a new Look group with a temporary name.


E Rename the new Look group.

Creating New Compound Looks


You can create new compound Looks when you save new or modified subLooks or by using the
Look Organizer. On the Look Organizer toolbar, select New Compound Look to create a new
compound Look with a temporary name. Rename the compound Look, and then you can copy or
move subLooks to it or save subLooks in it.
Compound Look names must be unique within the Look group. SubLook names must also
be unique within the Look group. Compound Look and subLook names can contain up to 255
characters, including spaces. The names cannot contain any of the following characters: \ / : *
? <>|

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Look Organizer

To Create New Compound Looks


E In the Look Organizer, click the Look group in which you want to create the compound Look.
E On the toolbar, select New Compound Look.

This creates a new compound Look with a temporary name.


E Rename the compound Look.

Note: Before you can apply a compound Look to a compound question, the compound Look must
contain a default subLook of each of the six subLook types.

Moving and Copying Looks


In the Look Organizer, you can:

Move Looks between Look groups by using standard drag-and-drop actions or by using the
Cut and Paste tools on the Look Organizer toolbar

Copy Looks between groups using the Copy and Paste tools on the Look Organizer toolbar

Copy and move the subLooks in a compound Look

You cannot move or copy Look groups or compound Looks.


Warning: You cannot move or delete the default Looks from the default Look group. If you want to
move or delete a default Look in this group, you must first set another Look of the same Look type
to be the default within the Look group or select another Look group to be the default Look group.

To Copy a Look
E In the Look Organizer, select the Look that you want to copy.
E On the toolbar, select Copy.
E Click the Look group into which you want to copy the Look.
E On the toolbar, select Paste.

Note: You cannot paste a Look into a Look group that contains a Look with the same name.

To Move a Look
E In the Look Organizer, select the Look that you want to move.
E On the toolbar, select Cut.

Note: You cannot delete a default Look from the default Look group. If you want to do this, you
must first define another Look within the group as the default for the Look type or select another
Look group as the default Look group.
E Click the Look group where you want to place the Look.
E On the toolbar, select Paste.

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Chapter 9

Note: You cannot move a Look into a Look group that contains a Look with the same name.

Renaming Looks and Look Groups


You can rename Looks and Look groups in the Look Organizer. Look group names must be
unique and the names of Looks must be unique within the Look group. Names of Looks and
Look groups can contain up to 255 characters, including spaces. They cannot contain any of the
following characters: \ / : * ? < > |

To Rename Looks and Look Groups


E In the Look Organizer, select the Look or Look group that you want to rename.
E On the toolbar, select Rename.

The name is highlighted, and the cursor is at the end of the name.
E Type the new name, and then press Enter. (To cancel, press Esc.)

Look and Look Group Descriptions


You can create descriptions for Looks and Look groups. The descriptions are displayed as
LookTips in dialog boxes when you point at a Look or a Look group. You can create and modify
descriptions in the Look Organizer. You can also enter a Look description when you save a Look.
Look descriptions should be short enough to read quickly yet provide enough information
to tell how the Look is different from other Looks and when the Look should be used instead
of the default Look.

To Change a Look Description


E In the Look Organizer, select the Look or Look group.
E On the toolbar, select Description.
Figure 9-2
Edit Description dialog box

Note: If a description exists for the Look, it is selected. You can delete the entire description using
the Delete or Backspace key or by typing a new description.
E Type a new description or edit the current description.

83
Look Organizer
E Click OK.

Deleting Looks
You can delete Looks that you no longer need using the Look Organizer. However, if you delete
a Look by accident, you cannot restore it unless you have made a backup copy of the Look
and Look group files. You cannot delete the default Look group or the default Looks in the
default Look group.
Warning: Do not attempt to delete a Look by deleting the files associated with it in Windows
Explorer.

To Delete a Look
E In the Look Organizer, select the Look.
E On the toolbar, select Delete.
E To confirm the deletion, click Yes in the Confirm Look Delete dialog box.
E To cancel the deletion, click No in the Confirm Look Delete dialog box.

Opening Looks and SubLooks


You can open a Look by selecting it in the Look Organizer and clicking Open. You can also
open all of the Looks within a Look group, although any compound Looks in the Look group
are excluded. You do this by selecting the Look group folder in the Look Organizer and clicking
Open. The Looks in the Look group are inserted into a new Word document. The name of each
Look appears above the Look itself. Opening an entire Look group enables you to compare Looks
(for example, to ensure that they are all the same width and that the mark and character fields line
up). However, if you make changes that you want to keep, you must save each Look individually.
Similarly, you can open a subLook by selecting it in the Look Organizer and clicking Open.
You can also open all of the subLooks within a compound Look by selecting the compound Look
in the Look Organizer and clicking Open. This enables you to compare the subLooks in the
compound Look. Just as with Looks, you need to save each subLook individually.
You can also open a Look by using the Open Look command on the IBM SPSS Data
Collection Paper menu. Place the cursor in a questionnaire item to which the Look has been
applied and then choose Open Look. This opens the Open Look dialog box, which is identical to
the Look Organizer in every way apart from its title. Click Open to open the Look.
You must save Looks by using the Save Look command on the Paper menu and not by using
the Save command on the Word File menu. Similarly, you save subLooks by using the Save
Compound Look command on the Paper menu. You can close a Look or subLook without saving
it by simply clicking Close.

Chapter

Opening and Saving Looks and


SubLooks

10

You can modify an existing Look or subLook in several ways. For example, you can:

Modify a Look by modifying a questionnaire item to which the Look is applied. (This method
is not available for compound Looks and subLooks.)

Open a Look or all of the Looks in one Look group using the Look Organizer.

Open a subLook or all of the subLooks in one compound Look using the Look Organizer.

Open a Look by selecting a questionnaire item to which it is applied and then selecting Open
Look on the IBM SPSS Data Collection Paper menu. This opens the Open Look dialog
box, which is identical to the Look Organizer. Click the Open button to open the Look.

When you open a Look or subLook, it is opened as a separate Word document. You can edit it
just like you can edit any other Word document, but you need to bear in mind the special nature
of Looks and subLooks. To retain their special functionality, you must save them by using the
Save Look and Save Compound Look commands on the Paper menu (and not by using the
Save command on the Word file menu). Do not attempt to edit Looks by opening the Look
files directly in Word.
You can create a new Look or subLook by opening an existing Look or subLook and saving it
with a different name or in a different Look group using the Save Look or Save Compound
Look commands on the Paper menu.
You can close a Look or subLook without saving it by simply clicking the close button.

To Modify a Look by Modifying a Question to Which It Is Applied


E Modify a questionnaire item that has the Look applied to itfor example, change the font

formatting, the content, the number of columns for the category list, and so on.
E To save the changes to the Look, from the IBM SPSS Data Collection Paper menu, choose
Save Look.

Note: You cannot modify a Compound Look or a subLook in this way.

To Open a Look from an IBM SPSS Data Collection Paper Document


E Place the cursor in a questionnaire item to which the Look you want to open has been applied.
E From the IBM SPSS Data Collection Paper menu, choose Open Look.

This opens the Open Look dialog box.


E Click the Open button to open the Look.

This opens the Look as a separate document. The name of the Look appears above the Look itself.
Licensed Materials - Property of IBM Copyright
IBM Corporation 2000, 2013

84

85
Opening and Saving Looks and SubLooks

To Open a Look or SubLook Using the Look Organizer


E In the Look Organizer, select the Look or subLook you want to open.
E Click Open.

This opens the Look or subLook as a separate document. The name of the Look or subLook
appears at the top.

To Open All of the Looks in a Look Group


E In the Look Organizer, select the Look group whose Looks you want to open.
E Click Open.

This opens all of the Looks (with the exception of any compound Looks) in the Look group in a
new Word document. The name of each Look appears above the Look itself.
Note: If you want to save changes to the Looks, you need to save them individually using the
Save Look command.

To Open All of the SubLooks in a Compound Look


E In the Look Organizer, select the compound Look whose subLooks you want to open.
E Click Open.

This opens all of the subLooks in the compound Look in a new Word document. The name of
each subLook appears above the subLook itself.
Note: If you want to save changes to the subLooks, you need to save them individually using the
Save Compound Look command.

To Save a Look
E Place the cursor in the table that represents the Look you want to save.
E From the IBM SPSS Data Collection Paper menu, choose Save Look.

This opens the General Information page of the Save Look Wizard.
E To save the Look with a new name, enter the new name in the Name text box.
E Paper uses the Paper character styles you have used in the Look to identify its type. Check that

the type is correct and change it if necessary.


E To save the Look in a different Look group, select the required Look group from the Group

drop-down list, or enter a new name to create a new Look group.


E Optionally, enter a description for the Look.
E For categorical, grid, and numeric grid Looks, click the Advanced button if you want to change the

category distribution or category replication.


E To see a preview of your Look before you save it, click Next.

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Chapter 10
E Click Finish.

Save Look: General Information


Figure 10-1
Save Look Wizard: General Information

The Save Look Wizard has two pages: General Information and Test New Look.
The General Information page sets the name, type, Look group, and description for the Look. The
Advanced button is available to set the category replication and category list distribution when
you save categorical, grid, and numeric grid Looks.
Name. Sets the name of the Look. Look names can contain up to 255 characters, including spaces,

but not the \ / : * ? < > | characters.


Type.IBM SPSS Data Collection Paper attempts to identify the Look type from the Paper

character styles used in the Look. Check that the type is correct. Sometimes you may need to
change it, particularly for numeric and open-ended Looks, which have similar character styles. If
Paper does not identify the type correctly for other Look types, you may have used inappropriate
character styles in the Look. Take a close look at the display on the right side of the wizard. If
there are any texts or symbols that are not identified by a color, it means that no character style has
been applied or that Paper has not recognized the character style applied.
Group. Sets the Look group in which to save the Look. You can select any available Look group,

or you can create a new Look group by entering a new name. Look group names can contain up to
255 characters, including spaces, but not the \ / : * ? < > | characters.
Description. Sets the LookTip that is displayed when you point at the Look in a dialog box.
Update document. Updates all of the questionnaire items to which this Look is applied with the
changes you have made.

87
Opening and Saving Looks and SubLooks

Apply Look to items using the original Look. Select when you are saving a Look with a new name

if you want Paper to apply this Look to questions that are currently formatted with the Look on
which this new one is based.
Advanced. Set the category distribution and category replication for categorical, grid, and numeric
grid questions.
Look analysis. Displays an analysis of the Look. It shows the texts in the Look in different colors

to aid in identifying errors in the design of the Look. The colors have no effect on the Look
itself. Four different colors are used.

Question style. Character styles that are not conditional and that relate to the question rather

than the answers. These include placeholders in mr Question Name character style to display
the name of the question and placeholders in mr Instruction character style to display
instructions to the interviewer or respondent.

Conditional question style. Conditional styles that relate to the question rather than the answers.

These include placeholders in conditional substitution character styles and text and symbols
in conditional display character stylesfor example, text in the mr Is Multiple conditional
display character style to instruct respondents to select as many boxes as apply.

Category style. Character styles that are not conditional and that relate to the answers to the

questionfor example, styles that insert category texts or that identify mark fields.

Conditional category style. Conditional styles that relate to the answers to the question.

These include placeholders in conditional substitution character styles, text and symbols
in conditional display character styles, and placeholders in conditional insertion character
stylesfor example, placeholders in the mr Go To Short Name character style to identify the
short name of the next question for categories that have Go To information recorded.
You can save the Look directly from this page by clicking Finish or you can test the new Look
by clicking Next.

Save Look: Advanced Options


Figure 10-2
Save Look Wizard: Advanced dialog box

When you are saving Looks and subLooks for categorical, grid, or numeric grid questions, you
can set additional options by clicking the Advanced button in the Save Look and Save Compound
Look wizards. Advanced options set the category distribution and category replication.

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Chapter 10

Category Distribution. Available only for categorical Looks that have a multiple column category
list. Defines the way categories are distributed between the columns. Choose one of the following:

Across, then down. Presents the categories horizontally, row by row.

Down, then across. Presents the categories vertically, column by column.

The default value is set on the Save Look tab in the IBM SPSS Data Collection Paper Options
dialog box.
Category Replication. Available only for categorical, grid, and numeric grid Looks and subLooks.

Defines which category rows are replicated when you apply the Look to a question that has more
rows in its category list than are defined in the Look. This means that you can use the same Looks
for questions with category lists of different lengths.

First category row. Defines the first category row to be replicated.

Last category row. Defines the last category row to be replicated.

The default value is set on the Save Look tab in the Paper Options dialog box.
Example. Suppose you want only the first category to have a line above it and you want the second

category and each subsequent alternate one to have a gray background. You can achieve this by
creating a Look with three categories. Format the second category with a gray background, and
the first and third categories with a white background. Use the table border feature to display a line
above the first category. When you save the Look, set the category replicationset First category
row to 2 and Last category row to 3. When you apply the Look to a question that has five categories,
the first category has a line above it, the second and fourth categories have a gray background, and
the first, third, and fifth categories have a white background.
Note: If you are designing Looks with several rows in the answer portion and plan to use category
replication, every row in the Look must have the same number of cells in the table.
Tip: Unless you plan to create different formats for different rows, you need create only one
category row in the answer portion of Looks.

89
Opening and Saving Looks and SubLooks

Save look: Test New Look


Figure 10-3
Save Look Wizard: Test New Look

If you have an IBM SPSS Data Collection Paper document open, before you finish saving a
Look, you can see how it will appear when it is applied to the questionnaire items. To see the
preview, click the Next button in the first page of the Save Look Wizard. This opens the Test New
Look page of the Save Look Wizard.
Questionnaire list. Displays items in the questionnaire that match the type of the Look you are
saving. Initially, the items are sorted in the order set on the View tab in the Paper Options dialog
box. You can choose another sort order from the Order By list. You can sort the items by their
position in the questionnaire, by their name, or by their questionnaire item type.
Preview. Displays the currently selected questionnaire item as it will appear in the document with

the Look applied to it. Click in the preview pane to zoom in and out.
After you have saved the Look, you should test it thoroughly on sample or test questionnaires to
ensure that it works as you expect. If you are using IBM SPSS Data Collection Paper - Scan
Add-on, your testing should include using the Look in a questionnaire and running the Transfer
to Scanning Software command. Examine the mark and character fields in ReadSoft FORMS
Manager to ensure that the ReadSoft FORMS fields exactly match the printed fields.

To Save a SubLook
E Place the cursor in the table that represents the subLook you want to save.

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Chapter 10
E From the IBM SPSS Data Collection Paper menu, choose Save Compound Look.

This opens the first page of the Save Compound Look Wizard.
E Enter the names of the compound Look and the Look group to which you want the subLook

to belong.
E Optionally, enter a description for the compound Look.
E Click Next to go to the second page of the Save Compound Look Wizard.
E Enter a Name for the subLook.
E Paper uses the Paper character styles you have used in the subLook to identify its type. Check that

the type is correct and change it if necessary.


E Optionally, enter a Description for the subLook.
E For categorical, grid, and numeric grid subLooks, click the Advanced button if you want to change

the category replication.


E To see a preview of the subLook before you save it, click Next.
E Click Finish.

Save Compound Look Wizard: First Page


Figure 10-4
Save Compound Look Wizard: First page

The Save Compound Look Wizard has three pages. The first page sets the name, group, and
description for the compound Look.

91
Opening and Saving Looks and SubLooks

Name. Sets the name of the compound Look. You can select any available compound Look or you

can create a new compound Look group by entering a new name. Compound Look names can
contain up to 255 characters, including spaces, but not the \ / : * ? < > | characters.
Group. Sets the Look group in which to save the compound Look. You can select any available

Look group, or you can create a new Look group by entering a new name. Look group names can
contain up to 255 characters, including spaces, but not the \ / : * ? < > | characters.
Description. Sets the LookTip that is displayed when you point at the compound Look in a

dialog box.
Post-processing. Select this option if you want IBM SPSS Data Collection Paper to

automatically format compound questions to fill the available page width after this compound
Look is applied. Deselect this option if you do not want Paper to adjust the sizing of compound
questions after applying the compound Lookfor example, because you want to use the Look on
a two-column page.
Look analysis. Displays an analysis of the subLook. It shows the texts in the subLook in different

colors to aid in identifying errors in the design of the subLook. The colors have no effect on the
subLook itself. Four different colors are used.

Question style. Character styles that are not conditional and that relate to the questions rather

than the answersfor example, placeholders in mr Question Name character style to display
the name of the question and placeholders in mr Instruction character style to display
instructions to the interviewer or respondent.

Conditional question style. Conditional character styles that relate to the questions rather than

the answers. These include placeholders in conditional substitution character styles and text
and symbols in conditional display character styles.

Category style. Character styles that are not conditional and that relate to the question

answersfor example, styles that insert and identify categories and mark fields.

Conditional category style. Conditional character styles that relate to the question answersfor

example, placeholders in conditional substitution character styles, text and symbols in


conditional display character styles, and placeholders in conditional insertion character styles.
Click Next to open the second page of the Save Compound Look Wizard.

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Chapter 10

Save Compound Look Wizard: Second Page


Figure 10-5
Save Compound Look Wizard: Second page

The Save Compound Look Wizard has three pages. The second page sets the name, type, and
description of the subLook. The Advanced button to set the category replication is available when
you save categorical, grid, and numeric grid subLooks.
Name. Sets the name of the subLook. SubLook names can contain up to 255 characters, including

spaces, but not the \ / : * ? < > | characters.


Type.IBM SPSS Data Collection Paper attempts to identify the subLook type from the Paper

character styles used in the subLook. Check that the type is correct. Sometimes you may need to
change it. If Paper does not identify the type correctly, you may have used inappropriate character
styles in the subLook. Take a close look at the display on the right side of the wizard. If there are
any texts or symbols that are not identified by a color, it means that no character style has been
applied or Paper has not recognized the character style applied.
Description. Sets the LookTip that is displayed when you point at the subLook in a dialog box.
Update document. Select this check box if you want Paper to automatically update all of the

compound questions to which this subLook is applied with the changes you have made.
Advanced. Sets the category replication for categorical, grid, and numeric grid subLooks.
Look analysis. Displays an analysis of the subLook. This is identical to the Look analysis shown

on the General Information page of the Save Compound Look Wizard.


You can save the subLook directly from this page by clicking Finish or you can test the new
subLook by clicking Next.

93
Opening and Saving Looks and SubLooks

Save Compound Look Wizard: Test New SubLook


Figure 10-6
Save Compound Look Wizard: Third page

If you have an IBM SPSS Data Collection Paper document open, before you finish saving
a subLook, you can see how a question will appear with the new subLook applied. To see the
preview, click the Next button on the second page in the Save Compound Look Wizard. This
opens the Test New Look page of the Save Compound Look Wizard.
After you have saved the subLook, you should test it thoroughly on sample or test questionnaires
to ensure that it works as you expect. If you are using IBM SPSS Data Collection Paper - Scan
Add-on, your testing should include using the compound Look in a questionnaire and running the
Transfer to Scanning Software command. Examine the mark and character fields in ReadSoft
FORMS Manager to ensure that the ReadSoft FORMS fields exactly match the printed fields.

Save Look Options


You can change some of the default settings in the Save Look and Save Compound Look wizards
by changing the settings on the Save Look tab in the IBM SPSS Data Collection Paper
Options dialog box. You can also change the colors used for the Look analysis in the Save Look
and Save Compound Look wizards.

94
Chapter 10
Figure 10-7
IBM SPSS Data Collection Paper Options: Save Look tab

Initially select Update document. Controls the default setting of the Update document check boxes

in the Save Look and Save Compound Look wizards.


Default Category Distribution. Controls the default category distribution, which defines the way

categories are distributed between columns in multiple column category lists. The options are:

Across, then down. Presents the categories horizontally, row by row.

Down, then across. Presents the categories vertically, column by column.

Preview Colors. Defines the colors used in the Look analysis in the Save Look and Save Compound

Look wizards. The Look analysis pane shows the various parts of the Look in different colors to
aid you in identifying errors in the design of the Look. The colors have no effect on the Look
itself. The four possible parts of a Look are identified in different colors. You can select the colors
to be used for each part of the Look from a list of 15 possible colors.

