The Data Editor

Just like SPSS does, we divide our Data Editor in a *Variable View' and a 'Data View'. Click the 'Data Editor' button to open the window.

Variable View

Like all other cross-tab tools, OfficeReports organizes data in variables. In the 'Variable View', you get an overview of all the variables and categories. You can recode existing variables and create new derived variables. The 'original' variables have a red icon, the recoded variables have a blue icon.

Note: In case you want to import more data in the same workbook at a later time, we recommend not to change the texts of the variable name nor the category texts. These are used to match the import file to the current data in OfficeReports!

Display Options

Check the button to see the variable numbers in the list.

Check the button to see the variable names in the list.

Check the button to see the variable texts in the list.

Reordering Variables

By clicking the 'up' and 'down' buttons, you can change the order of the variables by moving them up and down the list (alternatively, instead of using the buttons you can use the shortcut key-combinations ctrl+↑ or ctrl+↓ on your keyboard).

Edit Variables and Categories

OfficeReports works with Categorical Variables (), Numerical Variables (), Date Variables ()and Text Variables (). Note: Derived Variables have a blue icon.

Select a Variable or a Category and you can change all the properties like name, text and other settings on the right side of the window.

Note: By defining 'Default Table Settings' for often used variables you can save a lot of time creating tables.

Read more about editing the different types of variables:

Recoding Variables

The top menu bar in the Variable View contains functionality for recoding. You can also select one or more variables in the list (use the shift and ctrl keys) and right-click to get a context menu. Read more about Recoding Variables.

Video: Working with the variables - Introduction


Data View

Clicking 'Data View' will let you see all answers (observations) for each respondent (case):

Note: In case you have selected multiple variables in the 'Variable View', then only these variables will be visible in the 'Data View'.


Right-click a column header to add a filter to the data view. Categorical variables can be filtered by ‘=’, ‘<>’, ‘<> Ø’ or ‘=Ø’, where ‘Ø’ means empty. Numerical variables can be filtered by ‘=’, ‘<>’, ‘<’, ‘>’, ‘<=’, ‘>=’, ‘Ø’, <>Ø’.


You can sort the Numerical variables in descending or ascending order when we click the column header.


You can reorganize the order of the variables. Left-click on a column header and drag it to another variable. Now these two variables are placed side by side.

Edit the Data

All original variables can be edited. Derived variables are based on formulas and cannot be edited. To edit the data, select a cell and type the new value and press 'Enter' when you are done. For Categories, you can key-in the sequence number of the category you want. When changing back to the 'Variable View' or when closing the window you will be asked if you want to save the changes.

Delete Interviews (cases)

You can delete cases by selecting one or more complete rows (click in the first column (ORid) and use the Shift and Ctrl key if you want to select multiple cases) and then press the 'Delete' key on your keyboard.

Video: How to delete a case/interview/record

Export Data

It is possible to Export the data to Excel and SPSS (only for MS Office 32-bit!). This is mostly used to add more information to the export and then import it back again. The export will contain the variable 'ORid' which can be used as unique variable for merging the data back into the OfficeReports Database.