The screenshot below shows an example SPSS dataset I created for demonstration purposes (as you can see at the bottom of the screenshot, we are seeing the "variable view", as opposed to "data view". To review, "data view" is used for editing the actual data, whereas "variable view" is used for editing the attributes of the variables (such as number of decimal places allowed, type of variable, the variable name, variable label, and value label). In our example below, neither the variable labels (1) nor the value labels (2) have been assigned for any of our four example variables.

One way to rectify this problem would be to:

1. Click in the field under "Label" for each variable and simply type in a label.


2. Click in the field under "Value" (on the right side of the field, click on the button that appears when you click in the field initially; see below left)


3. Enter the current number code that is assigned with the label that you desire for each code (clicking "add" between each code) in the dialogue that appears (see below right).

That would work fine if you only have a couple of variables, However, what if you have 10 variables, or 20, or 100... or 1000? Obviously, this can quickly turn into a ridiculously long process. This is when syntax makes things MUCH easier!

Here are the steps to assign variable labels:

1. Open a new syntax window by clicking through the following menu path (see below): File->New->Syntax.


2. Type the command "VARIABLE LABELS" (be careful of spelling).


3. On the next line (new line not required, but recommended), first type the name of the variable you want to assign a label to (in my example, the variable is "Example1"; see below).


4. On the same line as the variable name, insert a space, followed by a "single quote" (not a double quote/quotation mark), followed by whatever text you'd like to assign as the variable label for that variable, followed by another "single quote", and finally a period.

Here are the steps to assign value labels (in the same syntax window):

1. Type the command "VALUE LABELS" (be careful of spelling).


2. On the next line (new line not required, but recommended), type the name of the variable you want to assign a value labels to (in my example, the variable is "Example1"; see below).


3. On the next line (new line not required, but recommended), type the number code that is currently in your data (to which you want to assign labels; in my example, the first code is 1), followed by a space...


4. On the same line as the variable name, insert a space, followed by a "single quote", followed by the label you wish to assign to that numeric code, followed by another "single quote".


5. On a new line, type the command EXECUTE, followed by a period, and then "run" the syntax.

NOTE: To run the syntax, highlight the portion you wish to run AND THEN click on the "green play button" in the tool bar OR click through the following menu path "Run-> Selection" OR press the keyboard shortcut ("Command+r" [for mac]; "Control+r" [for PC]).

While this may be useful, doing this with only one variable doesn't offer that much improvement over the "point and click" method. However, when you apply this technique to transform several variables simultaneously, the time saved really begins to accumulate (see below).

There are a few things to pay particular attention to when working with multiple variables at once:

• Be sure to insert a period after every line in the variable label command (as pictured above).


• When assigning value labels, a "variable TO variable" format can be used (see above), instead of listing each variable name separately, as long as the variables are in consecutive order in the dataset (and you want to assign the same labels to all of those variables). IF THEY ARE NOT in consecutive order, you simply need to list each of the names separately.


• If you have want to assign different sets of value labels to various variables, you simply need to separate each set of value labels with a forward slash ( / ), and begin with the new variable name on the next line (see below).

After you run your syntax, you should now see the information you chose populating the "Label" and "Value" columns of your dataset (seen below).

NOTE: If you also want to specify what codes in your data signify that the data is missing ("Missing" column [see above]), add the following commands to your syntax:

To assign for a single variable:

MISSING VALUES

Example (999).

EXECUTE.

To assign for multiple variables:

MISSING VALUES

Example1 to Example4 (999).

EXECUTE.

Editorial Note: Stats Make Me Cry is owned and operated by Jeremy J. Taylor. The site offers many free statistical resources (e.g. a blog, SPSS video tutorials, R video tutorials, and a discussion forum), as well as fee-based statistical consulting and dissertation consulting services to individuals from a variety of disciplines all over the world.