> For the complete documentation index, see [llms.txt](https://ailyze.gitbook.io/ailyze-docs/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://ailyze.gitbook.io/ailyze-docs/analyze-data/categorize-responses.md).
# Categorize Responses
This page shows you how to sort many short answers into consistent categories, count them, and export the results.
{% hint style="info" %}
**What you need:** a spreadsheet (one XLSX or CSV) with a column of text responses — survey verbatims, reviews, or support tickets.
**What you will have at the end:** every response labeled with themes and codes, plus frequency tables and a coded-data export.
{% endhint %}
When you have hundreds or thousands of short answers, you want each one **sorted into categories** and **counted**. That's content analysis — sorting text into named categories and counting them — and Evidano automates the heavy lifting.
## Set it up
Use **"Analyze xlsx/csv files"**:
1. Choose **"Analyze text responses in selected columns"** and pick the column(s) to code.
2. Generate (or supply) a [codebook](/ailyze-docs/reference/glossary.md#codebook) of [themes](/ailyze-docs/reference/glossary.md#theme) and sub-themes/codes.
3. With multiple columns, pick how the codebook is shared:
* **One codebook per column** — each question is coded with its own scheme.
* **One shared codebook** — all selected columns use the same scheme (useful when several questions probe the same thing).
## What you get: the coded data table
The per-column results page includes **"Data Coded with AI Themes & Sub-themes"**, with three tabs:
* **"AI Labels as List"** — each response with its assigned codes.
* **"AI Labels as Checklist (with code justifications)"** — each response with a checklist of codes *and the AI's reason* for each — great for auditing quality.
* **"Theme & Sub-theme Frequencies"** — the counts, ready to chart.
You can **Download CSV** to pivot the coded data yourself. (On Free, only the first rows are shown; Pro reveals all.)
## Counting and visualizing
* **Frequency Bar Chart (Themes)** and **(Sub-themes)** show how often each category appears.
* Add a **Segment** to split counts by group, and use **"Split legend by"** for a second dimension.
* The **Synthesis** section describes the distribution in words.
For a walkthrough of every chart, see [How to read your results](/ailyze-docs/analyze-data/how-to-read-your-results.md).
## Keep coding consistent and accurate
* Write clear **descriptions** for each code so the AI applies them consistently.
* Use **"Edit Codebook"** to merge overlapping codes or split a code doing double duty — see [Build a codebook](/ailyze-docs/analyze-data/build-a-codebook.md).
* On the **"Elaboration of Themes & Sub-themes"** section, use **"Find Similar Quotes"** to catch responses that should share a code, and remove mis-assigned quotes.
* Run **"Calculate AI Accuracy"** *(Pro)* to gauge coding reliability against your codebook.
## Documents versus spreadsheets
* For **spreadsheets**, categorization is row-by-row — ideal for surveys, reviews, and tickets.
* For **documents**, the equivalent is the per-theme **Codes & key quotes** and the codebook table, which group excerpts by code across all files.
## A realistic example
> **Scenario:** 3,000 open-ended responses to *"Why did you cancel?"* Select the column, generate a codebook (price, missing feature, switched to competitor, support, bug), and run it. Export the coded CSV, confirm the AI's reasons on the checklist tab, then chart cancellation reasons by [segment](/ailyze-docs/reference/glossary.md#segment) — for example, by plan.
## Next steps
* [Build a codebook](/ailyze-docs/analyze-data/build-a-codebook.md) — tighten the categories the AI uses.
* [Compare groups (segments)](/ailyze-docs/analyze-data/compare-groups-segments.md) — break the counts down by group.
* [How to read your results](/ailyze-docs/analyze-data/how-to-read-your-results.md) — read the coded table and charts.
* [Analyze open-ended survey responses](/ailyze-docs/common-research-workflows/analyze-open-ended-survey-responses.md) — the full survey workflow.
---
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