How to import and export your code list to excel

Key takeaways

  • ATLAS.ti allows you to export your code list or codebook to an Excel  file.
  • ATLAS.ti Desktop supports both importing and exporting Excel codebooks, while ATLAS.ti Web currently supports exporting only.
  • Exported Excel codebooks can include code names, comments or definitions, code groups, and code colors.
  • Excel codebooks are useful for deductive coding workflows, team projects, and documenting coding frameworks.
  • During Excel import in ATLAS.ti Desktop, codes with the same prefix can automatically become subcodes under a category code.

Who this article is for

This article is for ATLAS.ti Web and ATLAS.ti Desktop users who want to export codebooks to Excel for documentation, collaboration, or backup purposes, or import Excel codebooks into ATLAS.ti Desktop projects.

Why use Excel codebooks?

Excel codebooks help researchers organize, document, and share coding systems.

Researchers often use Excel codebooks to:

  • prepare deductive coding frameworks
  • create master codebooks for team projects
  • review coding systems outside ATLAS.ti
  • document code definitions
  • organize code groups
  • transfer code structures between projects

Excel codebooks can contain:

  • code names
  • code comments or definitions
  • code groups
  • code colors

Importing an already existing codebook can be useful to prepare predefined codes for deductive coding or team projects.

How to export your code list to Excel in ATLAS.ti Web

ATLAS.ti Web currently supports exporting codebooks from the Code Manager. Importing Excel codebooks into ATLAS.ti Web is not currently supported.

Step 1: Open the Code Manager

  1. Open your ATLAS.ti Web project.
  2. Click the Codes icon in the left-hand toolbar.
  3. Open the Code Manager.

Step 2: Open the export options

  1. Click the three dots in the top-right corner of the Code Manager.
  2. Review the available export options.
    1. Click on the three dots in the top-right corner
    2. Select either “Download Codes as QDC” or
    3. “Download Codes as Excel” 

QDC is a format that can be imported into qualitative data analysis software, and Excel is the more universal Microsoft Excel format that can be imported into qualitative data analysis software and more

Step 3: Export the codebook to Excel

  1. Select Download Codes as Excel.
  2. Save the .xlsx file to your computer.

The exported Excel file can include:

  • code names
  • code comments
  • code groups

Step 4: Review the exported Excel file

  1. Open the exported .xlsx   file in Excel or another spreadsheet application.
  2. Review the code list and structure.

How to import and export codebooks in ATLAS.ti Desktop

ATLAS.ti Desktop supports both importing and exporting Excel codebooks.

Excel codebooks can contain:

  • code names
  • code comments or definitions
  • code groups
  • code colors

How to export a codebook in ATLAS.ti Desktop

Step 1: Open the Code Manager

  • In ATLAS.ti Windows and Mac
  1. Open your project.
  2. Open the Code Manager.


Step 2: Open the export options

  • In ATLAS.ti Windows
  1. Click Export.
  2. Select Export codebook (XLSX).

  1. This option is also available from the Import & Export tab.
    1. Go to Import & Export tab
    2. Select Codebook > Export Codebook (XLSX)

  • In ATLAS.ti Mac
  1. Click Export > Codebook (XLSX)

  1. This option is also available from top menu
    1. Select Code
    2. Select Export
    3. Select Codebook (XLSX)

Step 3: Save the Excel file

  • In ATLAS.ti Windows and Mac
  1. Choose the location where you want to save the file.
  2. Click Export or Save.

Step 4: Review the exported codebook

  1. Open the .xlsx  file in Excel.
  2. Review the exported:
    1. code names
    2. comments
    3. code groups
    4. colors

How to prepare an Excel file for import

Before importing a codebook into ATLAS.ti Desktop, prepare the Excel file correctly.

You can optionally include headers such as:

  • Code
  • Code Definition
  • Code Group 1
  • Code Group 2

The columns are interpreted in the following order:

  1. column 1: code name
  2. column 2: code description or comment
  3. column 3: code group 1
  4. column 4: code group 2
  5. additional columns: further code groups

Use code colors in Excel

If code names are colored in the Excel file, ATLAS.ti uses those colors as the imported code colors.

Use prefixes to create subcodes

In ATLAS.ti Desktop, codes with the same prefix can automatically become subcodes during import.

Example:

  • benefit
  • benefit: collaboration
  • benefit: creativity

In this example:

  • benefit becomes the category code
  • the remaining codes become subcodes

Understand import limitations

Folders cannot be imported through the Excel file and must be created later inside ATLAS.ti.

How to import a codebook from Excel in ATLAS.ti Desktop

Step 1: Prepare the Excel codebook

  1. Create or edit the .xlsx  file.
  2. Save the file to your computer.

Step 2: Open the import options

  • In ATLAS.ti Windows
  1. Open your project.
  2. Open the Import & Export tab.
  3. Select Codebook.
  4. Select Import Codebook (XLSX).

  • In ATLAS.ti Mac
  1. Open your project.
  2. Click Codes > Import > Codebook (XLSX).

Step 3: Select the Excel file

  • In ATLAS.ti Windows and Mac
  1. Select the .xlsx file you want to import.
  2. Confirm the selection.

Step 4: Configure the import options

  • In ATLAS.ti Windows
  1. Decide whether the file contains headers.
  2. Continue with the import.

  • In ATLAS.ti Mac
  1. Decide whether to activate or deactivate:
    • Ignore headers (first row) during import
  2. If the project already contains codes, choose:
    • Update existing codes
    • Keep existing codes
  3. Click Import.

Step 5: Review the imported codes

  1. Open the Code Manager.

    Review the imported:

    • code names
    • code groups
    • code comments
    • code colors
    • category codes and subcodes


When to use Excel codebooks

Researchers commonly use Excel codebooks to:

  • prepare deductive coding systems
  • share codebooks with research teams
  • document code definitions
  • create coding frameworks before analysis
  • transfer coding structures between projects
  • review code systems outside ATLAS.ti
  • archive coding structures

Excel codebooks are especially useful in:

  • team coding workflows
  • mixed methods research
  • longitudinal projects
  • educational settings
  • large-scale qualitative analysis

Common issues and mistakes

  • Trying to import Excel codebooks into ATLAS.ti Web
    • ATLAS.ti Web currently supports exporting codebooks, but importing Excel codebooks is not currently supported.
  • Using the wrong column order in Excel
    • Incorrect column order may cause code comments or code groups to import incorrectly.
  • Forgetting to review imported codes
    • Always review imported codes to confirm:
      • code groups imported correctly
      • colors appear correctly
      • subcodes were created as expected
  • Expecting folders to import automatically
    • Folders cannot currently be imported from Excel files and must be created manually afterward.
  • Overwriting existing codes unintentionally
    • When importing into a project with existing codes, carefully choose whether to:
      • update existing codes
      • keep existing codes unchanged

When to contact support

Contact ATLAS.ti Support if:

  • the Excel export fails
  • imported codes are missing
  • code groups or colors do not import correctly
  • the import option is missing
  • the Excel file is not recognized
  • imported subcodes or categories do not appear correctly
  • the Code Manager behaves differently from the documentation

When contacting support, include:

  • your platform: Web, Windows, or Mac
  • your ATLAS.ti version if using Desktop
  • screenshots or error messages
  • the Excel file structure
  • whether the issue occurs during import or export
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