User's Guide

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Short Table of ContentsChapter 1 Project Manager

Chapter 2 Create/Edit Data Files

Chapter 3 Code Data Files

16

32

Chapter 4 Code Book 54

Chapter 5 Memos 74

Chapter 6 Search for Segments 100

Chapter 7 Search Filters 130

Chapter 8 Apendix 1: The Data File Format 146

2

IContents

Table of Contents

Chapter 1 Project Manager 2................................................................................................................................... 21 Project Manager Overview

.......................................................................................................................................................... 2The Project Manager Window

.......................................................................................................................................................... 3The Projects Folder

.......................................................................................................................................................... 3Importing v5 Projects ................................................................................................................................... 42 Project List

.......................................................................................................................................................... 4New Project

.......................................................................................................................................................... 4Find Old Project/Import v5 Project

.......................................................................................................................................................... 6Delete Project

.......................................................................................................................................................... 6Rename Project

.......................................................................................................................................................... 6Copy Project

.......................................................................................................................................................... 7Combine Projects

.......................................................................................................................................................... 8Backup Project

.......................................................................................................................................................... 9Restore Project .......................................................................................................................................................... 10Manually Copy a v6 Project from Another Computer

................................................................................................................................... 113 File List .......................................................................................................................................................... 11Create / Import / Edit Data Files (COPY) .......................................................................................................................................................... 11Rename Data File .......................................................................................................................................................... 11Delete Data File .......................................................................................................................................................... 12Copy Data Files to a Project .......................................................................................................................................................... 13Move Data Files to a Project .......................................................................................................................................................... 14Combine Data Files .......................................................................................................................................................... 15Add Existing Data Files

Chapter 2 Create/Edit Data Files 18................................................................................................................................... 181 Overview ................................................................................................................................... 192 From Word to Ethnograph: A Simple Example

.......................................................................................................................................................... 19Setting the Paragraph Format in Word

.......................................................................................................................................................... 19Typing Data in Word

.......................................................................................................................................................... 20Copy and Past from Word to the Editor

.......................................................................................................................................................... 20Reformat the Data

.......................................................................................................................................................... 20Save the Data File to the Project ................................................................................................................................... 213 From Web Page to Ethnograph: A Simple Example

.......................................................................................................................................................... 21Copy Data from a Web Page

.......................................................................................................................................................... 22Paste into the Editor

.......................................................................................................................................................... 22Reformat the Web Data

.......................................................................................................................................................... 22Save the Web Data File to the Project ................................................................................................................................... 234 Reformatting Data Files

.......................................................................................................................................................... 23Reformat Options

.......................................................................................................................................................... 23When Every Paragraph Starts the Same

.......................................................................................................................................................... 24When Some Paragraphs Do Not Start with Identifiers ......................................................................................................................................................... 24When Most Paragraphs Start With Identifiers......................................................................................................................................................... 25When Few Paragraphs Start with Identifiers......................................................................................................................................................... 25Summary of Reformat Options

II

................................................................................................................................... 265 The Editor .......................................................................................................................................................... 26Saving a Data File ......................................................................................................................................................... 26Saving to the Current Project......................................................................................................................................................... 26Save to Any Project......................................................................................................................................................... 27Save to Any Folder.......................................................................................................................................................... 27Open an Existing Data file ......................................................................................................................................................... 27Open from Current Project......................................................................................................................................................... 28Open from Any Project......................................................................................................................................................... 28Open from Any Folder......................................................................................................................................................... 29Opening RTF Files.......................................................................................................................................................... 30Editing an Existing Data file

Chapter 3 Code Data file 34................................................................................................................................... 341 The Code Data File Screen ................................................................................................................................... 352 Open a Data File

.......................................................................................................................................................... 35The File Name List ................................................................................................................................... 363 Attach Code Words to the Data File

.......................................................................................................................................................... 36Attach Code Words Overview

.......................................................................................................................................................... 36Attach a Code Word to a Segment of Data

.......................................................................................................................................................... 37The Code List

.......................................................................................................................................................... 37The Code Tree ................................................................................................................................... 384 Right Clicking Highlighted Text

.......................................................................................................................................................... 38The Higlighted Text Popup Menu

.......................................................................................................................................................... 38Display Code List/Code Tree

.......................................................................................................................................................... 38Write Memo about Highlighted Text

.......................................................................................................................................................... 38Print Highlighted Text ................................................................................................................................... 395 Clickable Code Words

.......................................................................................................................................................... 39Click a Code Word

.......................................................................................................................................................... 39Right Click a Highlighted Code Word

.......................................................................................................................................................... 39Rename a Code Word

.......................................................................................................................................................... 40Delete a Code Word

.......................................................................................................................................................... 40Edit Code Word Definition

.......................................................................................................................................................... 40Generate a Popup Segment

.......................................................................................................................................................... 40Copy the Segment

.......................................................................................................................................................... 41Print the Segment

.......................................................................................................................................................... 41Write a Memo about the Segment

.......................................................................................................................................................... 41Generate a Code Count for the Code Word

.......................................................................................................................................................... 41Generate a Segment List for the Code Word ................................................................................................................................... 426 Code Counts/Segment List

.......................................................................................................................................................... 42Code Counts

.......................................................................................................................................................... 43Segment List ................................................................................................................................... 457 Printing Data Files

.......................................................................................................................................................... 45Printing Data Files Overview

.......................................................................................................................................................... 46The Print Preview Window ................................................................................................................................... 478 Writing Memos While Coding

.......................................................................................................................................................... 47Writing Memos Overview

.......................................................................................................................................................... 47Text Memo Properties