Question Style. Defines the color to be used to identify the character styles that relate to the

question.

Conditional Question Style. Defines the color to be used to identify the conditional character

styles that relate to the question.

Category Style. Defines the color to be used to identify the character styles that relate to the

categories in a categorical, grid, or numeric grid question.

Conditional Category Style. Defines the color to be used to identify the conditional character

styles that relate to the categories in a categorical, grid, or numeric grid question.

To Change the Save Look Options


E From the IBM SPSS Data Collection Paper menu, choose Options and then click the Save
Look tab.
E Change the settings as required.

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Opening and Saving Looks and SubLooks
E Click OK.

Chapter

Understanding Looks

11

Looks consist of two sections:

Question or Information Portion. Typically contains the text of the question or information

item. May also contain the name or short name of the item, along with instructions, standard
phrases, such as Select all that apply, and data entry notation.

Answer Portion. The part of the Look where interviewers or respondents indicate the answer to

the question. The answer portion varies from question type to question type. In categorical
Looks, the answer portion contains the category list and the mark fields that the respondent
circles or checks to indicate the chosen category. In numeric and open-ended Looks, the
answer portion contains a character field where respondents write their answers. Information
items do not contain an answer portion.
Figure 11-1
The two sections of a categorical Look
Q# mrQuestionText
Question portion

MRINSTRUCTION MRSINGLEMULTIPLETEXT

mrCategoryText

Q#

Answer portion

Mark Fields and Character Fields


Mark Fields. These are where respondents indicate their answers to categorical and grid questions.

Mark fields can be category names or short names that respondents circle or symbols or boxes
that they check. In Looks for use with IBM SPSS Data Collection Paper - Scan Add-on,
mark fields are usually boxes.
Character Fields. These are where respondents write their answers to numeric, numeric grid, and
open-ended questions, and to Other Specify categories of categorical questions. Character fields
can be lines, boxes, spaces, or series of boxes or spaces in which respondents or interviewers
write their answers.

IBM SPSS Data Collection Paper Character Styles


The information that is displayed when a Look is applied to a question is controlled by the special
IBM SPSS Data Collection Paper character styles that have been applied in the Look. Most
of the Paper character styles act like merge fields and define the information to be displayed.
Because of the way character styles are used in Paper, you cannot use character styles to apply
formatting. However, you can apply formatting directly in the Looks and by using paragraph
styles in the standard way.
When you apply a Look to a questionnaire item, Paper displays any text that does not have an
Paper character style applied to it exactly as it appears in the Look.
Licensed Materials - Property of IBM Copyright
IBM Corporation 2000, 2013

96

97
Understanding Looks

The Paper character styles fall into five groups:

Insertion. Use to insert information from the questionnaire definition. For example, suppose

you want to show question short names on the paper questionnaire. You achieve this by
entering a placeholder, such as Q#, to which you apply the mr Question Short Name insertion
character style. When you apply the Look to a question, Paper replaces the placeholder with
the questions short name.

Identification. Use to identify mark and character fields. For example, suppose you want

the mark fields to appear as small squares that respondents can mark. You achieve this by
inserting a square symbol in the appropriate position in the answer portion of the Look and
applying the mr Category Answer character style to it. The mr Category Answer character
style identifies the square symbol as the mark field for the category. When you apply the
Look to a categorical question, Paper displays the boxes in the position defined in the Look.
You also use identification character styles to identify mark fields to IBM SPSS Data
Collection Paper - Scan Add-on.

Data Entry Notation. Use to insert data entry notation to help data entry personnel enter

responses correctly. For example, suppose you want to display card and column information
for a numeric question in the paper questionnaire. You achieve this by typing a placeholder,
such as 123, in the Look and applying the mr Question Card Column character style to it.
When you apply the Look to a question, Paper replaces the placeholder with the card and
column information for the question.

Conditional Display. Use to display text or symbols that you enter in the Look when a condition

defined for the character style is true. For example, suppose some, but not all, categories have
Go To information, and you want the Go To reference for these categories to be preceded by
an arrow symbol. You insert the Go To reference using an insertion character style, which
inserts the information only when Go To information is available. You do not want the arrow
symbol to appear beside categories that do not have Go To information, so you insert an arrow
symbol into the correct position in the Look and apply the mr Category Is Go To conditional
display character style to it. When you apply the Look to a question, Paper displays the arrow
symbol only for categories that have Go To information.

Conditional Substitution. Use to insert standard texts. You define the standard texts on the

Character Styles tab in the Paper Options dialog box. For each style, you can select a condition
(for example, that the question is single response) and a text to insert when the condition is
true, and, optionally, a different text to insert when the condition is false. You define these
texts once and can use them in as many Looks as you like; therefore, changing the wording is
simple. You can also enter translations of these texts for use in multilingual studies.

Insertion Character Styles


You use insertion character styles in Looks to insert information from the questionnaire definition.
The names of the insertion character styles indicate what they insert. For example, use the mr
Question Text character style to insert question text, the mr Category Text character style to insert
category texts, and so on.
You do not have to include insertion character styles for all of the information that is available
in the questionnaire definition. For example, if the questionnaire definition contains both a name
and a short name for each item, you can decide which one to use in the paper questionnaire. If
you decide to use the short name, you create a Look that includes a placeholder to which the mr

98
Chapter 11

Question Short Name character style is applied. When you apply the Look to a question, IBM
SPSS Data Collection Paper inserts the question short name and ignores the question name.
Sometimes, Looks contain insertion character styles for information that is not defined for
every question. For example, some, but not all, questions have an instruction text defined. You
can apply the mr Instruction character style to a placeholder in a Look and apply it to all questions
regardless of whether they have an instruction text defined. If a question has an instruction text,
Paper displays it in the appropriate position. For questions that do not have an instruction text,
Paper displays nothing in that position.

List of Insertion Character Styles


Style Name
mr Question Text

mr Question Name

mr Question Short Name


mr Category Text

mr Category Name

mr Category Value
Note: This style is effectively replaced by the
mr Keycode style starting with version 5.6. To
maintain backwards compatibility, IBM SPSS
Data Collection Paper will continue to process this
style if you open an older look version.
mr Grid Subquestion Text
mr Grid Subquestion Name
mr Information Text
mr Information Name
mr Information Short Name

mr Instruction

mr Keycode

Inserts
The question text that you want to present to
respondents; for example, Which museums or art
galleries have you visited or do you intend to visit?
The question name, which is a unique identifier that
allows you to track a question over time and across
survey instruments (for example, museums).
A shorter version of the question name. It is often
the question number, such as Q14.
The category text that you want to present to the
user. For example, National Museum of Science,
Museum of Design, and so on. In shared list
subLooks, it inserts the subquestion text of grid and
numeric grid questions as well as the category text
of categorical questions.
The category name, which uniquely identifies the
category within the category list. For example,
SCIENCE, DESIGN, and so on.
A numeric identifier for the category within the
question. For example, 1, 2, and so on.

The subquestion text that you want to present to the


user in a grid question.
The name that uniquely identifies a subquestion
within a grid subquestion list.
The text of an information item.
The unique name of an information item.
The short name of an information item. (This is
reserved for future use because you cannot create a
short name for an information item in any of the
current authoring tools.)
Instruction text for a question or information
item. For example, Only if answered Yes to Q13.
(Currently, In2form is the only authoring tool in
which you can create instruction texts that can be
inserted using this character style.)
The keycode value defined in the metadata
document.

99
Understanding Looks

Style Name
mr Range Maximum

mr Range Minimum

mr Category Go To Cross-reference

mr Category Go To Name
mr Category Go To Short Name
mr Category Other Specify Name

Inserts
For numeric questions, the maximum value
permitted in the answer. For open-ended questions,
the maximum number of characters permitted in the
answer. For categorical questions, the maximum
number of categories allowed in the answer.
For numeric questions, the minimum value allowed
in the answer. For open-ended questions, the
minimum number of characters allowed in the
answer. For categorical questions, the minimum
number of categories allowed in the answer.
For categories that have Go To information, a
cross-reference to the page that contains the next
question to ask.
For categories that have Go To information, the
name of the next question to ask.
For categories that have Go To information, the
short name of the next question to ask.
The name of the variable that holds the open-ended
responses to an Other Specify category.

Using Insertion Character Styles


Looks can contain a number of different insertion character styles. However, some insertion
character styles are used only in certain types of Looks and only in certain positions. The
following table lists the different insertion character styles, the Looks they are used in, and their
position in the Look.
Look Types
All except Information
All except Information

Portion
Question
Question

mr Question Short Name All except Information

Question

mr Category Text

Answer

Character Style Name


mr Question Text
mr Question Name

mr Category Name

Categorical, grid, and


numeric grid
Categorical, grid, and
numeric grid
Categorical, grid, and
numeric grid

mr Category Value
Note: This style is
effectively replaced by
the mr Keycode style
starting with version 5.6.
To maintain backwards
compatibility, IBM
SPSS Data Collection
Paper will continue to
process this style if
you open an older look
version.
mr Grid Subquestion
Grid and numeric grid
Text

Answer
Answer

Answer

In subLooks
Question text
All except shared list
and compound separator
All except shared list
and compound separator
Shared list
Categorical, grid, and
numeric grid
Categorical, grid, and
numeric grid

Not used

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Chapter 11

Character Style Name


mr Grid Subquestion
Name
mr Information Text
mr Information Name
mr Information Short
Name
mr Instruction
mr Keycode
mr Range Maximum

Look Types
Grid and numeric grid

Portion
Answer

In subLooks
Grid and numeric grid

Information
Information
Information

Information
Information
Information

Not used
Not used
Not used

All
Categorical, grid, and
numeric grid
Categorical, numeric,
numeric grid, and
open-ended
Numeric grid
Categorical

Information and question Question text


Answer
Categorical, grid, and
numeric grid
Question
Question text

mr Range Minimum
mr Category Go To
Cross-reference
mr Category Go To
Categorical
Name
mr Category Go To Short Categorical
Name
mr Category Other
Categorical
Specify Name

Question
Answer

Question text
Not used

Answer

Not used

Answer

Not used

Answer

Not used

To Insert Information from the Questionnaire Definition in a Look


E Open a Look to modify.
E Select the position where you want the information from the questionnaire definition inserted and

enter a placeholder.
Tip: Make the placeholder approximately the same length as the information that will be inserted.
This helps to ensure that there is enough space for the information.
E Apply the appropriate insertion character style.
E Apply font formatting.

Go To Cross-References
Routing instructions are generally given in the form of the name or question name of the next
question to ask. You insert these into the category rows in categorical Looks using placeholders to
which you have applied the mr Category Go To Name or mr Category Go To Short Name character
style. When you apply Looks containing these character styles to a question, IBM SPSS Data
Collection Paper inserts the names or short names of the next question to ask for any category that
is defined in the questionnaire definition with Go To information.
However, sometimes you may prefer to insert the number of the page that contains the next
question to ask; for example, when the next question is at the start of a new section that appears
on a separate sheet. You can do this using the mr Category Go To Cross-reference character
style. Unlike the other insertion character styles that insert information from the questionnaire

101
Understanding Looks

definition, mr Category Go To Cross-reference inserts a Word cross-reference to the appropriate


page in the Word document.
When you open or save a Look that contains this character style, Word displays the text Error!
Bookmark Not Defined. This is because Word cannot insert the cross-reference because the page it
references is not present in the Look file. As soon as you apply the Look to a question, Word can
insert the cross-references and the message disappears, although Word does not normally update
cross-references until you print the document or use the Update Fields command. However,
when you load a questionnaire definition using Looks that contain this character style, the
cross-references are automatically updated.

Identification Character Styles


Identification character styles identify mark fields and character fields but do not affect the way
they appear in the printed questionnaire.
Identifying mark fields. Generally, you identify a mark field that consists of a symbol like a box
or circle by applying the mr Category Answer identification character style to the symbol in
the Look. However, sometimes you may want to use different symbols for multiple response
questions and single response questions. For example, you may want to use circles in single
response questions and squares in multiple response questions. If you are using IBM SPSS
Data Collection Paper - Scan Add-on, you do this by creating separate Looks for single response
and multiple response questions. However, if you are not using Paper - Scan Add-on, you can
insert both symbols into one Look and apply the mr Is Single character style to the circle and the
mr Is Multiple character style to the square. These are conditional display character styles that can
act as identification character styles. If you are using Paper - Scan Add-on, mark fields must also
be identified by a placeholder in the mr Category Scanning ID character style immediately to the
right of the mark fields. Identification character styles are not necessary in Looks for questions in
which respondents circle the category names or short names.
Identifying character fields. If you create character fields using SPSS masked controls, with the

exception of character fields for Other Specify categories, you do not need to add any additional
identifying information for either IBM SPSS Data Collection Paper or Paper - Scan Add-on
because the identifying information is contained within the control. When you use SPSS masked
controls for Other Specify category character fields, you need to apply the mr Category Other
Specify Object identification character style. If you are using Paper - Scan Add-on, you must
create all character fields using SPSS masked controls. However, if you are not using Paper - Scan
Add-on, you can use the formatting features of Word to create character fields in a Look. You then
apply the appropriate identification character style to the character field.

List of Identification Character Styles


Style Name
mr Category Answer
mr Category Other Specify Answer
mr Category Other Specify Object

Identifies
Category mark field
Other Specify character field for categories that
have an Other Specify
SPSS masked control for use as Other Specify
character field for categories that have an Other
Specify

102
Chapter 11

Style Name
mr Category Scanning ID
mr Numeric Grid Answer
mr Question Answer
mr Grid Subquestion Flag

Identifies
Category mark field for IBM SPSS Data
Collection Paper - Scan Add-on
Character field in a numeric grid
Open-ended or numeric character field
Grid mark field or numeric grid character field in a
compound look

Data Entry Character Styles


You can insert data entry notation in Looks to help data entry personnel enter the respondents
answers correctly.
There are two kinds of data entry notation:

Card Column. Displays the card, column, and punch characters for card column data entry. The

card refers to the punch cards early computers used to read information. Typically, these cards
had 80 columns of 12 rows, and the card column notation in use today reflects this. You insert
card column data entry notation using special data entry character styles.

Variable. Displays a unique identifier for each question, subquestion, and category. You

insert variable-based data entry notations using the standard insertion character styles (for
example, mr Question Name, mr Question Short Name, mr Category Name, mr Keycode, and
mr Category Other Specify Name).
Card column data entry notation is generally displayed next to the mark and character fields. Your
house style may require that data entry notation appears in a specific position. If necessary, you can
open the installed Looks and move the data entry notation placeholders to the required position.
Alternatively, you can design new Looks to display the data entry notation in the required position.
IBM SPSS Data Collection Paper inserts the card column notation directly from the
questionnaire definition and does not check that it is correct.

List of Data Entry Character Styles


Style Name
mr Category Card Column

mr Category Other Specify Card Column


mr Category Punch Value
mr Question Card Column

Inserts
Combined card and column details within brackets
for the categories in categorical, grid, and numeric
grid questions (for example, (134), which represents
column 34 on card 1, and (211), which represents
column 11 on card 2)
Combined card and column details within brackets
for the response to Other Specify categories
Category punch characters
Combined card and column details within brackets
for numeric and open-ended questions

103
Understanding Looks

Card Column Notation in Numeric and Open-Ended looks


For numeric and open-ended questions, add a placeholder to the Look in the required position and
apply the mr Question Card Column character style. When you apply the Look to a question in
which more than one column is allocated to the response, IBM SPSS Data Collection Paper
displays the first and last columns separated by a hyphen, for example, (171-173).
The different authoring tools vary in how they allocate columns to open-ended questions.
In2Form allocates columns for entering the verbatim text, whereas, by default, IBM SPSS
Quanquest allocates columns for the coded response. For more information, see the
documentation provided with the authoring tools.
Figure 11-2
Open-ended question showing details of the card and columns allocated to the coded responses
Q35 How could the signs be improved?
(171-173)

Card Column Notation in Categorical Looks


For categorical questions, you can display card, column, and punch character details.

To display the card and column details, add a placeholder to each category in the Look and
apply the mr Category Card Column character style. When you apply the Look to a question,
IBM SPSS Data Collection Paper displays the card and column details for the first
category. It displays the details on subsequent categories only when the column number
changes.

To display the punch characters, add a placeholder to each category in the Look and apply
the mr Category Punch Value character style. When you apply the Look to a question, Paper
replaces the placeholder with the punch character. The different authoring tools generate the
punch characters in different ways. For more information, see the documentation provided
with the authoring tools.

If there are any character fields for Other Specify categories, add a placeholder beside each
character field in the Look and apply the mr Category Other Specify Card Column character style.
The different authoring tools vary in how they allocate columns to the responses to Other Specify
questions. In2Form allocates columns for entering the verbatim text, whereas IBM SPSS
Quanquest allocates columns for the coded response.

104
Chapter 11
Figure 11-3
Categorical question with punch characters as mark fields and an Other Specify category

Q5 What type of school or college do you attend?

Card and column details


inserted using the mr
Category Card Column
character style

SELECT ONE RESPONSE ONLY

1 (112)
High school
2
Art college
3
Technical/business college
4
Teacher training college
5
University
Other (Please write in) _____________ (113-115) 6
Not answered

Punch character inserted


using the mr Category
Punch Value character
style

Card and columns


allocated to the Other
Specify character field
inserted using the mr
Category Other Specify
Card Column character
style

Card Column Notation in Grid Looks


For grid questions, you can display both card and column, and punch character details for each
subquestion. Frequently, the punch characters are used as the mark fields, which respondents
circle to indicate their answer.

To display the card and column details, add a placeholder to each category in the Look and
apply the mr Category Card Column character style. When you apply the Look to a question,
IBM SPSS Data Collection Paper displays the card and column details for the first
category. It displays the details on subsequent categories only when the column number
changes.

To display the punch characters, add a placeholder to each category in the Look and apply
the mr Category Punch Value character style. When you apply the Look to a question, Paper
replaces the placeholders with the punch characters.

When more than one column is allocated to a subquestion, data entry personnel may find it easier
to understand which punch characters belong in each column if you separate the punch characters
belonging to different columns with a line. You need to add the line to the question manually (for
example, by putting a border on the right edge of the table column that displays the last punch
character of each column).

105
Understanding Looks
Figure 11-4
Grid question with punch characters as mark fields and card column notation
Q30 How interested were you in the museum displays?
SELECT ONE RESPONSE IN EACH ROW

Not at all
interested

Not
particularly
interested

No
opinion

Slightly
interested

Very
interested

Not
seen

Dinosaurs

1 (430)

Conservation

1 (431)

Fish and reptiles

1 (432)

Fossils

1 (433)

Birds

1 (434)

Insects

1 (435)

Whales

1 (436)

Mammals

1 (437)

Minerals

1 (438)

Ecology

1 (439)

Botany

1 (440)

Origin of Species

1 (441)

Human biology

1 (442)

Evolution

1 (443)

Wildlife in danger

1 (444)

Card Column Notation in Numeric Grid looks


For numeric grid questions, you must display the card and column details for each cell in the
numeric grid. You do this by adding a placeholder to the Look in the required position and
applying the mr Category Card Column character style. When more than one column is allocated
to the response, IBM SPSS Data Collection Paper displays the first and last columns separated
by a hyphen, for example, (175-178).

106
Chapter 11
Figure 11-5
Numeric grid question showing card and column details
Q29 What do you remember seeing first, second, third, and so on?
(ENTER 1 FOR THE GALLERY YOU SAW FIRST, 2 FOR THE GALLERY YOU
SAW SECOND, AND SO ON.)

Order of viewing
Dinosaurs .................................
Conservation .............................
Fish and reptiles .......................
Fossils ......................................

(414)
(415)
(416)
(417)

Birds .........................................

(418)

Insects ......................................

(419)

Whales .....................................

(420)

Mammals ..................................
Minerals ....................................
Ecology .....................................
Botany .......................................
Origin of species .......................
Human biology ..........................

(421)
(422)
(423)
(424)
(425)
(426)

Evolution ...................................

(427)

Wildlife in danger ......................

(428)

Other .........................................

(429)

To Add Data Entry Notation to a Look


E Open a Look to modify.
E Select the position where you want the data entry notation inserted and enter a placeholder.

