Become a Comparison Ninja – Compare 2 Lists in Excel and Highlight Matches

Share

Facebook
Twitter
LinkedIn

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)

  1. Highlight items that are only in first list
  2. Highlight items that are only in second list
  3. Highlight items that are in both lists
  4. 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:

Comparing two sets of values - theory

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:

Compare 2 lists of Data in Excel - Tutorial & Download Example

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

Compare and highlight values in first list only

  1. Conditional Formatting Formula to Compare 2 lists in ExcelSelect values in first list (assuming the values are in B21:B29)
  2. Go to conditional formatting > add rule (related: conditional formatting basics)
  3. Select the rule type as “formula”
  4. Write a rule like this: =COUNTIFS(lst2, B21)=0
  5. 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
  6. Set the formatting you want.
  7. Click ok.
  8. All done. You should see values only in first list highlighted.

Highlighting Items that are in Second List Only

Compare and highlight values in second list only

  1. Select values in second list (assuming the values are in C21:C28)
  2. Go to conditional formatting > add rule (related: conditional formatting basics)
  3. Select the rule type as “formula”
  4. Write a rule like this: =COUNTIF(lst1, C21)=0
  5. Repeat steps 5-8 as above.

Highlighting Values in Both Lists:

Compare and highlight values in both lists

Now, it gets interesting as you should apply conditional formatting individually to both lists.

  1. Select values in first list (assuming the values are in B21:B29)
  2. Set the conditional formatting rule as =COUNTIF(lst2,B21)>0
  3. Apply formatting as you want.
  4. Now select second list (assuming the values are in C21:C28)
  5. Set the conditional formatting rule as =COUNTIF(lst1,C21)>0
  6. Again, apply formatting as you want.
  7. 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:

Search and highlight a value in multiple lists

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.

More Tips & Tutorials on Excel Conditional Formatting:

  1. 5 tips to make you a conditional formatting rock star
  2. Highlighting repeat customers using Excel
  3. Working with Dates & Conditional Formatting
  4. Searching and Visually highlighting values using Conditional Formatting
  5. Highlighting top 10 values in Excel
Facebook
Twitter
LinkedIn

Share this tip with your colleagues

Excel and Power BI tips - Chandoo.org Newsletter

Get FREE Excel + Power BI Tips

Simple, fun and useful emails, once per week.

Learn & be awesome.

Welcome to Chandoo.org

Thank you so much for visiting. My aim is to make you awesome in Excel & Power BI. I do this by sharing videos, tips, examples and downloads on this website. There are more than 1,000 pages with all things Excel, Power BI, Dashboards & VBA here. Go ahead and spend few minutes to be AWESOME.

Read my storyFREE Excel tips book

Overall I learned a lot and I thought you did a great job of explaining how to do things. This will definitely elevate my reporting in the future.
Rebekah S
Reporting Analyst
Excel formula list - 100+ examples and howto guide for you

From simple to complex, there is a formula for every occasion. Check out the list now.

Calendars, invoices, trackers and much more. All free, fun and fantastic.

Advanced Pivot Table tricks

Power Query, Data model, DAX, Filters, Slicers, Conditional formats and beautiful charts. It's all here.

Still on fence about Power BI? In this getting started guide, learn what is Power BI, how to get it and how to create your first report from scratch.

29 Responses to “You are invited [personal]”

  1. Umar says:

    Dear Sir,
    This is to just Wish the kids a Happy birthday in Advance.May Almighty bless them all strength,Success

  2. Nanda says:

    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...

  3. Best wishes from my end! Dont think it would be possible to personally come .. but my best wishes would always be there!! 🙂

  4. bill says:

    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

  5. Venus says:

    What a kind thought to invite us!
    I pray your family will be continually blessed.

  6. Jerryboy says:

    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.

  7. Francis Chin says:

    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.

  8. Emma says:

    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!!!)

  9. Vijesh says:

    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 !!! )

  10. Ninad Pradhan says:

    God bless the little ones. Have a blast.

  11. fred says:

    Hi Chandoo

    Happy birthday !
    Indeed children are a blessing and make our lives much more deeper.

  12. govi says:

    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.

  13. Ram Kapoor says:

    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)

  14. Vijay says:

    Hi Chandoo,

    Thanks for the invitation. Wishing Nishanth and Nakshatra a very happy birthday and God bless all of you!

  15. Lynn says:

    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

  16. Kalyan Verma says:

    Chandoo Garu,

    Your kids look adorable. Congratulations. My Aashirwaadam to both of them.

    Regards,
    Kalyan Verma

  17. Chandoo says:

    @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... 🙂

  18. Nilesh Desai says:

    Wish you and your entire family all the blessings. May god provide your babies with all the love and charm in the entire universe.

  19. Helen says:

    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)

  20. Rajatha says:

    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

  21. saurabh says:

    Sir.

    God bless the two little angels with all the happiness in the world.....

  22. Penny Bradley says:

    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.

  23. Julien G says:

    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.

  24. John Franco says:

    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

  25. Pankaj Kumar says:

    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.

  26. V S Venkatraman says:

    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

  27. Gene Magerr says:

    Chandoo,

    Congratulations. Please give you children a big Happy Birthday (one day late) from me. Enjoy, they grow up very fast

    Gene

  28. Chandoo says:

    @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..

    birthday-morningkids-at-beach

  29. Mick C says:

    Chandoo & family - greetings from Ireland, hope you enjoyed the day!

Leave a Reply