.......................................................................................................................................................... 47Writing Project and File Memos ................................................................................................................................... 489 Popup Segments

.......................................................................................................................................................... 48Popup Segment Overview

IIIContents

.......................................................................................................................................................... 48More than 12 Popup Segments

.......................................................................................................................................................... 49Popup Segment Right-Click Options

.......................................................................................................................................................... 49Popup Segment Format Options ................................................................................................................................... 5010 Multiple Popup Segments on Screen

.......................................................................................................................................................... 50Multiple Popups Overview

.......................................................................................................................................................... 50Mark Popup Segments

.......................................................................................................................................................... 51Print Popup Segments

.......................................................................................................................................................... 51Close Popup Segments

.......................................................................................................................................................... 51Format Popup Segments

.......................................................................................................................................................... 52Shift Popup Segments

.......................................................................................................................................................... 52Roll Segments Up/Down

.......................................................................................................................................................... 52Arrange Popup Segments ................................................................................................................................... 5311 Code Data Files Tools

.......................................................................................................................................................... 53Tools Overview

.......................................................................................................................................................... 53Find in Text or in Code Words

.......................................................................................................................................................... 53Delete All Code Words

.......................................................................................................................................................... 54Tools - Code Book and Filters

Chapter 4 Code Book 56................................................................................................................................... 561 The Code Book Screen ................................................................................................................................... 572 Code Book Views

.......................................................................................................................................................... 57Code Book View

.......................................................................................................................................................... 59View Short or Long Definition

.......................................................................................................................................................... 60Add/Remove Code Book Columns

.......................................................................................................................................................... 61Sort Code Book by Clicking Column Headers

.......................................................................................................................................................... 61Filter Code Book by Clicking Column Headers ......................................................................................................................................................... 61Simple Filters......................................................................................................................................................... 62Custom Filters

................................................................................................................................... 633 Code Book Tasks .......................................................................................................................................................... 63Add Code Word .......................................................................................................................................................... 63Edit/View Code Word Definition .......................................................................................................................................................... 64Delete A Code Word .......................................................................................................................................................... 64Merge Code Words

................................................................................................................................... 654 Code Book Tools .......................................................................................................................................................... 65Scan Project for Code Words .......................................................................................................................................................... 65Delete All Codes

................................................................................................................................... 675 Parent Codes/The Code Tree .......................................................................................................................................................... 67Create Parent Codes .......................................................................................................................................................... 69View Code Book by Code or Parent Code .......................................................................................................................................................... 70The Code Tree .......................................................................................................................................................... 71View Dual Code Trees

................................................................................................................................... 726 Print the Code Book .......................................................................................................................................................... 72Print the Code Book .......................................................................................................................................................... 73Save Code Book as an HTML or Xcell (XLS) file

................................................................................................................................... 747 Customize Display .......................................................................................................................................................... 74Customize Code Book Display Dialog

Chapter 5 Memos 76................................................................................................................................... 761 Memo Form - Writing Memos

.......................................................................................................................................................... 76Memo Form - Overview

IV

.......................................................................................................................................................... 77Memo Form - Properties ......................................................................................................................................................... 77Memo Properties......................................................................................................................................................... 77Attach To:......................................................................................................................................................... 77Memo Type:......................................................................................................................................................... 78By:......................................................................................................................................................... 78Date: and Time:......................................................................................................................................................... 78File:......................................................................................................................................................... 78From: and To:......................................................................................................................................................... 78Topic:.......................................................................................................................................................... 79Memo Form - Stuff ......................................................................................................................................................... 79Print Memo......................................................................................................................................................... 79Save.......................................................................................................................................................... 80Memo Form Examples ......................................................................................................................................................... 80Project Memo Example......................................................................................................................................................... 80File Memo Example.......................................................................................................................................................... 80Memo Form Text Memo Example ......................................................................................................................................................... 80Text Memo Example......................................................................................................................................................... 81Selecting Text for a Memo......................................................................................................................................................... 82Example of Writing a Text Memo

................................................................................................................................... 832 Memo List - Sifting, Sorting, and Filtering .......................................................................................................................................................... 83Memo List Overview .......................................................................................................................................................... 84View Short or Long Memos .......................................................................................................................................................... 85Tree Displays ......................................................................................................................................................... 85Sort By Properties......................................................................................................................................................... 85One Level Tree......................................................................................................................................................... 85Two Level Tree......................................................................................................................................................... 86Expand and Close Tree Levels.......................................................................................................................................................... 87Column Header Sorting .......................................................................................................................................................... 87Column Header Filtering ......................................................................................................................................................... 87Simple Filters - Memo List......................................................................................................................................................... 88Custom Filters - Memo List

................................................................................................................................... 903 Memo List - Viewing Memos .......................................................................................................................................................... 90View Single Memo ......................................................................................................................................................... 90Selecting Single Memos......................................................................................................................................................... 91View the Data to which the Text Memo Refers......................................................................................................................................................... 92Memo Tool Bar Buttons......................................................................................................................................................... 92Change the Size of the Memo......................................................................................................................................................... 92Change the Memo's Position......................................................................................................................................................... 92Roll the Memo Up/Down......................................................................................................................................................... 93Mark the Memo......................................................................................................................................................... 93Print the Memo......................................................................................................................................................... 93Copy and Paste from a memo.......................................................................................................................................................... 93View Multiple Memos ......................................................................................................................................................... 93View Two or More Memos......................................................................................................................................................... 94Select a Group of Memos......................................................................................................................................................... 95View Memos with Data......................................................................................................................................................... 95Arrange Memos......................................................................................................................................................... 96Shift Memos......................................................................................................................................................... 96Change the Size of memos......................................................................................................................................................... 97Roll Memos Up/Down......................................................................................................................................................... 98Print Memos

................................................................................................................................... 994 Memo List - Customize Layout .......................................................................................................................................................... 99Customize Memo List Display Dialog

VContents

Chapter 6 Search for Segments 102................................................................................................................................... 1021 Search Overview ................................................................................................................................... 1032 Select Code Words: Single Code Search

.......................................................................................................................................................... 103Select one Code at a Time

.......................................................................................................................................................... 103Select two or more Codes at a time (ctl-Click).

