**How to Merge and Compare Two Excel Files: A Comprehensive Guide**

Do you need to consolidate data or identify discrepancies between two Excel files? At COMPARE.EDU.VN, we understand the importance of accurate data and efficient workflows. This guide explores various methods, from built-in Excel features to specialized tools, to effectively merge and compare Excel files, ensuring data integrity and saving you valuable time. Discover the best techniques for your specific needs, and learn how to make informed decisions with the right tools and approaches. This article covers Excel comparison, file merging, and data analysis.

1. What Are the Ways to Compare Two Excel Files Side by Side?

Excel offers a simple yet effective way to compare files visually using the “View Side by Side” feature. This method is ideal for smaller workbooks where you can easily spot differences with the naked eye.

1.1 Comparing Two Excel Workbooks

To compare two separate Excel files, follow these steps:

1. Open both Excel workbooks that you want to compare.
2. Go to the View tab, locate the Window group, and click the View Side by Side button.
   

By default, Excel displays the windows horizontally. To arrange them vertically, click the Arrange All button in the Window group and select Vertical.

To enable synchronized scrolling, ensuring that both worksheets scroll together, verify that the Synchronous Scrolling option is active under the View Side by Side button.

1.2 Viewing Multiple Excel Windows Simultaneously

To compare more than two Excel files, open all the desired workbooks, then click View Side by Side. A dialog box will appear, prompting you to select the files to be displayed along with the active workbook.

Alternatively, to view all open Excel files at once, click the Arrange All button in the View tab and choose an arrangement option like tiled, horizontal, vertical, or cascade.

1.3 Comparing Two Sheets Within the Same Workbook

If the sheets you want to compare are located within the same workbook, use the following steps:

1. Open the Excel file and go to View > Window, then click the New Window button. This opens a second window of the same file.
2. Click the View Side by Side button.
3. In each window, select the sheet you wish to compare.

2. How Can I Compare Two Excel Sheets for Differences in Values?

For a straightforward comparison that identifies cells with different values, you can use a simple formula to create a difference report in a new worksheet.

In a new, empty sheet, enter the following formula in cell A1:

=IF(Sheet1!A1<>Sheet2!A1, "Sheet1:"&Sheet1!A1&" vs Sheet2:"&Sheet2!A1, "")

Copy this formula down and to the right using the fill handle. The formula will dynamically compare corresponding cells in Sheet1 and Sheet2, displaying the differences in the new sheet.

This method, while simple, has limitations. It only identifies differences in values, not in formulas or formatting, and it struggles with added or deleted rows/columns. Dates may also appear as serial numbers, making comparisons less intuitive.

3. How Do I Highlight Differences Between Two Sheets Using Conditional Formatting?

Conditional formatting offers a visual way to highlight cells with different values between two sheets.

1. Select all used cells in the worksheet where you want to highlight differences. Start by clicking the top-left cell (usually A1), and then press Ctrl + Shift + End to extend the selection.
2. Go to the Home tab, in the Styles group, click Conditional Formatting > New Rule.
3. Choose Use a formula to determine which cells to format and enter the following formula: =A1<>Sheet2!A1
   (Replace “Sheet2” with the name of the other sheet.)
4. Click Format to choose a highlighting color, and then click OK.

This will highlight cells with differing values in your chosen color. While this method is visually effective, it shares the same limitations as the formula-based approach: it only compares values and doesn’t account for structural differences.

4. When Should I Use “Compare and Merge” for Shared Workbooks?

The “Compare and Merge” feature is designed for merging different versions of a shared Excel workbook, making it ideal for collaborative environments. To use this feature effectively, ensure the following:

• The workbook must be shared before any edits are made. Share the workbook by clicking the Share Workbook button on the Review tab, in the Changes group, select the Allow Changes by More Than One User… box, and click OK. Allow Excel to save the workbook if prompted. Turning on the Track Changes feature shares the workbook automatically.
• Each user must save a copy of the shared workbook with a unique file name.

4.1 Enabling the “Compare and Merge” Feature

The “Compare and Merge Workbooks” command is not visible by default. To add it to the Quick Access Toolbar:

1. Click the Quick Access Toolbar dropdown and select More Commands.
2. In the Excel Options dialog, choose All Commands.
3. Scroll down to Compare and Merge Workbooks, select it, and click Add.
4. Click OK.
   

