Is Excel acting slow & taking ages? As part of our Speedy Spreadsheet Week, today lets talk about optimizing & speeding up Excel by formatting & charting better. Use these tips & ideas to super-charge your sluggish workbook.
No matter how much data you got, how many formulas you wrote, the end users seldom see them on your workbook. They see the finalized dashboard, they play with the model, they look at the report. And if you make poor choices, your end users will thing your workbook is slow.
7 Charting & Formatting Tips to Optimize & Speed up Excel
1. Use picture links / camera snapshots wisely
Picture links (known as camera snapshots in Excel 2003 or earlier) are a blessing in disguise. They can let you create stunning dashboards & reports, but they can also drastically slow-down your workbook. If you add one too many picture links or make they too dynamic, any time you change something on the dashboard, the picture links must be refreshed and that slows Excel down.
Remedy? Simple, use fewer picture links. Limit dynamic changes to minimum. Try using charts instead of picture links and measure the performance. If you have added any animation (thru VBA), get rid off it.
Note: In Excel 2010, the performance of picture links has been improved, but they still slow-down your workbook.
Resources to learn more about dynamic charts & picture links:
- Introduction to picture links – what are they and how to use them?
- Picture links in action – Cricket Worldcup Dashboard
- Excel Dynamic Charts – lots of examples, tutorials & downloads
2. Do not load too much data in to the charts
Any time you have a chart that depicts more than half-a-dozen series of data, stop and reject the idea. See if you can re-structure the chart so that it shows lesser information or becomes 2 charts. Some ground rules I follow,
- Never make charts with too many data points.
- Use form controls or user input to show a sub-set of data instead of everything.
- Do not customize the charts too much. Instead rely on other techniques like,
- Using drawing shapes & text-boxes.
- Using multiple charts
- Using a mix of charts & cell formatting
- Group the data and visualize at the group level (works for pivot tables)
Resources to learn about charting better:
- Which chart to use? a detailed guide
- Using form controls to make dynamic charts – examples
- Using text boxes in charts
- Panel charts – what are they and how to use them in Excel?
- Grouping data in pivot tables
3. Stay away from fancy formatting in the charts
Fancy chart formatting options like 3d, shadows, perspective, reflection or gradients are CPU intensive and eye-sore. Even if your chart is rendered in a split second, because of all the additional detail in it, user takes more time to read it and hence perceives your workbook as slow.
Solution? Just use simple formatting. Use these guidelines,
- Use fewer colors
- Use fewer fonts (maximum 2 for a chart for best results)
- Use 2d instead of 3d.
- Stay away from features like 3d, perspective, shadows, reflections in the chart formatting.
- If you must use these features, use them on a drawing shape and position it behind the chart.
Resource to learn about chart formatting:
- Chart formatting principles & best practices
- Using drawing shapes to enhance chart formatting
- 6 Excel charts you see in hell
- What colors to use in Excel charts?
4. Use conditional formatting, in-cell charts instead of charts
With Excel 2007 & 2010, you can create rich conditional formatting that communicates better. So use it instead of charts in some places. Some excellent uses of conditional formatting are,
- Use CF icons as alerts in dashboards
- Use in-cell charts – examples, tutorials & downloads
- Use CF to generate heat-maps – Example
5. Only format the cells you use
Often we format an entire column or row when we just use a bunch of cells. This used to be fine until Excel 2003 (where the maximum rows are 67k & max columns are 256). With Excel 2007 & 2010, the number of rows & columns in Excel worksheets has gone up significantly. So when you format an entire column you are asking for trouble. Follow below guidelines when formatting your worksheets to improve the performance.
- Use tables when you are dealing with structured data. This way all the formatting is done automatically and extends only up to the last row / last column.
- Never format an entire column or row. Just select the cells you use and format them.
- Use simple formats. This way, even if you have to apply them to additional rows, you can do so faster.
- Do not apply conditional formatting to very large ranges. This can significantly slowdown your workbook.
- Hide rows & columns you do not need. This way the temptation to mess with them is gone.
- Remove worksheets that are not required.
- Use minimal formatting for non-output worksheets. And hide them if possible.
- If you want to use very fancy formatting for a cell (multiple colors, multiple fonts etc.) use a text box instead. This way you can format it richer and the workbook remains lighter.
Related: 10 tips to create better & boss-proof Excel workbooks
6. Limit cell styles to a minimum
I have not tested this, but I heard that when you use a lot of cell styles, the workbook becomes slower. So rely on fewer cell styles and use only the built-in styles.
