Finding similarities between two Excel spreadsheets can be crucial for various tasks, from data analysis to identifying discrepancies. Microsoft offers a powerful tool called Spreadsheet Compare to streamline this process. This article will guide you on how to effectively leverage Spreadsheet Compare to pinpoint similarities and differences in your Excel files.
Utilizing Spreadsheet Compare for Excel Sheet Comparison
Spreadsheet Compare, a feature available in specific Microsoft Office suites (Office Professional Plus 2013, 2016, 2019, and Microsoft 365 Apps for enterprise), simplifies the comparison of two Excel workbooks. It meticulously analyzes the files and generates a comprehensive report highlighting discrepancies.
Launching Spreadsheet Compare
To open Spreadsheet Compare:
- Navigate to the Start menu.
- Type “Spreadsheet Compare” in the search bar.
- Select the Spreadsheet Compare application from the search results.
You’ll also find a similar tool for Access databases called Microsoft Database Compare, also requiring the aforementioned Office suites.
Comparing Two Excel Files Step-by-Step
Follow these steps to compare two Excel workbooks:
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Initiate Comparison: In Spreadsheet Compare, click Home > Compare Files. A dialog box will appear.
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Select Files: Click the blue folder icon next to the Compare box to choose the older version of your workbook. Similarly, click the green folder icon beside the To box to select the newer version for comparison. You can compare files from various locations, including local drives, network folders, and even web addresses.
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Specify Comparison Options: In the left pane, customize your comparison by selecting specific elements to analyze. Options include formulas, macros, cell formatting, and more. You can also choose Select All to compare every aspect.
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Execute Comparison: Click OK to initiate the comparison process. If a workbook is password-protected, you’ll be prompted to enter the password.
Interpreting the Comparison Results
The comparison results are displayed in a two-pane grid. The left pane shows the “Compare” (older) file, while the right pane displays the “To” (newer) file. A detailed pane below the grids highlights the specific differences. Color-coding indicates the type of change, for example, green highlights changes in entered values.
A legend in the lower-left pane explains the meaning of each color. You can navigate between multiple worksheets using the forward and back buttons on the horizontal scroll bar. Hidden worksheets are also included in the comparison.
Leveraging Excel’s Inquire Add-in
Beyond Spreadsheet Compare, Excel 2013 and later versions offer the Inquire add-in. This add-in provides deeper analysis capabilities, including identifying cell relationships, workbook connections, and cleaning excess formatting. To activate the Inquire add-in, you might need to enable it in Excel’s Options.
Conclusion
Comparing Excel sheets for similarities and differences becomes significantly easier with the dedicated tools provided by Microsoft. Spreadsheet Compare allows for efficient and accurate comparisons, highlighting variations in values, formulas, and formatting. For more in-depth analysis, the Inquire add-in offers further functionalities to explore workbook relationships and streamline data management.