.......................................................................................................................................................... 103Select a group of Code Words at one time (sh-Click)

.......................................................................................................................................................... 103Select All code words in the List

.......................................................................................................................................................... 104Select a Fraction (e.g., the First Half) of Code Words in the list

.......................................................................................................................................................... 104Find a Code in the List

.......................................................................................................................................................... 104Saving and Reusing Lists of Selected Code Words ................................................................................................................................... 1053 Select Code Words: Linked Code Search

.......................................................................................................................................................... 105Linked Codes Table Screen

.......................................................................................................................................................... 106Create a Linked Code String

.......................................................................................................................................................... 107Setting/Overriding Default Links

.......................................................................................................................................................... 107Changing a Link in an Existing Search String

.......................................................................................................................................................... 108Editting Linked Code Table Rows

.......................................................................................................................................................... 108Printing a Linked Code Table

.......................................................................................................................................................... 109Saving, Copying, Deleting a Linked Code Table

.......................................................................................................................................................... 110Code Combinations

.......................................................................................................................................................... 112Sequence, Proximity and Big-Small Picture Options ................................................................................................................................... 1144 Select Code Words: Identifiers as Codes Search

.......................................................................................................................................................... 114Selecting Identifiers for a Search ................................................................................................................................... 1155 Search Output: Segment Display

.......................................................................................................................................................... 116Organize the List of Segments Found

.......................................................................................................................................................... 117Sort the List of Segments Found ................................................................................................................................... 1186 Search Output: Frequency Display

.......................................................................................................................................................... 118Sort by Column Header

.......................................................................................................................................................... 118Select Columns

.......................................................................................................................................................... 119Fit Columns

.......................................................................................................................................................... 119Display Cell Segments

.......................................................................................................................................................... 120Print Frequency Table

.......................................................................................................................................................... 120Save Table as an Xcell File ................................................................................................................................... 1217 Search Output: Viewing Segments

.......................................................................................................................................................... 121Text formats and Code Margins

.......................................................................................................................................................... 123Changing the Text Format

.......................................................................................................................................................... 123Turning Code Margins On/Off

.......................................................................................................................................................... 124Changing Segment Size

.......................................................................................................................................................... 124Marking Segments

.......................................................................................................................................................... 125Roll Segments Up down ................................................................................................................................... 1268 Search Output: Printing Segments

.......................................................................................................................................................... 126Print a Single Segment

.......................................................................................................................................................... 126Print Multiple Segments

.......................................................................................................................................................... 127Print the List of Segments Found ................................................................................................................................... 1289 Search Output: Preview Screen

.......................................................................................................................................................... 128The Print Preview Screen

.......................................................................................................................................................... 129Building the Preview

.......................................................................................................................................................... 129Send the Preview to the Printer.

.......................................................................................................................................................... 130The Format of Segment Printouts

.......................................................................................................................................................... 131Send the Preview to an RTF File

VI

.......................................................................................................................................................... 131The format of the RTF output file ................................................................................................................................... 13210 Search Output: Customize Layout

Chapter 7 Search Filters 134................................................................................................................................... 1341 Search Filter Overview

.......................................................................................................................................................... 134Types of Search Filters

.......................................................................................................................................................... 135Face Sheets and Identifier Sheets ................................................................................................................................... 1362 Create a Template

.......................................................................................................................................................... 136Template Overview

.......................................................................................................................................................... 137Add Text Variables to a Template

.......................................................................................................................................................... 138Add Numeric Variables to a Template ................................................................................................................................... 1393 Enter Face/Identifer Sheet Values

.......................................................................................................................................................... 139Enter Face Sheet Values

.......................................................................................................................................................... 140Enter Identifier Sheet Values ................................................................................................................................... 1414 Search Filter Buttons

.......................................................................................................................................................... 141Using Filters in a Search

.......................................................................................................................................................... 141Activating Search Filters

.......................................................................................................................................................... 141Combining Search Filters ................................................................................................................................... 1425 Use Face Sheet Filters

.......................................................................................................................................................... 142The Effect of Face Sheet Filters

.......................................................................................................................................................... 142Select Face Sheet Filters

.......................................................................................................................................................... 142Select a Numeric Variable Filter Value

.......................................................................................................................................................... 143Select a Text Variable Filter Value

.......................................................................................................................................................... 143View Files that Match the Face Sheet Filters

.......................................................................................................................................................... 143View Selected Values

.......................................................................................................................................................... 144Save Selected Values

.......................................................................................................................................................... 144Retrieve Saved Values

.......................................................................................................................................................... 144Deactivate Face Sheet Filters ................................................................................................................................... 1456 Use Identifier Sheeet Filters

.......................................................................................................................................................... 145The Effect of Identifier Sheet Filters

.......................................................................................................................................................... 145Select Identifier Filters

.......................................................................................................................................................... 145Selecting and Viewing Identifer Sheet Values

.......................................................................................................................................................... 145Deactivate Identifier Sheet Filters ................................................................................................................................... 1467 Use Identifier Filters

