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How To Highlight Duplicate Values In Excel

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The article, How to highlight unique values in Excel, shows two easy ways to apply conditional formatting to unique values or the row that contains a unique value. In this article, we’ll do the same thing with duplicate values. We’ll first review the easy built-in rule that formats duplicate values. Then, we’ll apply a conditional format rule that highlights the entire record.

SEE: 69 Excel tips every user should master (TechRepublic)

I’m using Microsoft 365 on a Windows 10 64-bit system, but you can use an earlier version. You can work with your own data or download the demonstration .xlsx file. The browser supports conditional formatting; however, you can’t use the browser to implement a formula rule.

How to highlight individual values in Excel

Figure A Figure B Figure C

The simple data set shown in Figure A repeats a few values in column D: 1, 2, and 6. They’re easy to discern visually, but that won’t always be the case. Let’s use the built-in rule to highlight them:

Select the values you want to format; in this case that’s D3:D16.

From the dropdown, choose Highlight Cells Rules, and then choose Duplicate Values from the resulting submenu (Figure A).

Choose a preset format from the dropdown to the right (Figure B).

A built-in rule is easy to implement and might be adequate. When it isn’t, you might have to turn to a formulaic rule.

How to highlight rows in Excel

For better or worse, you can’t use a built-in rule to highlight the entire row when column D contains a duplicate value. For that, we’ll need a formula that relies on a COUNTIFS() in the form

Select the data range, B3:E16–you want to highlight the entire row. If you use a Table, Excel will update range as you add and delete records.

Figure D

COUNTIF( range, criteria)

where range identifies the entire data set (record) and criteria specifies the condition, which can be a cell reference, a value, or even an expression. Let’s try that now:

The COUNTIFS() function itself counts the number of times a value occurs in column D. If that value is greater than one, meaning the value occurs more than once, the function returns True and the format is applied. When the count is 1 or less, the function returns False, and nothing happens.

You have two conditional formatting rules to work with now. One is built-in and highlights individual values. The other is a formula and highlights the entire record.

Also see

How To Duplicate A Sheet In Excel

What to Know

This article explains how to copy a sheet in Excel using various methods. Instructions apply to Excel 2019, Excel 2016, Excel 2013, Excel 2010, and Excel for Microsoft 365.

How to Duplicate a Sheet in Excel by Dragging

The most simple and straightforward way to copy a sheet to another location within the workbook is to drag it.

Select the worksheet you want to duplicate.

Press and hold the Ctrl key.

Drag the selected tab and drop it where you want to create a copy.

How to Duplicate a Sheet in Excel From the Worksheet Tab

How to Duplicate a Sheet in Excel From the Ribbon

The Format section of ribbon in Excel provides an additional way to duplicate a worksheet.

How to Copy a Sheet in Excel to a Different Workbook

The methods used to copy a worksheet to another spot in the same workbook also apply when duplicating a sheet to another Excel file, although there are a few additional steps for each method.

How to Copy a Sheet to a Different Workbook by Dragging

Both workbooks must be open and visible in order to copy a sheet from one Excel file to another. The easiest way to do this is to use Microsoft’s split screen options to make the workbooks appear side-by-side on the page.

Open the Excel file containing the worksheet you want to duplicate and the Excel file to which you want to copy the first sheet.

Select the worksheet you want to duplicate.

Press and hold the Ctrl key.

Drag the selected tab and drop it into the second Excel workbook.

How to Copy a Sheet to a Different Workbook From the Worksheet Tab

Send a duplicate sheet to another workbook by making changes in the Move or Copy dialog box.

Select the target file under To Book.

To place a copy into a new workbook, select New Book.

How to Copy a Sheet to a Different Workbook From the Ribbon

Create a duplicate sheet in another workbook by making changes in the Move or Copy dialog box from the Ribbon.

Open the worksheet you want to copy.

Select the target file under To Book.

To place a copy into a new workbook, select New Book.

How to Copy Multiple Sheets at Once in Excel

Duplicating multiple sheets can be accomplished using any of the methods listed, including copying multiple sheets to a different workbook in Excel. The key is to select all of the worksheets you want to make copies of before you begin duplicating them elsewhere.

Select all of the sheets you want to copy.

To select adjacent sheets, select the first sheet tab, press and hold the Shift key, and select on the last tab.

To select non-adjacent sheets, select first sheet tab, press and hold the Ctrl key, and select each additional tab you want to duplicate.

