How To Highlight Duplicates In Excel

Discover the simple steps to highlight duplicates in Excel, a common task for data analysis and organization. This guide provides clear, step-by-step instructions to efficiently identify and manage repeated entries in your spreadsheets.

Learn the essential tricks to streamline your workflow and maintain accuracy in your data sets. We will also explore why Sourcetable offers a more user-friendly alternative for highlighting duplicates compared to the traditional Excel method.

Highlight Duplicates in Excel

Using Conditional Formatting

Excel's conditional formatting feature automates the process of highlighting duplicate values. To highlight duplicates in a single column, select your data range and navigate to the 'Home' tab. Click 'Conditional Formatting', choose 'Highlight Cells Rules', and select 'Duplicate Values'. Excel will highlight all duplicate values, including text and numbers, in the selected column. For multiple columns, apply the same rule to each column separately, as Excel's duplicate rule does not compare values across different columns.

Highlighting Unique Duplicates Across Columns

For highlighting duplicates that appear in two specific columns without considering other columns, use a custom conditional formatting rule. Select the range in column N, use the formula =COUNTIF(O:O, N1)>0 to identify duplicates in both columns N and O. Apply the same rule to column O with the formula =COUNTIF(N:N, O1)>0. This will highlight duplicates that are not in any other columns.

Advanced Conditional Formatting

To highlight duplicates except the first instance, create a new rule with the formula =COUNTIF(A:A, A1)>1, adjusting the column reference as needed. This rule will leave the first instance of a duplicate unmarked, highlighting the subsequent instances.

Using Duplicate Remover in the Ultimate Suite

If you have the Ultimate Suite for Excel, use the Duplicate Remover tool from the Ablebits Data tab. This wizard can highlight duplicates across multiple columns and tables. It also offers options to select, copy, move, or mark duplicates with a status column.

Excel Functions for Duplicates

The COUNTIF and COUNTIFS functions can identify duplicates even within hidden and filtered datasets. Use =COUNTIF(range, criteria) to find duplicate values or =COUNTIFS(criteria_range1, criteria1, ...) for duplicate rows. The FILTER function offers a method to identify and compare duplicates across different sets by extracting filtered values to another column.

Preventing Duplicates

To prevent entering duplicate values, apply conditional formatting with a custom formula that restricts input. This proactive approach ensures data integrity by avoiding duplicates during data entry.

Removing Duplicates

While highlighting is useful for reviewing duplicates, Excel's Remove Duplicates tool can delete them. This tool quickly cleans up data by removing duplicate rows, maintaining a single instance of each record.

Excel vs Sourcetable: Streamlined Data Management

Excel, a long-established spreadsheet software, excels in data organization and calculation. Sourcetable, a modern alternative, integrates multiple data sources into a single platform, facilitating unified data queries.

Sourcetable differentiates itself with an AI copilot. This innovative feature assists users in creating complex formulas and templates through an intuitive chat interface, contrasting Excel's manual formula construction.

The AI copilot in Sourcetable streamlines spreadsheet interactions, making data manipulation more accessible to non-experts. Excel users rely on their knowledge or seek external help for advanced functions.

While Excel is versatile and widely used, Sourcetable's focus on integration and AI-guided assistance positions it as a forward-thinking solution for data management challenges.