4.2 Merging Workbooks

1. Open the original, shared workbook.
2. Click the Compare and Merge Workbooks command in the Quick Access Toolbar.
3. Select the copies of the shared workbook you want to merge, holding the Shift key to select multiple files.
4. Click OK.

The changes from each copy will be merged into the primary workbook.

4.3 Reviewing Changes

To review the changes made by different users:

1. Go to the Review tab > Changes group and click Track Changes > Highlight Changes.
2. In the Highlight Changes dialog, select All in the When box, Everyone in the Who box, clear the Where box, and check the Highlight changes on screen box.
3. Click OK.

Excel will highlight the column letters and row numbers with differences in dark red. Individual cell edits are marked with different colors based on the user. Hovering over a cell will reveal who made the change. Note that “Compare and Merge Workbooks” only works on copies of the same shared workbook.

5. What Are the Limitations of Excel’s Built-In Comparison Tools?

While Excel offers several built-in options for comparing data, they have limitations:

• Value-Based Only: They primarily focus on differences in cell values, often ignoring discrepancies in formulas or cell formatting.
• Structural Issues: They struggle with identifying added or deleted rows and columns accurately. Adding or deleting rows/columns can lead to inaccurate comparisons.
• Sheet-Level Focus: They mainly operate at the sheet level and may not effectively detect workbook-level structural changes, such as the addition or deletion of entire sheets.

6. When Should I Consider Using Third-Party Excel Comparison Tools?

If you require advanced and efficient methods for comparing Excel files, especially for identifying differences in values, formulas, and formatting, consider using third-party tools. These tools are specifically designed for comparing, updating, and merging Excel sheets and workbooks.

7. Third-Party Excel Comparison Tools

Several third-party tools provide advanced features for comparing and merging Excel files:

• Synkronizer Excel Compare: This add-in compares, merges, and updates Excel files efficiently, highlighting differences and providing detailed reports.
• Ablebits Compare Sheets for Excel: Integrated into the Ultimate Suite, this tool offers a step-by-step wizard and various comparison algorithms for intuitive data merging.
• xlCompare: This utility compares workbooks, worksheets, names, and VBA projects, identifying and merging differences, and offering features like duplicate record removal and data sorting.
• Change pro for Excel: This tool compares Excel sheets on desktops and mobile devices, finding differences in formulas, values, and layouts, and generating comprehensive reports.

8. What Is Synkronizer Excel Compare and What Are Its Benefits?

The Synkronizer Excel Compare add-in is a powerful tool designed to compare, merge, and update Excel files, saving users the time and effort of manually searching for differences. Key benefits include:

• Identifying Differences: Quickly locates discrepancies between Excel sheets.
• Combining Files: Merges multiple Excel files into a single version without creating duplicates.
• Highlighting: Emphasizes differences in both sheets for easy identification.
• Selective Comparison: Allows users to focus on relevant differences.
• Merging and Updating: Facilitates the merging and updating of sheets to ensure data consistency.
• Detailed Reporting: Provides easy-to-read reports that summarize the differences.

8.1 Using Synkronizer Excel Compare: A Step-by-Step Guide

To use Synkronizer Excel Compare effectively, follow these steps:

1. Run Synkronizer: Go to the Add-ins tab in Excel and click the Synchronizer 11 icon. This opens the Synkronizer pane.
   
2. Select Workbooks: In the Synkronizer pane, choose the two workbooks that you want to compare.
   
3. Select Sheets: Select the specific sheets to compare. If workbooks have sheets with the same names, they are automatically selected. You can also manually select worksheets or match them by type.
   
4. Choose Comparison Options: Synkronizer provides several options, including:
   • Compare as normal worksheets (default)
   • Compare with link options
   • Compare as database
   • Compare selected ranges
5. Select Content Types (Optional): On the Select tab, in the Compare group, choose which content types to compare, such as comments, names, and cell formats.
6. Start the Comparison: Click the red Start button to initiate the comparison process.

8.2 Visualizing and Analyzing Differences with Synkronizer

After running the comparison, Synkronizer provides detailed reports:

• Summary Report: Shows all difference types at a glance, including changes in columns, rows, cells, comments, and formats.
• Detailed Difference Report: Provides specific information on each type of difference. Click on a difference in the report to select the corresponding cells in both sheets.