7. Use built-in features instead of 3rd party add-ins
I have nothing against add-ins and I personally use a few to do my work better. But when it comes to charting & formatting, you may want to use whatever is available if speed matters to you most. This is because built-in charts & features tend to be faster & bug-free. Plus they work on all computers.
If you must use 3rd party add-ins, use the ones made by a credible source & thoroughly test them. (Example: Jon’s charting add-ins, add-ins by other MVPs are usually better compared to a random macro code / add-in you found on internet).
More on Excel Optimization & Speeding up:
Read these articles too,
- Optimization & Speeding-up Tips for Excel Formulas
- Optimizing & Speeding-up VBA Macros
- Excel Optimization tips by Experts
- Excel Optimization tips submitted by our readers
What formatting & charting tips you suggest to speed up Excel?
Most of my work involves producing dashboards & worksheet models – where charts & formatting plays a big role. So I follow pretty much all these tips to make my workbooks responsive.
What about you? What tips you suggest to make Excel faster? How do you format your workbooks & charts so that they look good & act fast? Please share using comments.
15 Responses to “Compare 2 Lists Visually and Highlight Matches”
Hi,
I solved this in a little different way.
We have 2 lists, one starts at A1 and other at B1, both are vertical arrays.
First thing is define 2 named ranges, list1 and list2:
list1 refers to "=OFFSET(Sheet1!$A$1;0;0;SUMPRODUCT(--(Sheet1!$A$1:$A$1000""));1)"
list2 refers to "=OFFSET(Sheet1!$A$1;0;0;SUMPRODUCT(--(Sheet1!$B$1:$B$1000""));1)"
this way lists will be dynamically sized when you had or remove elements (you can't have blanks and you can't have more than 1000 elements).
Then I use conditional formatting in column A when this formula is true:
"=NOT(ISERROR(MATCH(A1;list2;0)))"
and "=NOT(ISERROR(MATCH(B1;list1;0)))" to list2.
This way we eliminate the need for auxiliary columns or lists.
Hope you like my way! 😀
Nunes
Simple conditional formatting formula.
Assuming lists vertical lists starting in A1 & B1
To highlight just one column (assume B for example)
Conditional formatting>New Rule>by formula
=MATCH(B1,$A$1:$A$99,0)
Set the cell fill to what ever color you prefer & press OK
To highlight both columns repeat with this formula for cell in column A
=MATCH(A1,$B$1:$B$99,0)
This approach doesn't require named fields or addtl columns
glw
Say I had 1 list in A2:A20 and another in B2:B20.
To format all the items in column A that are repeated in column B I would use the following Conditional Formatting rule.
=IF(ISNA(VLOOKUP(A2,$B$2:$B$20,1,false)),true,false)
All the duplicates are highlighted. It us a very simple example of comparison.
I may be missing something here, but I usually highlight both my lists by holding ctrl eg A1:A20 E10:E40 then choose conditional formatting from the ribbon and then highlight duplicates, and this does it?
Lee, I was perplexed as well. I do the same thing you do with the conditional formating. A drag and click to highlight range and choose highlight duplicates does the trick for me.
I believe these methods are to check if an item from one list also appears in the other list. So if an item mentioned many times in one list if also mentioned in the other list or not.
The Conditional Formatting highlight duplicates feature will do this, but it will also highlight an item if it appears multiple times in the one column or list.
Hi, I would just like to know (if you are willing to share) which image editing program you use to make your image like above, like they are torn apart from bottom? I've been looking for long.
@i48998
Chandoo is on Holidays, but Chandoo uses Paint.Net
Paint.net is a free download available at http://www.paint.net/
.
I use CorelDraw/PhotoPaint
.
We both use the Snipping Tool (a freebe with Win Vista/10)
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We both use Camtasia for doing screen captures to make animated GIFs where you see animation.
Here is how I would accomplish
(1) Define Names: List_1, List_2
(2) =ISNA(MATCH(D4,List_2,0))-1 (Conditional Format formula List_1)
(3) =ISNA(MATCH(D4,List_1,0))-1 (Conditional Format formula List_2)
ISNA will return 1 if NO Match and O if Match by adding a -1 will make: NO Match 0 and Match a -1 which is True
Hi all
this my first Post here
i think we can take Unique List for tow list to know what is not Duplicate By this Array formula
=IFERROR(INDEX($D$6:$D$33,SMALL(IF(ISERROR(MATCH($D$6:$D$33,$B$6:$B$33,0)),ROW($D$6:$D$33)-ROW($D$6)+1),ROWS($J$5:J5))),"")
and this one for Duplicate Value
=IFERROR(INDEX($D$6:$D$33,SMALL(IF(ISNUMBER(MATCH($D$6:$D$33,$B$6:$B$33,0)),ROW($D$6:$D$33)-ROW($D$6)+1),ROWS($J$5:J5))),"")
Don't forget to Enter This Formula by Pressing Ctrl+Shift+Enter
without wanting to ruthlessly self promote here, I do have an addin that does neatly compare two ranges, not just in columns, so you might want to check that out.
