B: Coding & Text Retrieval

1. Codes & Codings

One of the main functions of MAXQDA is the assignment of a “code“ to text. A code is a string of up to 64 characters, which is assigned to selected segments of text. Codes can be ordered into a hierarchical structure. The Code System is always available in the window Code System. At the beginning of a project this window is empty except for the Code System button and a green symbol, both of which you can click on. On top of the Code System a tool bar is located that gives you quick access to functions often used.

A code is, in the language of empirical sociological research, a contextual category, which serves as an analytical tool for the systematic analysis of data. MAXQDA allows the definition of a hierarchical Code System with up to ten levels. The number of codes is not restricted. A color can be assigned to each code and subcode.

The development of codes is user-controlled and is not automatically being conducted by MAXQDA. The process of assigning text passages (or object) to one or several codes is called coding. Text passages assigned to a single code are called codings or coded segments. Independently from the coding process one can always have MAXQDA show and list specific codings (Text-Retrieval).

Example:
40 teachers were interviewed. While reading and analyzing the texts the researcher developed, among others, the core category “Practice shock“ and applied to this category different segments from different interviewees. At the end of his analysis he would like to read all segments that belong to male interviewees and were coded “Practice shock“.

2. Creating Codes

The Code System is shown as a tree structure on the screen. It looks like the file folder in Windows Explorer which you are familiar with. A plus or minus sign in front of the code name indicated that a code contains subcodes. You can expand the subcategories or close them by clicking this button.

Defining a code is like opening a drawer in which you can put any number of text segments. The drawer’s label, i.e. the code name, can later be changed without affecting the contents of the drawer. You can also print the Code System or export it.

To create a new code in the Code System on the highest level you can either click on the symbol “New Code” in the tool bar, use the shortcut ALT+N, or right-click on the Code System (Arrow 1). The following dialog box allows you to enter the name of the new code, assign it to a color, and write a Code Memo.

Newly defined codes are always put at the beginning of the list (at the appropriate level, of course).

Defining Subcodes
To define a subcode, you click the next higher code with the right-mouse button. Afterwards one fares as with the definition of new level 0 codes: either click on the symbol in the tool bar, enter ALT+N, or select the option from the context menu.

Inserting a new code

The order of the codes and subcodes in the Code System can easily be changed with the drag-and-drop mouse function. You can also sort them alphabetically by clicking the menu option Sort Codes at the highest, as well as every other level. To change a code into the subcode of another code, you must press Shift while dragging the code with the mouse.

Attaching colors to codes
A code can be assigned any given color attribute. The best practice would be to do this while defining the code but it is also possible by later right-clicking on the code and selecting the option Color Attribute. The use of colors in MAXQDA has a analytical function; it is possible to demonstrate systematic differences between codes by means of visualization. The underlying system is freely defined by the researcher; the choice can be influenced by contextual (Topic A=blue; Topic B=yellow, etc.), methodical (phenomenological Codes=red; theoretical Codes=magenta), or other aspects. While analyzing focus groups it is possible, for example, to assign different colors to different speakers. When defining a subcode you have the possibility to inherit the color of the mother code. Simply click on the inherit check mark.

Code Memos
Memos can be attached to codes. This can be done while defining the code, but also later by right-clicking the code of your choice and selection the option Code-Memo. Code Memos serve an important function, especially for teamwork: You can enter definitions or anchor examples, which are always directly accessible. (See: Chapter C, Step 3).

3. Coding Text

The assignment of codes to text segments in MAXQDA is called „coding“. The smallest segment of text which can be assigned a code is one character.

Of course, one would normally select at least one word to assign a code to. Coding is possible in different ways; however, one must always first select the passage of text with the mouse. MAXQDA offers different ways for coding:

. Classical Coding: select a text passage and attach an existing code from the Code System

. Free Coding: this is the typical style of initial coding in Grounded Theory – a new code will be attached to each text passage

. Targeted, selective Coding: Text will be scanned for a selected code. When a text passage is found that belongs to the selected code, coding will be performed.

. In-vivo Coding: The term In-vivo also comes from grounded theory and means that words or terms used by the interviewees are so remarkable that they should be taken as codes. In-vivo coding adds these terms of the respondents as codes and codes the text passage at the same time.

. Color Coding: This works like highlighting a text passage in a book with a colored text marker. In MAXQDA four different colors can be used for color coding: red, green, blue, or magenta.