8.3 Comparing All Sheets in Two Workbooks at Once

Synkronizer allows you to compare all matching worksheet pairs in two Excel files simultaneously, providing a comprehensive overview of the differences.

8.4 Highlighting Differences

Synkronizer highlights differences by default, using yellow for cell value differences, lilac for format differences, and green for inserted rows. You can also highlight only the relevant differences using the Outline button on the Results tab.

8.5 Updating and Merging Sheets

One of the most useful features of Synkronizer is the ability to merge differences. You can transfer individual cells or move entire columns/rows from the source sheet to the target sheet, quickly updating the primary sheet.

Select the differences in the Synkronizer pane and use the update buttons to transfer the changes, streamlining the merging process.

9. How Does Ablebits Compare Sheets for Excel Work?

Ablebits Compare Sheets for Excel is a user-friendly tool integrated into the Ultimate Suite. It simplifies the comparison process with a step-by-step wizard and intuitive interface.

9.1 Key Features of Ablebits Compare Sheets:

• Step-by-Step Wizard: Guides you through the comparison process.
• Comparison Algorithms: Offers multiple algorithms suited to different types of data.
• Review Differences Mode: Displays compared sheets side-by-side, allowing for easy management of differences.

9.2 Using Ablebits Compare Sheets: A Step-by-Step Guide:

1. Open Compare Sheets: Click the Compare Sheets button on the Ablebits Data tab, in the Merge group.
2. Select Worksheets: Choose the two worksheets that you want to compare for differences.
   
3. Select Comparison Algorithm: Choose the appropriate algorithm based on your data structure:
   • No key columns (default): Best for sheet-based documents.
   • By key columns: Suitable for column-organized sheets with unique identifiers.
   • Cell-by-cell: Ideal for spreadsheets with the same layout and size.
4. Specify Matching Criteria: Select the matching criteria:
   • First match (default): Compares a row in Sheet 1 to the first matching row in Sheet 2.
   • Best match: Compares a row in Sheet 1 to the row in Sheet 2 with the maximum matching cells.
   • Full match only: Finds rows with identical values in all cells.
5. Configure Highlighting and Ignoring: Specify which differences to highlight and which to ignore.
6. Compare: Click the Compare button to start the process. Ablebits automatically creates backup copies of your data.

9.3 Reviewing and Merging Differences with Ablebits

After processing the worksheets, Ablebits opens them in Review Differences mode, highlighting the first difference. Differences are color-coded:

• Blue rows – Rows that exist only in Sheet 1.
• Red rows – Rows that exist only in Sheet 2.
• Green cells – Difference cells in partially matching rows.

Use the vertical toolbar to navigate through the differences and decide whether to merge or ignore each one.

10. How Does xlCompare Enhance Excel File Comparison?

xlCompare is a specialized utility designed for advanced Excel file comparison. It allows you to compare workbooks, worksheets, names, and VBA Projects, identifying additions, deletions, and changes.

10.1 Key Features of xlCompare:

• Duplicate Record Removal: Finds and removes duplicate records between worksheets.
• Data Updating: Updates existing records in one sheet with values from another.
• Unique Data Addition: Adds unique rows and columns from one sheet to another.
• Merge Updated Records: Merges updated records from one workbook to another.
• Data Sorting: Sorts data on the sheets by a key column.
• Filtering: Filters comparison results to display differences or identical records.
• Highlighting: Highlights comparison results with colors for easy identification.

11. What Benefits Does Change pro for Excel Offer?

Change pro for Excel enables users to compare Excel sheets on desktop and mobile devices, with server-based comparison available.

11.1 Key Features of Change pro for Excel:

• Formula and Value Differences: Identifies differences in formulas and values between sheets.
• Layout Change Detection: Recognizes layout changes, including added/deleted rows and columns.
• Embedded Object Recognition: Detects embedded objects such as charts, graphs, and images.
• Difference Reporting: Creates and prints comprehensive difference reports.
• Filtering and Sorting: Filters, sorts, and searches the difference report for key changes.
• Integration: Compares files directly from Outlook or document management systems.
• Language Support: Supports all languages, including multi-byte.

12. Online Services for Comparing Excel Files

For quick comparisons without installing software, several online services can compare Excel sheets for differences. These services are suitable for non-sensitive data.

