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How to Compare Two Excel Files

January 24, 2024 by admin Category: How To

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This article will show you how to directly compare data between two Excel files. After manipulating and comparing the information, you might consider using Look Up, Index, and Match to aid in your analysis.

Table of Contents

  • Steps
    • Use Excel’s View Side by Side feature
    • Use the Lookup feature
    • Using XL Comparator
    • Direct access to Excel file from cell
  • Advice

Steps

Use Excel’s View Side by Side feature

Image titled Compare Two Excel Files Step 1

Image titled Compare Two Excel Files Step 1

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Open the spreadsheet you need to compare. You can find the file by opening Excel, clicking File , clicking Open , and then selecting two worksheets to compare from the menu that appears.

  • Go to the folder where you saved the Excel workbook, select and open each file individually.
Image titled Compare Two Excel Files Step 2

Image titled Compare Two Excel Files Step 2

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Click the View tab. After you open either spreadsheet, you can click the View tab in the top center of the window.
Image titled Compare Two Excel Files Step 3

Image titled Compare Two Excel Files Step 3

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Click View Side by Side . This option is in the Window group on the ribbon on the View menu and has a two-sheet icon. Both sets of sheets will be included in the smaller and vertically aligned window.

  • This option may not be clearly visible under the View tab if you only have one workbook open in Excel.
  • If there are two worksheets open, Excel will automatically select these files as documents to display in parallel mode.
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Image titled Compare Two Excel Files Step 4

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Click Arrange All . This setting allows you to change orientation when spreadsheets are displayed side by side.

  • In the pop-up menu, you can choose to have the spreadsheet horizontal ( Horizontal ), vertical ( Vertical ), cascaded ( Cascade ), or tiled ( Tiled ).
Image titled Compare Two Excel Files Step 5

Image titled Compare Two Excel Files Step 5

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Enable Synchronous Scrpling synchronous scrolling. After opening two sets of worksheets at the same time, click Synchronous Scrpling (located below the View Side by Side option) to be able to scroll line by line on both files and check the data differences manually. work easier.
Image titled Compare Two Excel Files Step 6

Image titled Compare Two Excel Files Step 6

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Scroll on a spreadsheet so that the screen scrolls through both files. Once Synchronous Scrpling is enabled, you will be able to scroll across both spreadsheets at the same time and compare data easily.

Use the Lookup feature

Image titled Compare Two Excel Files Step 7

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Image titled Compare Two Excel Files Step 7

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Open the spreadsheet you need to compare. You can find the file by opening Excel, clicking File , clicking Open , and then selecting two worksheets to compare from the menu that appears.

  • Go to the folder where you saved the Excel workbook, select and open each file individually.
Image titled Compare Two Excel Files Step 8

Image titled Compare Two Excel Files Step 8

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Decide which cell you want the user to click to select. This is where the dropdown will then be displayed.
Image titled Compare Two Excel Files Step 9

Image titled Compare Two Excel Files Step 9

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Click the cell you select. The cell border will become darker.
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Image titled Compare Two Excel Files Step 10

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Click the DATA tab in the toolbar. After you click it, select VALIDATION in the drop-down menu. A dialog box will appear.

  • On old versions of Excel, the DATA toolbar will pop up after you select the DATA tab, and the Validation option will be replaced with Data Validation .
Image titled Compare Two Excel Files Step 11

Image titled Compare Two Excel Files Step 11

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Click List from within the ALLOW list.
Image titled Compare Two Excel Files Step 12

Image titled Compare Two Excel Files Step 12

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Click the button with the red arrow. You can proceed to select the source (or first column) which will then be processed into data in the drop-down menu.
Image titled Compare Two Excel Files Step 13

Image titled Compare Two Excel Files Step 13

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Select the first column for the list and press Enter . Click OK when the data value window appears. There is a frame with an arrow next to it, which will drop down when you click on the arrow.
Image titled Compare Two Excel Files Step 14

Image titled Compare Two Excel Files Step 14

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Select the cell where you want other information to be displayed.
Image titled Compare Two Excel Files Step 15

Image titled Compare Two Excel Files Step 15

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Click the Insert tab and select Reference . On older versions of Excel, you can skip clicking the Insert tab and just select the Functions tab to display the Lookup & Reference category.
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Image titled Compare Two Excel Files Step 16

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Select Lookup & Reference from the list of categories.
Image titled Compare Two Excel Files Step 17

Image titled Compare Two Excel Files Step 17

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Find the Lookup item in the list. Double click on it, another dialog will appear and you can select OK .
Image titled Compare Two Excel Files Step 18

Image titled Compare Two Excel Files Step 18

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Select the cell containing the drop-down list in the lookup_value line.
Image titled Compare Two Excel Files Step 19

Image titled Compare Two Excel Files Step 19

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Select the first column of the list in the Lookup_vector row.
Image titled Compare Two Excel Files Step 20

Image titled Compare Two Excel Files Step 20

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Select the second column of the list in the Result_vector row.
Image titled Compare Two Excel Files Step 21

Image titled Compare Two Excel Files Step 21

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Select something from the drop-down menu. The information will automatically change.

