How to use WordCapture Version 1.

How to Use WordCapture

Note: To view these instructions in future, choose Help | Instructions.

What Is WordCapture?
WordCapture lets you quickly create Data Collection metadata from any questionnaire written in Microsoft Word. WordCapture is very straightforward: you can specify the question type, the question name, and the question text all with a single keystroke. And WordCapture works on any Word document, so no special formatting is required.

The Basics
You can master the basics of WordCapture by following these simple examples. Note that it sometimes takes more than one click for the Word document to get focus. Typing a shortcut has an effect only if the Word document has focus.

Creating a Single-Response Question

The Question
What is your gender? Male Female

The Process
Click on the word gender. Type the letter s. Select the words Male and Female. Type the letter r.

How Does It Work?

Typing s inserts a new single-response question. The word gender is automatically captured as the question name because thats where the text cursor is. Similarly, the text for the question is automatically captured from the paragraph where the text cursor is. Typing r captures the responses.

How to Use WordCapture

Note: To view these instructions in future, choose Help | Instructions.

Creating a Multiple-Response Question

The Question
Which of these daily newspapers do you read at least once every week? Daily Star County Sentinel Metro Guide City Mirror Suburban Tribune

The Process
Select the words daily newspapers. Type the letter m. Select all the responses. Type the letter r.

How Does It Work?

Typing m inserts a new multiple-response question. The selected words daily newspapers are automatically captured as the question name and the question text is captured from the entire contents of the paragraph. Typing r captures the responses.

Using Block Selection

This example illustrates a very handy feature of Word (rather than of WordCapture). Word has a feature called block selection that provides for non-contiguous text selection. For example, you can use block selection to select the responses from the satisfaction question below without including the 5 = , 4 = , etc. in your selection. To use block selection, press the Alt key, then click and drag to select the text while the Alt key is down (holding down the Alt key and clicking without dragging invokes Words word research facility for the word selected).

The Question
What is your overall satisfaction? 5 = Very Satisfied 4 = Somewhat Satisfied 3 = Neither Satisfied nor Dissatisfied 2 = Somewhat Dissatisfied

The Process
Select the words overall satisfaction. Type the letter s.

How to Use WordCapture

Note: To view these instructions in future, choose Help | Instructions. Press and hold the Alt key. Click to the left of the V in Very Satisfied. Drag to cover the response text. Type the letter r.

Using WordCapture with Tables

You can also use WordCapture with questions and/or responses in Word tables. Note: Block selection does not work for text in a Word table.

The Question
What is your overall satisfaction? 5 Very Satisfied 4 3 2 1 Somewhat Satisfied Neither Satisfied nor Dissatisfied Somewhat Dissatisfied Very Dissatisfied

The Process
Select the words overall satisfaction. Type the letter s. Select all the cells in the Word table column that hold the responses. Type the letter r.

Replacing a Response
If you accidentally included the first column (5, 4, etc.) you can correct the mistake by replacing the existing responses with a new set. To replace the responses: Select the cells in just the second column. Type the letter R (upper-case not lower-case).

Replacing Question Text

You can change the question text for a question that has already been created. To change the question text: Select the text to use in the question. Type the letter T (upper-case not lower-case).

How to Use WordCapture

Note: To view these instructions in future, choose Help | Instructions.

Creating a Grid
You can also use WordCapture to capture grids.

The Question
We are currently putting together our annual performance review/development process. Your feedback on the current performance measures would be useful input to this process. Please choose one answer indicating your level of agreement with each statement. Strongly Agree Somewhat Neither Somewhat Agree Agree nor Disagree Disagree e e e Strongly Disagree

I understand what is expected of me in my job I am encouraged to give my input on changes that affect me I have input into how my work gets done I have regular discussions on my performance I have clear targets and objectives My targets and objectives are reviewed regularly I am satisfied with the training and development I receive for my job I am satisfied with the opportunities that I have for personal development There is a clear link between my job performance and my pay increases

e e e

e e e

e e e

e e e

e e e

The Process
Select the question text. Type the letter g. Select the first column. Type the letter j (to capture the subjects). Select the first row. Type the letter r (to capture the responses).