To drag the duplicates to another location, select any of the highlighted tabs, press the Ctrl key and drag the tabs to the desired position.

How to Move a Sheet in Excel

If you do not want to duplicate a worksheet in another location or another Excel file but would rather relocate an Excel worksheet, moving it is very similar to making a copy and you have several options.

Select the tab of the worksheet and simply drag it to the location to which you want to move it.

Select Format on the Home tab, select Move or Copy Sheet and then choose where you want to create duplicates of the worksheet.

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7 Ways To Find And Remove Duplicate Values In Microsoft Excel

Duplicate values in your data can be a big problem! It can lead to substantial errors and over estimate your results.

But finding and removing them from your data is actually quite easy in Excel.

In this tutorial, we are going to look at 7 different methods to locate and remove duplicate values from your data.

Video Tutorial

What Is A Duplicate Value?

Duplicate values happen when the same value or set of values appear in your data.

In the above example, there is a simple set of data with 3 columns for the Make, Model and Year for a list of cars.

The first image highlights all the duplicates based only on the Make of the car.

The second image highlights all the duplicates based on the Make and Model of the car. This results in one less duplicate.

The second image highlights all the duplicates based on all columns in the table. This results in even less values being considered duplicates.

The results from duplicates based on a single column vs the entire table can be very different. You should always be aware which version you want and what Excel is doing.

Find And Remove Duplicate Values With The Remove Duplicates Command

Removing duplicate values in data is a very common task. It’s so common, there’s a dedicated command to do it in the ribbon.

You then need to tell Excel if the data contains column headers in the first row. If this is checked, then the first row of data will be excluded when finding and removing duplicate values.

You can then select which columns to use to determine duplicates. There are also handy Select All and Unselect All buttons above you can use if you’ve got a long list of columns in your data.

This command will alter your data so it’s best to perform the command on a copy of your data to retain the original data intact.

Find And Remove Duplicate Values With Advanced Filters

You can choose to either to Filter the list in place or Copy to another location. Filtering the list in place will hide rows containing any duplicates while copying to another location will create a copy of the data.

Excel will guess the range of data, but you can adjust it in the List range. The Criteria range can be left blank and the Copy to field will need to be filled if the Copy to another location option was chosen.

Check the box for Unique records only.

Press OK and you will eliminate the duplicate values.

Find And Remove Duplicate Values With A Pivot Table

Pivot tables are just for analyzing your data, right?

You can actually use them to remove duplicate data as well!

You won’t actually be removing duplicate values from your data with this method, you will be using a pivot table to display only the unique values from the data set.

First, create a pivot table based on your data. Select a cell inside your data or the entire range of data ➜ go to the Insert tab ➜ select PivotTable ➜ press OK in the Create PivotTable dialog box.

Select the Show in Tabular Form option.

Select the Repeat All Item Labels option.

Pivot tables only list unique values for items in the Rows area, so this pivot table will automatically remove any duplicates in your data.

Find And Remove Duplicate Values With Power Query

Power Query is all about data transformation, so you can be sure it has the ability to find and remove duplicate values.

Remove Duplicates Based On One Or More Columns

With Power Query, you can remove duplicates based on one or more columns in the table.

You need to select which columns to remove duplicates based on. You can hold Ctrl to select multiple columns.

You can also access this command from the Home tab ➜ Remove Rows ➜ Remove Duplicates.

= Table.Distinct(#"Previous Step", {"Make", "Model"})

If you look at the formula that’s created, it is using the Table.Distinct function with the second parameter referencing which columns to use.

Remove Duplicates Based On The Entire Table

To remove duplicates based on the entire table, you could select all the columns in the table then remove duplicates. But there is a faster method that doesn’t require selecting all the columns.

= Table.Distinct(#"Previous Step")

If you look at the formula that’s created, it uses the same Table.Distinct function with no second parameter. Without the second parameter, the function will act on the whole table.

Keep Duplicates Based On A Single Column Or On The Entire Table

In Power Query, there are also commands for keeping duplicates for selected columns or for the entire table.

Follow the same steps as removing duplicates, but use the Keep Rows ➜ Keep Duplicates command instead. This will show you all the data that has a duplicate value.

Find And Remove Duplicate Values Using A Formula

= [@Make] & [@Model] & [@Year]

The above formula will concatenate all three columns into a single column. It uses the ampersand operator to join each column.