.......................................................................................................................................................... 146The Effect of Identifier Identifier Filters

.......................................................................................................................................................... 146Select Identifier Filters

.......................................................................................................................................................... 146Select Identifiers from the Identifier List

.......................................................................................................................................................... 146Deactivate Identifier Filters ................................................................................................................................... 1478 Use File Name Filters

.......................................................................................................................................................... 147The Effect of Identifier File Name Filters

.......................................................................................................................................................... 147Select File Name Filters

.......................................................................................................................................................... 147Select File Names from the File Name List

Chapter 8 Appendix 1: The Data File Format 150................................................................................................................................... 1501 Features of the Data Format ................................................................................................................................... 1502 Deactivate File Name Filters ................................................................................................................................... 1513 Contextual Comments

.......................................................................................................................................................... 151What is a Contextual Comment

.......................................................................................................................................................... 152Examples of Using Contextual Comments

VIIContents

................................................................................................................................... 1544 Speaker/Section Identifiers .......................................................................................................................................................... 154What is an Identifier .......................................................................................................................................................... 154Typing Identifiers .......................................................................................................................................................... 154Identifiers as Code Words .......................................................................................................................................................... 155Examples of Using Identifiers

Chapter 1Project Manager

Project Manager2

Project Manager Overview

The Project Manager Window

The Project Manager lets you do house keeping chores with your Projects and Data Files.

There are no limits to the number of Projects, or Data Files you can have. Project List has options for Managing a Project. File List has options for Managing data files.

The Project Manager Window

Project Manager 3

The Projects Folder

Ethnograph projects are stored in a folder named E6Projects. E6Projects is created when you install The Ethnograph.

The path (or location) of E6Projects is:

o ...\My Documents\E6Projects (Windows XP). o ...\Documents\E6Projects (Windows Vista).

When you create a project, e.g. , it is storedin a folder under the E6Projects folder. (see figures atright)

Windows XP\My Documents\E6Projects\

Windows Vista\Documents\E6Projects\

Importing v5 Projects

After you have installed v6:

Copy old v5 Project to E6Projects

v5 Projects are usually in C:\Projects. Sometimes theyare in C:\Ethno50\Projects.

1. Copy your v5 project, , to theE6Projects folder (as shown to the right).

The location of your v5 project is now:

o ...\My Documents\E6Projects\ (XP).

o ...\Documents\E6Projects\ (Vista).

Copy v5Project from

Paste v5Project in

Tell Ethnograph to Find the Project

1. Open The Ethnograph.

2. Click Project Manager.

3. Click Find Old Project.

4. Follow the instructions in the Find Old Project section.(next page)

Project Manager4

Project List

New Project

You must create a New Project to start using The Ethnograph.

When you give the Project a name, a Project Folder iscreated with that name, located in the E6ProjectsFolder.

The full path to the project is: o ..\My Documents\E6Projects\ (XP)o ..\Documents\E6Projects\ (Vista)

E6Projects Folder Location

Create a New Project

1. Click New Project.

2. Type a Project Name.

3. Click OK.

New Project Dialog

Find Old Project/Import v5 Project

Find Old Project does two things:

Finds and Adds existing projects not already in theProject Manager.

Imports v5 projects into the Project Manager.

NOTE: While projects do not have to be located in theE6Projects folder, it is strongly recommended that youcopy them into the E6Projects folder before you do FindOld Project. (previous page, Copy old v5 Project toE6Projects)

Put Old Projects in the E6Projects Folder

Find an Old Project

1. Click Find Old Project

2. Browse for an Old Project.

3. Click on a Project Folder (on the left side).

On the right side you see the Data Files in thatproject

In the upper right corner, the project version (v5 orv6) is displayed.

3. Click OK.

The Project is added to the Project Manager.

Find Old Project Dialog

Project Manager 5

Project Manager6

v5 Projects

In the above process, v5 projects are automaticallyconverted to v6 projects.

The original v5 project is copied to a folder namedv5

Delete Project

You can Delete a Project from the Project Manager, or from the Project Manager and Computer.

1. Click Delete Project. 2. Select Delete Options.

Delete from Project Manager leaves the Projectand its Data Files on your computer.

Delete Project from Computer removes theProject and its data files from your computer

3. Click OK.

Delete Project Dialog

Rename Project

Rename Project changes the project's name and moves it to a folder with the new name.

1. Click Rename Project.

2. Type a new name for the Project.

3. Click OK.

The Project now has the new name. It is alsolocated in a folder that has the new name.

Rename Project dialog

Copy Project

Copy Project makes a duplicate of the selected project and puts it in a folder with a new name.

1. Click Copy Project. 2. Type a name for the new Project.3. Click OK.

You now have a duplicate copy of the originalproject

Copy Project Dialog

Project Manager 7

Combine Projects

Combine Projects lets you Combine (or Merge) two separate Projects.

Overview

You can combine two projects into a new third project.

Code Books and Memos are merged in the combine process.

Data Files with the same name are not merged.

o If two data files have the same name, e.g., FileA, the name of the file fromthe second Project is changed to FileA_1.

o You should print both files so you can compare them, determinedifferences, decide how to resolve those differences, and which of the twofiles you want to keep in the combined project.

Select the Projects to Combine

The Current Project is automatically selected asthe First Project.

1. Click Combine Projects.

You see the Combine Project dialog.

2. Click the drop down arrow to select theSecond Project.

3. Type a New Project Name.

4. Click OK.

Now you have 3 projects. The First project,the Second project and the New combinedproject.