Tip: Creating a placeholder of approximately the same length as the text that is inserted for the
data entry notation helps to ensure that there is enough space for the notation.
E Apply the appropriate data entry notation character style.
E Apply font formatting.

Note: Always apply the IBM SPSS Data Collection Paper character styles before you apply
formatting. If you apply the Paper character styles after you apply formatting, your formatting
changes will be lost.

Standard Phrases and Conditional Styles


Market researchers use standard phrases for instructions to the interviewer or respondent, such
as Select all that apply and Probe. Instructions need to be easy to distinguish from the question
itself and are usually formatted differently from the rest of the question. For example, instructions
are often formatted in capital letters or italics.
You can write instructions using the authoring tools, so that the instructions become part of
the questionnaire definition. You can then include them in the paper questionnaire by entering
a placeholder in a Look in the mr Instruction character style. When you apply the Look to a
question, IBM SPSS Data Collection Paper replaces the placeholder with the instruction text

107
Understanding Looks

associated with the question. If the question does not contain an instruction text, Paper does
not insert anything.
It is not always possible to include instructions when you are authoring the study. Sometimes,
you may need to use instructions that are different from those entered in the authoring tool, and
you may want to display different instructions in different circumstances. You can add instructions
by using conditional character styles, which insert texts according to rules that you can define.
There are two types of conditional character styles:

Conditional Display. You enter the text or symbols that you want to insert directly into the

Look and apply the appropriate conditional display character style. When you apply the
Look to a question, Paper inserts or hides the text or symbol, depending on whether the
condition defined in the character style is true or false. This method has the disadvantage that
it cannot handle translations, so in the installed Looks, it is just used for inserting symbols
that do not need translating.

Conditional Substitution. You apply one of the conditional substitution character styles to a

placeholder in a Look. When you apply the Look to a question, Paper replaces the placeholder
with the text defined in the character style for the condition that applies to the question. For
example, you can define a conditional substitution character style that tests whether a question
is single response or multiple response. You can define one text, such as Select one response
only, for single response questions and a different text, such as Select all that apply, for
multiple response questions. When you apply the Look to a single response question, Paper
inserts Select one response only, and when you apply the Look to a multiple response question,
Paper inserts Select all that apply. Conditional substitution character styles have the advantage
that you need to enter the text only once for use in many Looks and you can translate the texts.
Sometimes, you may want to insert the same text into all questions that a Look is applied to. You
can do this by creating a conditional substitution style and defining the same text for use when the
condition is both true and false. You must use this method if you want the text to be translated.
Alternatively, you can enter the text directly into the Look with no character style applied to it.
(To remove a character style, select the text and press Ctrl-spacebar, or select Clear All from the
Styles list in Word. However, text inserted directly into the Look cannot be translated.

Conditional Display Character Styles


Conditional display character styles insert or display texts and symbols based on a property of a
question or category. You enter the text or symbol that you want to insert directly into the Look
and apply the appropriate display character style. When you apply the Look to a question, IBM
SPSS Data Collection Paper inserts the text or symbol if the condition defined in the character
style is true. Because the text is entered directly into the Looks, you cannot translate it. For that
reason, the installed Looks use conditional display character styles only for inserting symbols
that do not need to be translated, and they use conditional substitution character styles to insert
standard phrases. Phrases defined in conditional substitution character styles can be inserted into
any number of Looks, and they can be translated.
For conditions based on a property of a question, enter the symbols or texts in the question
portion of the Look. For conditions based on a property of a category, enter the symbols or texts in
the answer portion of the Look. If a Look has more than one category row or has multiple columns

108
Chapter 11

for the category list, add the conditional display texts or symbols to each category in the Look.
This ensures that the symbols are displayed for all of the categories to which the condition applies.
Sometimes you may need to combine texts and symbols using two or more styles.
Note: You cannot delete or modify the installed conditional display character styles. However,
you can create new conditional display character styles and use them in Looks. You can add, edit,
and remove any conditional display character styles that you create yourself.

List of Installed Conditional Display Character Styles


Style name
mr Category Is Go To
mr Category Is Multiple
mr Category Is Other Specify
mr Category Is Single
mr Is Multiple
mr Is Randomized
mr Is Range
mr Is Reversed
mr Is Rotated
mr Is Single

Condition
Category has Go To defined
Category is single response
Category has Other Specify
defined
Category is single response
Question is single response
Question is randomized.
Question has limited answer range
Question is reversed
Question is rotated
Question is single response

Display if
True
False
True
True
False
True
True
True
True
True

Reversed, Rotated, and Randomized Presentations


Market researchers sometimes change the presentation of a category list in an attempt to reduce
bias. The common methods of doing this in paper questionnaires are:

Reversed presentation. The list is presented top-down to some of the respondents and reversed

(bottom-up) to the others.

Rotated presentation. The list is presented rotated by one for each respondent. For example,

in a list of four categories, there would be four presentations: (1, 2, 3, 4), (2, 3, 4, 1), (3,
4, 1, 2), (4, 1, 2, 3).

Randomized presentation. The list is presented with randomized respondents.

In the authoring tools, you can define that a question is to be presented reversed, rotated, or
randomized. Although IBM SPSS Data Collection Paper does not format these questions
differently, you can add an instruction telling the interviewer to reverse, rotate, or randomize
the category or subquestion list (for example, Reverse list and tick start). You do this using
conditional character styles and the Question Is Reversed, Question Is Rotated, and Question
Is Randomized conditions.

To Add Symbols to a Look Using a Conditional Display Style


E Open the Look.
E Enter the symbol or text that you want to display in the position you want it to appear.
E Apply the appropriate conditional display character style.

109
Understanding Looks
E Apply font and/or paragraph formatting.
E Save the Look.

Conditional Display Dialog Box


You can use the Conditional Display dialog box to create new, and edit existing, conditional
display character styles. You can create your own conditional display character styles so that you
can create Looks that display information based on the conditions you choose.
For existing conditional display category styles, you can change the conditions on which they
are based, but you cannot change their name. The next time you apply a Look that uses a modified
conditional display character style, IBM SPSS Data Collection Paper uses the new rules to
determine whether to display texts and symbols to which the style has been applied.
Figure 11-6
Conditional Display dialog box

Style Name. Defines the name for the conditional display character style. The name must be
unique, can be up to 255 characters long, and must not start with the mr prefix, which is reserved
for character styles supplied with Paper. You cannot change the name of existing styles.
Style Condition. Defines the condition that determines whether texts or symbols that have the style

applied are displayed or not. Select from the following conditions:

Question is rotated

Question is reversed

Question is randomized

Question has limited answer range

Question has card/column definition

Question is single response

Category is single response

Category has Other Specify defined

Category has Go To definition

Category has card/column definition

Grid has card/column definition

Question has special answer DK

Question has special answer NA

Question has special answer Ref

110
Chapter 11

Note: The three Question has special answer conditions test for special categories that have been
defined as Dont Know (DK), No Answer (NA), and Refused to answer (Ref). These special
categories are generally used with numeric questions and are not the same as standard Dont Know
categories in categorical questions.
Display if condition is. Defines whether texts or symbols that have the style applied are displayed

when the condition is true or false. Select True or False from the list.

To Create a New Conditional Display Character Style


E From the IBM SPSS Data Collection Paper menu choose Options. Then click the Character
Styles tab.
Figure 11-7
IBM SPSS Data Collection Paper Options: Character Styles tab

E In the Conditional Display section, click Add.

This opens the Conditional Display dialog box.


E Enter a unique Style Name.
E From the Style Condition list, select the condition to associate with the style.
E To display texts or symbols when the item in the questionnaire fulfills the condition, in the Display
If Condition Is list, select True.
E To display texts or symbols when the item in the questionnaire does not fulfill the condition, in
the Display If Condition Is list, select False.
E Click OK.

To Edit a Conditional Display Character Style


E From the IBM SPSS Data Collection Paper menu choose Options. Then click the Character
Styles tab.

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Understanding Looks
E In the Conditional Display section, select the character style that you want to modify and click Edit.

This opens the Conditional Display dialog box.


E To change the condition associated with the style, select a different condition from the Style

Condition list.
E To display texts or symbols when the item in the questionnaire fulfills the condition, in the Display
If Condition Is list, select True.
E To display texts or symbols when the item in the questionnaire does not fulfill the condition, in
the Display If Condition Is list, select False.
E Click OK.

Conditional Substitution Character Styles


Conditional substitution character styles are designed for inserting standard phrases into Looks
based on a property of a question or category. You define conditional substitution character styles
on the Character Styles tab in the IBM SPSS Data Collection Paper Options dialog box. Each
conditional substitution character style can have two paired conditional textsone to insert when
the condition is true and another to insert when the condition is false. Optionally, you can leave
one of the texts blank so that no text is inserted when the condition is either true or false. You
can also enter identical texts so that the text is always inserted.
When you use a conditional substitution character style in a Look, you enter a placeholder in the
Look and apply the character style to it. When you apply the Look to a question, Paper replaces the
placeholder with the text defined in the character style for the condition that applies to the question.
For example, you can define a conditional substitution character style that tests whether a
question is single response or multiple response. You can define one text, such as Select one
response only, for single response questions and a different text, such as Select all that apply, for
multiple response questions. When you apply the Look to a single response question, Paper
inserts Select one response only, and when you apply the Look to a multiple response question,
Paper inserts Select all that apply.
Conditional substitution character styles have the advantage that you need to enter the text only
once regardless of the number of Looks that you use them in, and the texts can be translated. This
gives you consistency across Looks and across questionnaires. Conditional substitution character
styles have the disadvantage that they cannot combine a mixture of text and symbols. However,
you can achieve the same effect by combining a number of conditional substitution character styles
or by using a combination of conditional substitution and conditional display character styles.
When using conditional substitution character styles in Looks, if the condition is based on a
property of a question, enter the placeholder in the question portion of the Look. For conditions
based on a property of a category, enter the placeholder in the answer portion of the Look. If the
Look has more than one category row or has multiple columns for the category list and you
are adding placeholders for conditional substitution for conditions based on properties of the
categories, add the placeholder to each category in the Look. This ensures that the substitution
text or symbols are displayed for all of the categories to which the condition applies.

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Note: Although you can edit the texts associated with the installed conditional substitution
character styles, you cannot delete the styles or change the conditions on which they are based.
However, you can create new conditional substitution character styles, and you can edit and delete
the conditional substitution character styles that you create.

List of Installed Conditional Substitution Character Styles


Style name
Condition
mr Single Multiple Text Question is single
response
mr Grid Single Multiple Question is single
Horizontal
response
mr Grid Single Multiple Question is single
Vertical
response
mr Category Range Text Question has limited
answer range
mr Numeric Range Text Question has limited
answer range
mr Open-ended Range Question has limited
Text
answer range

Text if true
Select one answer only
Select one answer on
each line across
Select one answer in
each column down
Select up to
Write in answer within
the range
Write in answer.
Maximum number of
characters:
Reverse list and tick start
Rotate list and tick start
Small circle symbol
Go To
(Please write in)

mr Reversed Text
mr Rotated Text
mr Category Single Text
mr Category Go To Text
mr Category Other
Specify Text
mr Boolean Text
mr Page Text

Question is reversed
Question is rotated
Category is single
Category has Go To
Category has Other
Specify
Question is boolean
Item is start of page

mr Page End Text


mr Block Text

End of page
Item is a block

mr Block End Text


mr Section Text
mr Section End Text
mr Loop Text

End of block
Item is start of section
End of section
Loop on fixed values

mr Loop Numeric Text

Loop on answer to
numeric question
End of loop
End of loop
Loop on list of categories Answer questions for all
categories in
Loop on answers to
Answer questions for all
categorical question
categories chosen at

mr Loop End Text


mr Category List Text
mr Chosen Text

Tick if Yes/True
These questions are
grouped on a page.
End of page
These questions are
grouped in a block.
End of block
Start of section.
End of section
Answer questions for
values
Answer to question

Text if false
Select all answers that
apply
Select all answers that
apply per line
Select all answers that
apply per column
None
Write in answer
Write in answer

None
None
Small square symbol
None
None
None
None
None
None
None
None
None
None
None
None
None
Answer questions for all
categories not chosen at

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Understanding Looks

Standard Phrases in Multiple Languages


You can enter translations of standard phrases used in conditional substitution character styles.
When you apply a Look that contains a conditional substitution character style, IBM SPSS
Data Collection Paper automatically inserts the text in the documents language, provided it
exists in that language. However, grammar differences between languages mean that there is not
always a one-to-one relationship between the different language texts. Therefore, you may need
to combine two or more conditional substitution character styles when you are creating phrases
for other languages.
For example, suppose you want to create the following standard text for numeric questions:
Give answer in the range 1 - 16

In English, you can create this phrase using one conditional substitution character style, the
insertion styles for range minimum and range maximum, and a conditional display character
style for the hyphen. In the Look, it would be:
Placeholder # - #

The placeholder is in the conditional substitution style mr Numeric Range Text, the first number
sign is in the insertion style mr Range Minimum, the hyphen is in the conditional display style mr
Is Range, and the second number sign is in the insertion style mr Range Maximum.
In English, all of the text can be inserted using one conditional substitution style. To give the same
meaning in German, the phrase would read:
Antwort zwischen 1 - 16 eingeben

In German, the applied character styles are the same up to the range maximum value. However,
German requires the word eingeben after the range, and you must create an additional conditional
substitution character style to place after the range. Enter eingeben for the text in German and
leave the English text blank. In the Look, create the following:
Placeholder1 # - # Placeholder2

The first placeholder is in a conditional substitution style that has both English and German texts,
and the second placeholder is in the new conditional substitution style, for which you only entered
text in German. When you apply the Look to an item in a German questionnaire, the resulting
phrase is Antwort zwischen 1 - 16 eingeben. When you apply the Look to an item in an English
questionnaire, the resulting phrase is Give answer in the range 1 - 16.

To Add Placeholders for Conditional Substitution


E Open a Look to modify.
E Select the position where you want the substitution texts inserted and enter a placeholder.

Tip: Create a placeholder of approximately the same length as the text that will be inserted. This
ensures that there is enough space for the text.
E Apply the appropriate conditional substitution character style.

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E Apply character formatting.

If you are using conditional substitution character styles to insert a symbol, you must format the
placeholder in the font that displays the symbolfor example, the Symbol font.
E Save the Look.

Conditional Substitution Dialog Box


You use the Conditional Substitution dialog box to create new, and edit existing, conditional
substitution character styles.
Figure 11-8
Conditional Substitution dialog box

Style Name. Defines the name for the conditional substitution character style. The name must
be unique, can be up to 255 characters long, and must not start with the mr prefix, which is
reserved for character styles supplied with IBM SPSS Data Collection Paper. You cannot
change the names of existing styles.
Style Condition. Defines the condition for the style. Select from the following conditions:

Question is rotated

Question is reversed

Question has limited answer range

Question has card/column definition

Question is single response

Category is single response

Category has Other Specify defined

Category has Go To definition

Category has card/column definition

Grid has card/column definition

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Understanding Looks

Question has special answer DK

Question has special answer NA

Question has special answer Ref

Note: The three Question has special answer conditions test for special categories that have been
defined as Dont Know (DK), No Answer (NA), and Refused to answer (Ref). These special
categories are generally used with numeric questions and are not the same as standard Dont Know
categories in categorical questions.
Language. Defines the language of the texts that you are entering. Typically, you enter the texts in

this dialog box only in the main language of the study. Paper stores the conditional substitution
texts in a file named condstyl.mdd. This file is installed into the Looks folder and can be translated
using IBM SPSS Translation Utility.
Text to insert if condition is true/false. The text that will be inserted when the condition is true and

the text that will be inserted when the condition is false. You can optionally leave one of these
texts blank; for example, if you want to insert text only when the condition is true.
You can specify symbols to insert. However, you cannot enter them directly in the Conditional
Substitution dialog box. You specify a symbol in the dialog box by typing the key that represents
the symbol in the symbol font. When you use the character style in a Look, format the placeholder
in the correct font for the symbolsuch as Symbol or Wingdings. For example, enter the letter q
in the dialog box to insert the Wingdings symbol of a square with a shadow on its lower edge. In
the Look, format the placeholder in the Wingdings font. When you apply the Look to a question
for which the condition applies, Paper inserts the Wingdings square symbol.
You cannot combine both texts and symbols in the same conditional substitution text because
Paper applies the same font to all of the conditional substitution text.

To Add a Conditional Substitution Character Style


E From the IBM SPSS Data Collection Paper menu choose Options. Then click the Character
Styles tab.

This opens the Characters Styles tab in the Paper Options dialog box.
E In the Conditional Substitution section, click Add.

This opens the Conditional Substitution dialog box.


E Enter a unique Style Name.
E From the Style Condition list, select the condition to associate with the style.
E From the Language list, select the language for the texts.
E In the Text To Insert If Condition Is True text box, enter the text (in the selected language) to insert

when the condition is met.


E In the Text To Insert If Condition Is False text box, enter the text (in the selected language) to

insert when the condition is not met.

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E To insert texts for additional languages, select another language from the Language list and enter

additional language texts in the boxes.


E Click OK.

To Edit a Conditional Substitution Character Style


E From the IBM SPSS Data Collection Paper menu choose Options. Then click the Character
Styles tab.

This opens the Characters Styles tab in the Paper Options dialog box.
E In the Conditional Substitution section, select the conditional substitution character style that you
want to edit and click Edit.

This opens the Conditional Substitution dialog box.


E To change the condition associated with the style, select a different condition from the Style

Condition list.
E From the Language list, select the language for the texts.
E To edit the text that is inserted when the condition is met, edit the contents of the Text To Insert If

Condition Is True text box.


E To edit the text that is inserted when the condition is not met, edit the contents of the Text To

Insert If Condition Is False text box.


E Click OK.

Chapter

12

Formatting Looks
You can change any aspect of a Look. For example, you can:

Change text formatting (font name, font style, font size, etc.)

Change text position (aligning text, moving content, modifying line and column spacing, etc.)

Show or hide questionnaire content (routing instructions, data entry notation, instructions, etc.)

Modify standard phrases such as Check all that apply.

Change mark and character fields.

Change category columns (number, width, distribution, and replication).

Change the width of the entire Look.

Add borders.

Modifying Looks
What do you want to know about?

Working in Word Tables


Looks are built in Word tables, so you use the table formatting options when designing and
modifying Looks. You should avoid using some Word table formatting options when you are
working in IBM SPSS Data Collection Paper, and you should use other table formatting
options with caution.
Do not use the following table formatting features when working in Paper:

Nested tables. Each Look must be created in only one table and not in nested tables (tables

within tables).

Side-by-side tables. Although you can create tables next to each other in Word, Paper cannot

handle them. If you want to place questions side by side in your document, use columns
instead.
Use the following table formatting features with caution:

Floating tables. You can set the text wrapping option for a table so that text wraps around

it. This is called a floating table. When you apply a Look that is within a floating table,
text that is in the document but not part of the questionnaire definition may wrap around a
questionnaire item to which the Look is applied. Unless your paper questionnaire contains
a large amount of text that is not part of the questionnaire definition, set the text wrapping
option to none in the table properties of all Looks.

Table alignment. You can align the table on the page using the Align Left, Center, or Align

Right buttons on the Formatting toolbar. However, if you apply Looks that use a mixture of
table alignments, you may find that the questionnaire items do not align correctly. Therefore,
align tables consistently when creating and modifying Looks.
Licensed Materials - Property of IBM Copyright
IBM Corporation 2000, 2013

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Click and type. You can use click and type to place text anywhere within a table. However,

creating Looks using click and type may result in texts not aligning as you expect them to
when you apply the Looks. If you use click and type when creating or modifying Looks, test
the Looks thoroughly before you start using them with real questionnaires.

Splitting and merging cells. You can split and merge table cells. However, when you are

designing Looks for categorical, grid, and numeric grid questions, you must ensure that each
row in the answer portion of the Look has the same number of columns. The cells within
the rows can be of different widths but if one row contains more cells than another row,
row-formatting replication can fail. However, you can make one row appear as if it has
more columns than another by applying table borders to some, but not all, of the sides of
the table cells.