= TEXTJOIN("", FALSE , CarList[@[Make]:[Year]])

If you have a long list of columns to combine, you can use the above formula instead. This way you can simply reference all the columns as a single range.

= COUNTIFS(\$E\$3:E3, E3)

Copy the above formula down the column and it will count the number of times the current value appears in the list of values above.

If the count is 1 then it’s the first time the value is appearing in the data and you will keep this in your set of unique values. If the count is 2 or more then the value has already appeared in the data and it is a duplicate value which can be removed.

Now you can filter on the Count column. Filtering on 1 will produce all the unique values and remove any duplicates.

You can then select the visible cells from the resulting filter to copy and paste elsewhere. Use the keyboard shortcut Alt + ; to select only the visible cells.

Find And Remove Duplicate Values With Conditional Formatting

With conditional formatting, there’s a way to highlight duplicate values in your data.

Just like the formula method, you need to add a helper column that combines the data from columns. The conditional formatting doesn’t work with data across rows, so you’ll need this combined column if you want to detect duplicates based on more than one column.

You can select to either highlight Duplicate or Unique values.

You can also choose from a selection of predefined cell formats to highlight the values or create your own custom format.

Select Filter by Color in the menu.

Filter on the color used in the conditional formatting to select duplicate values or filter on No Fill to select unique values.

You can then select just the visible cells with the keyboard shortcut Alt + ;.

Find And Remove Duplicate Values Using VBA

There is a built in command in VBA for removing duplicates within list objects.

Sub RemoveDuplicates() Dim DuplicateValues As Range Set DuplicateValues = ActiveSheet.ListObjects("CarList").Range DuplicateValues.RemoveDuplicates Columns:=Array(1, 2, 3), Header:=xlYes End Sub

The above procedure will remove duplicates from an Excel table named CarList.

Columns:=Array(1, 2, 3)

The above part of the procedure will set which columns to base duplicate detection on. In this case it will be on the entire table since all three columns are listed.

The above part of the procedure tells Excel the first row in our list contains column headings.

You will want to create a copy of your data before running this VBA code, as it can’t be undone after the code runs.

Conclusions

Duplicate values in your data can be a big obstacle to a clean data set.

Thankfully, there are many options in Excel to easily remove those pesky duplicate values.

So, what’s your go to method to remove duplicates?

Hướng Dẫn Highlight Một Nhóm Dữ Liệu Trong Excel

Trong Excel, tô màu cho mọi hàng khác có thể dễ dàng hơn đối với hầu hết chúng ta, nhưng bạn đã bao giờ thử tô màu các hàng xen kẽ dựa trên sự thay đổi giá trị cột chưa. Trong bài viết này, Gitiho sẽ hướng dẫn bạn cách để highlight một nhóm dữ liệu trong Excel

Bạn không thể trực tiếp đánh dấu các hàng xen kẽ dựa trên nhóm, vì vậy bạn cần tạo một helper column sau đó áp dụng chức năng Conditional Formatting để tô màu các hàng đó. Các bạn hãy thao tác theo các bước sau:

Bước 1: Trong ô D1, cùng với hàng của header, bạn hãy nhập số 0.

Bước 2: Và trong ô D2, nhập công thức: =IF(A2=A1,D1,D1+1), sau đó kéo công thức này xuống các ô mà bạn muốn áp dụng:

Trong công thức trên, A1 & A2 là ô đầu tiên và ô thứ hai của cột có giá trị thay đổi, còn D1 là ô mà bạn đã nhập number helper 0.

A2 là ô đầu tiên của cột mà bạn tô màu và D2 là ô đầu tiên của helper column mà bạn đã tạo trong vùng chọn.

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Bước 5: Sau đó nhấp vào nút Format để mở hộp thoại Format Cells và chọn một màu bạn thích trong tab Fill:

Hi vọng thủ thuật nhỏ này sẽ giúp ích cho các bạn trong công việc. Để có thể nâng cao kỹ năng sử dụng Excel, kỹ năng làm báo cáo, Gitiho xin giới thiệu với các bạn khóa học EXG01 – Tuyệt đỉnh Excel – Trở thành bậc thầy Excel trong 16 giờ. Hãy tham gia ngay để nhận được nhiều ưu đãi từ hệ thống. Mọi chi tiết xin liên hệ chúng tôi Hẹn gặp lại các bạn trong những bài viết tiếp theo.

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