How to compare two columns in Excel for matches and differences

Comparing columns in Excel is something that we all do once in a while. Microsoft Excel offers a number of options to compare and match data, but most of them focus on searching in one column. In this tutorial, we will explore several techniques to compare two columns in Excel and find matches and differences between them.

How to compare 2 columns in Excel row-by-row

When you do data analysis in Excel, one of the most frequent tasks is comparing data in each individual row. This task can be done by using the IF function, as demonstrated in the following examples.

Example 1. Compare two columns for matches or differences in the same row

To compare two columns in Excel row-by-row, write a usual IF formula that compares the first two cells. Enter the formula in some other column in the same row, and then copy it down to other cells by dragging the fill handle (a small square in the bottom-right corner of the selected cell). As you do this, the cursor changes to the plus sign:

Copy the formula down to other cells to compare two columns in Excel

Formula for matches

To find cells within the same row having the same content, A2 and B2 in this example, the formula is as follows:

=IF(A2=B2,"Match","")

Formula for differences

To find cells in the same row with different content, simply replace "=" with the non-equality sign:

=IF(A2<>B2,"No match","")

Matches and differences

And of course, nothing prevents you from finding both matches and differences with a single formula:

=IF(A2=B2,"Match","No match")

Or

=IF(A2<>B2,"No match","Match")

The result may look similar to this:
A formula to compare 2 columns for matches and differences in each row

As you see, the formula handles numbers, dates, times and text strings equally well.

Example 2. Compare two lists for case-sensitive matches in the same row

As you have probably noticed, the formulas from the previous example ignore case when comparing text values, as in row 10 in the screenshot above. If you want to find case-sensitive matches between 2 columns in each row, then use the EXACT function:

=IF(EXACT(A2, B2), "Match", "")
Comparing two lists for case-sensitive matches in the same row

To find case-sensitive differences in the same row, enter the corresponding text ("Unique" in this example) in the 3rd argument of the IF function, e.g.:

=IF(EXACT(A2, B2), "Match", "Unique")

Compare multiple columns for matches in the same row

In your Excel worksheets, multiple columns can be compared based on the following criteria:

  • Find rows with the same values in all columns (Example 1)
  • Find rows with the same values in any 2 columns (Example 2)

Example 1. Find matches in all cells within the same row

If your table has three or more columns and you want to find rows that have the same values in all cells, an IF formula with an AND statement will work a treat:

=IF(AND(A2=B2, A2=C2), "Full match", "")
Finding rows that have the same values in all columns

If your table has a lot of columns, a more elegant solution would be using the COUNTIF function:

=IF(COUNTIF($A2:$E2, $A2)=5, "Full match", "")

Where 5 is the number of columns you are comparing.

Example 2. Find matches in any two cells in the same row

If you are looking for a way to compare columns for any two or more cells with the same values within the same row, use an IF formula with an OR statement:

=IF(OR(A2=B2, B2=C2, A2=C2), "Match", "")
Finding matches in any two cells in the same row

In case there are many columns to compare, your OR statement may grow too big in size. In this case, a better solution would be adding up several COUNTIF functions. The first COUNTIF counts how many columns have the same value as in the 1st column, the second COUNTIF counts how many of the remaining columns are equal to the 2nd column, and so on. If the count is 0, the formula returns "Unique", "Match" otherwise. For example:

=IF(COUNTIF(B2:D2,A2)+COUNTIF(C2:D2,B2)+(C2=D2)=0,"Unique","Match")
Compare several columns and find matches in any two cells in the same row.

How to compare two columns in Excel for matches and differences

Suppose you have 2 lists of data in Excel, and you want to find all values (numbers, dates or text strings) which are in column A but not in column B.

For this, you can embed the COUNTIF($B:$B, $A2)=0 function in IF's logical test and check if it returns zero (no match is found) or any other number (at least 1 match is found).

For instance, the following IF/COUNTIF formula searches across the entire column B for the value in cell A2. If no match is found, the formula returns "No match in B", an empty string otherwise:

=IF(COUNTIF($B:$B, $A2)=0, "No match in B", "")
Compare two columns in Excel for matches

Tip. If your table has a fixed number of rows, you can specify a certain range (e.g. $B2:$B10) rather than the entire column ($B:$B) for the formula to work faster on large data sets.