Drawing table cells one at a time. You can create tables by drawing the cells individually.

However, you must ensure that the answer portion of the Look has the same number of
columns for every row in categorical, grid, and numeric grid Looks.

Table AutoFormat. Using the Table AutoFormat feature to apply formatting to a Look can

cause problems if you have merged or split cells. If you use the Table AutoFormat feature,
clear the AutoFit check box and test the Looks thoroughly before you start using them with
real questionnaires.

AutoFit. When you are designing Looks, you can select the AutoFit property for the table.

AutoFit means that the column size adjusts automatically to fit the column contents. However,
be aware that using this feature means that applying the same Look to different questions
can result in a different appearance for each question. If you use AutoFit when creating
or modifying Looks, be sure to test the Looks before you start using them with actual
questionnaires.

Text Formatting
Character styles are used in a special way in Looksfor example, to insert information from the
questionnaire definition. You can apply only one character style at a time in Word, so you cannot
use character styles to format text in Looks. However, you can apply formatting to the placeholders
and text in the Looks using the Font and Paragraph commands on the Word Format menu and the
corresponding tools on the Formatting toolbar. However, you must apply the formatting after you
have applied the special IBM SPSS Data Collection Paper character styles, because this resets
the character formatting to the default for the paragraph style that is applied.
Any formatting that you apply directly in a Look will override the formatting in the paragraph
style. By setting the base font and other formatting in the paragraph style, you need to apply
additional formatting in the Look only when you want the text to be formatted differently from
that set in the paragraph style.
By formatting with paragraph styles wherever possible, you will have more flexibility and find
it easier to maintain a house style. Although the installed Looks all use the Normal paragraph
style, you can change the paragraph style that is applied to items within Looks. For example, if
you want instructions to appear in a different font to question and category texts, use two different
paragraph styles in the Looks. Apply one to the instruction placeholders and texts and the other to
all of the other placeholders and texts. If you subsequently want to change the fonts that you use,
you only need to change them in the two paragraph styles to apply them to the whole document. If
you apply the formatting in the Looks, you need to change the fonts in all of the Looks.

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Formatting Looks

Keeping Lines of a Question Together


You will generally want to keep all parts of a question together on one page. However, there may
be some situations when you want a question to be presented across two or more pagesa very
large grid question, for example. You can control whether questions and information items are
kept together across page breaks in the Looks.
There are a number of settings in Word that affect a documents pagination. Two of these settings
affect how questionnaire items break across pages when you apply the Look:

Allow row to break across pages. Clearing this table row check box when you design the Look,

ensures that all information in the row is kept on the same page when you apply the Look.
Selecting this check box means that text in the row may split over two pages. By default,
Word selects this check box.

Keep with next. Selecting this paragraph formatting check box in a Look ensures that the entire

question is kept on the same page when you apply the Look. Clearing the check box means
that the question may split over multiple pages. If you select this check box for the entire
Look, you ensure that a question is kept on one page.
There is no way to indicate that a question continues on the next page when you apply a Look
formatted to break over pages. So, you will usually want to select Keep with next. If you design
Looks to break across pages, you should select rows in the Look to act as headings. This prevents
part, or all, of the answer portion of the question appearing without its associated question text.
When you select rows for headings, you must select at least the first row in the Look. If you
want the third row in the Look to be the heading row, you must select the first and second rows
as well. You cannot change the heading rows that appear on second and subsequent pages, for
example, by the addition of Continued text.

Column Spacing
Looks are built in tables. Select Show Gridlines from the Table menu to see each cell within
the table framed by a grid. You can adjust the width of an entire column of cells by clicking
and dragging the border to the desired width. You can adjust the width of an individual cell by
selecting the cell and then dragging the border to the desired width. You can also change cell and
column widths by using the commands on the Word Table menu.
You can change the amount of space between the cell grid and the text in the cell. Increasing
the amount of space between the text and the cell grid is helpful when you are using borders in
your Looks. When the text is too close to the cell border, readability is reduced.
Note: Each row in the answer portion of categorical and grid Looks must have the same number
of cells.

Changing the Number of Category Columns in a Look


You can change the number of columns in which the categories of a categorical Look are
displayed. However, regardless of the number of columns you create for categories, every row in
the answer portion of the Look must have the same number of cells.

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To Increase the Number of Columns


E Select the table cells that represent one column of categories in the Look.
E On the Standard toolbar, select the Copy tool.
E Position the cursor immediately to the right of the rightmost category table cell and select Paste.
E Adjust the size of the table cells so that the columns are the desired width.

To Reduce the Number of Columns


E Select the table cells that represent the column of categories that you want to remove.
E From the Word menus choose:
Table > Delete > Cells

Adding Borders
Looks are built in tables. Select Show Gridlines from the Table menu to see each cell within a
table framed by a grid. You can add borders to the individual cells, multiple cells, a row or
column, or the entire table.
Note: In numeric or text Looks in scanned questionnaires, if you place a border round the
entire table, you must also use closed boxes for the numeric and text responses because lines
and open boxes will produce incorrect definitions for the scanning fields when you run IBM
SPSS Data Collection Paper - Scan Add-on.

Modifying Mark Fields


Mark fields are where respondents or interviewers indicate the selection of a category (or
categories) in answer to a categorical or grid question. You can create mark fields in several ways:

Category names, keycodes, or punch characters that are circled.

Symbols, such as boxes or circles that are checked. You can use the same symbol for both
single response categories and multiple response categories, or you can use a different symbol
for each type.

A combination of symbols and values where the symbols are checked.

A border around the table cell.

Figure 12-1
Mark fields in a categorical question
Q8 Have you visited this museum before?
SELECT ONE RESPONSE

Yes ........................................
No ..........................................
Not answered ...................

Mark field

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Formatting Looks

To Use Category Names or Keycodes as Mark Fields


E Open the Look you want to modify.
E Type a placeholder where you want the keycode or the category name to appear.
E Select the placeholder and apply the mr Category Name or the mr Keycode insertion character

style.
E Format the placeholder as you want the mark field formatted when you apply the Look to a

question.
When you apply this Look to a question, the placeholder is replaced with the category name or
value, depending on which character style you applied. The keycode allows you to enter a custom
keycode for each question response. Which one you choose as the mark field may depend on the
amount of space you have available.

To Use Symbols as Mark Fields


E Open the Look you want to modify.
E Position the cursor where you want to insert the symbol for the mark field and from the Word
Insert menu, choose Symbol.

This opens the Word Symbol dialog box.


E Select a symbol, such as a box or circle, to insert.
E Click Insert.
E Click Close.
E Select the symbol and apply the mr Category Answer character style.
E Format the symbol as you want it to appear when you apply the Look to a question.

To Use Two Different Symbols as Mark Fields


To use one symbol for single response categories and another for multiple response categories:
E Open the Look you want to modify.
E Insert a circle as the mark field and apply the mr Category Is Single conditional display character

style to it.
E In the same table cell, insert a box and apply the mr Category Is Multiple conditional display

character style to it.


E Format the symbols as you want them to appear when you apply the Look to a question.

When you apply this Look to a question, the circle will be displayed for single response categories
and the box for multiple response categories.

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Chapter 12

Note: You cannot use this method for entering different symbols in questionnaires for use with
IBM SPSS Data Collection Paper - Scan Add-on. If you want to use different symbols for
single response and multiple response questions for use with Paper - Scan Add-on, you must
create separate Looks for each type of question.

To Combine Symbols and Keycodes as Mark Fields


E Open the Look that you want to modify.
E Position the cursor where you want to insert the symbol for the mark field and from the Word
Insert menu, choose Symbol.

This opens the Word Symbol dialog box.


E Select a symbol, such as a square or circle, to insert.
E Click Insert.
E Click Close.
E Select the symbol and apply the mr Category Answer character style.
E Format the symbol as you want it to appear when you apply the Look to a question.
E Type a one-character placeholder on the left or right of the symbol and apply the mr Keycode

insertion character style.


E Format the placeholder as you want the keycode to appear when you apply the Look to a question.

To Use Table Cell Borders as Mark Fields


E Open the Look that you want to modify.
E Select the table cell that you want to use as the mark field and from the Word Format menu,
choose Borders and Shading.

This opens the Word Borders and Shading dialog box.


E Change the borders and shading properties of the selected table cell.
E Click OK.
E Type a space in the table cell that you are using for the mark field.
E Apply the mr Category Answer identification character style to the space.

If you are designing Looks for use with IBM SPSS Data Collection Paper - Scan Add-on, do
not create the mark field using table cell borders; use symbols for the mark fields instead.

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Formatting Looks

Modifying Character Fields


Character fields are where respondents or interviewers indicate the answer to numeric, numeric
grid, and open-ended questions. There are different ways to create character fields. Character
fields can be:

A single box

Multiple boxesone for each character or digit expected in the answer

A single line

Multiple lines

In addition, you can add characters and symbols to go with the character field to help the
interviewer or respondent understand what type of answer is expected.
There are two ways of entering character fields in Looks:

Using the formatting features of Word and applying the appropriate identification character
style. You can add borders to the cells of the table, type the underline character in the cell,
insert special characters such as a box or circle in Symbol font, or insert any other character or
font that you want. You can also insert Word drawing objects, such as Word AutoShapes. You
then apply the appropriate identification character style to the field.

Using SPSS masked controls, which you insert by choosing Object on the Word Insert menu.
IBM SPSS Data Collection Paper automatically sizes the control to match the properties
of the question in the questionnaire definition, and you can add formatting quickly and easily.
This is the method you must use to create character fields for use with IBM SPSS Data
Collection Paper - Scan Add-on.

Figure 12-2
A character field in a numeric question
Q9

How many times have you visited the museum before today?

Character field

For further information about SPSS masked controls, see Chapter @@.

To Use Symbols as Character Fields


E Open a Look to modify.
E Position the cursor where you want to insert the character field.
E From the Word Insert menu, choose Symbol.

This opens the Word Symbol dialog box.


E Select the symbol to insert, for example a box.
E Click Insert.

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Chapter 12
E Click Close.
E Select the symbol and do one of the following:

If it is a numeric or open-ended Look, apply the mr Question Answer identification character


style.

If it is a numeric grid Look, apply the mr Numeric Grid Answer identification character style.

E Format the symbol as you want it to appear when you apply the Look to a question.

Note: Symbols are best for one-digit character fields. If you are creating a character field to collect
information that consists of several digits, use an SPSS Masked control.

To Use Table Cell Borders as Character Fields


E Open a Look to modify.
E Select the table cell that you want to use as the character field, and from the Word Format menu,
choose Borders and Shading.

This opens the Word Borders and Shading dialog box.


E Change the borders and shading properties of the selected table cell.
E Click OK.
E Type a space within the table cell.
E Do one of the following:

If it is a numeric or open-ended Look, apply the mr Question Answer identification character


style to the space.

If it is a numeric grid Look, apply the mr Numeric Grid Answer identification character style
to the space.

To Use Drawing Objects as Character Fields


E Open a Look to modify.
E From the Word Drawing toolbar, choose AutoShapes and then Basic Shapes.
E Click the shape that you want to use, and then in the Look table cell, click where you want the

shape to appear.
E If necessary, drag the shape to the required size.
E Right-click the shape and from the shortcut menu, choose Format AutoShape.
E On the Layout tab, select Other for Horizontal Alignment.
E Click the Advanced button, and on the Picture Position tab, set the Horizontal alignment relative
to the Column.
E Make sure that the Vertical alignment is set to Absolute position below Paragraph.

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Formatting Looks
E Click OK to close the Advanced dialog box.
E Click OK to close the Format AutoShape dialog box.
E Highlight the shape and do one of the following:

If it is a numeric or open-ended Look, apply the mr Question Answer identification character


style.

If it is a numeric grid Look, apply the mr Numeric Grid Answer identification character style.

Character Fields for Other Specify


The character fields that you use to collect an Other Specify response to a category differ from the
character fields in Looks for open-ended questions:

You use the mr Category Other Specify Answer character style to identify the Other Specify
character field.

You frequently use a conditional display or conditional substitution character style to create
instructional text.

When you create an Other Specify character field using an SPSS masked control, you must
apply the mr Category Other Specify Object character style to it. This is the method you
must use in scanning-enabled Looks.

Usually, Other Specify character fields are displayed along with a standard phrase such as Please
write in. The standard phrase is defined in the mr Category Other Specify Text conditional
substitution character style.
Example. You want the standard phrase Please write in to appear before the Other Specify
character field. This standard phrase is the text defined in the mr Category Other Specify Text
conditional substitution character style for categories that have an Other Specify defined.

In the Look you would type the following:


myPlaceHolder ________________

You apply the mr Category Other Specify Text conditional substitution character style to the
placeholder and the mr Category Other Specify Answer identification character style to the line.
When you apply the Look, IBM SPSS Data Collection Paper displays the following for
categories with Other Specify:
Please write in ________________

If you create a categorical Look that has more than one category row in the answer portion, or
more than one column for the category list, you must place the Other Specify placeholders and
character field on each category in the Look. If you do not, the Other Specify text and character
field will only appear when the category has an Other Specify and the position of the category
matches the position of the Other Specify information in the Look.
For example, suppose your Look has two rows for the answer portion and you have category
replication set to replicate both of these rows, but only the second row has the Other Specify
information. When you apply the Look to a question that has 7 categories, the Other Specify
character field only shows on Other Specify categories if they are in one of the even numbered

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rowsrow 2, 4, 6. If the 7th category has an Other Specify, the Other Specify character field is
not displayed.

To Add a Character Field for Other Specify


E Open a Look to modify.
E Position the cursor where you want to insert the character field.
E Create a line using the underscore character.
E Select the line and apply the mr Category Other Specify Answer identification character style.
E Format the line as you want it to appear when you apply the Look to a question.
E Repeat for each category in the Look.

Chapter

Character Styles and Look Types

13

Character Styles in Categorical Looks


Looks for categorical questions can be divided into two sections:

Question portion. Contains a placeholder representing the question text. It may also contain

placeholders for instructions, data entry notation, and the question name or short name.

Answer portion. Contains one or more placeholders representing the category texts, and

symbols or placeholders representing the mark fields. It can also contain Go To instructions,
Other Specify information, and data entry notation.
Figure 13-1
Categorical Look
Placeholder in mr
Question Text character
style

Placeholder in mr
Question Short
Name character
style

Placeholder in mr Single
Multiple Text conditional
substitution character style

Q# mrQuestionText

Placeholder in mr
Instruction
character style
Symbol in mr
Category Answer
character style

MRINSTRUCTION MRSINGLEMULTIPLETEXT

mrCategoryText

Q#

Placeholder in mr
Category Text
character style

Placeholder in mr Category
Go To Short Name
character style

Symbol in mr Category Is
Go To conditional display
character style

Character styles used in the question portion of categorical Looks


Type
Conditional Substitution
Insertion
Conditional Display
Conditional Display
Conditional Display
Conditional Display
Conditional Display
Conditional Display
Insertion
Insertion
Insertion
Insertion
Insertion
Conditional Substitution
Conditional Substitution
Conditional Substitution

Character Style
mr Category Range Text
mr Instruction
mr Is Multiple
mr Is Range
mr Is Reversed
mr Is Rotated
mr Is Randomized
mr Is Single
mr Question Name
mr Question Short Name
mr Question Text
mr Range Maximum
mr Range Minimum
mr Reversed Text
mr Rotated Text
mr Single Multiple Text
Licensed Materials - Property of IBM Copyright
IBM Corporation 2000, 2013

127

128
Chapter 13

Character styles used in the answer portion of categorical Looks


Character Style
mr Category Answer
mr Category Card Column
mr Category Go To Cross-reference
mr Category Go To Name
mr Category Go To Short Name
mr Category Go To Text
mr Category Is Go To
mr Category Is Multiple
mr Category Is Other Specify
mr Category Is Single
mr Category Name
mr Category Other Specify Answer
mr Category Other Specify Object
mr Category Other Specify Card Column
mr Category Other Specify Text
mr Category Other Specify Name
mr Category Punch Value
mr Category Scanning ID
mr Category Single Text
mr Category Text
mr Keycode

Type
Identification
Data Entry
Insertion
Insertion
Insertion
Conditional Substitution
Conditional Display
Conditional Display
Conditional Display
Conditional Display
Insertion
Identification
Identification
Data Entry
Conditional Substitution
Insertion
Data Entry
Identification
Conditional Substitution
Insertion
Insertion

Character Styles in Grid Looks


Looks for grid questions can be divided into two sections:

Question portion. Contains a placeholder representing the question text. It may also contain

placeholders for instructions, data entry notation, and the question name or short name.

Answer portion. Contains placeholders representing the category and subquestion texts, and

symbols or placeholders representing the mark fields. It can also contain data entry notation.
Figure 13-2
Grid Look

Placeholder in mr
Question Short
Name character
style
Placeholder in mr
Instruction
character style
Placeholder in mr
Grid Subquestion
Text character style

Placeholder in mr
Question Text
character style

Placeholder in mr
Single Multiple
Horizontal conditional
substitution character
style

Q# mrQuestionText
MRINSTRUCTION MRSINGLEMULTIPLEHORIZONTAL

mrCategoryText

Placeholder in mr
Category Text character
style

mrGridSubqText

Symbol in mr Category
Answer character style

129
Character Styles and Look Types

Character styles used in the question portion of grid Looks


Character Style
mr Grid Single Multiple Horizontal
mr Grid Single Multiple Vertical
mr Instruction
mr Is Multiple
mr Is Range
mr Is Reversed
mr Is Rotated
mr Is Randomized
mr Is Single
mr Question Name
mr Question Short Name
mr Question Text
mr Range Maximum
mr Range Minimum
mr Reversed Text
mr Rotated Text

Type
Conditional Substitution
Conditional Substitution
Insertion
Conditional Display
Conditional Display
Conditional Display
Conditional Display
Conditional Display
Conditional Display
Insertion
Insertion
Insertion
Insertion
Insertion
Conditional Substitution
Conditional Substitution

Character styles used in the answer portion of grid Looks


Character Style
mr Category Answer
mr Category Card Column
mr Category Is Multiple
mr Category Is Single
mr Category Name
mr Category Punch Value
mr Category Scanning ID
mr Category Single Text
mr Category Text
mr Keycode
mr Grid Subquestion Name
mr Grid Subquestion Text

Type
Identification
Data Entry
Conditional Display
Conditional Display
Insertion
Data Entry
Identification
Conditional Substitution
Insertion
Insertion
Insertion
Insertion

Character Styles in Numeric Looks


Looks for numeric questions can be divided into two sections:

Question portion. Contains a placeholder representing the question text. It may also contain

placeholders for instructions, data entry notation, and the question name or short name.

Answer portion. Contains the character field. It can also contain data entry notation.

130
Chapter 13
Figure 13-3
Numeric Look
Placeholder in mr
Question Short
Name character
style

Placeholder in mr
Range Minimum
character style
Placeholder in mr
Range Maximum
character style

Q# mrQuestionText
MRINSTRUCTION MRNUMERICRANGETEXT # - #

Placeholder in mr
Question Text
character style

Hyphen in mr Is Range
conditional display
character style

Placeholder in mr
Instruction character
style
Character field created
using SPSS masked
control

Placeholder in mr
Numeric Range Text
conditional substitution
character style

Character styles used in the question portion of numeric Looks


Character Style
mr Instruction
mr Is Range
mr Numeric Range Text
mr Question Card Column
mr Question Name
mr Question Short Name
mr Question Text
mr Range Maximum
mr Range Minimum

Type
Insertion
Conditional Display
Conditional Substitution
Data Entry
Insertion
Insertion
Insertion
Insertion
Insertion

Character styles used in the answer portion of numeric Looks


Character Style
mr Question Answer
mr Question Card Column
mr Question Name
mr Question Short Name

Type
Identification
Data Entry
Insertion
Insertion

Character Styles in Numeric Grid Looks


Looks for numeric grid questions can be divided into two sections:

Question portion. Contains a placeholder representing the question text. It may also contain

placeholders for instructions, data entry notation, and the question name or short name.

Answer portion. Contains the character fields and placeholders representing the category and

subquestion texts. It can also contain data entry notation.

