Analyse your data: Best practices for data cleaning Page 2 | 13
Sums that do not match (i.e. total number of HH members different from sum of
male/female in the HH...)
Special characters that were transformed when exported
Wrong interpretation of questions by enumerators or interviewees
“0” instead of an empty cell or “N.A.” (i.e. for a numeric question that has not been
answered)
Empty cells that should be filled
Typing errors (“-5” people in the HH)
Unit issues (age in months/years, meters/feet, etc.), date or cell formats
Etc etc.
There are 4 recommended basic steps for cleaning your data:
Before, during and after each of these steps, you should check (visually or by using filters
etc.) that you did not do any changes that you were not expecting!
1. Create a backup copy of the original data in a separate workbook.
What happens if you do not create a backup copy of the original data and you
inadvertently delete a column containing data (or another element) in your
database?
Well, if it is not in Kobo anymore, that data is lost forever and there is no way to
recover it. This is why it is very important to create a backup copy of the original data
in a separate workbook!
2. Ensure that the data is in a tabular format of rows and columns with: similar data in each
column, all columns and rows visible, no merged cells, no multiple answers in one cell and
no blank rows within the range.
3. Carry out tasks that don’t require column manipulation first, such as getting rid of the
extra spaces or using the “Find and replace” dialog box.
4. Next, carry out tasks that require column manipulation.
II. How to clean your data in Excel
II.1. Get rid of extra spaces
In order to get rid of extra spaces, you can use the TRIM function in Excel. TRIM Function
will remove all spaces from text except for single spaces between words. The function syntax
is TRIM(text), where (text) is a required argument of the function and refers to the text from
which you want spaces removed.
First, type in your formula next to your first text entry. Then drag the formula down to cover
all your text entries as below. All you text entries will then get cleaned from the extra spaces.
Sources : https://trumpexcel.com/clean-data-in-excel/ and https://www.youtube.com/watch?v=e0TfIbZXPeA
The Excel version that was used for this tutorial is Excel 2011. Also, should you have any issues or questions, do not
hesitate to search for your issue/question on the web as there are a multitude of sources out there likely to help you.