Finding similarities between two Excel spreadsheets can be crucial for various tasks, from data analysis to identifying discrepancies. Whether you’re comparing two versions of the same workbook or entirely different files, Microsoft’s Spreadsheet Compare tool offers a powerful solution. This guide outlines how to leverage this feature effectively to pinpoint matching data and potential issues.
Utilizing Spreadsheet Compare for Similarity Analysis
Spreadsheet Compare, available in Office Professional Plus editions and Microsoft 365 Apps for enterprise, allows you to generate detailed reports highlighting differences and similarities within Excel files.
Launching Spreadsheet Compare
To open Spreadsheet Compare:
- Navigate to the Start menu.
- Search for and select Spreadsheet Compare.
Besides Spreadsheet Compare, you’ll also find Microsoft Database Compare, a similar tool for Access databases, requiring the same Office versions.
Comparing Two Excel Workbooks
Follow these steps to compare two Excel workbooks:
- Open Spreadsheet Compare and click Home > Compare Files.
- In the dialog box that appears, click the blue folder icon next to the Compare field. Browse and select the older version of your workbook. You can also enter a web address if your files are stored online.
- Click the green folder icon next to the To field and select the newer version for comparison. Click OK. You can compare files with identical names if they reside in different folders.
- In the left pane, customize your comparison by selecting specific elements like Formulas, Macros, or Cell Format. Alternatively, choose Select All for a comprehensive analysis.
- Click OK to initiate the comparison. If a workbook is password-protected, you’ll be prompted to enter the password.
Interpreting the Comparison Results
The results are presented in a two-pane grid, with the older file on the left and the newer file on the right. A detailed pane below highlights the differences. Color-coding indicates the type of change:
- Each worksheet in one file is compared with its counterpart in the other. Even hidden worksheets are included in the analysis. Navigate through multiple worksheets using the horizontal scroll bar.
- Differences are highlighted with cell fill colors or text font colors. For instance, changed entered values (non-formula cells) are marked with green fill in the grid and green font in the results list.
- A legend in the lower-left pane explains the color codes.
- If cell contents are not fully visible, click Resize Cells to Fit.
Leveraging Excel’s Inquire Add-in
Beyond Spreadsheet Compare, Excel 2013 and later versions offer the Inquire add-in. This add-in enables deeper workbook analysis, revealing cell relationships, and cleaning up excess formatting. Activate the Inquire add-in to access these features. You can also launch Spreadsheet Compare directly from the Inquire tab using the Compare Files command.
Conclusion
Spreadsheet Compare empowers users to efficiently identify both similarities and differences between Excel workbooks. By understanding its features and utilizing the visual cues provided, you can streamline data analysis, troubleshoot errors, and gain valuable insights from your spreadsheets. For advanced management of critical spreadsheets and databases, explore Microsoft’s Audit and Control Management Server and Discovery and Risk Assessment Server. These tools provide robust change management, inventory, and analysis capabilities to minimize risks associated with user-developed Excel and Access files.
