Comparing two Excel spreadsheets manually can be a tedious and error-prone process, especially with large datasets. Fortunately, Microsoft offers a powerful tool called Spreadsheet Compare to simplify this task. This guide provides a step-by-step approach on how to leverage this tool effectively.
Using Spreadsheet Compare for Efficient Comparison
Spreadsheet Compare allows you to identify differences between two Excel workbooks quickly and accurately. It highlights changes in cell values, formulas, formatting, and even macros. This tool is particularly useful for tracking revisions, identifying errors, and ensuring data consistency.
Step-by-Step Guide to Comparing Excel Sheets
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Open Spreadsheet Compare: Launch the application from your Microsoft Office suite. Note that Spreadsheet Compare is available with Office Professional Plus 2013, Office Professional Plus 2016, Office Professional Plus 2019, or Microsoft 365 Apps for enterprise.
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Select Comparison Options: In the lower-left pane of Spreadsheet Compare, choose the specific elements you want to compare. You can select individual options like formulas, cell formatting, or macros. Alternatively, select “Select All” to compare every aspect of the two workbooks.
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Initiate the Comparison: On the “Home” tab, click “Compare Files.”
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Choose the Files to Compare: In the “Compare Files” dialog box, browse to select the older version of your workbook in the “Compare” row. You can select files from your computer, network, or even enter a web address. In the “To” row, browse and select the newer version you want to compare against. You can compare files with the same name as long as they are saved in different folders.
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Run the Comparison: Click “OK” to start the comparison process. If a workbook is password protected, you’ll be prompted to enter the password.
Understanding the Comparison Results
Spreadsheet Compare presents the results in a two-pane grid. The left pane displays the “Compare” file (older version), and the right pane displays the “To” file (newer version). Differences are highlighted with color-coded cells and a detailed list of changes is shown in a pane below the grids. A legend in the lower-left pane explains the meaning of each color. For instance, cells with new values will have a green fill. If cells are too narrow, click “Resize Cells to Fit” for better visibility.
Working with Comparison Results
You can export the comparison results to an Excel file, copy them to the clipboard for pasting into other applications like Microsoft Word, or view the worksheet differences with original formatting. These options are available on the “Home” tab.
Beyond Content Comparison: Auditing and VBA Code
Spreadsheet Compare is valuable for audit trails, allowing you to track changes in critical workbooks over time. It also enables comparison of VBA (Visual Basic for Applications) code, displaying differences side-by-side for easy analysis.
Conclusion
Spreadsheet Compare offers a robust solution for efficiently comparing Excel sheets, enabling users to identify and analyze differences with ease. Its versatile features make it an indispensable tool for various tasks, from simple data verification to complex audit trails. Leveraging this tool can significantly improve accuracy and save valuable time in managing and analyzing Excel data.
