How to Compare and Merge Workbooks in Excel: A Detailed Guide

Comparing and merging workbooks in Excel is a common task, but how to compare and merge workbooks in Excel efficiently can be tricky. At COMPARE.EDU.VN, we provide the solutions you need to master workbook comparison, enabling seamless data integration and error identification. Learn effective Excel techniques for comparing spreadsheets, merging data from multiple sources, and streamlining your workflow with effective Excel comparison techniques. Dive into the best methods to compare Excel data, identify discrepancies, and combine information into a single, cohesive file. This guide will walk you through various methods, from built-in Excel features to third-party tools, ensuring you can expertly handle your Excel data management needs, all while keeping your Excel sheet comparison and data merging processes in top shape.

1. Comparing Two Excel Files Side by Side

One of the simplest ways to compare two Excel files is by viewing them side by side. This method is particularly useful for smaller workbooks where you can visually scan for differences.

1.1. Comparing 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 View Side by Side.

By default, Excel displays the windows horizontally.

To arrange the windows vertically:

Click the Arrange All button in the Window group.
Select Vertical.

To scroll through both worksheets simultaneously, enable Synchronous Scrolling, located in the Window group under View Side by Side.

1.2. Arranging Multiple Excel Windows Side by Side

To view more than two Excel files at once:

Open all workbooks.
Click the View Side by Side button.
In the Compare Side by Side dialog box, select the files to display with the active workbook.

To view all open Excel files:

Click Arrange All on the View tab, in the Window group.
Choose your preferred arrangement: 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, in the Window group, and click New Window. This opens the same file in a separate window.
Enable View Side by Side.
Select the first sheet in one window and the second sheet in the other window.

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

You can create a difference report to identify cells with different values using Excel formulas. This method provides a clear comparison in a new worksheet.

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. If the values differ, it displays the values from both sheets.

3. Highlighting Differences Between Two Sheets with Conditional Formatting

Conditional formatting can highlight cells with different values, making discrepancies immediately visible.

In the worksheet where you want to highlight differences, select all used cells.
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 sheet you are comparing.
Choose a formatting style (e.g., cell color) to highlight the differences.

4. Comparing and Merging Copies of a Shared Workbook

When multiple users collaborate on the same workbook, the Compare and Merge feature can be invaluable. It allows you to view changes and comments from all users.

4.1. Preparing for Sharing

Before sharing, ensure the workbook is set up to track changes:

Click the Share Workbook button on the Review tab, in the Changes group.
Check the box that reads Allow Changes by More Than One User….
Click OK.
Allow Excel to save the workbook if prompted.

Each user must save a copy of the shared workbook 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 to the Quick Access Toolbar:

Open the Quick Access drop-down menu and select More Commands.
In the Excel Options dialog box, select All Commands under Choose commands from.
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. Hold the Shift key to select multiple files.
Click OK.

4.4. Reviewing Changes

To see all edits:

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, and clear the Where box.
Select the Highlight changes on screen box, and click OK.

Excel highlights column letters and row numbers with differences in dark red. Edits from different users are marked with different colors. Hover over a cell to see who made the change.

5. Third-Party Tools to Compare Excel Files

While Excel offers built-in features, third-party tools provide more advanced capabilities for comprehensive comparisons. These tools can identify differences in values, formulas, formatting, and structural changes.

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

The Synkronizer Excel Compare add-in compares, merges, and updates Excel files efficiently.

5.1.1. Key Features of Synkronizer Excel Compare

Identifies differences between Excel sheets.
Combines multiple Excel files without duplicates.
Highlights differences in both sheets.
Allows selective display of relevant differences.
Merges and updates sheets.
Provides detailed and readable difference reports.

5.1.2. Comparing Two Excel Files for Differences with Synkronizer

Go to the Add-ins tab and click the Synchronizer 11 icon.
Select the two workbooks to compare.
Select the sheets to compare.
Choose a comparison option:
- Compare as normal worksheets: Default option for most cases.
- Compare with link options: Suitable for sheets without added or deleted rows/columns.
- Compare as database: Recommended for sheets with a database structure.
- Compare selected ranges: For comparing specific ranges within sheets.
Choose content types to compare on the Select tab, in the Compare group:
- Under Content, select comments and names in addition to cell values and formulas.
- Under Formats, select cell formats like alignment, fill, and font.
- The Filters option allows you to ignore case, spaces, formulas, and hidden rows/columns.
Click the Start button.

5.1.3. Visualizing and Analyzing Differences with Synkronizer

Synkronizer provides two summary reports on the Results tab:

A summary report shows all difference types.
A detailed difference report appears when you click a specific difference type.

Clicking on a difference in the detailed report selects the corresponding cells on both sheets.

You can also create a difference report in a separate workbook, either standard or hyperlinked.

5.1.4. Comparing All Sheets in Two Workbooks with Synkronizer

Synkronizer can compare all matching worksheet pairs in two Excel files, presenting them in the summary report.

5.1.5. Highlighting Differences with Synkronizer

Synkronizer highlights differences by default:

Yellow: Differences in cell values
Lilac: Differences in cell formats
Green: Inserted rows

To highlight only relevant differences, click the Outline button on the Results tab.

