Comparison is one of the most common things we do with Excel. Naturally, there are so many ways to compare 2 lists of data using Excel. We have discussed various techniques for comparison earlier too,
- Compare 2 lists using conditional formatting
- Even faster way to compare lists
- Compare lists using row differences
Today, I want to share an interesting comparison problem with you.
Lets say you run a small shop which sells some highly specialized products. Now, since your products require quite some training before customers can buy them, you keep track of all product queries and arrange demos.
After a hectic week, you are staring at 2 lists. One with product queries, another with product demos.
And you have 2 burning questions,
1. Did we finish all the queries we had?
2. Should I go get some coffee?
Lets answer question number 2. Yes, you can get some coffee. Go, enjoy it now
Back already?!? Good. Now, lets answer the question 1.
Compare 2 Lists Visually using Conditional Formatting
[Note: this article is inspired by Reepal’s comment.]
You would like to highlight the lists as shown below, so that you would know whether each product query is fulfilled or not.
Step 1: Create 2 more lists, with count of products
In order to compare our lists, we need some help. We will create 2 more lists like this:
How do we generate these lists?
Assuming our original data is in B6:B33 and D6:D33,
- In a blank cell (lets say in F6), write =B6&COUNTIF(B$6:B6,B6)
- This gives the count of first product up to that point, ie, Fired Forks1.
- Now drag & fill the formula down until F33
- Do the same in column H, but use the formula =D6&COUNTIF(D$6:D6,D6)
- Fill this until H33
Step 2: Name these new lists
Now that we have created 2 more lists, lets give them names. Select the range F6:F33, go to Formula ribbon and click on “Define Name”. Name the range count1s
Do the same for range H6:H33 and name it count2s
Stpe 3: Apply Conditional Formatting to First List (Product Queries)
Now that we have done all the background work, lets visually compare the data. Select the first list (B6:B33) and go to Conditional Formatting > New Rule
We need to write a rule such that we would highlight all the items in list 1 whenever there is a match in list 2.
The rule is =COUNTIF(count2s,$F6)>0
It means, is the value in F6 present in 2nd list?
in other words, does the first product query has a corresponding product demo?
Set the formatting as you want. Click ok.
Step 4: Apply conditional formatting to Second List
Use the same logic, but this time the rule becomes =COUNTIF(count1s,$H6)
That is all, we have visually compared the two lists.
If you feel like, you can go back for one more cup of coffee.
Download Example Workbook
Click here to download the example workbook – Compare 2 lists visually and play with it. Examine the formulas in columns F & H. Also examine the conditional formatting rules to understand how this works.
How do you compare lists of data?
For me comparison is an everyday task. I rely in several techniques, some quick and dirty, others a bit more elaborate. For quick comparisons, I use either row differences or highlight duplicates rule. For elaborate comparisons, I use COUNTIF, VLOOKUP or other formula based techniques.
What about you? How do you compare lists of values? What techniques and tips you suggest. Please share using comments.
Want to learn Excel Formulas?
If you want to learn Excel formulas so that you can compare, analyze and present better, then please consider joining my Excel Formula Crash Course. This is an 8 hour online training program aimed to make you awesome in Excel formulas. We teach more than 40 every day formulas with loads of real-world examples, practice material & homework.
23 Responses to “Learn Top 10 Excel Features”
What it looks like if excel without formula?? 🙂
It would be not excel it would just be fancy tables in which you could just use power point. (Chandoo) would Access be an alternative?
Awesome piece of work!!!
Great article.
Chandoo - my biggest interest in the article was the awesome word-graphic at the top - where did you go to get it done into a shape?
@Rich.. thank you. I used http://www.tagxedo.com/ to generate this word cloud. I took all the comments in the original post, pasted them in tagxedo website and set up the shape etc.
Awesome Chandoo.. You need always needs coffee to start up with. BTW , how did u created the Heart Shaped picture filled with High Repetitive text in it .. Please put it on your Next blog ...
Chandoo, good article. I’ve added a link to it from Connexion – our collection of the most useful and interesting spreadsheet-related articles from the web. See http://www.i-nth.com/resources/connexion
Hi,
Just one small question. Where the hell have been I in the past for not discovering this website sooner?
I've lost a job interview recently where even though I had the subject knowledge, I was not upto their mark in Excel.
Thank you for all the free tips, guidance and for creating this forum environment.
[PS: I've just been through the site for the 1st time, and have signed up for the newsletter. You can expect pretty stupid questions from me soon]
Hy Chandoo, you always inspire me with to explore something new in excel. This data structure table is only for excel 2007 or compatible to 2010. I recently installed latest excel version 2013 in my System and experience problems regarding operating according to previous one. I'm waiting your article relates to that excel version.
Thanks
Awesome article Mr. Chandoo and that is a awesome heart shaped pic you created. Great tips as well.
[...] Learn Top 10 Excel Features | Chandoo.org – Learn Microsoft Excel Online. [...]
Chandoo is awesome..
Thanks, i got better, And i always get 90.50 in my grade card but now i get 96.50 i improved because of the tutorials you gave, Thank You Very Much Chandoo Guy.
Hi chandoo, i am intersted in seeing the video or step by step done procedure of analysing the comments and presenting in the data percentage steps. I think this one would be first step in finding out how generally happens data calculation. Thank you.
As well i would like to know how to get that black shape art of your face which i see in chandoo. I am interested in making it for me.
Nice to see the features considered by Excel users to be most useful. It might be a good idea to also analyze StackOverflow Excel questions to see what keywords appear most often.
Here are my top 10 Excel Features (for advanced users):
http://www.analystcave.com/excel-10-top-excel-features/
Thanks a ton for this it totally helped with my homework ????
Very good effort
Thank you for this. Lots of learning in the links you've provided for this septuagenarian.
Pls send me new post
Dude, your humor ? ?
Loved your work.
Hello Sir,
I am Sanjeev Khakre and i from Indore City, India , I am your big follower and i have watch your videos and learnt a lots of excel trick or function and many more . thanks so much for all of your excellent support.
Your excel knowledge is real awesome.
Thanks
Sanjeev
Your work is excellent but pls willing to know more details about the features of microsoft excel
Chandoo Would Access be a better alternative than VB?