131
Character Styles and Look Types
Figure 13-4
Numeric grid Look

Placeholder in mr
Question Short
Name character
style

Placeholder in mr
Question Text
character style

Q# mrQuestionText

Placeholder in mr
Instruction
character style
Placeholder in mr
Grid Subquestion
Text character style

Placeholder in mr
Single Multiple
Horizontal conditional
substitution character
style

MRINSTRUCTION MRSINGLEMULTIPLEHORIZONTAL

mrCategoryText

Placeholder in mr
Category Text character
style

mrGridSubqText

Line in mr Numeric
Grid Answer character
style

Character styles used in the question portion of numeric grid Looks


Character Style
mr Instruction
mr Is Range
mr Is Reversed
mr Is Rotated
mr Is Randomized
mr Question Name
mr Question Short Name
mr Question Text
mr Range Maximum
mr Range Minimum
mr Reversed Text
mr Rotated Text

Type
Insertion
Conditional Display
Conditional Display
Conditional Display
Conditional Display
Insertion
Insertion
Insertion
Insertion
Insertion
Conditional Substitution
Conditional Substitution

Character styles used in the answer portion of numeric grid Looks


Character Style
mr Grid Category Card Column
mr Grid Subquestion Name
mr Grid Subquestion Text
mr Numeric Grid Answer

Type
Data Entry
Insertion
Insertion
Identification

Character Styles in Open-Ended Looks


Looks for open-ended questions can be divided into two sections:

Question portion. Contains a placeholder representing the question text. It may also contain

placeholders for instructions, data entry notation, and the question name or short name.

Answer portion. Contains the character field. It can also contain data entry notation.

132
Chapter 13
Figure 13-5
Open-ended Look
Placeholder in mr Openended Range Text
character style

Placeholder in mr
Question Short Name
character style
Placeholder in mr
Question Text
character style

Q# mrQuestionText

Placeholder in mr
Instruction character
style

MRINSTRUCTION MROPENENDEDRANGETEXT #

Space character in mr
Question Answer character
style

Placeholder in mr
Range Maximum
character style
Character field created
by adding borders to
the table cell

Character styles used in the question portion of open-ended Looks


Type
Insertion
Conditional Display
Conditional Substitution
Data Entry
Insertion
Insertion
Insertion
Insertion

Character Style
mr Instruction
mr Is Range
mr Open-ended Range Text
mr Question Card Column
mr Question Name
mr Question Short Name
mr Question Text
mr Range Maximum

Character styles used in the answer portion of open-ended Looks


Type
Identification
Data Entry
Insertion
Insertion

Character Style
mr Question Answer
mr Question Card Column
mr Question Name
mr Question Short Name

Character Styles in Information Looks


Information items contain only greetings, instructions, statements, closings, section headings,
or general text. Therefore, information Looks are quite simpletypically containing just one
placeholder for the text. However, they may also contain placeholders for the long or short name
and an instruction text. Unlike Looks for questions, Looks for information items do not have an
answer portion.
Figure 13-6
Information Look
mrInformationText

Placeholder in mr Information Text


character style

133
Character Styles and Look Types

Character styles used in information Looks


Type
Insertion
Insertion
Insertion
Insertion

Character Style
mr Information Name
mr Information Short Name
mr Information Text
mr Instruction

Character Styles in Compound Looks


Compound Looks consist of a number of subLooks to format the different parts of a compound
question. There are six different types of subLooksquestion text, compound separator, shared
list, categorical, grid, and numeric grideach of which uses different character styles.
You need to format the subLooks that make up a compound Look so that they work together.
For example, you need to ensure that the subLooks are designed so that when they are applied to a
compound question, the mark and character fields are aligned with the shared list correctly. The
easiest way to do this is to make sure that the shared list subLook and the categorical, grid, and
numeric grid subLooks have the same number of table rows and that they are all the same height.

Character Styles in Question Text SubLooks


Question text subLooks contain a placeholder representing the question text and, optionally,
placeholders for instructions, data entry notation, and the question name or short name.
You must be careful if you use conditional character styles in question text subLooks because
the same question text subLook is used for all of the questions that make up the compound
question and the condition may not be relevant to all of them. For example, if you include a
placeholder in the mr Single Multiple Text conditional substitution character style, IBM SPSS
Data Collection Paper substitutes one text when the condition is true and another when the
condition is false. This is what you want for the categorical questions in a compound question.
However, if the compound question includes another question type, such as a numeric grid
question, Paper substitutes the text for false in the numeric grid question. This is because a
numeric grid question is not a single response question, and so the condition is false.
Figure 13-7
Question text subLook
Placeholder in mr
Question Short Name
character style

Q#

Placeholder in mr Question
Text character style

mrQuestionText
MRINSTRUCTION

Placeholder in mr Instruction
character style

134
Chapter 13

Character styles used in question text subLooks


Character Style
mr Grid Single Multiple Horizontal
mr Grid Single Multiple Vertical
mr Instruction
mr Is Multiple
mr Is Range
mr Is Reversed
mr Is Rotated
mr Is Randomized
mr Is Single
mr Numeric Range Text
mr Question Card Column
mr Question Name
mr Question Short Name
mr Question Text
mr Single Multiple Text
mr Range Maximum
mr Range Minimum

Type
Conditional Substitution
Conditional Substitution
Insertion
Conditional Display
Conditional Display
Conditional Display
Conditional Display
Conditional Display
Conditional Display
Conditional Substitution
Data Entry
Insertion
Insertion
Insertion
Conditional Substitution
Insertion
Insertion

Character Styles in Compound Separator SubLooks


Compound separator subLooks generally just contain formatting; for example, an empty
paragraph with a border attached to display a line.
Figure 13-8
Compound separator subLook

Empty paragraph formatted to display


a line on its lower border

Character Styles in Shared List SubLooks


Shared list subLooks contain placeholders representing the category and subquestion texts. You
use the mr Category Text insertion character style to insert both category and subquestion text.

135
Character Styles and Look Types
Figure 13-9
Shared list subLook
Empty table cell corresponding
to the table cell containing the
question short name in the
answer subLooks.

Empty table cell corresponding


to the table cell containing
category text in the grid and
numeric grid subLooks.

mrCategoryText

Placeholder in mr Category Text


character style

Character Styles in Categorical SubLooks


Categorical subLooks contain the mark fields for categorical questions in a compound question
and, optionally, placeholders representing the question name or short name and data entry notation.
Figure 13-10
Categorical subLook
Placeholder in mr Question
Short Name character style
Q#
Empty table cell corresponding
to the table cell containing
category text in the grid and
numeric grid subLooks.

Symbol in mr Category Answer


character style

Character styles used in categorical subLooks


Character Style
mr Category Answer
mr Category Card Column
mr Category Is Multiple
mr Category Is Single
mr Category Name
mr Category Punch Value
mr Category Scanning ID
mr Keycode
mr Category Single Text
mr Question Card Column
mr Question Name
mr Question Short Name

Type
Identification
Data Entry
Conditional Display
Conditional Display
Insertion
Data Entry
Identification
Insertion
Conditional Substitution
Data Entry
Insertion
Insertion

136
Chapter 13

Character Styles in Grid SubLooks


Grid subLooks contain the mark fields and placeholders representing the category texts for grid
questions in a compound question. There must be a one-character placeholder in the mr Grid
Subquestion Flag character style, immediately to the left of each mark field. This identifies the
mark field as a grid answer and IBM SPSS Data Collection Paper automatically formats the
character as hidden text. Grid subLooks can also include placeholders representing the question
name or short name and data entry notation.
Figure 13-11
Grid subLook
Placeholder in mr Question
Short Name character style
Q#
mrCategory
Text

Placeholder in mr Category
Text character style

x
Symbol in mr Category
Answer character style
Placeholder in mr Grid
Subquestion Flag
character style

Character styles used in grid subLooks


Character Style
mr Category Answer
mr Category Card Column
mr Category Is Multiple
mr Category Is Single
mr Category Name
mr Category Punch Value
mr Category Scanning ID
mr Category Single Text
mr Keycode
mr Grid Subquestion Flag
mr Grid Subquestion Name
mr Question Card Column
mr Question Name
mr Question Short Name

Type
Identification
Data Entry
Conditional Display
Conditional Display
Insertion
Data Entry
Identification
Conditional Substitution
Insertion
Identification
Insertion
Data Entry
Insertion
Insertion

Character Styles in Numeric Grid SubLooks


Numeric grid subLooks contain the character fields for a numeric grid question in a compound
question, placeholders representing the category texts, and, optionally, placeholders representing
the question name or short name and data entry notation. There must also be a one-character
placeholder in the mr Grid Subquestion Flag character style, immediately to the left of each

137
Character Styles and Look Types

character field. This identifies the character field as a numeric grid answer and IBM SPSS
Data Collection Paper automatically formats the character as hidden text.
Figure 13-12
Numeric grid subLook
Placeholder in mr Question
Short Name character style
Q#
mrCategory
Text

Placeholder in mr Category
Text character style

Character field created using


SPSS masked control

Placeholder in mr Grid
Subquestion Flag character
style

Character styles used in numeric grid subLooks


Character Style
mr Category Card Column
mr Category Name
mr Keycode
mr Grid Subquestion Flag
mr Grid Subquestion Name
mr Numeric Grid Answer
mr Numeric Grid Scanning ID
mr Question Card Column
mr Question Name
mr Question Short Name

Type
Data Entry
Insertion
Insertion
Identification
Insertion
Identification
Identification
Data Entry
Insertion
Insertion

Character Styles in Categorical Show Card Looks


Looks for categorical show cards generally just contain placeholders representing the question
name or short name and the category texts.
Figure 13-13
Categorical Show Card Look
Placeholder in mr
Question Short Name
character style

Q#
mrCategoryText

Placeholder in mr
Category Text
character style

Character styles used in categorical show card Looks


Character Style
mr Question Name

Type
Insertion

138
Chapter 13

Type
Insertion
Insertion
Insertion
Insertion

Character Style
mr Question Short Name
mr Category Name
mr Category Text
mr Keycode

Character Styles in Grid Show Card Looks


Looks for grid show cards generally just contain placeholders representing the question name or
short name, and the category and subquestion texts.
Figure 13-14
Grid show card Look
Placeholder in mr
Question Short Name
character style

Placeholder in mr
Category Text
character style

Q#
mrCategoryText
mrSubQuestText

Placeholder in mr Grid
Subquestion Text
character style

SubqnameCatname

Placeholder in mr Grid
Subquestion Name
character style

Placeholder in mr
Category Name
character style

Character styles used in grid show card Looks


Character Style
mr Question Name
mr Question Short Name
mr Category Name
mr Category Text
mr Keycode
mr Grid Subquestion Name
mr Grid Subquestion Text

Type
Insertion
Insertion
Insertion
Insertion
Insertion
Insertion
Insertion

Character Styles in Draft Looks


Draft Looks describe how questionnaire drafts created for Web or telephone surveys are to
appear when printed.

Character Styles in Boolean Looks


Looks for boolean questions contain placeholders for the question short name and text,
instructions, and the boolean text.

139
Character Styles and Look Types
Figure 13-15
Boolean Look

Character styles used in boolean Looks


Character Style
mr Boolean Text
mr Category Answer
mr Instruction
mr Question Short Name
mr Question Text

Type
Conditional Substitution
Identification
Insertion
Insertion
Insertion

Character Styles in Boolean Grid Looks


Looks for boolean grid questions contain placeholders for the question short name and text,
instructions, the boolean text, and the grid subquestion.
Figure 13-16
Boolean Grid Look

140
Chapter 13

Character styles used in boolean grid Looks


Character Style
mr Boolean Text
mr Category Answer
mr Category Text
mr Grid Subquestion Text
mr Instruction
mr Question Short Name
mr Question Text

Type
Conditional Substitution
Identification
Insertion
Insertion
Insertion
Insertion
Insertion

Character Styles in Page Start Looks


Page start Looks contain a placeholder representing the question text and, optionally, placeholders
for instructions, data entry notation, page end text, and the question name or short name.
Figure 13-17
Page start Look

Character styles used in page start Looks


Character Style
mr Instruction
mr Page Text
mr Question Short Name
mr Question Text

Type
Insertion
Conditional Substitution
Insertion
Insertion

Character Styles in Page End Looks


Page end Looks contain placeholders representing the question short name and page end text.

141
Character Styles and Look Types
Figure 13-18
Page end Look

Character styles used in page end Looks


Character Style
mr Page End Text
mr Question Short Name

Type
Conditional Substitution
Insertion

Character Styles in Block Start Looks


Block start Looks contain placeholders representing the question short name, question text,
instructions, and block text.
Figure 13-19
Block start Look

Character styles used in block start Looks


Character Style
mr Block Text
mr Instruction
mr Question Short Name
mr Question Text

Type
Conditional Substitution
Insertion
Insertion
Insertion

Character Styles in Block End Looks


Block end Looks contain placeholder representing the question short name and block end text.

142
Chapter 13
Figure 13-20
Block end Look

Character styles used in block end Looks


Character Style
mr Block End Text
mr Question Short Name

Type
Conditional Substitution
Insertion

Character Styles in Section Start Looks


Section start Looks contain placeholders representing the question short name, the section text,
and instructions.
Figure 13-21
Section start Look

Character styles used in section start Looks


Character Style
mr Instruction
mr Question Short Name
mr Section Text

Type
Insertion
Insertion
Conditional Substitution

Character Styles in Section End Looks


Section end Looks contain placeholders representing the question short name and the section
end text.

143
Character Styles and Look Types
Figure 13-22
Section end Look

Character styles used in section end Looks


Character Style
mr Question Short Name
mr Section End Text

Type
Insertion
Conditional Substitution

Character Styles in Numeric Variable Loop Looks


Numeric variable loop Looks contain placeholders representing the question short name and text,
instructions, the loop text, the range, the numeric loop text, and the reference short name.
Figure 13-23
Numeric variable loop Look

Character styles used in numeric variable loop Looks


Character Style
mr Instruction
mr Loop Text
mr Loop Numeric Text
mr Question Short Name
mr Question Text
mr Range Minimum
mr Reference Short Name

Type
Insertion
Conditional Substitution
Conditional Substitution
Insertion
Insertion
Insertion
Conditional Substitution

Character Styles in Loop End Looks


Loop end looks contain placeholder representing the question short name and the loop end text.

144
Chapter 13
Figure 13-24
Loop end Look

Character styles used in loop end Looks


Character Style
mr Loop End Text
mr Question Short Name

Type
Conditional Substitution
Insertion

Character Styles in Categorical List Loop Looks


Categorical list loop Looks contain placeholders representing the question short name, question
text, instructions, category list text, and the short name reference.
Figure 13-25
Categorical list loop Look

Character styles used in categorical list loop Looks


Character Style
mr Category List Text
mr Instruction
mr Question Short Name
mr Question Text
mr Reference Short Name

Type
Conditional Substitution
Insertion
Insertion
Insertion
Conditional Substitution

Character Styles in Categorical Answers Loop Looks


Categorical answers loop Looks contain placeholders representing the question short name and
text, instructions, the chosen text, and the short name reference.

145
Character Styles and Look Types
Figure 13-26
Categorical answers loop Look

Character styles used in categorical answers loop Looks


Character Style
mr Chosen Text
mr Instruction
mr Question Short Name
mr Question Text
mr Reference Short Name

Type
Conditional Substitution
Insertion
Insertion
Insertion
Conditional Substitution

Character Styles in Fixed Iteration Loop Looks


Fixed iteration loop Looks contain placeholders representing the question short name and text,
instructions, the loop text, and the value list.
Figure 13-27
Fixed iteration loop Look

Character styles used in fixed iteration loop Looks


Character Style
mr Instruction
mr Loop Text
mr Question Short Name
mr Question Text
mr Value List

Type
Insertion
Conditional Substitution
Insertion
Insertion
Conditional Substitution

146
Chapter 13

Character Styles in Database Error Looks


Database error Looks contain placeholders representing the question short name and text,
instructions, and the error information.
Figure 13-28
Database error Look
Placeholder in mr
Question Text
character style

Placeholder in mr
Question Short Name
character style
Q# mrQuestionText
MRINSTRUCTION
mrDBErrorText

Placeholder in mr
Instruction character
style

Placeholder in mr
DBError character style

Character styles used in database error Looks


Character Style
mr DBError Text
mr Instruction
mr Question Short Name
mr Question Text

Type
Insertion
Insertion
Insertion
Insertion

Chapter

IBM SPSS Data Collection masked


controls

14

You can use IBM SPSS Data Collection masked controls to create character fields in
open-ended and numeric Looks. You can create a variety of formats for Data Collection masked
controls by setting their properties. You can use Data Collection masked controls in any Microsoft
application that supports the insertion of objects, but these controls are mainly used in Word in
combination with IBM SPSS Data Collection Paper. If you are using Paper with IBM
SPSS Data Collection Paper - Scan Add-on, you create the character fields in your Looks
using these controls.
For all Data Collection masked controls, you can:

Set the background color.

Add borders.

Set the spacing, size, and color of the lines for the character spaces.

Add background text.

Set the color, style, size, and font of the background text.

Assign a variable name.

For Data Collection masked text controls, you can:

Set the total number of characters.

Set the number of characters per line.

Set the space between lines if there is more than one line.

For Data Collection masked numeric controls, you can:

Set the total number of digits.

Include digit grouping symbols and decimal symbols using the appropriate regional settings.

Set the number of digits before and after the decimal symbol.

Set the color, style, size, and font of the separators.

You control all of these options in the Data Collection Masked Control Properties dialog box.
Note:Data Collection Masked Controls that generate framed boxes for numeric responses are
not suitable for scanning. Use a single box instead.

Licensed Materials - Property of IBM Copyright


IBM Corporation 2000, 2013

147

148
Chapter 14

IBM SPSS Data Collection masked control examples


Figure 14-1
IBM SPSS Data Collection masked control examples
Numeric control for integer
answer showing background
text and color, and framed
character spaces
Numeric control for decimal
answer showing decimal
symbol
Text control showing framed
character spaces

Text control for entry of two


lines of text

Inserting an IBM SPSS Data Collection masked control


E Open a Look to modify.
E Position the cursor where you want to place the IBM SPSS Data Collection masked control.
E Click the Microsoft Office Button, and then click Word Options.
E Click Popular, and then select the Show Developer tab in the Ribbon check box.
E From the Word Developer tab, click the Legacy Tools icon in the Controls group, and then click the
More Controls icon. This opens the More Controls dialog box.
E To create a character field for numeric responses, click IBM SPSS Data Collection Masked Numeric
Control on the Object Type list.
E To create a character field for open-ended responses, click IBM SPSS Data Collection Masked
Text Control on the Object Type list.
E Click OK.

Word inserts the control into your document.

IBM SPSS Data Collection masked control properties


The IBM SPSS Data Collection Masked Control Properties dialog box controls a variety of
settings for a selected control.
Background. Sets the background color and background text.
Characters. Sets the width, height, and distance allowed for each character and the color of the

character fill. Also sets the number of characters per line and the distance between lines.
Lines. Sets the color, weight, and line style for the lines used to draw the character spaces.

149
IBM SPSS Data Collection masked controls

Value. Sets the variable name, the number of digits before and after the decimal symbol for

numeric controls, and the number of characters for text controls.


Numeric. Defines the digit-grouping and decimal symbols, the region settings for these symbols,

and their properties.

Setting the properties of an IBM SPSS Data Collection masked control


E Select the IBM SPSS Data Collection masked control whose properties you want to change.
E Right-click and choose Properties.
E Click the different tabs to set the various properties.
E When you have finished, click OK.

IBM SPSS Data Collection masked control background properties


Use the Background tab in the IBM SPSS Data Collection Masked Control Properties dialog
box to specify the background color and background text.
Figure 14-2
IBM SPSS Data Collection Masked Control Properties: Background tab

Background Color. Specifies a background color for the object. You can specify any color,

including shades of gray. To remove a background color, select the paper color (usually white).
Background Text. Specifies background text for display in the character spaces. This can help

respondents understand what they should write.

Color. Specifies color for the background text. When you select a color, the Text and Font

options become active. To hide text characters, select No Text.

150
Chapter 14

Font. Specifies the font of the background text. This opens a standard Windows font selection

dialog box.