Combine Project Dialog-Select Second Project

Combine Project Dialog-Type New Project Name

Project Manager8

Backup Project

Backup lets you copy a project to another location on your computer.

This could be a folder on a hard drive, a USB drive, a network drive, orany other type of backup device.

Overview

Backup Creates two folders on the backup drive.

A general backup folder named \E6Back (e.g., d:\E6Back). A specific folder with the Project Name (e.g., d:\E6Back\).

Backup Tip.

Generally just select the drive name (e.g., D:\, F:\ etc. ) for the backup. LetEthnograph do the rest.

Don't backup to CD's. Windows sets file flags to read only when files arecopied to a CD. When you restore those files you have to manually reset theflags through My Computer or Windows Explorer.

To start a Backup

1. Click Backup Project.

2. Browse for a backup drive (D:, E:, F:,etc).

the backup is saved to \E6Back\

3. Click Backup.

4. Print the Backup Report.

Browse for Backup Drive

The Backup Report

After the backup is completed you see areport documenting the backup. If you like,you can print a record of the backup.

Backup Report

Project Manager 9

If the Backup Folder Already has files

If the backup folder already contains files, you see the following screen:

If you click OK The existing files in the folder are erased. The backup is completed to that folder.

If you click Cancel you return to the browse window and can

select another backup destination such asLIFE SATISFACTION 2

Files Already in Backup Folder

Restore Project

Look for \E6BACK\

A Backup Folder is usually named ...\E6BACK\

1. Click Restore Project.

2. Browse for a Backup folder.

Use the left pane to browse for a backupfolder.

The right pane tells you if the foldercontains Ethnograph backup files

3. Click Next.

Browse for Backup Folder

If the Restore Project already exists

If the Restore Project has the same name as an existing Project, you see this screen.

The existing Project will be deleted andreplaced with the Restore Project.

If you do not want to delete the existingproject you can:

Change the Restore Project name. Click Cancel. Click Start Over.

Backup Project has the same name as an existing project

Project Manager10

Manually Copy a v6 Project from Another Computer

Important

The preferred method for moving projects from Computer A toComputer B, is to use the Backup and Restore features of the ProjectManager.

The only time you should manually copy a Project from Computer A toComputer B, is when the Project does not already exist on Computer B. Check folder names in ...\E6Projects.

Aways make sure you have extra copies of everything before you doanything! It makes gracefully recovering from a mistake much easier.

Manually Copying a Project from Computer A to Computer B.

On Computer B:

1. Make sure that Ethnograph is installed.2. Make sure that the ...\E6Projects folder exists.3. Make sure that a folder with the same name as the folder from

Computer A does not already exist on Computer B.

If the above is true do the following1. Connect a USB drive (aka thumb drive, jump drive, etc) to Computer

A.2. Copy the Project Folder to the USB drive.3. Connect the USB drive to Computer B.4. Copy from the USB drive to ...\E6Projects.

After doing the above, do the following1. Open The Ethnograph.

2. Click Project Manager.

3. Click Find Old Project.4. Follow the instructions under the Find Old Project section (page 4).

Project Manager 11

File List

Create / Import / Edit Data Files (COPY)

See Chapter 2, Create/Edit Data Files

Rename Data File

You can Rename a Data File.

1. Click Rename Data Files button

2. Type a new file name .

3. Click OK.

Rename Data File Dialog

Delete Data File

You can Delete one or more data files.

1. Select one or more data files from the File List.

2. Click Delete Files.

3. The list of data files to be deleted is displayed on thescreen

4. Click a Delete Files From: option

Project Manager Only: All project files remainon the hard disk in the project folder. You canrestore them by clicking on the Add Existing DataFiles button.

Project Manager & Disk: All project files aremoved to the recycle bin. You can restore them byusing the recycle bin restore function, and then byclicking on the Add Existing Data Files button.

5. Click OK

Delete Data File Dialog

Project Manager12

Copy Data Files to a Project

You can Copy one or more data files from one Project to another Project.

To Copy a Data File to a Project:

1. Select one or more data files from the file list.

2. Click Copy Files.

3. The selected files are displayed on the screen.

4. Select a Destination Project.

5. Click OK.

The data files are now in both the original projectand the destination project.

Copy Data File Dialog - Select Destination

Copy does not update the destination project's Code Book.

After you copy a data file:

1. Open the Code Book

2. Click Tools.

3. Click Scan the Project .

Code Words in the Data File, that are not inthe Code Book, are added to the Code Book.

Copy does not transfer Memos to thedestination projects Memo List.

Project Manager 13

Move Data Files to a Project

You can Move a data file from one Project to another Project. Moving a data file deletesit from the first Project and adds it to the Second Project

To Move a Data File to a Project:

1. Select one or more data files from the file list.

2. Click Move Files.

3. The selected files are displayed on the screen.

4. Select a Destination Project.

5. Click OK.

The Data Files are deleted from the SourceProject and added to Destination Project.

Move Files Dialog - Select Destination Project

Move does not update the destination project's Code Book.

After you move a data file:

1. Open the Code Book

2. Click Tools.

3. Click Scan the Project .

Code Words in the Data File, that are not inthe Code Book, are added to the Code Book.

Move does not transfer Memos to thedestination projects Memo List.

Project Manager14

Combine Data Files

You can combine all or parts of existing Data Files.

1. Click Combine Files.

2. Type a Name for the Combined File

3. Select Combine Options

Numbered Files combines data files with no codewords.

Coded Files combines data files with code words

Insert Source Labels: If checked, a label is inserted at the point at whicha data file is added to the Combined file. It givesthe name of the original data file, and the originalline numbers

Allow Duplicate File Names: If checked you can create a new data file bycombining parts of the same data file.

