Comparing two Excel spreadsheets for differences can be a tedious task, especially with large datasets. Fortunately, there’s a tool designed specifically for this purpose: Microsoft Spreadsheet Compare. This article will guide you through using Spreadsheet Compare to efficiently identify discrepancies between two Excel files.
How to Use Spreadsheet Compare in Excel
Spreadsheet Compare, available in Office Professional Plus or Microsoft 365 Apps for enterprise, simplifies the process of comparing two Excel workbooks. Here’s a step-by-step guide:
Launching Spreadsheet Compare
- Start Menu: Search for “Spreadsheet Compare” in the Windows Start Menu and launch the application. A similar tool for Access databases, Microsoft Database Compare, is also available with the same Office versions.
Comparing Two Workbooks
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Compare Files: In Spreadsheet Compare, click “Home” and then select “Compare Files.”
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Select Files: Browse and select the two Excel files you want to compare using the folder icons next to the “Compare” and “To” boxes. You can even compare files with the same name if they’re located in different folders or even online.
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Comparison Options: Select the specific elements you want to compare, such as formulas, macros, cell formatting, or simply choose “Select All” for a comprehensive comparison.
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Initiate Comparison: Click “OK” to begin the comparison process. If a workbook is password-protected, you’ll be prompted to enter the password.
Understanding the Results
The comparison results are displayed in a two-pane grid, with the older version on the left and the newer version on the right. Differences are highlighted with color-coded cells and a detailed legend explaining the color codes is provided.
For instance, green highlights indicate changes in entered values, while blue-green signifies changes in calculated values. Even hidden worksheets are included in the comparison. If cell contents are not fully visible, use the “Resize Cells to Fit” option. Navigating through multiple worksheets is facilitated by forward and back buttons.
Exploring Excel’s Inquire Add-in
Beyond Spreadsheet Compare, Excel offers the Inquire add-in, accessible via the “Inquire” tab (if enabled). This add-in provides tools for workbook analysis, identifying cell relationships, and cleaning up excess formatting. The “Compare Files” command within the Inquire tab also launches Spreadsheet Compare. More information on enabling and utilizing the Inquire add-in can be found in Microsoft’s documentation.
Conclusion: Streamlining Spreadsheet Comparison
Microsoft Spreadsheet Compare offers a user-friendly and efficient way to compare two Excel spreadsheets. By highlighting differences in values, formulas, and formatting, it allows for quick identification of discrepancies and potential errors. Coupled with the Inquire add-in, Excel provides a robust suite of tools for managing and analyzing spreadsheets. For organizations dealing with critical spreadsheets, exploring Microsoft’s advanced spreadsheet and database management tools for enhanced control and risk mitigation is recommended.