How to Use WordCapture

Note: To view these instructions in future, choose Help | Instructions.

Creating Numeric Grids and Using Automatic Text Extension

Sometimes questions arent presented in a table, so capturing them requires an understanding of how WordCapture operates. By default WordCapture automatically extends the selected text in Word, to encompass complete words when capturing the name of a question and complete paragraphs when capturing question text. Use the spacebar to turn this feature on and off. When automatic text extension is turned off, only the text that is selected is captured.

The Question
How many of the following drinks did you consume each day last week? (WRITE IN THE NUMBER OF DRINKS CONSUMED EACH DAY.). Monday Tea Coffee Carbonated soft drinks Milk Fruit and vegetable drinks Powdered soft drinks Water ____ ____ ____ ____ ____ ____ ____ Tuesday ____ ____ ____ ____ ____ ____ ____ Wednesday ____ ____ ____ ____ ____ ____ ____ Thursday ____ ____ ____ ____ ____ ____ ____ Friday ____ ____ ____ ____ ____ ____ ____

The Process
Select the question text paragraph. Type the letter g. Select Numeric Grid from the drop-down list in the left pane to change the grid type. Click on the Word document again (to give focus back to Word). Use block selection as described earlier (Alt+click and drag) to select the drinks (Tea, Coffee, etc.). Type the letter j (to capture subjects). Press the spacebar (to turn off automatic text extension). Select the entire word Monday. Type the letter r. Select the entire word Tuesday. Type the letter r. Repeat for all other responses (Wednesday, etc.). Press the spacebar (to turn on automatic text extension again).

How to Use WordCapture

Note: To view these instructions in future, choose Help | Instructions.

Creating Compound Questions

You can also use WordCapture to capture compound questions.

The Question
Galleries Question Q1. Which galleries do you plan to see today? (CHECK ALL THAT APPLY.) Q2. What do you plan to see first, second, third, and so on? (ENTER 1 FOR THE GALLERY YOU PLAN TO SEE FIRST, 2 FOR THE GALLERY YOU PLAN TO SEE SECOND, AND SO ON.) Q3. How interested are you in the museum displays? (ONLY MARK ONE CIRCLE PER ROW.) 1 - Not at all interested 2 - Not particularly interested 3 No opinion 4 Slightly interested 5 - Very interested Q1. Q2. 1 Dinosaurs Conservation Fish and reptiles Fossils Birds Insects Whales Mammals Minerals Ecology Botany Origin of species Human biology Evolution Wildlife in danger e e e e e e e e e e e e e e e 2 e e e e e e e e e e e e e e e Q3. 3 e e e e e e e e e e e e e e e 4 e e e e e e e e e e e e e e e 5 e e e e e e e e e e e e e e e

How to Use WordCapture

Note: To view these instructions in future, choose Help | Instructions.

The Process
Select the text Galleries Question. Type the letter k (to insert a compound question). Select Dinosaurs, Conservation, etc. Type the letter j (to capture the subjects). In the tree view in the left pane expand the compound question and select the child tree node Questions. Place the text cursor on Q1 in the first row of the table. Type the letter m (to insert a multiple response question). Place the text cursor on Q2 in the second row of the table. Type the letter g (to insert a grid). Use the drop-down list in the left pane to change the grid type to a Numeric Grid. Select the words plan to see in the second row of the table. Type the letter r (to add a response). Place the text cursor on Q3 in the third row of the table. Type the letter g (to insert a grid). Use the drop-down list in the left pane to change the grid type to a Single Response Grid. Select the responses, from 1 - Not at all interested to 5 - Very interested. Type the letter r (to capture the responses).

Note that if you double-click on a response in the left pane you can change the response text; for example, to change the response to Q2 to Planned Order.

How to Use WordCapture

Note: To view these instructions in future, choose Help | Instructions.

