Comparing Excel files is crucial for identifying differences, troubleshooting errors, and tracking changes. Whether you’re dealing with two versions of the same workbook or entirely separate files, Microsoft offers robust tools to simplify this process. This guide outlines how to compare Excel files effectively using Spreadsheet Compare and the Inquire add-in.
Utilizing Spreadsheet Compare for Detailed Comparisons
Spreadsheet Compare, a powerful tool available in Office Professional Plus and Microsoft 365 Apps for enterprise, provides a comprehensive comparison of Excel workbooks. Here’s a step-by-step guide on how to use it:
Launching Spreadsheet Compare
- Start Menu: Search for “Spreadsheet Compare” in the Windows Start Menu and launch the application.
- Within Excel: If you have two Excel files open, you can access Spreadsheet Compare through the “Inquire” tab (if the Inquire add-in is enabled) and select “Compare Files.”
Comparing Two Workbooks
- Selecting Files: In Spreadsheet Compare, click “Home > Compare Files.” Browse and select the two Excel files you want to compare using the file selection dialog boxes. You can even compare files stored online using their web addresses.
- Comparison Options: Customize your comparison by selecting specific elements to analyze, such as formulas, macros, cell formatting, or simply “Select All.”
- Initiating Comparison: Click “OK” to start the comparison process. If a file is password-protected, you’ll be prompted to enter the password.
Interpreting the Results
Spreadsheet Compare presents the results in a two-pane grid, displaying the compared workbooks side-by-side. Differences are highlighted with distinct colors, indicating the type of change:
- Green: Indicates changes in entered values (non-formula cells).
- Blue-Green: Highlights changes in calculated values.
A legend at the bottom left corner clarifies the meaning of each color. You can navigate between different worksheets using the forward and back buttons. Even hidden worksheets are included in the comparison. If cell contents are truncated, click “Resize Cells to Fit” for better visibility.
Leveraging the Inquire Add-in for Workbook Analysis
Excel’s Inquire add-in offers additional analysis capabilities:
- Workbook Inspection: Analyze workbook structure, cell relationships, and formulas.
- Worksheet Relationships: Understand connections between different worksheets and workbooks.
- Formatting Cleanup: Remove unnecessary formatting for a cleaner workbook.
To activate the Inquire add-in, go to Excel Options > Add-Ins > Manage Excel Add-ins > Go and check “Inquire.”
Conclusion: Choosing the Right Tool
Both Spreadsheet Compare and the Inquire add-in provide valuable functionalities for comparing and analyzing Excel files. Spreadsheet Compare excels in detailed file comparisons, highlighting specific changes. The Inquire add-in offers broader analytical capabilities for understanding workbook structure and relationships. Choosing the right tool depends on your specific needs. For straightforward comparisons, Spreadsheet Compare is ideal. For deeper analysis and troubleshooting, the Inquire add-in provides comprehensive tools.
