Comparison of lists of data is something that we do all the time. Today, lets learn a few tricks that you can apply immediately to compare 2 lists using Excel.
This post discusses how to compare two lists with formula based rules. If you just want to quickly highlight common values, click here.
If you want to compare two tables (based on multiple columns), see this.
We will learn how to compare 2 lists of data in 3 + 1 different ways. (click on links to jump to that section of post)
- Highlight items that are only in first list
- Highlight items that are only in second list
- Highlight items that are in both lists
- Search and highlight matches in both lists – Home Work
Understanding the Comparison Logic:
Whenever you compare 2 sets of values, there are 3 possibilities, as shown in the illustration below:
Apart from looking like circles drawn by hulk with a crayon, these circles show important concepts of set theory in simplest form.
[there is a fourth possibility of a value not being in either lists, we omit that for now]
What you need to compare 2 lists?
1. Of course, you need 2 lists of data. But, just to make formulas simpler and easier to read, lets name the 2 lists as lst1 and lst2.
Lets assume your data looks like this:
2. Also, you should know how to use COUNTIFS Excel Formula, it is so awesome, I wonder why MS hasn’t called it MAGIC() ?
So in order to find-out if a value is in list 1 only, we use a formula like =COUNTIFS(lst2,value)=0.
This checks whether “value” occurs anywhere in lst2 and returns false if that is the case. (it assumes that value is already in lst1).
Highlighting Items that are in First List Only
Select values in first list (assuming the values are in B21:B29)- Go to conditional formatting > add rule (related: conditional formatting basics)
- Select the rule type as “formula”
- Write a rule like this:
=COUNTIFS(lst2, B21)=0 - Double check the reference and make sure it is relative (and not like $B$21). Select the reference and press F4 repeatedly to change it to relative reference
- Set the formatting you want.
- Click ok.
- All done. You should see values only in first list highlighted.
Select values in first list (assuming the values are in Highlighting Items that are in Second List Only
- Select values in second list (assuming the values are in
C21:C28) - Go to conditional formatting > add rule (related: conditional formatting basics)
- Select the rule type as “formula”
- Write a rule like this:
=COUNTIF(lst1, C21)=0 - Repeat steps 5-8 as above.
Highlighting Values in Both Lists:
Now, it gets interesting as you should apply conditional formatting individually to both lists.
- Select values in first list (assuming the values are in
B21:B29) - Set the conditional formatting rule as
=COUNTIF(lst2,B21)>0 - Apply formatting as you want.
- Now select second list (assuming the values are in
C21:C28) - Set the conditional formatting rule as
=COUNTIF(lst1,C21)>0 - Again, apply formatting as you want.
- That is all.
Searching for a value and Highlighting Matched Items in Both Lists – Your Homework:
This is another common thing we do. We want to find-out a given value (say in A1) is in the both lists, first list or second list and highlight all the matches. Like this:
Of course, doing this is very straightforward in Excel once you understand the above 3 things. So I am leaving this as your home work.
Go ahead, figure this out, practice it on a workbook. When you are satisfied with your result, post the answers here. Discuss!
Download Example Workbook on Comparing 2 Lists in Excel:
Go ahead and download the example workbook on comparing 2 lists in excel. [download from mirror]
It also contains the answer to homework above. Play with it and become comparison ninja.
How do you compare lists in Excel?
I often have to compare values in multiple lists (for eg. customers of one product vs. another, defect status this month vs. last month etc.). I use formulas to compare with-in table. And if I want to highlight the matches, I use CF.
What about you? How do you compare lists of values in Excel? What formulas do you use? Please share your techniques and tips using comments.
29 Responses to “You are invited [personal]”
Dear Sir,
This is to just Wish the kids a Happy birthday in Advance.May Almighty bless them all strength,Success
Dear Chandoo,
My best wishes to your child.I had become regular visitor of your site and finally today it made me to post a comment...
Best wishes from my end! Dont think it would be possible to personally come .. but my best wishes would always be there!! 🙂
Chandoo, thank you for the kind invitation. I wish a special birthday day for your daughters, Nishanth & Nakshatra. Will you be serving "dudh pakh"?