1. Classical Coding:
In order to assign a segment to a code you will have to mark the passage first.

It is now possible for you to assign the passage to the given code via Drag & Drop (by keeping the left mouse button pressed and dragging the marked passage directly onto its assigned code). This step is also reversible; meaning that you can also drag a code to a marked text segment. A text segment can be assigned multiple codes.

In the Text Browser coded elements will be highlighted with a colored visualization at the margin of the text. By right-clicking on the square of the visualization and selecting the command Delete you can delete the coding again.

The shortcut CTRL+W allows you to define and create a new code. This procedure is recommended if you, for instance, are working on a text and find a passage that you would like to code but you haven’t created a fitting code yet. Simply mark the passage, create a new code using the shortcut CTRL+W and click OK: the segment will automatically be assigned to this new code.

2. Free Coding:
If you are working with grounded theory and you wish to assign code, which does not yet exist in the Code System, to a text passage it is suggested that you use the shortcut CTRL+W. A dialog box will open where you can type in the name of this new code. The code will then be inserted into the Code System. You can later on, if you choose to, move the code within the Code System.

Instead of using the shortcut CTRL+W, it is also possible to open the context menu by use the right-mouse button.

3. Targeted, selective Coding
This procedure is especially useful if you, usually in an advanced state of your analysis, want to target certain phenomenon’s that have already been defined as codes while working on your texts. The Quick List above the TEXT BROWSER can be used for this purpose.

Left-clicking on a code in the Code System results in its insertion into the quick list. A marked text segment can be coded directly by pressing the Code Symbol right next to the quick list with the advertised code.
This procedure can also be conducted by using the shortcut CTRL+Q. After marking the text segment it is also possible to open the context menu via right-click and select the concerned option.

4. In-vivo Coding:
The term In-vivo coding originated from the Grounded Theory. It means that expressions and sayings from the text will be used as codes while, at the same time, the concerned text segment is coded.

In MAXQDA this happens in the following way: one has to mark the expression and click on the IN-VIVO Button. The expression will be added to the CODE SYSTEM and the text segment will be coded. Should you choose to extend the coded segment, simply mark the text passage of you choice surrounding the In-vivo code and press the button CODE; cutting things short you could also use the shortcut CTRL+Q. MAXQDA will now change the coded text segment according to the new segment margins.

In-vivo coding can also be realized by right-clicking and then selecting the given option from the context menu.

5. Color Coding:
Similar to the traditional, “computer-free” analyzing text lecture it is possible to mark text segments with colors and code them according to their assigned colors (RED, GREEN, BLUE, or MAGENTA). This procedure is recommended for an initial, raw overview of the data material: You would like to mark important or noteworthy passages without yet deciding, as to why and for what they are important. The Color Coding function is accessible through the Color-Coding-Bar. However, this tool bar has to be activated in the menu “Windows”. The step-by-step procedure: Mark – like you would with a text marker – a text segment and click on the color of your choice, for example red, in the Color-Coding-Bar. This text segment will now automatically be assigned the Code RED (this Code will automatically be created during the first assignment and inserted on top of the Code System); furthermore the text will be illustrated in red.

Later you may distribute the roughly-coded segments (let us stay with the example RED) purposed onto selected codes by using the Activation function (see Text-Retrieval, Step 5 of this chapter) and choosing to ONLY present text segments of your text coded with RED in your LIST OF CODINGS. You may distribute these by Drag and Drop onto different Codes of your Code System (drag the source map onto the target code). Of course you may also keep the collection RED and change it by renaming, for example, into a contextual code, which you will then be able to move to an appropriate place in your Code System.

4. Organizing the Code System

Deleting Codes and Codings:

It is possible to conduct Changes on your existing Code System at any time. you have no more use for a code you can delete it simply by right-clicking and selecting the option Delete Code; this also deleted all the assigned Codings.

It is also possible to delete single Codings: By right-clicking on the little square Symbol in the middle of the coding strip of a coded segment, a context menu will appear. There you may delete the coding again.

Changing the structure of the Code System:
You can change the structure of your Code system by moving the Codes. Simply drag a code with the left mouse button to the place of your choice.

Important: If you want to a code to be subordinate to another code (creating a subcode), hold down the SHIFT-Key while dragging the code and release the mouse on the targeted code.

Copying parts of the Code System:
It is not uncommon for codes to have the same subcodes. Given, for instance, that you have two codes “Opinions” and “Behavior” and you would like to define the subcodes “Work”, “Politics”, and “Family”. MAXQDA will save you the hassle of entering the subcodes twice. First, define the three subcodes for the code “Opinions” and choose the function “Copy Code Tree” from the context menu; then define the code “Behavior” and select the option “Paste Code Tree” from the context menu. This option proves to be especially useful when working with different independent team members and wanting to have the complete category system available for all of them.

