Do you find the task of comparing data in Excel tedious? Worry not! We’ll guide you through the process step-by-step. But first, let’s define why comparing data on Excel is important.
Why do you need to compare data in Excel?
Excel sheets often contain a large amount of data, and sometimes we need to compare data between two or more sheets. This could be to find discrepancies, identify trends, or simply compare values. Comparing data manually is not only tedious but also prone to errors, which is why Excel provides useful tools to streamline the process.
How to Compare Data in Two Excel Sheets?
Comparing data between two Excel sheets may seem intimidating at first, but it is an effortless process that just requires a few clicks. Here are the steps to follow:
Step 1: Open Excel and Create a New Workbook
The first step is to open Excel and create a new workbook. You can do so by opening Excel and clicking on “New Workbook” or by holding down the “Ctrl” and “N” keys on your keyboard.
Step 2: Enter the Data on the Two Sheets
Enter the data you want to compare on the two sheets. Make sure that the data columns on both sheets are similar. For instance, let’s say you want to compare two sets of data: “Monthly Sales” and “Monthly Expenses.” You need to have the same date range on both sheets, such as January to December. Moreover, the sales and expense items should be in the same order on both sheets.
Step 3: Select the Data Range to Compare
Select the data range you want to compare on the two sheets. This could be a single column or a group of columns. You can do so by clicking and dragging the mouse over the cells you want to compare. The selected cells will be highlighted.
Step 4: Open the “Conditional Formatting” Dialog Box
Open the “Conditional Formatting” dialog box by clicking on “Home” in the Excel ribbon and then clicking on “Conditional Formatting.” There are several options under Conditional Formatting, but for this guide, we will be selecting the “Highlight Cells Rules” option.
Step 5: Choose the Highlighting Condition
Under “Highlight Cells Rules,” select “Duplicate Values.” This will open up a new dialog box where you can choose the formatting for the duplicate values.
Step 6: Select the Formatting for Duplicate Values
You can choose the formatting for the duplicate values by selecting the fill color or font color. This will help differentiate between values that appear on both sheets. Once you have selected your formatting preferences, click on “OK.”
Step 7: View the Duplicates Cells
The cells that contain duplicate values will be highlighted with your chosen formatting. You can now easily view the cells with duplicates and compare the data between the two sheets.
And that’s it! You have successfully compared data between two Excel sheets. This method works well for smaller sets of data, but what if you have large sets of data that require more advanced methods for comparison?
How to Compare Data in Excel using VLOOKUP?
For larger sets of data, Excel provides another tool called VLOOKUP. VLOOKUP is a common formula used in Excel that allows you to search for specific values in a table of data and return a corresponding value from a different column. Here’s how you can use VLOOKUP to compare data in Excel:
Step 1: Open Excel and Create a New Workbook
The first step is the same as before. Open Excel and create a new workbook.
Step 2: Enter the Data on the Two Sheets
Similar to the first method, enter the data you want to compare on the two sheets, making sure that the data columns on both sheets are similar.
Step 3: Create a Third Sheet
To use VLOOKUP, you need to create a third sheet in your workbook. This sheet will contain the results of the comparison. Name the sheet whatever you want, for example, “Comparison Results.”
Step 4: Determine the Column to Search For
Determine which column you want to compare between the two sheets. For example, if you want to compare sales totals for each month, you need to create a column that lists the month. On both sheets, the month column should be to the left of the sales column.
Step 5: Insert the VLOOKUP Formula
On the third sheet, insert the VLOOKUP formula. The formula should be in this format: =VLOOKUP(lookup_value,table_array,col_index_num,range_lookup)
The “lookup_value” is the value you want to search for in the table. In this case, it would be the month or the unique identifier you are comparing.
The “table_array” is the range in which you want to look for the lookup value. This should be the data range for the sheet that contains the data you want to compare.
The “col_index_num” represents the column number in the table_array from which you want to retrieve the data. This should be the column you want to compare between the two sheets.
The “range_lookup” determines whether you want an exact or approximate match. In most cases, you should use “FALSE” for an exact match.
Step 6: Copy and Paste the Formula
Copy and paste the formula across the range of cells where you want to compare the values. You will see the results populate in the third sheet.
This method is more comprehensive than the previous one, and it is better suited for large data sets. Using VLOOKUP, you can easily compare data between two sheets, eliminate duplicates, and even find values that only exist on one sheet.
FAQs about Comparing Data in Excel
Q1: Can I compare more than two sheets in Excel?
A: Yes! You can compare data between more than two sheets in Excel. The steps are similar to the ones we have outlined, but you need to use VLOOKUP to compare data between all the sheets. For example, if you have three sheets containing different sets of data, you can create a fourth sheet that will display the comparison results.
Q2: Is there a way to automate the process of comparing data in Excel?
A: Yes! There are various add-ins and tools available that can automate the process of comparing data in Excel. One popular tool is Kutools for Excel, which provides an array of features, including a tool for comparing data between sheets. Moreover, you can write a VBA (Visual Basic for Applications) code that will automate the process. If you are not familiar with coding, you can hire an Excel expert or consultant to write the code for you.
Conclusion
Comparing data between Excel sheets does not have to be a tedious and error-prone process. By using the tools provided by Excel, such as Conditional Formatting and VLOOKUP, you can easily identify discrepancies, trends, and values that exist on only one sheet. Furthermore, you can automate the process using add-ins and VBA codes.
Do you want to see a video tutorial on comparing data in Excel? Check out this Youtube video:
