Why use Microsoft Excel for Social Research Projects?

By Charlotte Brookfield, Ph.D., author of Using Microsoft Excel for Social Research, a Senior Lecturer of Social Science and Co-Director of the Cardiff Q-Step Centre of Excellence in Quantitative Methods Teaching, at Cardiff University. Dr. Brookfield was a Sage Research Methods Community Mentor in Residence in 2021.

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Microsoft Excel is a spreadsheet software which allows users to input and analyse data. It also enables users to create tables, graphs and even infographics to effectively present research findings. Microsoft Excel can be helpful at all stages of a research project. For example, even before starting a project, it can be used to create a Gantt Chart, assisting users in planning their time and setting intermediary deadlines.

The familiarity of the Microsoft interface means that it can be quicker and easier for users to learn how to navigate and use Microsoft Excel compared to other statistical software packages. Many people have some previous experience from school or college using Microsoft Excel and even if this knowledge is limited, this familiarity can help alleviate some of the anxiety around learning how to use Microsoft Excel for research purposes. Microsoft Excel integrates with other Microsoft products such as Microsoft Word and Microsoft PowerPoint making it easy for users to insert tables and graphs into reports or presentations.

How does Excel compare with other options?

In comparison to alternative software options, Microsoft Excel produces less redundant or unnecessary output. This can make the process of learning about new statistical techniques easier, particularly for people who are less familiar with, or new to quantitative data analysis.

An important reason for becoming a competent user of Microsoft Excel is the fact it is used so widely among employers and organisations outside of academia. While social science students often learn how to use different statistical software packages (such as SPSS or STATA) at university, the licenses for these programmes can be expensive and many organisations do not have access to them or have a limited number of licenses reserved for more experienced users or senior colleagues. Students who undertake research placements as part of their degree programme or enter graduate research posts are often expected to be comfortable using Microsoft Excel to input data and perform some basic analysis. 

How can Excel be used for statistical analysis?

In Microsoft Excel, much statistical analysis can be undertaken using either formulae or by using menu driven options. Formulae always begin with an ‘=’ sign. Before starting to analyse data in Microsoft Excel, it is a good idea to install the Analysis ToolPak. The Analysis ToolPak makes it much quicker and easier to carry out statistical analysis and means that users to do not need to remember lots of different formulae. This can be particularly advantageous for those users who are new to statistical analysis and those who have no previous experience writing commands or syntax. There are also add-ins which can be installed in Microsoft Excel which enable users to create infographics and interactive maps. These can be really effective when presenting data to different audiences in posters or presentations.

There are some key words which it is worth being familiar with before getting started with Microsoft Excel. A Microsoft Excel file is known as a Workbook. Each workbook is made of different pages known as Worksheets. Rows are organised horizontally in the worksheet. Rows are denoted by numbers. Meanwhile, Columns run are organised vertically in the worksheet. Columns are denoted by letters. A Cell is where a row and column meet. When referring to a specific cell, it is common practice to give the row letter followed by the column number.

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This book introduces readers to Microsoft Excel and demonstrates how it can be used effectively throughout the research process. The data management skills discussed are applicable for anyone working on a research project, regardless of the methodological approach being used. The ubiquitous nature of Microsoft Excel and Microsoft software more generally, means that a basic familiarity with the programme and its functionality can be advantageous for all, not just those who are planning to do quantitative data analysis. Meyer and Avery (2009) also discuss specifically how Microsoft Excel can be used as an alternative qualitative data analysis tool. 

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