Text. Specifies the background text. Each character space in the control can contain only one

text character. IBM SPSS Data Collection Paper places each character into the next
available character space starting from the left. So, if you have a control of five characters and
enter six text characters into the Text text box, Paper displays only the first five characters.

IBM SPSS Data Collection masked control character properties


Use the Characters tab in the IBM SPSS Data Collection Masked Control Properties dialog
box to specify the size and fill of the character spaces, the number of character spaces per line, and
the distance between lines if there is more than one. All measurements are in points (pt), which
are a standard unit of measurement. 1 cm = 28 pt (approximately) and 1 in = 72 pt.
Figure 14-3
IBM SPSS Data Collection Masked Control Properties: Characters tab

Character Size. Specifies the size of the space allocated for each character.

Width. Specifies the width allocated to each character.

Height. Specifies the height allocated to each character.

Distance. Specifies the distance between the character spaces.

Character Fill. Specifies the background color of the character spaces. You can specify any color,

including shades of gray. Select No Fill to remove a background color.


Multiple Lines. Specifies the number of characters per line and the distance between lines for
multiple lines in text controls.

Characters per line. Specifies the number of characters per line. If you set the number of

characters per line to a value greater than that of the Number of Characters setting on the
Value tab, the control has one line only.

Distance between lines. Specifies the distance between lines if there are multiple lines.

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IBM SPSS Data Collection masked controls

IBM SPSS Data Collection masked control line properties


Use the Lines tab in the IBM SPSS Data Collection Masked Control Properties dialog box to
specify the appearance of the lines used to separate the character spaces.
Figure 14-4
IBM SPSS Data Collection Masked Control Properties: Lines tab

Line. Controls the basic properties of the lines used to separate the character spaces.

Color. Sets the color of the line. If you do not want the character spaces to be defined, select
No Line.

Weight. Specifies the weight of the line in points.

Line Style.

Height. Specifies the height of the line in points. Not available if you select Frame characters.

Frame characters. Select this if you want the character spaces to be framed by a box. Note

that this style is not suitable for scanning numeric responses.

Separator width. Specifies the width of the space between the lines that separate the character

spaces.

IBM SPSS Data Collection masked control value properties


Use the Value tab in the IBM SPSS Data Collection Masked Control Properties dialog box to
specify the number of characters or digits and, in certain circumstances, a variable name.

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Figure 14-5
IBM SPSS Data Collection Masked Control Properties: Value tab

Variable Name. Specifies a variable name to identify the information for IBM SPSS Data

Collection Paper - Scan Add-on. If you are using the control for responses to questions defined
in the questionnaire definition, you do not need to enter a variable name because IBM SPSS
Data Collection Paper automatically assigns the variable name defined for the question. If you are
using the control to collect information that is not part of the questionnaire definition, assign a
unique name for the variable.
Note: You cannot add extra Data Collection masked controls to the questionnaire simply by
inserting the control where you want it to appear in the questionnaire. Instead, you must insert a
new question to which the Data Collection masked control can be attached.
Numeric. If you are using the control for responses to questions defined in the questionnaire

definition, Paper automatically creates the control with the correct number of digits based on the
range and mask properties of the question if they have been specified. You need to enter this
information only if these properties have not been set in the questionnaire definition or if you are
using the control to collect information that is not part of the questionnaire definition.

Number of digits before decimal symbol. Specifies the number of digits before the decimal

symbol.

Number of digits after decimal symbol. Specifies the number of digits after the decimal symbol.

You define settings for the decimal symbol on the Numeric tab in the Data Collection Masked
Control Properties dialog box.
Text. If you are using the control for responses to questions defined in the questionnaire definition,
Paper automatically creates the control with the correct number of characters based on the
maximum characters and mask properties of the question if they have been specified. You need to
enter this information only if these properties have not been set in the questionnaire definition or if
you are using the control to collect information that is not part of the questionnaire definition.
Number of characters. Specifies the number of characters. If this is greater than the number of

characters per line specified on the Characters tab, the control will have multiple lines.

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IBM SPSS Data Collection masked controls

IBM SPSS Data Collection masked control numeric properties


Use the Numeric tab in the IBM SPSS Data Collection Masked Control Properties dialog box
to specify whether digit-grouping and decimal symbols are to be used, which regional settings to
use for these symbols, and the width, position, font, and color of these characters.
Figure 14-6
IBM SPSS Data Collection Masked Control Properties: Numeric tab

Numeric. Defines the width, position, font, and color of the digit-grouping and decimal symbols

and whether you want to use digit-grouping symbols.

Width of digit-grouping and decimal symbol. Sets the width of the digit-grouping and decimal

symbols.

Position relative to line. Sets the position of the digit-grouping and decimal symbols relative

to the base line of the characters.

Font for digit-grouping and decimal symbol. Sets the font attributes for the digit-grouping and

decimal symbols.

Color for digit-grouping and decimal symbol. Sets the font color for the digit-grouping and

decimal symbols.

Display digit-grouping symbols. Defines whether digit-grouping symbols are used.

Numeric Symbols. Sets the format for the digit-grouping and decimal symbols.

Use regional settings of current user. Uses the regional settings specified on the Number tab in

the current users Windows Regional Settings Properties dialog box.

Use regional settings of current document language. Uses the regional settings for the language

of the questionnaire. If you are using IBM SPSS Data Collection Paper - Scan Add-on,
this setting can lead to a minor problem in the maximum values of real (decimal) questions
in Eyes & Hands Forms (EHF) when the regional settings of the questionnaire language is
different from the users regional settings. During the transfer to EHF, the minimum value is
generally rounded downwards and the maximum value is rounded upwards. However, when
the regional settings differ, the maximum value is sometimes rounded downwards instead of

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upwards. For example, suppose the minimum value is defined as 10.15 and the maximum
value as 888.14. When these are rounded to whole numbers, we would expect the minimum
value to be rounded to 10 and the maximum value to be rounded up to 889. However, when
the regional settings differ, the maximum value may be rounded down to 888.

Colors
On all but the Value tab, you can change colors for different options. You can change the color of
the background of the control, the background text, the character space, the lines, and the numeric
symbols. Clicking the arrow next to a color option opens the color palette.
Figure 14-7
Color palette

The current color setting is highlighted. You can change the color by selecting another color from
the palette, or you can select a color not shown in the palette by clicking More Colors.
The dialog box that appears when you click More Colors varies according to the operating system
you are using. You can define custom colors based on one or more of the following methods:

Rainbow control. You can define a color by moving the sliders in a rainbow control and

luminosity control until the color is the one you want.

HSL. You can define a color by entering numbers for hue, saturation, and luminosity. Hue

corresponds to moving the rainbow control slider (the symbol that looks like a plus sign)
horizontally, Sat corresponds to moving the rainbow control slider vertically, and Lum
corresponds to moving the luminosity control slider (the arrow symbol) vertically. Hue can
have any integer value from 0 to 239 and Sat and Lum can have values from 0 to 240.

RGB. You can define a color by entering numbers for red, green and blue. Red, Green and Blue

can have any integer value from 0 to 255.

Chapter

15

Authoring Tools

In IBM SPSS Data Collection Paper, you use insertion and data entry character styles in Looks
to insert text from the questionnaire definition into a paper questionnaire. The questionnaire
definition itself must be created using one of the authoring toolsIn2form 4.5.1 and IBM
SPSS Quanquest 2.4 are recommended for use with Paper 1.2. This chapter lists the various
types of text that you can insert into a paper questionnaire from the questionnaire definition and
provides brief details about how to create them in the two authoring tools. For more information,
see the documentation provided with the authoring tools.

Notes for IBM SPSS Quanquest Users


Question text. For categorical, numeric, and open-ended questions, this is the question text. For

grid and numeric grid questions, this is the container items question text.
Question name. For categorical, numeric, and open-ended questions, this is the question name. For

grid and numeric grid questions, this is the container items name.
Question short name. When you generate the questionnaire definition in IBM SPSS
Quanquest, you can choose how the question short names will be set up. The choices are the
question name, a generated number, or the number or text defined for the question in the Print
Properties dialog box. You can optionally define a prefix (for example, the letter Q).
Category text. In Quanquest, categories are known as responses, and you enter them in the

questions design form. For categorical and grid questions, the category text is the text that you
enter in the Response column of the response grid. For numeric grid questions, the category
text is the text that you enter in the Question Text text box in the design form for each numeric
question in the numeric grid.
Category name. For categorical and grid questions, the category name is the unique ID that you

enter in the response grid. For numeric grid questions, the category name is the name that you
enter in the design form for each numeric question in the numeric grid.
Category value. A unique number is generated automatically for each response in a categorical

or grid question.
Subquestion text. In Quanquest, subquestions are known as attributes, and you enter them in the

design form for the container item of a grid or a numeric grid. The subquestion text is the text you
enter in the Attributes column of the attribute grid.
Subquestion name. The unique ID that you enter in the attribute grid in the design form for the
container item of a grid or a numeric grid.
Information text. The text that you enter for a text-only item in the Text to be Displayed text box

in the items design form.


Information name. The name you enter for a text-only item in the items design form.
Information short name. Quanquest does not create a short name for text-only items.
Licensed Materials - Property of IBM Copyright
IBM Corporation 2000, 2013

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Instruction. You cannot currently enter a separate instruction text within a questionnaire item in

Quanquest. However, you can include instruction texts as part of the question text. These are
typically entered in uppercase on a separate line.
Range maximum. For numeric questions, this is the highest To Value entered for the response in

the questions design form. For open-ended questions, this is not defined in Quanquest. For
categorical questions, this is set to one when all of the responses are single choice. When one or
more of the responses are multiple choice, this is the Max Responses Accepted if that has been
set; otherwise, it is the total number of responses that are multiple choice.
Range minimum. For numeric questions, this is the lowest From Value entered for the response

in the questions design form. For open-ended questions, this is not defined in Quanquest. For
categorical questions, this is set to one.
Category Go To name. The name of the question specified in the Goto column of the response grid

for a categorical question.


Category Go To short name. The short name of the question specified in the Goto column of the

response grid for a categorical question.


Category Other Specify name. Quanquest generates a name for the text variable that holds the Other

Specify text. The name is MyQuestionName.other, where MyQuestionName is the name of the
categorical question the Other Specify belongs to.

IBM SPSS Quanquest Card and Column Specifications


In questionnaire definitions authored in IBM SPSS Quanquest, the card and column
specification is generated by the IBM SPSS Quancept parser. This allocates columns to
the questions sequentially and starts a new card when required. However, the Data Properties
dialog box for each question in Quanquest gives you some control over the card and column
allocations. You can specify that the data for a question is to be stored on a new card, even
when the previous card is not full. By default, Quanquest reserves three columns for the coded
responses to open-ended questions. However, you can change the number of columns, or you
can specify that the text responses be written into the data file.
Quancept allocates the punch characters 1 to 9 for the first column allocated to a question and
the characters 0 to 9 for any subsequent columns. Quancept always allocates punch characters to
special responses in the first (or only) column and uses the special punch characters shown in
the following table.
Special response
Other Specify
Dont know
No answer
Refused

Punch character
0
&
{

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Authoring Tools

Notes for In2form Users


Question text. The text that you enter in a questions information object. For numeric grid

questions, you create the question text in an information object without an associated answer
object and make it the first object in the Loop Over folder.
Question name. In2form creates this for all question types except numeric grid questions by
combining the form name and the name of the answer object; for example, gender@Single1. For
numeric grid questions, this is the name that you enter in the For text box in the Loop Over
dialog box.
Question short name. In In2form, you specify question short names in the Card Column dialog
box. You can either assign a short name to each question manually, or you can choose the Auto
Generate option.
Category text. In In2form, categories in categorical and grid questions are called precodes. You
enter their text on the Value tab in the Object editor for a single response, multiple response, or
grid object. However, for numeric grid questions, you create each category as a numeric question,
and the category text is the text that you enter in the questions information object.
Category name. For categorical and grid questions, this is the name that you enter for a precode

on the Value tab in the Object editor for the single response, multiple response, or grid object.
However, for numeric grid questions, In2form creates this by combining the form name and the
name of the answer object of the numeric question that corresponds to the category.
Category value. This unique numeric identifier for each category in the questionnaire is generated

automatically.
Subquestion text. For grid questions, this is the question text that you enter on the Value tab in the
Object editor for a grid object. For numeric grid questions, the subquestions are the precodes in
the categorical object that is looped over, and the subquestion text is the text that you enter for the
precode on the Value tab in the Object editor.
Subquestion name. For grid questions, this is the question name you enter on the Value tab in the

Object editor for a grid object. For numeric grid questions, this is the name that you enter for the
precode on the Value tab in the Object editor.
Information text. The text that you enter for an information object that does not have an associated

answer object.
Information name. In2form creates this by combining the form name and the name of the
information object; for example, heading1@Info1.
Information short name. In2form does not create a short name for information objects that do not

have an associated answer object.


Instruction. The text that you enter in an interviewer instruction object. In numeric grid questions,
the text in the first interviewer instruction object in the loop over folder is used.
Range maximum. For numeric questions, this is the MaxValue property. For open-ended questions,
this is the MaxLength property. For categorical questions, this is set to 1 when all of the precodes
are single response. When one or more of the precodes are multiple response, this is set to the
number of precodes that are not single response.

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Chapter 15

Range minimum. For numeric questions, this is the MinValue property. For open-ended questions,
this is not defined in In2form. For categorical questions, this depends on whether the question
has the MustAnswer property set. If the property is set, the range minimum is 1; otherwise, the
range minimum is 0.
Category Go To name. The name of the question that you specify in the Goto column for a precode
in the Jump dialog box.
Category Go To short name. The short name of the question that you specify in the Goto column for
a precode in the Jump dialog box.
Category Other Specify name. In2form generates a name for the text variable that holds the Other

Specify text. The name is MyQuestionName@other, where MyQuestionName is the name of the
categorical question, and other is the name of the Other Specify category. So, the name of the
text variable for an Other Specify category called ot in a question called museums@multi would
be museums@multi1@ot.

In2form Card Column Details


In In2form, you assign card and column specifications to questions in the Card Column dialog
box. You can either enter the combined card and column numbers for each question manually,
or you can request that In2form generate them automatically.
In2form allocates the punch characters 1 to 9 for the first column allocated to a question and the
characters 0 to 9 for any subsequent columns. By default, In2form allocates the punch characters
to the precodes sequentially. However, In2form can optionally assign the punch characters in the
order of the numbers assigned to their category values. You select this option by selecting Use
precode export value as column reference in the Cardcol tab in the Options dialog box.
Unlike IBM SPSS Quancept, In2form does not allocate special punch codes to special
responses.

Notes for IBM SPSS Data Collection Professional Users


In IBM SPSS Data Collection Paper, you use insertion and data entry character styles in Looks
to insert text from the questionnaire definition into a paper questionnaire. For information on how
to create different types of text in the questionnaire definition in IBM SPSS Data Collection
Professional, see the Interview Scripting topics in the Professional section of the IBM SPSS
Data Collection Developer Library.
Using IBM SPSS Data Collection Paper with Questionnaires Created in IBM SPSS Data Collection
Professional

Questionnaires created using Professional contain routing information that is designed for
web use. To use these questionnaires with Paper you must first add paper routing. One
way of doing this is by running the CreatePaperRouting.mrs script that is available when
you install the Data Collection Developer Library. By default, this is installed in the
[INSTALL_FOLDER]\IBM\SPSS\DataCollection\7\DDL\Scripts\General\mrScriptBasic folder.
For more information, see the topic To add Paper Routing to a Questionnaire on p. 159.

159
Authoring Tools

To add Paper Routing to a Questionnaire


You can add paper routing to a questionnaire by running the CreatePaperRouting.mrs script
supplied with the IBM SPSS Data Collection Developer Library. By default, this is installed
in the [INSTALL_FOLDER]\IBM\SPSS\DataCollection\7\DDL\Scripts\General\mrScriptBasic
folder. If you have IBM SPSS Data Collection Professional installed you can use this to run
the script. Alternatively, you can use the mrScript command line runner.
E Start Professional and open the CreatePaperRouting.mrs script. Alternatively, use Notepad to

open the file.


E Change the name of the .mdd files referred to in filename1 and filename2 to the name of the file to

which you want to add the paper routing and an output file name. For example:
filename1 = "c:\myPaperFile.mdd"
filename2 = "c:\myPaperFileOut.mdd"

(If required, you can use the same filename for both parameters so that the script adds the routing
to the original file).
E Save the CreatePaperRouting.mrs file. As this is a read-only file, either save the file to a different

folder or using a different file name.


E If using Professional, press F5 to run the script.

If using the Command Line Runner, open a Command Prompt. For example, on Windows 2000,
from the Windows Start menu, choose:
Programs > Accessories > Command Prompt

Type mrscriptcl "filenameandpath.mrs", using the full path and filename that you used to save the
CreatePaperRouting.mrs file.
The script adds a paper routing based on the order in which the questions are listed in the .mdd file.

Chapter

16

Customizing IBM SPSS Data Collection


Paper

This chapter covers some of the ways that you can customize IBM SPSS Data Collection
Paper, including:

Setting defaults and options

Customizing menus and toolbars

Protecting templates

Protecting Looks

IBM SPSS Data Collection Paper Options


As you work with IBM SPSS Data Collection Paper, you may find that you want to customize
it to suit your work habits. The Options dialog box has five different tabs to control a wide variety
of settings and defaults.

View. Controls the display of QuestionTips and LookTips, whether the short or long names of

questionnaire items are shown in dialog boxes, and the way questionnaire items and Looks
are initially sorted in the dialog box lists.

Save Look. Defines the default category distribution for category lists that are displayed in

multiple columns and the colors used for analyzing Looks when saving them.

File locations. Sets the default location of the folders containing questionnaire definition

files and Looks.

Templates. Defines the document template to use with Paper.

Character styles. Add, edit, and delete conditional display and conditional substitution

character styles, which are used to display standard texts and symbols.

To Set IBM SPSS Data Collection Paper Options


E From the IBM SPSS Data Collection Paper menu choose Options.

This opens the Options dialog box.


E Click the tab for the settings that you want to change.
E Change the settings.
E Click OK.

Tip: You can change several options and defaults in one session. After you have changed the
settings on one tab, click another tab in the dialog box to change other options and defaults. When
you have finished making changes, click OK to close the Options dialog box.
Licensed Materials - Property of IBM Copyright
IBM Corporation 2000, 2013

160

161
Customizing IBM SPSS Data Collection Paper

File Location Options


The File Locations tab in the IBM SPSS Data Collection Paper Options dialog box controls
the default questionnaire definition and Looks folders. These folders can be on a local or network
drive.
Figure 16-1
IBM SPSS Data Collection Paper Options: File Locations tab

Looks folder. Specifies the folder that contains the Look groups.
Questionnaire folder. Specifies the default folder for the questionnaire definition (.mdd) files. This

controls the initial questionnaire definition file location in the Load Questionnaire Definition
dialog box; however, you can select a different folder for the questionnaire definition file in that
dialog box. You can store questionnaire definition (.mdd) files in more than one location.

To Set File Locations


E From the IBM SPSS Data Collection Paper menu choose Options, and then click the File
Locations tab.
E To change the location for Look groups, click Looks Folder.
E To change the default location for the questionnaire definition files, click Questionnaire Folder.
E Click Modify.

This opens the Select Folder dialog box.


E Select the appropriate folder from the list.
E Click OK.

You return to the Options dialog box.


E Click OK.

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Chapter 16

Note: You need to restart Word before the changes take effect.

Customizing Menus and Toolbars


The toolbars and menus for IBM SPSS Data Collection Paper are contained in a global
template file named mrPaper.dot. If IBM SPSS Data Collection Paper - Scan Add-on is
installed, the toolbars and menus for both Paper and Paper - Scan Add-on are contained in
a global template file named mrScan.dot. The global template file is installed in the Startup
directory for Word.
You can change the following Paper and Paper - Scan Add-on menus and toolbars:

Menus. You can delete the Open Look, Save Look, Save Compound Look, Look Organizer,

and Options commands from the Paper menu and the Options command from the Paper Scan Add-on menu. You can also copy Paper and Paper - Scan Add-on commands to other
menus or toolbars. For example, you may find it convenient to copy the Load Questionnaire
command to the File menu.