Using XL Comparator

Image titled Compare Two Excel Files Step 22

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Image titled Compare Two Excel Files Step 22

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Open a web browser and go to https://www.xlcomparator.net . The XL Comparator website will open, where you’ll be able to upload two Excel spreadsheets for comparison.
Image titled Compare Two Excel Files Step 23

Image titled Compare Two Excel Files Step 23

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Click Choose File . A window will open allowing you to go to either of the two Excel documents to be compared. Check to make sure you select one file for both fields.
Image titled Compare Two Excel Files Step 24

Image titled Compare Two Excel Files Step 24

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Click Next > to continue. A message will then pop up at the top of the page letting you know that the file upload has begun and that the large file can take a long time to process. Click Ok to close this message.
Image titled Compare Two Excel Files Step 25

Image titled Compare Two Excel Files Step 25

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Select the column you want to scan. Below each file’s name is the Select a cpumn drop-down menu. Click the drop-down menu of each file to select the column you want to highlight and compare.

  • The column names will show up when you click the drop-down menu.
Image titled Compare Two Excel Files Step 26

Image titled Compare Two Excel Files Step 26

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Select the content for the final file. There are four options with radio buttons next to them in this category, you need to choose one of them to serve as a formatting guide for the resulting document.
Image titled Compare Two Excel Files Step 27

Image titled Compare Two Excel Files Step 27

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Select the option to easily compare columns. At the bottom of the compare menu are two conditions for comparing documents: Ignore uppercase/lowercase and Ignore “spaces” before and after values. treatment). You need to check both boxes before continuing.
Image titled Compare Two Excel Files Step 28

Image titled Compare Two Excel Files Step 28

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Click Next > to continue. You will be redirected to the comparison document download page.
Image titled Compare Two Excel Files Step 29

Image titled Compare Two Excel Files Step 29

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Download the comparison document. After you upload the spreadsheet and set up the parameters, the document comparing the data in the two files is available for download. Click the underlined Click here in the Download the comparison file box.

  • If you want to do another comparison, you can click New comparison in the lower-right corner of the page to restart the file upload process.

Direct access to Excel file from cell

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Image titled Compare Two Excel Files Step 30

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Locate the sheet and workbook names.

  • In this case, we’ll use three examples of worksheet names and locations as follows:
    • C:CompareBook1.xls (contains a sheet named “Sales 1999”)
    • C:CompareBook2.xls (contains a sheet named “Sales 2000”)
  • Both spreadsheets have the first column “A” with the product name, the second column “B” with the number sold each year. The first row is the name of the column.
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Image titled Compare Two Excel Files Step 31

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Create a comparison spreadsheet. We will operate on Book3.xls to conduct a comparison and create one column containing product names, the other column showing the difference of these products over time.

  • C:CompareBook3.xls (containing the sheet named “Comparison”)
Image titled Compare Two Excel Files Step 32

Image titled Compare Two Excel Files Step 32

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Set a title for the column. With only “Book3.xls” open, click in cell “A1” and enter:

  • =’C:Compare[Book1.xls]Sales 1999′!A1
  • If you are using another directory, replace “C:Compare” with that path. If the file name is not “Book1.xls”, correct it with the name you are using. In case the sheet name is also different, you need to replace “Sales 1999” with the current name. Note: do not open the file you are referencing (“Book1.xls”) as Excel may change the reference you are adding if the document is opened. As a result, the highlighted cell will have the same content as the cell you reference.
Drag from cell “A1” down to the end of the product list. Click on the square in the lower right corner of cell “A1” and scroll down to copy the entire product name.
Image titled Compare Two Excel Files Step 33

Image titled Compare Two Excel Files Step 33

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Name the second column. In this case, we will call column “B1” “Difference”.
Image titled Compare Two Excel Files Step 34

Image titled Compare Two Excel Files Step 34

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For example, to estimate the difference of each product, you would enter the following in cell “B2”:

  • =’C:Compare[Book2.xls]Sales 2000′!B2-‘C:Compare[Book1.xls]Sales 1999’!B2
  • You can do all the usual Excel operations with the referenced cell of the file being referenced.
  • Image titled Compare Two Excel Files Step 35

    Image titled Compare Two Excel Files Step 35

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    Same as before, drag down the square in the bottom corner to get all the difference.
  • Advice

    • Important note: you need to check to make sure that all referenced files are closed. If any files are open, Excel can overwrite what you type in the cell and make the file inaccessible later (unless you reopen it).
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    This article will show you how to directly compare data between two Excel files. After manipulating and comparing the information, you might consider using Look Up, Index, and Match to aid in your analysis.

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