5.1.6. Updating and Merging Sheets with Synkronizer

The merge function allows you to transfer individual cells or move entire columns/rows from the source to the target sheet.

Select the differences in the Synkronizer pane and click one of the four update buttons to update all or selected differences.

5.2. Ablebits Compare Sheets for Excel

The Ultimate Suite includes Compare Sheets, a tool designed to compare worksheets in Excel with a user-friendly approach.

5.2.1. Key Features of Ablebits Compare Sheets

Step-by-step wizard for easy configuration.
Choice of comparison algorithm.
Review Differences mode for managing differences.

5.2.2. Using Ablebits Compare Sheets

Click the Compare Sheets button on the Ablebits Data tab, in the Merge group.
Select the two worksheets to compare. You can select entire sheets, tables, or specific ranges.
Choose the comparison algorithm:
- No key columns: Best for sheet-based documents.
- By key columns: Appropriate for column-organized sheets with unique identifiers.
- Cell-by-cell: Best for spreadsheets with the same layout and size.
Specify the match type:
- First match: Compares a row to the first found matching row.
- Best match: Compares a row to the row with the maximum number of matching cells.
- Full match only: Finds rows with exactly the same values.
Specify which differences to highlight and which to ignore, and how to mark the differences.
Click the Compare button.

5.2.3. Reviewing and Merging Differences with Ablebits

Once the worksheets are processed, they are opened side-by-side in the Review Differences mode.

Differences are highlighted with default colors:

Blue rows: Rows only in Sheet 1.
Red rows: Rows only in Sheet 2.
Green cells: Difference cells in partially matching rows.

Each worksheet has its own toolbar to go through the differences and decide whether to merge or ignore them.

5.3. xlCompare: Comprehensive Comparison and Merging

xlCompare allows you to compare Excel files, worksheets, names, and VBA projects. It identifies added, deleted, and changed data and merges differences.

5.3.1. Key Features of xlCompare

Finds and removes duplicate records.
Updates existing records with values from another sheet.
Adds unique rows and columns.
Merges updated records.
Sorts data by key column.
Filters comparison results.
Highlights comparison results with colors.

5.4. Change pro for Excel: Desktop and Mobile Comparison

Change pro for Excel compares sheets in desktop Excel and on mobile devices.

5.4.1. Key Features of Change pro for Excel

Finds differences in formulas and values.
Identifies layout changes.
Recognizes embedded objects.
Creates difference reports.
Filters, sorts, and searches the difference report.
Compares files from Outlook or document management systems.
Supports all languages.

6. Online Services to Compare Excel Files

Online services offer a quick way to compare Excel sheets without installing software. However, consider security if your files contain sensitive information.

6.1. Example: CloudyExcel

CloudyExcel allows you to upload two Excel workbooks and click Find Difference. The differences in the active sheets are highlighted with different colors.

7. Other Ways to Compare and Merge Data in Excel

For additional methods and resources on comparing and merging data in Excel, explore various online tutorials and forums.

8. FAQ Section

Q1: What is the best way to compare two Excel files?
The best method depends on your needs. For simple visual comparisons, use the “View Side by Side” feature. For detailed analysis, consider Excel formulas, conditional formatting, or third-party tools like Synkronizer or Ablebits Compare Sheets.

Q2: Can Excel highlight the differences between two sheets?
Yes, you can use conditional formatting to highlight cells with different values. This makes it easy to spot discrepancies at a glance.

Q3: How do I merge two Excel files with different data?
Use the “Compare and Merge Workbooks” feature for shared workbooks. For more complex scenarios, third-party tools like Synkronizer offer advanced merging capabilities.

Q4: What are the limitations of using Excel formulas for comparison?
Excel formulas compare values but may not identify structural changes like added or deleted rows/columns. They also don’t compare formatting or formulas.

Q5: Are online Excel comparison tools secure?
Online tools can be convenient, but consider the security implications if your files contain sensitive information.

Q6: How can I compare two large Excel files efficiently?
Third-party tools are generally more efficient for comparing large files. They offer advanced algorithms and features for handling large datasets.

Q7: What does the “Compare and Merge Workbooks” feature do?
This feature merges changes from multiple copies of a shared workbook into a single file, allowing you to review and accept or reject each change.

Q8: How do I enable the “Compare and Merge Workbooks” command?
You need to add it to the Quick Access Toolbar in Excel Options under “All Commands.”

Q9: Can I compare two Excel sheets on my mobile device?
Some third-party tools like Change pro for Excel offer mobile comparison capabilities.

Q10: What is synchronous scrolling in Excel?
Synchronous scrolling allows you to scroll through two worksheets simultaneously, making it easier to compare data row by row.

Conclusion

Effectively comparing and merging workbooks in Excel is crucial for data management and collaboration. Whether you use built-in Excel features or opt for advanced third-party tools, understanding the available methods enables you to streamline your workflow and ensure data accuracy. At COMPARE.EDU.VN, we understand the challenges of comparing and merging data and strive to provide comprehensive solutions. Contact us at: 333 Comparison Plaza, Choice City, CA 90210, United States, WhatsApp: +1 (626) 555-9090, or visit our website at COMPARE.EDU.VN for more information. Ready to make your data management easier? Visit compare.edu.vn today and discover the best comparison tools tailored to your needs, ensuring you make informed decisions every time.