5. Visualization of Codings

The visualization of a newly coded segment is recognizable in the coding section in front of the text. The visualization of the coded segments has the same color as was assigned to the code (default= green). Via context menu in the Code System Window it is also possible to assign a color attribute to a code at a later time.

By moving the mouse cursor over a coding strip a Tool-Tip will appear, giving you information about the code, its weighing, creation date, and author. Clicking on the visualization will focus the code in the List of Codings and allows to immediately locate the code in the Code Tree.

Should you choose to view only specific codes, MAXQDA offers you an array of options. By right-clicking on the grey area of the coding section a context menu will open.

You can now select to view the visualization:
• of activated codes,
• of codes by a certain user or
• of codes with a certain color attribute.

All of these options are available in combination with each other and it is also possible to blend out all visualizations. Furthermore you can blend-in or blend-out the title, as well as the author and date in the Tool-Tip.

The selection window for the visualization will also appear if you click on the symbol “Filter:Codes” in the tool bar of your Text Browser.

6. Retrieving Coded Segments

The process of finding previously coded segments and collecting them into a list of results is usually referred to as text retrieval. The principal behind MAXQDA’s text retrieval is simple: for each activated text, the text segments of the activated codes will be collected in the Retrieved Segments window.

The selection of codes and texts happens through the function of Activation. The Activation is a central functions principle in MAXQDA2007, which allows highly selective access to your data and therefore enables you to conduct a swift and efficient analysis even when working on very large projects and complex searches.

Activating Text Documents:
As you already know, all your texts and text groups are displayed in the Document System. To activate a particular text you may choose between two alternatives:

• Click on the text name using the right-mouse button. Then select the option Activate from the context menu or
• Holding the Ctrl key pressed, click on the text name(s) using the left-mouse button.
You can activate all texts of a text group by holding down the Ctrl key while clicking on the name of the text group. The names of activated texts are illustrated in red, the inactivated ones in a bluish-green. Additionally, a red arrow points out activated texts.

Activating Codes:
The activation of codes follows the same principle as the activation of text documents. Either you select a code using the right-mouse button and select the option Activate or, as in working with documents, you left-click on the codes holding the Ctrl key.

Similar to the activation of texts in the Document System, the color of the codes shows when they are activated: activated codes appear red and will be pointed out by an arrow.

At the bottom of the MAXQDA window there is a status bar which lists, from the left, the total number of texts and codes that are currently active, and the number of coded segments that have been retrieved.

The Retrieved Segments Window
All of the coded segments retrieved through the selection or activation of certain texts and codes are shown in the Retrieved Segments Window.

To the left of each text segment you can see from which text and paragraph the segment originates, and which code was assigned to it. If a memo was assigned to the segment this will be presented like in the Text Browser.

When you click anywhere on this box the original text from which this segment was taken, at the position of the segment in the text, will be opened in the Text Browser window. In the example above, the following information is given: the segment was taken from paragraph 2-5 of the text “communication” from the text group “articles”. It was assigned the subcode “cold-hot” of the code “media”.

You can search for text segments which have been assigned more than one code. For example, you could search for the places where the respondents spoke about their “Personal Motivation” and their “Qualifications” in a group of interviews. More about this later.

A tool bar is located on top of the window Retrieved Segments where you have access to frequently used functions. Here you can also switch to the Overview of retrieved segments.

In the top part of the table the complete text to the selected segment below will appear. This view is optimal for reading through the results of a Text-Retrieval and inserting comments into the table. It is possible to directly export text segments into Word, Excel, or into a Web-Browser, and continue working with them there.

Export to Word:
Exporting the complete texts of the found segments to word is possible via the menu command Codes – Code System – Export retrieved segments . You will achieve the same result with the menu command Project – Export – retrieved segments. A RTF-file will be created, which you can now open with Word.

Export as a HTML file:
However, if you want to export the table overview, the fastest way is to press the button “Export” in the toolbar of the table overview. The presentation of codings as an html table is very clear and concise. You can directly click on this export function in the table overview.

MAXQDA creates a html-file which will automatically open your standard browser after the export. However, you may also choose to open the file directly in Excel.

Important Tip:
You can deactivate all codes and texts with the Reset-Activation-Button in the main tool bar of MAXQDA. You should make use of this function on a regular basis in order to prevent false results, which might come from the fact that you unintentionally activated (e.g. from an earlier search) parts of your data.

© 2007 Dr. Dresing & Verbi GmbH - All Rights reserved