Having said that this is a pretty neat solution if you dont want to be going down the VBA or purchase route. I like it
however, could you not do something with the remove duplicates feature in Excel 2010 and then compare the resulting data set?
Hi, Chandoo! I've found yesterday your Excel website... What can I say? It's just awesome, Excellent. Being a developer for 30 years, more than 15 with Office products, and wow!, how many things I discovered in a couple of hours, and what pretty resolved.
I decided to take the long path of the newbies and read all your examples and write down by myself all of them, and when I arrived to this (the comparison of two lists) I think I've found a problem:
a) in "Step 4: Apply conditional formatting to Second List - Use the same logic, but this time the rule becomes =COUNTIF(count1s,$H6)" it should say "Step 4: Apply conditional formatting to Second List - Use the same logic, but this time the rule becomes =COUNTIF(count1s,$H6)>0", but this is a typing error that I believe all of us here might have discovered and corrected
b) the very problem: I wrote down two different lists, in different ranges, and with different number of elements, I specified the equivalent conditional formats, et non voilá!, I didn't get what expected. So I downloaded your example book, I checked range names, formulaes, conditional formats and all OK. So I copied -just values- from my book to yours, and I still couldn't achieve the goal.
I'm using Excel 2010 in spanish, I'm from Buenos Aires (Argentina), and my book is at your disposition whenever you considerate it appropiate.
Thanks in advance for your time, and again my congratulations for your work here.
Best regards.
SirJB7
Comparison of 2 lists visually with highlights
Author: SirJB7 / Date: 11-Dic-2011
Pros: no duplicated tables, no matrix formulaes, no named ranges, no VBA code, just conditional formatting
Cons: not found yet, comments and observations welcome
Features:
a) standard problem: highlights in orange/yellow elements existing in the other list
b) optimized problem: idem a) plus highlights in red/violet first occurrence of elements existing in the other list
Sheet contents:
a) conditional format, 1 rule per list (2 methods used)
A1:A20, first list
B1:B20, second list
a1) range A1:A20, condition =NO(ESERROR(BUSCARV(A1;B$1:B$20;1;FALSO))), format Orange ---> in english: =NOT(ISERROR(VLOOKUP(A1,B$1:B$20,1,FALSE)))
a2) range B1:B20, condition =CONTAR.SI(A$1:A$20;B1)>0, format Yellow ---> in english: =COUNTIF(A$1:A$20,B1)>0
b) conditional format, 2 rules per list (2 methods used)
D1:D20, first list
E1:E20, second list
b1) range E1:E20, condition 1 =Y(NO(ESERROR(BUSCARV(D1;E$1:E$20;1;FALSO)));COINCIDIR(D1;D$1:D$20;0)=FILA(D1)), format Red ---> in english: =AND(NOT(ISERROR(VLOOKUP(D1,E$1:E$20,1,FALSE))),MATCH(D1,D$1:D$20,0)=ROW(D1))
same range, condition 2 and format 2, same as a1)
b2) range E1:E20, condition =Y(CONTAR.SI(D$1:D$20;E1)>0;COINCIDIR(E1;E$1:E$20;0)=FILA(E1)), format Violet ---> in english: =AND(COUNTIF(D$1:D$20,E1)>0,MATCH(E1,E$1:E$20,0)=ROW(E1))
same range, condition 2 and format 2, same as a2)
Personally I like the a2) and b2) solutions, I think the formulaes are prettier.
I still don't know the rules of this website and forum, but it any precept is infringed I'm willing to share the workbook with the solution. If it breaks a rule, I apologize and promise that won't happen again.
Best regards for all!
Dear All i have a complicated situation...
1. I have two sheets of data Sheet1 and Sheet2 (from various sources) - Both of these contain data matching and Not matching as well..
2. Now for me i need to build an excel where in i need to get sheet 3 with values that are present in a column of Sheet 1.
What ever Sheet 1 doesn't have i dont want those rows from sheet 2 to be populated into Sheet3.
Can any one help me out.
Hi Team
The above example is to compare partial name from 2 different columns.
If I want to cross check it in a single column. I have both correct and partial correct/match entries in a column. Is there any way I can find both the entries in the column.
Regards