For example you can combine the first part ofGEORGE, lines 1 to 100, with the last part ofGEORGE, lines 250 to 303.

4. Click OK

Combine Files Dialog

Caution: Duplicate Data in the Project

The new combined file is put in the same Project as the files that were used tocreate it. This means that parts of your data are now duplicated within yourproject.

To avoid redundant (i.e., duplicate) search results, you should do one of thefollowing:

Delete the source files from the project, Move the new combined data file to a new project to avoid redundant (i.e.,

duplicate) search results.

Project Manager 15

Add Existing Data Files

This feature is for data files that

are already Ethnograph data files (i.e., imported and numbered). are in the Project Folder. but are not part of the Project.

For example, if you inadvertantly delete a data file from the project,but not from the computer, you can use Add Existing Data Files to putit back in the project.

Select from Available Files

1. Click Add Existing Data Files

2. Select files from the Available Files list to addto the Subproject.

Add Files Dialog - Select Files

Move to Files to Add to Projecgt Add Files Dialog -Add To Project

1. Click the arrow to move the selected filesto the Files to Add to Project list.

2. Click OK to Add the files to the project

NOTE: This will only work with data files thatwere originally part of a v6 Project. Don't tryit with data files that came from a v5 Project.

Chapter 2Create/Edit Data Files

Create/Edit Data Files18

Overview

Copy from Source to Editor

You have several options for creating data files.

The most common method is to type or transcribe a data filein your word processor, then copy and paste it into theEthnograph Editor.

You can also copy and paste data files from other sourcessuch as web pages.

Finally, you can type or transcribe directly into theEthnograph Editor.

No matter what method you use, eventually you end up at theEthnograph Editor.

It is through the Editor that your data becomes anEthnograph Data File.

From Source to Editor

Copy, Paste, Reformat

The process is simple.

You copy and then paste text into the Editor .

You click the Reformat Button.

You Click Save Data File to Project. The data file becomes part of an Ethnograph Project.

Create/Edit Data Files 19

From Word to Ethnograph: A Simple Example

Setting the Paragraph Format in Word

Before you begin typing a data file, you need to set the Paragraph format in word.

1. Click Format/Paragraph.

2. Make sure the settings in the Paragraph formatdialog are like those shown in the figure below.

General

Alignment = Left

Indentation:

Left = 0Right = 0 Special = none.

Spacing:

Before = 0After = 0Line spacing = Single.

NOTE: Setting "Spacing After" to anything more than0 does not create a "real" blank line betweenparagraphs. A "real" blank line is only created bypressing Enter two times.

Word Paragraph Setting Dialog

Typing Data in Word

Typing Rules:

Single space within paragraphs. Separate paragraphs with a blank line.

Example:1. Type a paragraph.2. Press Enter twice.3. Type another paragraph.

Plain Text Only:Bold , Underline Tables, diagrams and graphicswill not transfer to Ethnograph data files.

NOTE: The data file in the figure at right is theGROUP1 sample data file.

Data File in Word

Create/Edit Data Files20

Copy and Past from Word to the Editor

In Word:

1. Click Edit\SelectAll.2. Click Edit\Copy.3. Minimize , or Close , Word.

In Ethnograph:

1. Open Ethnograph.

2. Click Project Manager.

3. Click Editor.

4. Click Paste.

After Paste into Ethnograph Editor

Reformat the Data

NOTE: In this example every paragraph in the Data File starts with an Identifier.Reformatting lets Ethnograph recognize Identifiers, and use them as labels, codewords, and search filters.

1. Click Reformat. 2. Click Reformat Option #1.

3. Press OK.

After Reformat GROUP1 looks like the figure below

Save the Data File to the Project

1. Click Save to Project.

2. Type a Name and Click OK.

3. Close the Ethnograph Editor.

Save to Project Dialog

Create/Edit Data Files 21

From Web Page to Ethnograph: A Simple Example

Copy Data from a Web Page

Suppose your data files are editorials published in your local newspaper.

1. Go to your newspaper's web site, and view an editorial.

2. Click the "Printer Friendly" button.

The "Printer Friendly" button has different names. Usually ittakes you to a "clean" page that has only the text of the article.

No "clean page" Some newspapers no longer show this "clean" page. The

send a "clean" version of the article directly to the printer. Other newspapers generate oddly formatted "printer

friendly" pages (see the Denver Post site www.DenverPost.com).

In such cases you might be better off to copy directly fromthe original web page. You can usually highlight just thetext you want.

3. Use your mouse to highlight the text of the Editorial.

Web Page Displaying "Printer Friendly" Editorial

4. Click Edit/Copy.

Create/Edit Data Files22

Paste into the Editor

1. Open The Ethnograph.

2. Click Project Manager.

3. Click Editor

4. Past the editorial into the Editor.

Web Page Data Pasted into the Editor

Reformat the Web Data

NOTE: In this example no paragraph starts with anIdentifier. You need to make the Editor aware of thisfact.

1. Click Reformat .

2. Click Reformat Option #2.

Web Page Data after Reformat

"Odd things" can happen when pasting text from a Web page to theEditor.

Notice that the first line in the data file, "Februrary 7, 2008 -11:19PMBaby Steps" was originally two lines on the Web page. Thisis because this Web page uses two different ways to mark the end ofparagraphs.

From time to time you will need to manually clean up the "odd things"that appear after you past and reformat text from Web pages into theEditor.

Save the Web Data File to the Project

1. Click Save to Project.

2. Type GROUP1.

3. Click OK.

4. Close the Ethnograph Editor.

Save to Project Dialog

Create/Edit Data Files 23

Reformatting Data Files

Reformat Options

When you click the Reformat button , you see the following screen.

