Comparing two Excel files to identify differences or troubleshoot errors can be a daunting task. Thankfully, Microsoft offers a powerful tool called Spreadsheet Compare to simplify this process. This guide will show you how to leverage this tool to efficiently compare Excel workbooks and interpret the results.
Using Spreadsheet Compare: A Step-by-Step Guide
Spreadsheet Compare is designed to pinpoint discrepancies between two Excel files, highlighting changes in formulas, values, macros, and even cell formatting. Here’s how to use it:
1. Launching Spreadsheet Compare:
- Start Menu: Search for “Spreadsheet Compare” in the Windows Start Menu and select the application. Note: Spreadsheet Compare is included with Office Professional Plus 2013, 2016, 2019, Microsoft 365 Apps for enterprise, and certain other editions of Office.
2. Selecting Files for Comparison:
- Compare Files: In Spreadsheet Compare, click “Home” and then “Compare Files.”
- Browse: Use the file browser dialog box to select the two Excel files you want to compare. You can choose files from your local computer, network drives, or even provide a web address.
3. Configuring Comparison Options:
- Comparison Settings: Select the specific elements you want to compare, such as Formulas, Macros, Cell Format, or simply choose “Select All” for a comprehensive comparison.
4. Initiating the Comparison:
- Run Comparison: Click “OK” to begin the comparison process. If a file is password protected, you’ll be prompted to enter the password.
Interpreting the Comparison Results
Spreadsheet Compare presents the results in a clear, two-pane grid. The left pane displays the “Compare” file (usually the older version), and the right pane shows the “To” file (typically the newer version). A detailed list of differences is shown in a pane below.
Understanding Color-Coded Highlights:
Changes are highlighted with different colors, providing visual cues to understand the type of modification:
- Green: Indicates changes in entered values (non-formula cells).
- Blue-Green: Signifies changes in calculated values.
- Other Colors: Refer to the legend in the lower-left pane for a complete guide to color codes and their corresponding meanings.
Navigating Multiple Worksheets:
If your workbooks contain multiple worksheets, use the forward and back buttons on the horizontal scroll bar to navigate between them. All worksheets, including hidden ones, are included in the comparison.
Beyond Spreadsheet Compare: Excel’s Inquire Add-in
Excel also offers the “Inquire” add-in, providing additional analysis capabilities. This add-in allows you to examine workbook relationships, track cell precedents and dependents, and clean up excess formatting. To enable the Inquire add-in, go to Excel Options > Add-Ins > Manage Excel Add-ins > Go and check the box next to “Inquire”.
Conclusion: Streamlining Excel File Comparison
Spreadsheet Compare is an invaluable tool for anyone who works with Excel regularly. By offering a detailed, side-by-side comparison of two workbooks, it simplifies identifying changes, troubleshooting errors, and ensuring data accuracy. Leveraging this tool can significantly enhance productivity and minimize the risk of overlooking critical discrepancies.