WordCapture Frequently Asked Questions

Q. When I load a Word document into WordCapture a pop-up appears asking if I want to Open, Save, etc. Why is this happening? A. WordCapture uses an embedded version of Microsoft Internet Explorer to host Word documents. The pop-up is a security dialog from Internet Explorer. You can check the box on the bottom of the dialog to stop the pop-up in the future; however this will also change the setting for Internet Explorer. Q. WordCapture opened my Word document, but when I follow the instructions and try to capture the data, my keystroke goes into the Word document, and nothing is captured. A. You may have Internet Explorer configured so that Word is not brought up in the browser. Refer to the Microsoft article How to configure Internet Explorer to open Office documents for information on configuring Internet Explorer. Q. I followed the instructions and typed s to enter a single response question, but nothing happened. A. Make sure that the Word document area of WordCapture has focus. Sometimes its necessary to click twice in succession to give the Word document focus. Q. When I switch to another Word document and then back to WordCapture, Word toolbars are suddenly present in WordCapture. Why is that? A. This is a side-effect of using Microsoft Internet Explorer to host Word documents. To hide these toolbars use the WordCapture menu option View | Show / Hide Word Toolbars. Q. Can I type directly into the Word document? A. Yes. Use the WordCapture menu option Edit | Edit Word Document to choose whether your keystrokes go into Word or are intercepted by WordCapture. To re-enable WordCapture key interception (that is, re-enable WordCapture hot keys) select the same menu option again. Q. Can I edit the text of the subjects and responses? A. Yes. Select the subject or response and press Enter, or double-click. You can then edit the text of the subject or response. Q. Can I edit the variable names of the subjects and responses? A. You cannot edit the underlying variable names of subjects and responses using WordCapture. Q. Can I delete subjects and responses? A. Yes. You can select (or multi-select) subjects or responses and press the Delete key to delete them. You can also use the Edit menu to remove all subjects or responses.

How to Use WordCapture

Note: To view these instructions in future, choose Help | Instructions.

Q. What are Notes for? A. Notes are your own private notes about the question and will never be displayed to a respondent. For instance you might add a note about the type of routing a question needs as a reminder for later. Q. How do I capture interviewer instructions? A. You can simply append Interviewer instructions to the question text. Q. What is the Automatically Extend Selected Text feature for? A. The Automatically Extend Selected Text option is a toggle that tells WordCapture whether to extend the selected text. If this feature is enabled (its enabled by default) when you capture a question name it extends the selection to encompass complete words. For example, if you select just part of the words daily newspapers, say Which of these daily newspapers do you read at least once every week? this feature captures both words daily newspapers in their entirety even though each is only partially selected. Or if you just insert the text cursor in the word newspapers and select no text, this feature, when capturing the question name, captures the complete word newspapers. When capturing question text the feature behaves in a similar fashion, but encompasses complete paragraphs instead of complete words. You can use the spacebar to turn this feature on and off. Q. How can I undo something I did in WordCapture? Ive tried Ctrl+Z and nothing happens. A. WordCapture does not support undo. However, you can use the options on the Edit menu to delete a question or clear subjects or responses. Q. Why doesnt WordCapture un-grey the Word text if I delete the question that I created from that text? A. WordCapture doesnt support this feature. WordCapture maintains the questionnaire (metadata) document independently of the Word document. Note that you can use the menu option Edit | Edit Word Document, give the Word document focus, and then use Ctrl+Z to tell Word to undo the last changes made to it. If you use this approach dont forget to select Edit | Edit Word Document again to return focus to WordCapture.

How to Use WordCapture

Note: To view these instructions in future, choose Help | Instructions.

WordCapture Hot Keys

The list below shows WordCaptures default hot key configuration. You can re-assign hot keys using Tools | Options. q i s m x u g d k n t T o O j J r R Ctrl+S spacebar Esc Delete Ctrl+J Ctrl+R Insert a new question (same type as last) Insert a new display text item Insert a new single response question Insert a new multiple response question Insert a new text question Insert a new numeric question Insert a new grid question Insert a new date question Insert a new compound question Capture the question name Capture the question text Capture the question Text (replace) Capture the question note Capture the question nOte (replace) Capture the question subjects Capture the question subJects (replace) Capture the question responses Capture the question Responses (replace) Save the questionnaire (Note: does not save the Word document) Turn Automatic Text Extension on and off Disable hot keys (allows you to type into the Word document) Delete current question Delete subjects Delete responses