Reformating Dialog

There are four options for reformatting a data file. The first two assume that every paragraph in a data file starts the

same way.

The last two assume that in a given data file, some paragraphsstart with Identifiers and that some do not start with Identifiers

When Every Paragraph Starts the Same

All paragraphs start the same way. This means that either every paragraphstarts with an identifier, or no paragraph starts with an identifier.

Every Paragraph Starts with Identifiers No Paragraph Starts with an Identifier

When you Reformat in the Editor, your choices are simple. You chooseone of these two options:

Every Paragraph Starts with Identifiers No Paragraph Starts with an Identifier

Create/Edit Data Files24

When Some Paragraphs Do Not Start with Identifiers

In an interview, you may have long speeches that you have broken up into two ormore paragraphs, as shown in the examples below.

Paragraphs after an Identifier Paragraph are Continuation Paragraphs.They continue the speech of the previous Identifier. Sometimes we call theseparagraphs Non-identifier Paragraphs.

When paragraphs do not all start the same way, you have to distinguishparagraphs by marking them.

A Period (.) at the start of a paragraph Marks that Paragraph. Mark either Identifier Paragraphs, or Continuation Paragraphs.

Some Paragraphs Do Not Start with an IdentifierMost Paragraphs Start with an Identifier Few Paragraphs Start with an Identifier

The recommendation is to mark ContinuationParagraphs

The recommendation is to mark IdentifierParagraphs

When Most Paragraphs Start With Identifiers

When there are

more Identifier Paragraphs and fewer Non-Identifier (Continuation) paragraphs,

Mark the Non-Identifier (Continuation) paragraphs.

To Mark a Paragraph

Put a period (.) at the begining of the paragraph as shown below.

The Mark (.) means that this paragraph belongs to the previous Identifier (Inthis case W).

Mark a Non-Identifier Paragraph

Reformat Option:

In the Ethnograph Editor, when you reformat this data file:

Click option #4, Non-Identifier Paragraphs are Marked

Reformat Option #4

Create/Edit Data Files 25

When Few Paragraphs Start with Identifiers

When there are

fewer Identifier paragraphs and more Non-Identifier (Continuation) Paragraphs,

Mark the Identifier paragraphs.

To Mark a Paragraph

Put a period (.) at the beginning of the paragraph as shown below.

The Mark (.) means that this paragraph is an Identifier Paragraph.

In the Ethnograph Editor, when you Reformat this data file:

Click option #3, Identifier Paragraphs are Marked

Mark an Identifier paragraph

Reformat Option:

In the Ethnograph Editor, when you Reformat this data file:

Click option #3, Identifier Paragraphs are Marked

Reformat Option #3

Summary of Reformat Options

Every Paragraph is the Same Some Paragraphs Do Not Start with Identifiers

If All Paragraphs Start with Identifiers

Action:Do not mark anyparagraphs

Select Option: #1Every ParagraphStarts with anIdentifier

Result:All Paragraphs havehanging indents

If No ParagraphsStart with Identifiers

Action:Do not mark anyparagraphs

Select Option: #2No Paragraph Starts with anIdentifier

Result:No Paragraphs havehanging indents

If Few ParagraphsStart with Identifiers

Action:Mark Identifierparagraphs.

Select Option: #3Identifier Paragraphs are Marked.

Result:Only Identifier Paragraphshave hanging indents

If Most ParagraphsStart with Identifiers

Action:Mark Non-Identifier(Continuation) paragraphs.

Select Option: #4Non-Identifier (i.e.,Continuation) Paragraphsare Marked.

Result:Only Identifier Paragraphshave hanging indents

Create/Edit Data Files26

The Editor

Saving a Data File

Saving to the Current Project

1. Click File.

2. Click Save File to Current Project .

You see the Save to Current Project Dialog.

3. Type in the Name of the Data File.

4. Click Okay.

The data file is now saved to the CurrentProject.

Save to Current Project Dialog

Save to Any Project

If you have more than one Project, you can also save the data file to any existing Project.

1. Click File.

2. Click Save to Any Project.

You see the Save File to Any Project Dialog.

o The right side displays a list of yourProjects.

o The left side displays a list of data filesalready in that project.

3. Type a name for the data file.

4. Click OK

The data file is now saved to the the selectedProject.

You can also save the data file to a second orthird project.

Also see Moving Files in Chapter 1 ProjectManager.

Save File to Any Project Dialog

Create/Edit Data Files 27

Save to Any Folder

You can save the Data File in the Editor as a text file to any folder on your computer.

1. Click File.

2. Click Save to Any Folder.

You see a standard Save File Dialog.

3. Browse for a Folder.

4. Type a File Name.

5. Click Save.

The data file is saved to the selected Folder.

The file is saved with the extension ETH (e.g.,.ETH).

Standard Save File Dialog

Open an Existing Data file

Open from Current Project

1. Click Open File.

2. Click Open from Current Project.

You see the Open from Current Project Dialog.

3. Double Click a Data file.

4. Click OK.

After you have opened an existing data file, you can

o Save it to a different project.o Save it as a text file.o Edit the data file (see Editing an Existing Data

file)

When you save the data file to a Project, it is saved asan uncoded data file.

If you want to save the data file to another project as acoded data file, use the Copy Files feature of theProject Mananger.

Open fromCurrent Project Dialog

Create/Edit Data Files28

Open from Any Project

1. Click File.

2. Click Open from Any Project.

You see the Open from Any Project Dialog.