-bill
What a kind thought to invite us!
I pray your family will be continually blessed.
Thank you very much for the invitation, how I wish Philippines is just a Jeepney ride away from India. Best wishes for your baby girls and more blessings to come.
Hi Chandoo,
Thanks for the invitation ! You treat everyone that comes to your site as part of your family community. Me and my family wishes Nishanth & Nakshatra a very very happy birthday !!
Though physically we cant be with you to celebrate the occasion, you know our blessing are with you !
To be a father is not easy, furthermore you have to be a father to 2 kids !
Francis
Dad of 2 and 9 year old.
Hi Chandoo,
It was very kind of you to invite us all along to the 'Extravaganza'. Like others that have commented here I too, am to far (Australia) to pop over for a piece of cake 🙂 Best wishes to you and your family on such a milestone.
Emma
(soon to be mum of 1!!!)
Dear Chandoo
God bless Nishanth & Nakshatra. Wishing you and your family a very enjoyable first birthday party.
(Father of a 9 month baby... wondering how you manage 2 !!! )
God bless the little ones. Have a blast.
Hi Chandoo
Happy birthday !
Indeed children are a blessing and make our lives much more deeper.
Wow! I wonder how that would look; all those Excel users partying with your cute kids!
Enjoy the festivities and remember; they grow up really fast.
Dear Chandoo,
Thanks for your invitation!
Please accept my wishes for Nishanth & Nakshatra, and a very very happy birthday to both of them.
(Father of a 1 year old baby)
Hi Chandoo,
Thanks for the invitation. Wishing Nishanth and Nakshatra a very happy birthday and God bless all of you!
Howdy Chandoo,
Gosh, would love to attend the birthday party for your little blessings but I live in Dallas, TX. The children are beautiful. Thank you so much for the Excel information, tips, hints, special formulas, etc., you and your children are really a blessing. I look forward to your e-mails and check your web site frequently. Regards, Lynn
Chandoo Garu,
Your kids look adorable. Congratulations. My Aashirwaadam to both of them.
Regards,
Kalyan Verma
@all: Thank you every one for the wishes, blessings and prayers. We are very excited and busy with the birthday preps now. I will share a pic or two when its over... 🙂
Wish you and your entire family all the blessings. May god provide your babies with all the love and charm in the entire universe.
Like Emma I am rather far away (South Africa), but best wishes to you and your family on this special occasion.
(Mother of 7 and grandmother of 5)
Dear Chandoo,
May God Bless your little ones with Good Health... Happy birthday to them from me... Wish i could be there but work doesn't permit me to travel 🙁
And thanks again for treating all of us like your family
Rajatha
Sir.
God bless the two little angels with all the happiness in the world.....
Wishing Nishanth and Nakshatra a very happy first birthday. My youngest has just turned 18, and I wish you and your family every happiness in the exciting journey ahead.
Hi Chandoo,
I'm reading your blog for more than a year now, and i'm very pleased by this invitation.
I wish a very special Happy Birthday to the 2 little ones from Mauritius Island.
If, for any reason, you are coming on the island in the future, feel free to drop me a mail.
Have a nice party, and a nice year to come with Nishanth and Nakshatra.
Happy birthday!
Your babies are beautiful!
This year is not possible for us to attend. My family will be there for your next family party.
Enjoy the cake and dinner
May God Bless your little ones with Good Health… Happy birthday to them from me....I am also the father my little daughter named akanksha, she is 2.5 yrs old,,,,but i am unemployed 2 yrs ,,i know when u become a dad u r many hopes.
Guru
My belated wishes for your kids... I feel sorry for having missed them to wish to the right time.... May almighty shower all his blessings on your family.....
With regards
Chandoo,
Congratulations. Please give you children a big Happy Birthday (one day late) from me. Enjoy, they grow up very fast
Gene
@all.. thanks for the wishes and blessings. We had a fantastic weekend with all the relatives, friends. Kids loved the cake, enjoyed the beach and had fun playing with gifts. Here are some photos..
Chandoo & family - greetings from Ireland, hope you enjoyed the day!