Toolbar. The Paper toolbar contains tools to access some of the most commonly used

commands in the Paper menu. Selecting these tools is the same as selecting the command
from the menu. You can add and remove tools from the Paper toolbar, and you can copy
Paper tools to other toolbars.

Shortcut menus. You can add Paper and Paper - Scan Add-on commands to the shortcut menus

in Word. Shortcut menus give you easy access to frequently used commands. There are three
different groups of shortcut menus in Word, and each type shows a list of commands relevant
to a particular task. You can add Paper menu commands to the shortcut menus just as you add
Paper commands to other menus in Word.
You use the Customize options in Word to add or delete menu commands. All of the Paper
commands are controlled by macros. Before you can add and remove Paper and Paper - Scan
Add-on commands, you need to know the names of the macros that control each command.
If you make the changes to the menus and toolbars in the Paper or Paper - Scan Add-on global
template, you can subsequently revert to the original Paper and Paper - Scan Add-on menus and
toolbars. You can do this by restoring the Paper or Paper - Scan Add-on global template. For more
information, see Repairing Your Installation in the Paper Installation Instructions.

IBM SPSS Data Collection Paper and IBM SPSS Data Collection Paper - Scan Add-on
Macros
Command
Load Questionnaire
Open Look
Apply Looks
Update Document
Save Look
Save Compound Look
Look Organizer
IBM SPSS Data Collection Paper Help - Topics

Macro
SPSS_mrPaper.mrPaper_UI.mrPaperLoadQuestionnaire
SPSS_mrPaper.mrPaper_UI.mrPaperOpenLook
SPSS_mrPaper.mrPaper_UI.mrPaperApplyLooks
SPSS_mrPaper.mrPaper_UI.mrPaperUpdateDocument
SPSS_mrPaper.mrPaper_UI.mrPaperSaveLook
SPSS_mrPaper.mrPaper_UI.mrPaperSaveCompoundLook
SPSS_mrPaper.mrPaper_UI.mrPaper_LookOrganizer
SPSS_mrPaper.mrPaper_UI.mrPaper_Help

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Customizing IBM SPSS Data Collection Paper

Command
Paper Help - Users Guide
Paper Help - About
Paper Options
Insert Scanning Control Fields
Transfer to Scanning Software
IBM SPSS Data Collection Paper - Scan Add-on
Options
Paper - Scan Add-on Help - Topics
Paper - Scan Add-on Help - Users Guide

Macro
SPSS_mrPaper.mrPaper_UI.mrPaper_UserGuide
SPSS_mrPaper.mrPaper_UI.mrPaper_About
SPSS_mrPaper.mrPaper_UI.mrPaper_Options
SPSS_mrScan.mrScan_UI.mrScan_InsertScanningFields
SPSS_mrScan.mrScan_UI.mrScan_Transfer
SPSS_mrScan.mrScan_UI.mrScan_Options
SPSS_mrScan.mrScan_UI.mrScan_Topics
SPSS_mrScan.mrScan_UI.mrScan_UserGuide

To Remove a Command from the IBM SPSS Data Collection Paper Menu
E From the Tools menu in Word, choose Customize.

This opens the Customize dialog box.


E From the Save In list, select the mrPaper.dot template (or the mrScan.dot template if you are using

IBM SPSS Data Collection Paper - Scan Add-on).


E Click the IBM SPSS Data Collection Paper menu, and right-click the command that you

want to remove.
E From the shortcut menu, choose Delete.
E Click Close.

To Add an IBM SPSS Data Collection Paper Command to a Word Menu


E From the Tools menu in Word, choose Customize.

This opens the Customize dialog box.


E From the Save In list, select the mrPaper.dot template (or the mrScan.dot template if you are using

IBM SPSS Data Collection Paper - Scan Add-on).


E In the Customize dialog box, click the Commands tab.
E From the Categories list, select Macros.
E From the Commands list, select the macro that corresponds to the command you want to add.
E Click the menu to which you want to add the command.
E Drag the macro to the position that you want it in the menu.

The command appears in the menu under the macro name.


E Right-click the macro name on the menu, and enter the correct name for the command.
E Click Close.

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Chapter 16

To Add an IBM SPSS Data Collection Paper Command to a Shortcut Menu


E From the Tools menu in Word, choose Customize.

This opens the Customize dialog box.


E From the Save In list, select the mrPaper.dot template (or the mrScan.dot template if you are using

IBM SPSS Data Collection Paper - Scan Add-on).


E Click the Toolbars tab, and then select Shortcut Menus.

This opens a Shortcut Menus toolbar.


E Click the Commands tab.
E From the Categories list, select Macros.
E From the Commands list, select the macro that corresponds to the command you want to add.
E From the Shortcut Menus toolbar, click the shortcut menu to which you want to add the command.
E Drag the macro to the position that you want it in the shortcut menu.

The command appears in the shortcut menu under the macro name.
E Right-click the macro name on the menu, and enter the correct name for the command.
E Click Close.

Protecting Document Templates


You can protect document templates from being changed and deleted by setting the file attributes
to read-only. When you do this, the template is still available for applying to documents, but
it is protected from being changed.
You can also hide templates by setting the file attributes to hidden. When you do this, the
template is not displayed in the list of templates in the New dialog box in Word (or the Templates
dialog box in Word), the Style Gallery dialog box, or the Templates and Add-Ins dialog box,
unless the user has selected the option to display hidden files in Windows Explorer.
You change the file attributes of a template using Windows Explorer. You can also set
permissions to define which users have read access, write access, full control, and no access. For
more information on file attributes and permissions, see the Windows documentation.

Protecting Looks
You can protect Looks and subLooks from being changed and deleted by setting the attributes of
their files to read-only. You can also set the attributes of the Look group, compound Look, and
other folders to read-only. This prevents users from adding and deleting Looks and subLooks in
those folders. On some systems, you can make the files in a folder inherit the attributes of the
folder it is in. This means that you can make all of the Looks in a Look group read-only by setting
the attributes of the Look group folder to read-only.

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Customizing IBM SPSS Data Collection Paper

You can also hide a Look or subLook by setting the attributes of its file to hidden. When you do
this, the Look or subLook does not appear in the IBM SPSS Data Collection Paper dialog
boxes, unless the user has selected the option to display hidden files in Windows Explorer.
You can also set permissions to define which users have read access, write access, full control,
and no access to the Looks and Look groups.
Changing the file attributes and permissions are the only Look management tasks that are done
outside of the Look Organizer. You change the file attributes and permissions of a Look or a Look
group using Windows Explorer. For more information on file attributes and permissions, see the
Windows documentation.
You can also prevent users from modifying Looks by removing the Paper commands for
opening, modifying, and saving Looks from the menu and toolbar.

Files within the Looks Folder


If you want to change the file attributes and permissions of the files in the Looks folder, you must
understand the purpose of the different files within the Looks folder.
Looks folder. The folder defined on the File Locations tab in the IBM SPSS Data Collection
Paper Options dialog box. This folder contains:

Look group folders. There is one Look group folder for each Look group that is defined.

Default.ini file. Contains the default Look group settings. If you make this file read-only,

you cannot change the default Look group.

condstyl.mdd file. Contains the text for the conditional substitution character styles. If you

make this file read-only, you cannot add, change, or delete the conditional substitution
character styles.
MyLookGroupfolder. There is one Look group folder for each Look group that is defined. It

contains all of the files related to the Look group.

Default.ini. Defines the default Looks in the Look group. If you make this file read-only, you

cannot change the default Looks for the group.

Description.txt. Contains the description for the Look group. This is the text that appears as a

LookTip when you point at the Look group in a dialog box. If you make this file read-only,
you cannot add or change the Look groups description.

MyLook.rtf. Defines the Lookwhat information is displayed from the questionnaire definition

and how it is formatted when you apply the Look. If you make the file read-only, you cannot
make any changes to the Look.

MyLook.def. Contains additional information to define the Look. It includes a unique ID,

the description, and, for some Look types, category replication and category distribution
settings. If you make this file read-only, you cannot add or change the Looks description
or make some other changes to the Look.

MyCompoundLookfolder. There is one compound Look folder for each compound Look

in the Look group. It contains all of the files related to the compound Look. It contains
a MySubLook.rtf and MySubLook.def file for each subLook in the compound Look. These
parallel the MyLook.rtf and MyLook.def files. The folder also contains a Default.ini file,
which defines the default subLooks and a Description.txt file, which contains the compound
Look description.

Chapter

17

Getting help
Online Help is provided in several ways:

Help Menu. The Help menu is located in the IBM SPSS Data Collection Paper menu. Clicking
Help opens the Help submenu.

Topics. Opens the online Help system.

About Paper/IBM SPSS Data Collection Paper - Scan Add-on. Opens the About box and

gives you information about Paper and the version number.


Dialog box Help buttons. Most dialog boxes have a Help button that takes you directly to a Help
topic for that dialog box. The Help topic provides general information and links to related topics.
You can also access the Help topic for a dialog box by pressing F1.

Opening the IBM SPSS Data Collection Data Model online help
E From the Windows Start menu, choose:
Programs > IBM SPSS Data Collection 7 > IBM SPSS Data Collection Developer Library >
Documentation
E Expand the IBM SPSS Data Collection Data Model option in the Contents pane.

Licensed Materials - Property of IBM Copyright


IBM Corporation 2000, 2013

166

Chapter

18

Glossary
Answer portion. The part of a Look that formats the answers to questions.

Categorical grid question. A special categorical question that consists of several subquestions
that share a category list. Categorical grid questions often ask respondents to choose a rating
on a predefined scale for a number of products in a list. Categorical grid questions are usually
referred to simply as grid questions.
Categorical question. A question that has a limited number of categories that represent the possible
answers. Categorical questions can be single response or multiple response.
Category. One possible answer in the set of answers that are defined in the category list of a

categorical or grid question.


Category distribution. Defines the way categories are distributed among the columns of a category
list when it is displayed in more than one column. The categories can be distributed horizontally
(row by row) or vertically (column by column).
Category list. A list of predefined answers (categories) in a categorical or grid question. The

respondent selects the answer(s) to the question from this list. A list of brand names is an example
of a category list.
Category replication. Applies to the answer portion of categorical, grid, and numeric grid Looks.

It controls which category rows in a Look are repeated when you apply the Look to a question.
For example, if you want to display a line after every fourth category in a category list, you
create a Look with four category rows, define a line below the fourth row, and set the category
replication to be from the first to the fourth row.
Character field. The symbols, objects, or lines where respondents indicate their answers to
numeric, numeric grid, and open-ended questions. Character fields can be used to record
alphabetic or numeric characters depending on the question type.
Compound Look. Describes how questions that are to be presented as a compound question are

to appear. A compound Look consists of a number of subLooks, each of which describes how a
particular part of the compound question is to appear.
Compound question. Questions that contain a number of related questions that are presented as a
group using a shared list. A compound question is not the same as a grid question.
Computer assisted interviewing (CAI). An interviewing method that uses a computer to record the

respondents answers. The most common types of computer assisted interviewing are computer
assisted telephone interviewing (CATI), computer assisted personal interviewing (CAPI), and
computer assisted self-interviewing (CASI).
Licensed Materials - Property of IBM Copyright
IBM Corporation 2000, 2013

167

168
Chapter 18

Computer assisted personal interviewing (CAPI). An interviewing method in which the interviewer,
equipped with a computer to record the respondents answers, meets face to face with the
respondent.
Computer assisted self-interviewing (CASI). An interviewing method in which the respondents use

computers to record their answers to questionnaires.


Computer assisted telephone interviewing (CATI). An interviewing method in which the interviewer,

equipped with a computer to record the respondents answers, interviews the respondent by
telephone.
Data entry notation. Information printed in a paper questionnaire to help data entry personnel enter

the respondents answers correctly. This notation can be for card column-based data entry or for
variable-based data entry.
Default Looks. The Looks in the selected Look group that are applied when you first load a

questionnaire definition. In each Look group, you need to define a default Look for each type
of questionnaire item.
Default Look group. A Look group that contains a default Look for each Look type. The default

Looks in the default Look group are used when you load a questionnaire definition using a Look
group that does not have a default Look of each type.
IBM SPSS Data Collection Developer Library (DDL). A free, downloadable resource that

provides information for scriptwriters developing automated market research processes, software
developers wanting to leverage IBM SPSS Data Collection products and technology, and those
who simply want to understand more about the Data Collection technology.
Go To instruction. A routing instruction that informs the interviewer or respondent which
questionnaire item to go to next based on the answer to the current question.
Grid question. A special categorical question that consists of several subquestions that share a

category list. Grid questions often ask respondents to choose a rating on a predefined scale for
a number of products in a list. Grid questions are sometimes referred to as categorical grid
questions.
Information item. A questionnaire item that does not ask for a responsefor example, greetings,

section headings, and closing statements.


Instruction. A statement within a questionnaire item that provides instructions to the interviewer or
respondentfor example, Probe or Show card.
Integer question. A numeric question that permits only whole numbers as answersfor example, a

question that asks respondents how many times they have visited the museum.
Look. A blueprint for how questionnaire items are to appear in a printed questionnaire. A Look
controls which information held in the questionnaire definition for the questionnaire item is
displayed and controls how that information is positioned and formatted. You can think of Looks
as templates for the questionnaire items.

169
Glossary

Look group. A collection of Looks that are designed to be used together to format a questionnaire.
LookTip. A ToolTip that displays the description of a Look or Look group when you point at it

in a dialog box.
Mark field. A letter, number, symbol, character, or group of characters that is marked (circled,
ticked, or checked) to indicate a respondents answer to a categorical or grid question.
Mask. A guide to recording answers to open-ended and numeric questions in a specific way. For

example, a mask for a numeric question can specify the number of digits before and after the
decimal symbol. Masks for open-ended questions can specify the maximum number of characters
and other alphanumeric formatting.
Multiple response category. A category that can be chosen with other categories in a category

list in answer to a question.


Multiple response category list. A category list from which the respondent can choose more

than one category.


Multiple response question. A categorical question that permits respondents to select more than

one answer from the predefined set of answers in the category list. A typical example is the
question What do you remember seeing in the museum today, in response to which the respondent
can choose any number of items in a list.
Numeric grid question. A question that ties together a group of related subquestions that share a

category list and that require numeric responsesfor example, a question that asks respondents to
enter the amount that they spent on various products in the last four months. The subquestions are
Amount spent in May, Amount spent in April, and so on, and the categories are the product names.
Numeric question. A question that requires a numeric response.
Open-ended question. A question that asks respondents to reply in their own wordsfor example,

questions that ask respondents to enter their names, addresses, or opinions.


Other Specify category. A category that allows respondents to enter an answer that is not on the
category list. For example, in a question that asks which other museums the respondent has
visited, there are categories specifying six major museums and one category with the text Other.
When respondents select this category, they are asked to specify the name of another museum
they have visited.
Pen and paper interviewing (PAPI). An interviewing method in which the interviewer, equipped with
a paper questionnaire to record the respondents answers, interviews the respondent in person. Pen
and paper interviewing is probably the most widely used survey method in the world today.
Questionnaire definition. Defines a project in terms of the texts of the questions and their order,
layout, and routing. The questionnaire definition can also hold variations of each text for use
in different contexts (for example, interviewing and analysis) and in different interviewing
environments (for example, telephone interviewing, paper, and web) and translations of the texts
for use in multilingual studies. After a project is activated, the questionnaire definition stores

170
Chapter 18

details of the database in which the case data is stored. In technical terms, the questionnaire
definition corresponds to the metadata in the IBM SPSS Data Collection Data Model.
Questionnaire item. A question or information item that is defined in the questionnaire definition.
QuestionTip. A ToolTip that displays the text of a questionnaire item when you point at it in a

dialog box.
Real question. A numeric question that permits a decimal number as an answerfor example, a

question that asks the respondent to guess the price of a product.


Reversed presentation. A category or subquestion list that is presented top-down to some of the

respondents and reversed (bottom-up) to the others.


Rotated presentation. A category or subquestion list that is presented rotated by one for each
respondent. For example, in a list of four categories, there would be four presentations: (1,2,3,4),
(2,3,4,1), (3,4,1,2), (4,1,2,3).
Routing control. Determines which item is presented next based on the answers to previous
questions in computer assisted interviewing methods. For example, an IF/THEN/ELSE statement.
Routing instruction. Informs interviewers or respondents which item in a paper questionnaire
they should go to next. They normally take the form of Go To instructions, but can also be in
the form of instructions to the interviewerfor example, Ask only if the respondent answered
Yes in Q32 and No in Q33.
Self-completion survey. A survey in which the respondent data is gathered without the aid

of an interviewer. Respondents complete the questionnaires themselves and return them to


the researcher. Paper questionnaires have traditionally been the method of choice for the
production of self-completion surveys. However, there is now a shift towards computer assisted
self-interviewingsurveys conducted over the Internet, for example.
Show cards. Cards that present information to respondents. For example, show cards can format a

category list in a larger font so interviewers can show the card to respondents instead of reading
out loud the list of categories.
Single response category. A category that cannot be chosen with any other category in the category

list in response to a question.


Single response category list. Permits the selection of only one category in response to a question.
Single response question. Permits respondents to select only one answer from the predefined set
of answers in the category list. A typical example is the question Have you visited this museum
before, to which the respondent must answer Yes or No.
SubLook. A Look that formats a portion of a compound question.
Subquestion. A component of a grid or numeric grid question. The subquestions in a grid and

numeric grid question share the same category list.

171
Glossary

Version. Refers to changes to the content of a project. Each time a project changes, for example,

with the addition of new questions or categories, a new version can be generated. Each version is
stored in the questionnaire definition, and you can choose the version that you want to use.

Appendix

Notices
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IBM may not offer the products, services, or features discussed in this document in other countries.
Consult your local IBM representative for information on the products and services currently
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state or imply that only that IBM product, program, or service may be used. Any functionally
equivalent product, program, or service that does not infringe any IBM intellectual property right
may be used instead. However, it is the users responsibility to evaluate and verify the operation
of any non-IBM product, program, or service.
IBM may have patents or pending patent applications covering subject matter described in this
document. The furnishing of this document does not grant you any license to these patents.
You can send license inquiries, in writing, to:
IBM Director of Licensing, IBM Corporation, North Castle Drive, Armonk, NY 10504-1785,
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For license inquiries regarding double-byte character set (DBCS) information, contact the IBM
Intellectual Property Department in your country or send inquiries, in writing, to:
Intellectual Property Licensing, Legal and Intellectual Property Law, IBM Japan Ltd., 1623-14,
Shimotsuruma, Yamato-shi, Kanagawa 242-8502 Japan.
The following paragraph does not apply to the United Kingdom or any other country where such
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PROVIDES THIS PUBLICATION AS IS WITHOUT WARRANTY OF ANY KIND,


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Notices

Such information may be available, subject to appropriate terms and conditions, including in
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174
Appendix A

Other product and service names might be trademarks of IBM or other companies.

Index
Active Look group, 53
Allow A4/Letter paper resizing
deselecting option, 70
scanning-enabled Looks, 70
Annotations, 63
Answer portion
character fields, 123
definition, 167
overview, 96
Apply Looks dialog box, 49
defaults, 53
getting started, 17
markers, 51
Attributes, 155
Author, 4
Authoring tools
notes for IBM SPSS Quanquest users, 155
notes for In2form users, 157
overview, 3
sample questionnaires, 16
AutoFormat, 14, 117
Autogenerate
question numbers, 26
AutoShapes, 123124
Background color and text, 149
Block end Looks , 141
character styles, 141
Block start Looks , 141
character styles, 141
Block Start Looks
overview, 42
Bookmarks
error message, 100
overview, 14
questionnaire, 59
showcards, 59
showing, 22
Boolean
grid, 139
Boolean Grid Looks
character styles, 139
Boolean Looks , 138
character styles, 138
overview, 41
Borders
adding to Looks, 120
and IBM SPSS Data Collection Paper - Scan Add-on,
67, 71
masked controls, 151
table cells for character fields, 124
table cells for mark fields, 122
CAI, 167
CAPI, 168

Card column definitions


IBM SPSS Quanquest, 156
In2form, 158
Card column notation
categorical Looks, 103
character styles, 102
grid Looks, 104
numeric and open-ended Looks, 103
numeric grid Looks, 105
overview, 102
Case data source components (CDSCs), 2
CASI, 168
Categorical answers loop Looks , 144
character styles, 144
Categorical Answers Loop Looks
overview, 44
Categorical grid Looks
See grid Looks, 38
Categorical grid questions
definition, 167
See also grid questions, 167
Categorical grid subLooks
See grid subLooks, 46
Categorical list loop Looks, 144
character styles, 144
Categorical List Loop Looks
overview, 44
Categorical Looks
card column notation, 103
character styles, 127
overview, 38
scanning-enabled, 67
Categorical questions
appearance of, 38
definition, 167
in compound questions, 46
show cards, 40
Categorical show card Looks
character styles, 137
Categorical subLooks
applying, 52
character styles, 135
overview, 46
Categories
category replication, 87
changing number of columns, 119
compound questions, 134
definition, 167
distribution, 87, 93
keycodes, 121
names, 98, 121, 155, 157
Other Specify, 125
values, 98, 155, 157
Category lists
category replication, 87
definition, 167

175

176
Index

distribution, 87, 93, 167


presentation, 108
shared, 46
Category replication
and IBM SPSS Data Collection Paper - Scan Add-on, 67
definition, 167
setting, 87
CATI, 168
cCard column definitions
overview, 6
Character fields
definition, 167
drawing objects, 124
IBM SPSS Data Collection masked controls, 147148
identifying, 101
introduction, 96
Other Specify, 125
overview, 123
scanning-enabled, 69
symbols, 123
table cell borders, 124
Character frames, 151
Character options in masked controls, 150
Character styles
block end Looks, 141
block start Looks, 141
boolean grid Looks, 139
boolean Looks, 138
categorical answers loop Looks, 144
categorical list loop Looks, 144
categorical Looks, 127
categorical show card Looks, 137
categorical subLooks, 135
compound Looks, 133
compound separator subLooks, 134
conditional, 106
Database error Looks, 146
fixed iteration Looks, 145
grid Looks, 128
grid show card Looks, 138
grid subLooks, 136
information Looks, 132
loop end Looks, 143
numeric grid Looks, 130
numeric grid subLooks, 136
numeric Looks, 129
numeric variable loop Looks, 143
open-ended Looks, 131
overview, 15
overview of special types, 96
page end Looks, 140
page start Looks, 140
question text subLooks, 133
section end Looks, 142
section start Looks, 142
shared list subLooks, 134

Closing
IBM SPSS Data Collection Paper, 16
Colors
background and text, 149
IBM SPSS Data Collection masked controls, 154
Look analysis, 86, 93
subLook analysis, 90
Columns
display of categories, 119
Looks, 119
multiple, 66
Commands
adding to menus, 163
adding to shortcut menus, 164
removing from menus, 163
Comments, 63
Compound Looks
applying, 52
character styles, 133
creating, 80, 90
default, 79
definition, 167
opening, 83
opening all subLooks in, 85
overview, 46
post processing, 90
saving, 84
Compound questions
appearance of, 46
definition, 167
formatting, 52, 90
limits for, 47
Compound separator subLooks
applying, 52
character styles, 134
overview, 46
Conditional display character styles
adding and editing, 109
introduction, 106
list, 108
overview, 107
Conditional substitution character styles
adding, 114
introduction, 106
list, 112
overview, 111
protecting, 165
translations, 113114
condstyl.mdd files
protecting, 165
translating, 114
Copying information, 15
Data entry character styles
list, 102
overview, 102

177
Index

Data entry notation


categorical Looks, 103
character styles, 102
definition, 168
grid Looks, 104
numeric and open-ended Looks, 103
numeric grid Looks, 105
overview, 102
Data Model
available DSCs, 2
IBM SPSS Data Collection Metadata Model to Quantum,
6
Data source components (DSCs), 2
Data types, 37
Database error Looks , 146
character styles, 146
Database Error Looks, 46
Database Questions, 46
Databases, 65
DDL, 168
Decimal symbols, 153
Default Look group, 78
Default Looks, 78
Default subLooks, 79
default.ini file, 165
description.txt file, 165
DK (dont know) categories, 109
Document Info dialog box, 33
Document templates, 55
Documents
adding and changing information, 62
distributing electronically, 32
highlighting changed questionnaire items, 31
keeping mr Separator content unchanged when updating,
31
moving to another machine, 74
opening, 30
overview, 25
printing, 33
removing highlighting, 32
saving, 30
summary information, 33
updating, 31
Dont know (DK) categories, 114
Dont know categories, 109
Double-sided scanning
setting up, 71, 73
Drawing objects, 123124
Electronic distribution, 32
Error messages
bookmark not defined, 100
Example questionnaires, 16
formatting, 17
Exiting IBM SPSS Data Collection Paper, 16

Fields
merge, 65
updating, 15, 100
File access permissions, 164165
Files
locations, 161
Looks and Look groups, 77, 165
Fixed iteration Looks , 145
character styles, 145
Fixed Iteration Loop Looks
overview, 45
Flip on long or short edge
scanning, 71
Fonts
changing, 118
embedding, 32
specifying, 57
Footers, 63, 71
Frames in masked controls, 151
Generate
question numbers, 26
Global templates, 55
Glossary
IBM SPSS Data Collection Paper, 167
Go To
cross-references, 98, 100
instructions, 48, 96, 168
names, 98, 155, 157
overview, 4
Graphics
adding to documents, 64
headers and footers, 63
Grid Looks
card column notation, 104
character styles, 128
overview, 38
Grid questions
appearance of, 38
definition, 168
in compound questions, 46
show cards, 40
Grid show card Looks
character styles, 138
Grid subLooks
applying, 52
character styles, 136
overview, 46
Gridlines, 15, 23
Headers, 63, 71
Headings, 63
Help
IBM SPSS Data Collection Data Model, 166
menu, 166
overview, 166
Hidden text, 15

178
Index

Highlighting
changed questionnaire items, 31
removing, 32
Horizontal category distribution, 87, 93
House styles, 5
IBM SPSS Data Collection Author, 3, 25
IBM SPSS Data Collection Data Model
Help for, 166
IBM SPSS Data Collection Developer Library, 168
IBM SPSS Data Collection Interviewer Server
compatibility with, 8
using the IBM SPSS Data Collection Paper questionnaire
with, 4
IBM SPSS Data Collection masked controls
background color and text, 149
character size and fill, 150
colors, 154
examples, 148
inserting, 148
line formats, 151
numeric options, 153
overview, 147
properties, 148149
values, 151
IBM SPSS Data Collection Metadata Model to Quantum, 6
IBM SPSS Data Collection Paper
closing, 16
macros, 162
menu, 11
overview, 1
starting, 10
steps in using, 10
unloading and loading, 16
workflow, 25
IBM SPSS Data Collection Paper - Scan Add-on
formatting issues, 69
introduction, 2
macros, 162
paper size, 70
scanning-enabled Looks, 67
unloading and loading, 16
using borders with, 71
IBM SPSS Data Collection Professional, 2, 25, 158159
overview, 3
IBM SPSS Data Collection Survey Tabulation, 2
IBM SPSS Quanquest
card column details, 156
generating IBM SPSS Quantum specifications, 6
notes for users, 155
overview, 3
IBM SPSS Quantum
specifications, 6
IBM SPSS Quantum CDSC, 2
Identification character styles
list, 101
overview, 101

In2form
card column details, 158
notes for users, 157
overview, 3
In2quest
generating IBM SPSS Quantum specifications, 6
Incidence boxes, 64
Information items
appearance of, 40
character styles, 132
definition, 168
names, 98, 155, 157
Information Looks
character styles, 132
overview, 40
Insertion character styles
list, 98
overview, 97
using, 99
Instructions
definition, 168
standard texts, 106
Integer questions
appearance of, 39
definition, 168
Interview Builder
overview, 3
Keep with next, 119
Landscape page layout, 66
Languages
overview, 26
selecting, 26
standard phrases, 113114
legal notices, 172
Limits
compound questions, 47
number of masked controls, 69
size of mark fields, 67
Line spacing
IBM SPSS Data Collection Paper - Scan Add-on, 70
specifying, 57
Lines
adding between all questionnaire items, 58
masked controls, 151
Load dialog box, 26
Look groups
creating, 80
default, 78, 168
definition, 169
deleting, 83
descriptions, 82
file locations, 161
files, 77
initial, 26

179
Index

initial display of, 53


installed, 36
managing, 75
opening all Looks in, 85
overview, 48
protecting, 164
read-only, 164
renaming, 82
Look Organizer
copying and moving Looks, 81
creating compound Looks, 80
creating Look groups, 80
default Looks and Look groups, 78
default subLooks, 79
deleting Looks, 83
modifying descriptions, 82
opening, 76
opening Looks, 83
overview, 75
refreshing, 78
renaming Looks and Look groups, 82
Looks
adjusting size of columns, 119
advanced options, 87
applying, 17, 4849
category distributions, 87
category replication, 87
character fields, 123
compatibility of Looks, 8
conditional display character styles, 108
conditional substitution character styles, 112
copying, 81
creating, 84
default, 78, 168
definition, 168
deleting, 83
descriptions, 82
file locations, 161
files, 77, 165
formatting, 117
formatting with Table AutoFormat, 117
inserting information, 100
installed, 36
interaction with templates, 56
introduction, 5, 36
keeping lines together, 119
managing, 75
modifying, 118
moving, 81
opening, 8384
overview, 36
paragraph styles, 57
protecting, 164
read-only, 164
renaming, 82
saving, 8487
scanning-enabled, 67

sections, 96
special character styles, 96
standard phrases, 106
summary information, 33
testing, 89
types, 37
updating to new, 31
working in tables, 117
LookTips
defining, 82
definition, 169
displaying and hiding, 53
Loop end Looks , 143
character styles, 143
Loop End Looks
overview, 46
Macros
list, 162
overview, 15
Mail lists, 65, 73
Margins, 71
Mark fields
category names and keycodes, 121
definition, 169
identifying, 101
introduction, 96
modifying, 120
scanning-enabled, 6768
symbols, 121122
table cell borders, 122
Markers in Apply Looks dialog box, 51
Masked controls
background color and text, 149
character size and fill, 150
examples, 148
inserting, 148
limits for, 47
line formats, 151
numeric options, 153
Other Specify, 70
overview, 147
properties, 148149
scanning limit, 69
values, 151
Masks , 169
mdd files
condstyl.mdd, 114, 165
file locations, 161
loading, 26
overview, 3
Menus
adding commands, 163
customizing, 162
Help, 166
hiding, 16
IBM SPSS Data Collection Paper, 11

180
Index

removing commands, 163


Merge fields, 65, 73
Mirror margins, 71
Moving information, 15
mr Category Answer, 101
mr Category Card Column, 102
mr Category Go To Cross-reference, 98100
mr Category Go To Name, 9899
mr Category Go To Short Name, 9899
mr Category Go To Text, 112
mr Category Is Go To, 108
mr Category Is Multiple, 108
mr Category Is Other Specify, 108
mr Category Is Single, 108
mr Category Name, 9899
mr Category Other Specify Answer, 101, 125
mr Category Other Specify Card Column, 102
mr Category Other Specify Name, 9899
mr Category Other Specify Object, 101, 125
mr Category Other Specify Text, 112, 125
mr Category Punch Value, 102
mr Category Range Text, 112
mr Category Scanning ID, 101
mr Category Single Text, 112
mr Category Text, 9899
mr Category Value, 9899
mr Grid Single Multiple Horizontal, 112
mr Grid Single Multiple Vertical, 112
mr Grid Subquestion Flag, 101, 136
mr Grid Subquestion Name, 9899
mr Grid Subquestion Text, 9899
mr Information Name, 9899
mr Information Short Name, 9899
mr Information Text, 9899
mr Instruction, 9899
mr Is Multiple, 108
mr Is Range, 108
mr Is Reversed, 108
mr Is Rotated, 108
mr Is Single, 108
mr Keycode, 9899
mr Numeric Grid Answer, 101
mr Numeric Range Text, 112
mr Open-ended Range Text, 112
mr Question Answer, 101
mr Question Card Column, 102
mr Question Name, 9899
mr Question Short Name, 9899
mr Question Text , 9899
mr Range Maximum, 9899
mr Range Minimum, 9899
mr Reversed Text, 112
mr Rotated Text, 112
mr Separator, 56, 58
backing up/restoring content when updating documents,
31
mr Single Multiple Text, 112

mr2Columns.dot template, 55
mrClassic.dot template, 55
mrModern.dot template, 55
mrPaper.dot global template, 55
mrProfessiona.dotl template, 55
mrScan.dot global template, 55
Multiple column pages, 66
Multiple response categories , 169
Multiple response category lists , 169
Multiple response questions
definition, 169
Looks for, 38
mark fields, 121
Multiple users, 78
Museum example, 16
formatting, 17
NA (no answer) categories, 109
New features, 8
No answer (NA) categories, 114
No answer categories, 109
Nonprinting characters, 15
Numeric grid Looks
card column notation, 105
character styles, 130
overview, 39
Numeric grid questions
appearance of, 39
definition, 169
in compound questions, 46
very large, 69
Numeric grid subLooks
applying, 52
character styles, 136
overview, 46
Numeric Looks
card column notation, 103
character styles, 129
overview, 39
scanning-enabled, 69
Numeric options in masked controls, 153
Numeric questions
appearance of, 39
definition, 169
special categories, 109, 114
Numeric variable Looks , 143
Numeric variable loop Looks
character styles, 143
Numeric Variable Loop Looks
overview, 43
Office-only information, 64
Open Look dialog box, 84
Open-ended Looks
card column notation, 103
character styles, 131
overview, 40

181
Index

scanning-enabled, 69
Open-ended questions
appearance of, 40
definition, 169
Options
conditional display character styles, 109
conditional substitution character styles, 114
file locations, 161
IBM SPSS Data Collection Paper, 160
save Look, 93
templates, 60
view, 53
Other Specify
card column notation, 103
character fields, 125
definition, 169
scanning, 70
variable name, 98, 155, 157
Page end Looks, 140
character styles, 140
Page setup
IBM SPSS Data Collection Paper - Scan Add-on, 7071
multiple columns, 66
overview, 66
Page start Looks, 140
character styles, 140
Page Start Looks
overview, 41
Pages
keeping questions on one, 119
layout, 14
maximizing space, 65
numbers, 64, 100
starting on new, 22
Paper routing, 158159
Paper size
IBM SPSS Data Collection Paper - Scan Add-on, 70
PAPI, 169
Paragraph formatting, 57
Paragraph styles
in Looks, 118
modifying, 57
overview, 15, 56
separating questionnaire items, 58
Pasting information, 15
Permissions, 164165
Placeholders, 36
Portrait page layout, 66
Post processing compound Looks, 90
Precodes, 157
Previews
applying Looks, 49
Look Organizer, 75
saving Looks, 89
saving subLooks, 93
Printing documents, 33

Project briefings, 63
Question numbers
generating, 26
Question portion, 96
Question text subLooks
applying, 52
character styles, 133
overview, 46
Questionnaire definition
authoring, 3, 155, 157158
AutoSaving, 30
compatibility with IBM SPSS Data Collection
Interviewer Server, 8
definition, 169
file locations, 161
insert information from, 100
loading, 26, 29
overview, 25
place in workflow, 1
translations, 26
updating document with changes in, 31
versions, 25
Questionnaire items
adding line between, 58
default sort order, 53
definition, 170
positioning, 59
separating, 58, 65
types, 37
Questionnaires
adding and changing information, 62
distributing electronically, 32
formatting considerations, 62
formatting for scanning, 67
formatting guidelines, 35
formatting with Looks, 17, 4849
formatting with paragraph styles, 57
formatting with templates, 56
item types, 37
moving to scanning machine, 74
opening, 30
page space, 65
printing, 33
saving, 30
separating items, 58
summary information, 33
updating, 31
Questions
adding line between, 58
keeping on one page, 119
names, 98, 155, 157
separating, 58, 65
types, 37
QuestionTips
definition, 170
displaying and hiding, 53

182
Index

Randomized presentation
overview, 108
Read-only
Looks and Look groups, 164
templates, 164
Real questions
appearance of, 39
definition, 170
rounding in IBM SPSS Data Collection Paper - Scan
Add-on, 153
Redo, 14
Ref (refused) categories, 109
Refused (Ref) categories, 114
Refused categories, 109
Regional settings, 153
Relational MR Database CDSC, 2
Repeating rows, 87
Respondent IDs, 65
Reversed presentation
definition, 170
overview, 108
Rotated presentation
definition, 170
overview, 108
routing
item descriptions, 26
Routing
paper, 158159
Routing controls
definition, 170
overview, 4
Routing instructions
definition, 170
inserting, 48, 96
overview, 4, 100
Sample questionnaires, 16
Save Compound Look Wizard
advanced options, 87
first page, 90
second page, 92
test new SubLook, 93
Save Look Wizard
advanced options, 87
default options, 93
general information, 86
test new Look, 89
Scanning
double-sided, 71, 73
formatting issues, 69
formatting questionnaires for, 67
masked control limit, 69
merge fields, 73
moving the questionnaire to another machine, 74
Other Specify, 70
page setup, 7071
using, 2

using borders with, 71


using table borders with, 67
Scanning-enabled Looks, 67
Section end Looks , 142
character styles, 142
Section start Looks , 142
character styles, 142
Section Start Looks
overview, 43
Self-completion surveys, 170
Separating items, 65
Serial numbers, 20
suppressing, 26
Shared list subLooks
applying, 52
character styles, 134
overview, 46
Short drinks sample, 16
Short names, 98, 155, 157
generating, 26
Shortcut menus
adding commands, 164
customizing, 162
Show card Looks
categorical, 137
grid, 138
overview, 40
Show cards
appearance of, 40
applying Looks to, 49
definition, 170
templates, 59
Single response categories , 170
Single response category lists , 170
Single response questions
definition, 170
Looks for, 38
mark fields, 121
Sort order
default, 53
Special categories, 109, 114
SPSS masked controls
limits for, 47
Other Specify, 70
scanning limit, 69
SPSS metadata document files
See mdd files, 26
SPSS Statistics SAV DSC, 2
Standard phrases
conditional display character styles, 107
conditional substitution character styles, 111112
overview, 106
translations, 113114
Starting IBM SPSS Data Collection Paper, 10
Styles, 15
SubLooks
applying, 52

183
Index

categorical, 135
compound separator, 134
default, 79
definition, 170
grid, 136
numeric grid, 136
opening, 8384
opening all in compound Look, 85
overview, 46
question text, 133
saving, 84, 8990, 92
shared list, 134
testing, 93
Subquestions
compound questions, 46, 134
definition, 170
grid questions, 38
numeric grid questions, 39
Symbols
character fields, 123
conditional substitution character styles, 114
decimal and digit grouping, 153
keycodes, 122
mark fields, 121
Tab-delimited CDSC, 2
Tables
autofit, 117
formatting, 117
gridlines, 15, 23
page layout, 14
using borders with IBM SPSS Data Collection Paper Scan Add-on, 67
Templates, 118
attaching, 56
installed, 55
interaction with Looks, 56
introduction, 5
overview, 55
positioning information, 59
protecting, 164
setting default, 60
Text CDSC, 2
Toolbars
customizing, 162
IBM SPSS Data Collection Paper, 1213
Look Organizer, 77
moving, 13
showing and hiding, 13
Word, 15
trademarks, 173
Translations
overview, 26
standard phrases, 113
Undo, 14
Update Document dialog box, 31

Using
IBM SPSS Data Collection Paper, 10
Variable names
masked controls, 151
Variable-based notation
overview, 102
Versions
definition, 171
overview, 25
selecting, 26
updating document with new, 31
Vertical category distribution, 87, 93
Virtual printer
default paper size, 70
Whats new
IBM SPSS Data Collection Paper 7, 8
Word
drawing objects, 123124
features to avoid, 14
features to be aware of, 14
getting the most out of, 14
tables, 117
Workflow
IBM SPSS Data Collection Paper, 25
overview, 1
XML CDSC, 2

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