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.
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.
13 Responses to “Using pivot tables to find out non performing customers”
To avoid the helper column and the macro, I would transpose the data into the format shown above (Name, Year, Sales). Now I can show more than one year, I can summarize - I can do many more things with it. ASAP Utilities (http://www.asap-utilities.com) has a new experimental feature that can easily transpose the table into the correct format. Much easier in my opinion.
David
Of course with alternative data structure, we can easily setup a slicer based solution so that everything works like clockwork with even less work.
David, I was just about to post the same!
In Contextures site, I remember there's a post on how to do that. Clearly, the way data is layed out on the very beginning is critical to get the best results, and even you may thinkg the original layout is the best way, it is clearly not. And that kind of mistakes are the ones I love ! because it teaches and trains you to avoid them, and how to think on the data structure the next time.
Eventually, you get to that place when you "see" the structure on the moment the client tells you the request, and then, you realized you had an ephiphany, that glorious moment when data is no longer a mistery to you!!!
Rgds,
Chandoo,
If the goal is to see the list of customers who have not business from yearX, I would change the helper column formula to :
=IF(selYear="all",sum(C4:M4),sum(offset(C4:M4,,selyear-2002,1,columns(C4:M4)-selyear+2002)))This formula will sum the sales from Selected Year to 2012.
JMarc
If you are already using a helper column and the combox box runs a macro after it changes, why not just adjust the macro and filter the source data?
Regards
I gotta say, it seems like you are giving 10 answers to 10 questions when your client REALLY wants to know is: "What is the last year "this" customer row had a non-zero Sales QTY?... You're missing the forest for the trees...
Change the helper column to:
=IFERROR(INDEX(tblSales[[#Headers],[Customer name]:[Sales 2012]],0,MATCH(9.99999999999999E+307,tblSales[[#This Row],[Customer name]:[Sales 2012]],1)),"NO SALES")
And yes, since I'm matching off of them for value, I would change the headers to straight "2002" instead of "Sales 2002" but you sort the table on the helper column and then and there you can answer all of your questions.
Hi thanks for this. Just can't figure out how you get the combo box to control the pivot table. Can you please advise?
Cheers
@Kevin.. You are welcome. To insert a combo box, go to Developer ribbon > Insert > form controls > combo box.
For more on various form controls and how to use them, please read this: http://chandoo.org/wp/2011/03/30/form-controls/
Thanks Chandoo. But I know how to insert a combobox, I was more referring to how does in control the year in the pivot table? Or is this obvious? I note that if I select the Selected Year from the PivotTable Field List it says "the field has no itens" whereas this would normally allow you to change the year??
Thanks again
worked it out thanks...
when =data!Q2 changes it changes the value in column N:N and then when you do a refreshall the pivottable vlaues get updated
Still not sure why PivotTable Field List says “the field has no itens"?? I created my own pivot table and could not repeat that.
Hi, I put the sales data in range(F5:P19) and added a column D with the title 'Last sales in year'. After that, in column D for each customer, the simple formula
=2000+MATCH(1000000,E5:P5)
will provide the last year in which that particular customer had any sales, which can than easily be managed by autofilter.
Somewhat longer but perhaps a bit more solid (with the column titles in row 4):
=RIGHT(INDEX($F$4:$P$19,1,MATCH(1000000,F5:P5)),4)
[…] Finding non-performing customers using Pivot Tables […]