The right side displays a list of your Projects. The left side displays a list of data files

already in that project.

3. Click a Project

4. Click a Data File.

5. Click OK

After you have opened an existing data file, youcan

o Save it to a different project.o Save it as a Text File.o Edit the data file (see Editing an Existing Data

file)

Open from Any Project Dialog

When you save the data file to a Project, it is savedas an uncoded data file.

If you want to save the data file to another projectas a coded data file, use the Copy Files feature ofthe Project Mananger.

Open from Any Folder

The Editor can open Text Files (files with the extensions ETH, TXT, or ASC) and Rich Text Files (Fileswith the extension RTF).

1. Click File.

2. Click Open from Any Folder.

You see a standard Open File Dialog.

3. Browse for a Folder and Data File

4. Click Open.

After you have opened an existing data file, you cano Save it to a project.o Save it as a Text File.o Edit the data file.

When you save the data file to a project, it is savedas an uncoded data file.

Standard Open File Dialog

Create/Edit Data Files 29

Opening RTF Files

Sources for Rich Text Files (RTF)

Rich Text Files (RTF) can be created in almost any word processor (Word,WordPerfect, etc).

While in your word processor click Save As. From the Save as Type drop down list select Rich Text Format.

Convert PDF files to RTF files

Adobe Acrobat Professional, and ScanSoft PDF Converter Assistant (includedwith PDF Converter Professional), can also convert PDF files to RTF files.

NOTE: ScanSoft PDF Converter Professional is less expensive than AcrobatProfessional. Both do the same things. As a bonus, both include aspecial PDF printer driver that lets you create PDF files from anyprogram on your computer that lets you print. You simply selectPrint and the change the printer to the PDF printer driver.

Options for Opening Rich Text Files

Because there are some differences in the way that the RTF format isimplemented in Word, Word Perfect, Acrobat Proessional and PDF ConverterAssistant, you may need to experiement in opening RTF files.

In the upper right corner of the Editor, click Open File Preferences.

You can chose between RTF from Word DOC and RTF From AcrobatPDF. One of these two options should produce the desired resultsregardless of the RTF source.

Sometimes when you open an RTF file, especially one produced by AcrobatProfessional or PDF Converter Assistant, you will see strange lines ofcharacters. You may simply have to manually delete these from your data file.

You may need to experiment to find the best way to open an RTF file.

Create/Edit Data Files30

Editing an Existing Data file

An Existing Data File is a data file that is already part of a Project.

While you can Edit an existing data file, if you have already coded the datafile, you need to do so carefully

Edits can add or delete lines of data.

If an edit adds or deletes a line of text in the data file, the coding from thatpoint forward in the data file will no longer be accurate. It will be offset bythe number of lines added or deleted during the edit process.

Fixing a small typo usually will not add or delete a line. But some timesadding a single character to a line of data can create a new line.

Before You Edit an Existing Data File

Make a copy of that file.

The best way to make a copy of the data file is from the ProjectManager.

1. Create a New Project. Call it Temporary.

2. Copy the Data File to Temporary.

Print a copy of the Coded Data File.

This will help you check the data file to make sure the coding is stillaccurate.

1. Open Code Data File.

2. Open the Data File.

3. Click Print/Current Data File/with codes.

4. On the Print Preview Screen Click Printer to send the printedoutput to the Printer, or Click PDF to send the printed outputto a PDF file.

Now proceed to make changes in the original data file.

Create/Edit Data Files 31

Dealing with added or deleted lines of data

If a line needs to be deleted, then add a blank line as soon as possible afterthe deleted line.

1. Codes between the deleted line and the added blank line will nolonger be accurate. It will be offset by at least one line.

2. Codes after the added blank line should still be accurate. The addedblank line balances the offset created by the deleted line.

If the editing causes a line to be added, there is no work around. Allcoding from the added line to the end of the file will be offset by one line.

If the coding is not accurate (i.e., offset by one or more lines) you need todelete, and then re-enter, the inaccurate codes.

Chapter 3Code Data file

Code Data file34

The Code Data File Screen

Click the Code Data File button on the main screen tool bar.

The figure below shows the Code Data File screen.

The Code Counts List is an optional feature of the Code Data File view.

There are several ways to change the appearance of the Code Data File view. These aredescribed in the following sections.

All changes in appearance are temporary unless you make those changes in Customize

Layout.

Coded Data File with Code Count List

Code Data file 35

Open a Data File

The File Name List

When Code Data File opens, you see a list of Data Files

To open a Data file either:

Double-click on a Data File

Click on a Navigation arrow .

File Name List

To open another Data file either

Click on Data Files and do one ofthe above options

Code Data file36

Attach Code Words to the Data File

Attach Code Words Overview

Coding data is

Highlighting lines of text with the mouse, Attaching a Code Word to the highlighted text.

Attach a Code Word to a Segment of Data

1. Highlight lines of text using the Mouse.

2. Click Code List.

Code List is on the Tool bar.

OR right-click on the highlighted text. CodeList is on the Popup Menu.

After Highlighting Click Code List button

3. Type a Code Word name in the Code List edit box.

4. Click OK.

Code List

The Code Word appears in the Code Margin.

A Segment Boundary is drawn to the right ofthe text.

Code Word Attached to Lines of Data.

Code Data file 37

The Code List

The Code List grows as you code your data.

Add a new Code Word by:

o Typing a Code Word name in the Edit Box.o Click OK

Select an existing Code Word by:

o Double-clicking a Code Word in the list.o Click OK.

Search for a Code Word in the List:

o Start typing a Code Word name in the EditBox.

o As you type, the closest match is highlighted.o