Comparing data in Excel is crucial for identifying discrepancies, tracking changes, and ensuring accuracy. Whether you’re comparing two versions of the same workbook or entirely different files, Excel offers several powerful tools to simplify this process. This guide will walk you through the methods for comparing information in Excel, focusing on Microsoft Spreadsheet Compare and the Inquire add-in.
Utilizing Microsoft Spreadsheet Compare
Spreadsheet Compare, available in Office Professional Plus and Microsoft 365 Apps for enterprise, provides a comprehensive solution for comparing Excel workbooks. It generates detailed reports highlighting differences and potential issues like manually entered totals or broken formulas.
Launching Spreadsheet Compare
- Start Menu: Search for “Spreadsheet Compare” in the Windows Start Menu and select the application.
Comparing Two Workbooks
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Compare Files: In Spreadsheet Compare, navigate to Home > Compare Files.
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Select Files: Browse and select the two Excel files you want to compare using the provided dialog boxes. You can even compare files stored online via a web address.
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Comparison Options: Customize your comparison by selecting specific elements to analyze, such as Formulas, Macros, or Cell Format. Alternatively, choose “Select All” for a comprehensive comparison.
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Initiate Comparison: Click “OK” to start the comparison process. If a file is password-protected, you’ll be prompted to enter the password.
Interpreting Results
Spreadsheet Compare presents the results in a two-pane grid, displaying the compared workbooks side-by-side. Differences are highlighted with color-coded cells and a detailed legend explains the meaning of each color. For instance, green highlights indicate changed entered values.
You can navigate between multiple worksheets using the scroll bar. Hidden worksheets are also included in the comparison. The “Resize Cells to Fit” option helps display content in narrow cells.
Leveraging the Inquire Add-in
Excel 2013 and later versions include the Inquire add-in, offering further analysis capabilities. This add-in provides tools to examine workbook relationships, cell dependencies, and clean up excess formatting.
Activating the Inquire Add-in
If the “Inquire” tab is not visible in Excel, you may need to activate the add-in through Excel’s options.
Conclusion
Excel provides robust tools like Spreadsheet Compare and the Inquire add-in for efficiently comparing information. By understanding these tools, users can easily identify discrepancies, track changes, and maintain data accuracy within their Excel workbooks. For organizations managing critical spreadsheets, consider exploring Microsoft’s spreadsheet and database management tools for enhanced control and risk mitigation.