12.1 Example: CloudyExcel

CloudyExcel is an online service that allows you to upload two Excel workbooks and highlight the differences in the active sheets.
The service highlights differences using different colors, providing a quick visual comparison.

13. Which Comparison Method Is Right for You?

• View Side by Side: Suitable for small workbooks where you can visually identify differences.
• Formula-Based Comparison: Ideal for a quick check of value differences, but limited in functionality.
• Conditional Formatting: Provides a visual highlight of value differences, but also has limitations.
• Compare and Merge: Designed for merging copies of shared workbooks in collaborative environments.
• Third-Party Tools (Synkronizer, Ablebits, xlCompare, Change pro): Best for advanced comparisons, merging, and updating tasks, with comprehensive features for identifying various types of differences.
• Online Services (CloudyExcel): Convenient for quick, non-sensitive comparisons without software installation.

14. How Do I Choose the Best Excel Comparison Tool?

Choosing the right Excel comparison tool depends on your specific needs and the complexity of your data. Here are some factors to consider:

• Complexity of Data: For simple value comparisons, Excel’s built-in features may suffice. For more complex comparisons involving formulas, formatting, and structure, third-party tools are necessary.
• Data Sensitivity: If your data is sensitive, opt for desktop tools over online services to ensure data privacy.
• Collaboration Needs: If you work in a collaborative environment, consider tools designed for merging and tracking changes in shared workbooks.
• Budget: Evaluate the cost of third-party tools and whether their features justify the investment.

15. How Can COMPARE.EDU.VN Help You?

Choosing the right method to merge and compare Excel files can significantly impact your data accuracy and efficiency. Whether you need to compare data in a small workbook or manage complex comparisons across multiple shared files, there’s a solution for you. At COMPARE.EDU.VN, we are dedicated to providing thorough, impartial comparisons to help you make well-informed choices.

We invite you to explore COMPARE.EDU.VN, your trusted source for in-depth comparisons across a range of products and services.

Contact Us:

• Address: 333 Comparison Plaza, Choice City, CA 90210, United States
• WhatsApp: +1 (626) 555-9090
• Website: compare.edu.vn

16. FAQs: How To Merge And Compare Two Excel Files

16.1 Can I compare Excel files without installing any software?

Yes, you can use online services like CloudyExcel to compare Excel files without installing any software. However, be cautious about uploading sensitive data to these services.

16.2 What is the best way to compare two large Excel files?

For large Excel files, third-party tools like Synkronizer Excel Compare or Ablebits Compare Sheets for Excel are recommended. These tools can handle large datasets more efficiently and provide detailed comparison reports.

16.3 How do I merge data from two Excel files into one?

You can merge data from two Excel files using Excel’s built-in features like “Compare and Merge” (for shared workbooks) or third-party tools that offer advanced merging capabilities.

16.4 Can I compare differences in formulas between two Excel files?

Yes, tools like Synkronizer Excel Compare and Change pro for Excel can identify differences in formulas between two Excel files.

16.5 How do I highlight the differences between two Excel sheets?

You can use conditional formatting in Excel to highlight differences between two sheets. Alternatively, third-party tools often provide built-in highlighting features with more customization options.

16.6 What is the difference between “Compare and Merge” and other comparison methods?

“Compare and Merge” is specifically designed for merging copies of shared workbooks in collaborative environments. Other comparison methods are used to identify differences between any two Excel files, regardless of whether they are shared.

16.7 How do I compare Excel files with different layouts?

Tools like Ablebits Compare Sheets for Excel offer comparison algorithms that can handle Excel files with different layouts. These algorithms attempt to match data based on content rather than relying on a fixed structure.

16.8 Can I ignore certain differences when comparing Excel files?

Yes, many third-party tools allow you to specify which differences to ignore, such as differences in formatting or hidden rows/columns. This can help you focus on the most relevant changes.

16.9 Is it possible to compare two Excel files on a mobile device?

Yes, tools like Change pro for Excel allow you to compare Excel files on mobile devices, making it convenient to review changes on the go.

16.10 How can I ensure data privacy when comparing Excel files?

To ensure data privacy, avoid using online services for sensitive data. Instead, opt for desktop-based tools that process data locally and do not require uploading your files to a third-party server.