How To Merge and Compare Two Excel Sheets?

How To Merge And Compare Two Excel Sheets? Discover different methods to merge and compare two Excel sheets, pinpointing differences and consolidating data with ease on COMPARE.EDU.VN. This comprehensive guide offers solutions ranging from built-in Excel features to advanced third-party tools, ensuring you can effectively manage and analyze your data. Master Excel comparisons for informed decision-making. LSI keywords: excel comparison, sheet merging, data consolidation.

1. Comparing Two Excel Files Side-by-Side

When you need to visually compare two Excel files, Excel’s “View Side by Side” mode is a quick solution. This method allows you to arrange two Excel windows next to each other for easy comparison.

1.1. How to Compare Two Excel Workbooks

To open two Excel files side by side:

Open both workbooks you want to compare.
Go to the View tab, in the Window group, and click the View Side by Side button. This will display the two workbooks horizontally by default.

To arrange the Excel windows vertically, click Arrange All and select Vertical.

Synchronous Scrolling allows simultaneous scrolling through both worksheets, which is essential for row-by-row data comparison. Ensure this option is enabled in the View tab, Window group.

1.2. Arranging Multiple Excel Windows Side by Side

To view more than two Excel files at once:

Open all the workbooks.
Click the View Side by Side button. A dialog box appears, allowing you to select which files to display with the active workbook.

Alternatively, click the Arrange All button on the View tab and choose an arrangement style: tiled, horizontal, vertical, or cascade.

1.3. Comparing Two Sheets in the Same Workbook

To compare two sheets within the same workbook:

Open the Excel file.
Go to the View tab > Window group and click New Window. This opens the same file in a separate window.
Enable View Side by Side mode.
Select the first sheet in one window and the second sheet in the other.

2. Comparing Two Excel Sheets for Differences in Values Using Formulas

A simple method to compare data in Excel is to use formulas that identify cells with different values, creating a difference report in a new worksheet.

2.1. Creating a Difference Report

Open a new, empty sheet.
Enter the following formula in cell A1:

=IF(Sheet1!A1<>Sheet2!A1, "Sheet1:"&Sheet1!A1&" vs Sheet2:"&Sheet2!A1, "")
Copy the formula down and to the right by dragging the fill handle.
This formula compares corresponding cells in Sheet1 and Sheet2 and displays the differences in the new sheet.

2.2. Understanding the Limitations

This method has limitations:

It only identifies differences in values, not formulas or formatting.
Adding or deleting rows/columns can skew the comparison.
It works on a sheet level and cannot detect workbook-level structural differences.

3. Highlighting Differences Between Two Sheets with Conditional Formatting

Conditional formatting can highlight cells with different values in two sheets by using color.

3.1. Setting Up Conditional Formatting

In the worksheet where you want to highlight differences, select all used cells (e.g., click A1 and press Ctrl + Shift + End).
On the Home tab, in the Styles group, click Conditional Formatting > New Rule.
Create a new rule using the formula: =A1<>Sheet2!A1
(Replace Sheet2 with the name of the other sheet you are comparing.)
This highlights cells with different values with the color you choose.

3.2. Limitations of Conditional Formatting

Like using formulas, conditional formatting has limitations:

It only detects differences in values, not formulas or formatting.
It cannot identify added or deleted rows and columns, which can lead to inaccurate comparisons.
Workbook-level structural differences are not detected.

4. Comparing and Merging Copies of a Shared Workbook

Excel’s “Compare and Merge” feature is useful when multiple users collaborate on the same workbook.

4.1. Preparing the Workbook for Sharing

Share the workbook by clicking the Share Workbook button on the Review tab, in the Changes group.
Select “Allow Changes by More Than One User…” and click OK.
Each user must save a copy with a unique file name.

4.2. Enabling the Compare and Merge Workbooks Feature

The “Compare and Merge Workbooks” command is not visible by default. To add it:

Open the Quick Access drop-down menu and select More Commands.
In the Excel Options dialog box, choose All Commands.
Scroll down to Compare and Merge Workbooks, select it, and click Add.
Click OK.

4.3. Comparing and Merging Workbooks

Open the primary version of the shared workbook.
Click the Compare and Merge Workbooks command on the Quick Access toolbar.
Select the copies of the shared workbook to merge and click OK.
The changes from each copy are merged into a single workbook.

4.4. Reviewing the Changes

Go to the Review tab > Changes group, and click Track Changes > Highlight Changes.
In the Highlight Changes dialog, select All in the When box, Everyone in the Who box, clear the Where box, select “Highlight changes on screen”, and click OK.
Excel highlights the column letters and row numbers with differences in dark red, and edits from different users are marked with different colors at the cell level.

5. Third-Party Tools to Compare Excel Files

While Excel offers several built-in features, third-party tools provide more comprehensive solutions for comparing, updating, and merging Excel files.

5.1. Synkronizer Excel Compare: A 3-in-1 Tool

The Synkronizer Excel Compare add-in is a powerful tool for comparing, merging, and updating Excel files, saving you the effort of manual searching.

5.1.1. Key Features

Identifies differences between Excel sheets.
Combines multiple Excel files without creating duplicates.
Highlights differences in both sheets.
Shows only relevant differences.
Merges and updates sheets.
Provides detailed, easy-to-read difference reports.

5.1.2. Comparing Two Excel Files for Differences

Go to the Add-ins tab and click the Synkronizer 11 icon.
Select the workbooks and sheets to compare.
Choose a comparison option:
- Compare as normal worksheets.
- Compare with link options.
- Compare as database.
- Compare selected ranges.
Select content types to compare (optional):
- Content: comments and names.
- Formats: alignment, fill, font, border, etc.
- Filters: ignore case, spaces, formulas, hidden rows/columns, etc.
Click the Start button.

5.1.3. Visualizing and Analyzing the Differences

Synkronizer generates two summary reports on the Results tab:

A summary report shows all difference types at a glance.
A detailed difference report is available by clicking a specific difference type in the summary report.
Clicking on a difference in the detailed report selects the corresponding cells on both sheets.

5.1.4. Comparing All Sheets in Two Workbooks at Once

Synkronizer allows you to compare all matching worksheet pairs in two Excel files simultaneously, presenting the results in a summary report.

5.1.5. Highlighting Differences Between Sheets

By default, Synkronizer highlights all found differences with distinct colors:

Yellow for cell value differences.
Lilac for cell format differences.
Green for inserted rows.
To highlight only relevant differences, click the Outline button on the Results tab.

5.1.6. Updating and Merging Sheets

The merge function allows you to transfer individual cells or move columns/rows from the source to the target sheet, updating your primary sheet quickly.

5.2. Ablebits Compare Sheets for Excel

The Ultimate Suite includes the Compare Sheets tool designed for user-friendly worksheet comparison.

5.2.1. Key Features

Step-by-step wizard.
Different comparison algorithms.
Review Differences mode.

5.2.2. Using Ablebits Compare Sheets

Click the Compare Sheets button on the Ablebits Data tab, in the Merge group.
Select the worksheets to compare.
Choose a comparison algorithm:
- No key columns (default).
- By key columns.
- Cell-by-cell.
Specify the match type:
- First match (default).
- Best match.
- Full match only.
Specify which differences to highlight and ignore.

5.2.3. Reviewing and Merging Differences

Worksheets are opened side-by-side in the Review Differences mode, with differences highlighted:

Blue rows: rows that exist only in Sheet 1.
Red rows: rows that exist only in Sheet 2.
Green cells: different cells in partially matching rows.
Use the vertical toolbar to go through the differences and decide whether to merge or ignore them.

5.3. xlCompare: Compare and Merge Tool

xlCompare allows you to compare Excel files, worksheets, names, and VBA Projects, identifying added, deleted, and changed data.

5.3.1. Key Features

Find duplicate records and remove them.
Update existing records with values from another sheet.
Add unique rows and columns.
Merge updated records.
Sort data by key columns.
Filter comparison results.
Highlight comparison results with colors.

5.4. Change pro for Excel: Desktop and Mobile Comparison

Change pro for Excel compares two sheets on desktop and mobile devices with server-based comparison.

5.4.1. Key Features

Find differences in formulas and values.
Identify layout changes.
Recognize embedded objects.
Create and print difference reports.
Filter and sort the difference report.
Compare files from Outlook or document management systems.
Support all languages.

6. Online Services to Compare Excel Files

Online services provide a quick way to compare Excel sheets without installing software. While security may be a concern, they are useful for non-sensitive data.

6.1. Using Online Comparison Tools

Services like XLComparator or CloudyExcel allow you to upload and compare Excel workbooks.

6.2. CloudyExcel Example

Upload the Excel workbooks you want to compare to CloudyExcel.
Click the Find Difference button.
The differences in the active sheets are highlighted with different colors.

7. FAQ: Merging and Comparing Excel Sheets

7.1. How can I compare two Excel sheets for differences without installing any software?
Utilize online services like XLComparator or CloudyExcel. These platforms allow you to upload your Excel files and highlight the differences directly in your browser.

7.2. What is the best way to compare two Excel files when multiple users have made changes?
Excel’s built-in “Compare and Merge Workbooks” feature is designed for this scenario. However, it requires that the workbook be shared before edits are made.

7.3. Can I highlight differences in cell formatting when comparing two Excel sheets?
Yes, tools like Synkronizer Excel Compare and Ablebits Compare Sheets for Excel allow you to compare and highlight differences in cell formatting.

7.4. What are the limitations of using Excel formulas to compare two sheets?
Excel formulas are limited to comparing values and do not easily handle structural differences like added or deleted rows and columns, nor do they compare formatting or formulas.

7.5. How do I compare large Excel sheets efficiently?
Third-party tools like Synkronizer and Ablebits Compare Sheets are optimized for comparing large datasets, providing faster processing and more detailed reports.

7.6. Is it possible to compare and merge data based on specific key columns?
Yes, Ablebits Compare Sheets for Excel allows you to compare sheets based on key columns, ensuring that the comparison is accurate even when rows are not in the same order.

7.7. What should I do if the Compare and Merge Workbooks command is greyed out in Excel?
This usually means you are not working with copies of the same shared workbook. Ensure that all users are working with copies derived from the original shared file.

7.8. Can I ignore certain types of differences, such as case sensitivity or spaces, when comparing Excel sheets?
Yes, Synkronizer Excel Compare offers filters to ignore case, leading or trailing spaces, and other types of minor discrepancies.

7.9. Are there tools that support comparing VBA projects within Excel files?
Yes, xlCompare is specifically designed to compare and merge VBA projects within Excel files, in addition to comparing sheets and data.

7.10. How do I ensure the safety of my data when using online services to compare Excel files?
Be cautious when using online services, especially with sensitive data. Ensure the service has a good reputation and offers secure data handling practices. If data sensitivity is a concern, opt for desktop-based tools instead.

8. Conclusion: Choosing the Right Method

Choosing the right method to merge and compare two Excel sheets depends on your specific needs. For simple visual comparisons, Excel’s “View Side by Side” feature is sufficient. For detailed comparisons of values, conditional formatting or formulas can be used. However, for comprehensive comparisons, including differences in formatting, structure, and collaboration, third-party tools like Synkronizer Excel Compare, Ablebits Compare Sheets for Excel, and xlCompare offer more robust solutions. Online services provide a quick and convenient option for non-sensitive data.

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