The same result can be achieved by using an IF formula with the embedded ISERROR and MATCH functions:

=IF(ISERROR(MATCH($A2,$B$2:$B$10,0)),"No match in B","")

Or, by using the following array formula (remember to press Ctrl + Shift + Enter to enter it correctly):

=IF(SUM(--($B$2:$B$10=$A2))=0, " No match in B", "")

If you want a single formula to identify both matches (duplicates) and differences (unique values), put some text for matches in the empty double quotes ("") in any of the above formulas. For example:

=IF(COUNTIF($B:$B, $A2)=0, "No match in B", "Match in B")

How to compare two lists in Excel and pull matching data

Sometimes you may need not only match two columns in two different tables, but also pull matching entries from the second table. Microsoft Excel provides a special function for such purposes - the VLOOKUP function. As an alternative, you can use more powerful and versatile INDEX & MATCH formulas.

For example, the following formula compares the product names in columns D and A and if a match is found, a corresponding sales figure is pulled from column B. If no match is found, the #N/A error is returned.

=INDEX($B$2:$B$6,MATCH($D2,$A$2:$A$6,0))
Comparing two lists in Excel and pulling matching data

For the detailed explanation of the formula's syntax and more formula examples, please check out the following tutorial: INDEX & MATCH in Excel - a better alternative to VLOOKUP.

If you don't feel very comfortable with this formula, then you may want to try the Merge Tables wizard - a fast and intuitive solution that can compare and match 2 tables by any column(s).

Compare two lists and highlight matches and differences

When you compare columns in Excel, you may want to "visualize" the items that are present in one column but missing in the other. You can shade such cells in any color of your choosing by using the Excel Conditional Formatting feature and the following examples demonstrate the detailed steps.

Example 1. Highlight matches and differences in each row

To compare two columns and Excel and highlight cells in column A that have identical entries in column B in the same row, do the following:

  • Select the cells you want to highlight (you can select cells within one column or in several columns if you want to highlight entire rows).
  • Click Conditional formatting > New Rule… > Use a formula to determine which cells to format.
  • Create a rule with a simple formula like =$B2=$A2 (assuming that row 2 is the first row with data, not including the column header). Please double check that you use a relative row reference (without the $ sign) like in the formula above.

A conditional formatting rule to highlight matches in each row

To highlight differences between column A and B, create a rule with the formula =$B2<>$A2
A conditional formatting rule to highlight differences in each row

If you are new to Excel conditional formatting, please see How to create a formula-based conditional formatting rule for step-by-step instructions.

Example 2. Highlight unique entries in each list

Whenever you are comparing two lists in Excel, there are 3 item types that you can highlight:

  • Items that are only in the 1st list (unique)
  • Items that are only in the 2nd list (unique)
  • Items that are in both lists (duplicates) - demonstrated in the next example.

This example demonstrates how to highlight items that are in one list only.

Supposing your List 1 is in column A (A2:A6) and List 2 in column C (C2:C5). You create the conditional formatting rules with the following formulas:

Highlight unique values in List 1 (column A): =COUNTIF($C$2:$C$5, $A2)=0

Highlight unique values in List 2 (column C): =COUNTIF($A$2:$A$6, $C2)=0

And get the following result:
Comparing 2 lists and highlighting unique entries in each list

Example 3. Highlight matches (duplicates) between 2 columns

If you closely followed the previous example, you won't have difficulties adjusting the COUNTIF formulas so that they find the matches rather than differences. All you have to do is to set the count greater than zero:
Highlighting matches between 2 columns

Highlight matches in List 1 (column A): =COUNTIF($C$2:$C$5, $A2)>0

Highlight matches in List 2 (column C): =COUNTIF($A$2:$A$6, $C2)>0

Example 4. Built-in rule to compare 2 lists and highlight duplicates or uniques

If you are one of those power users who mostly rely on functions and formulas, you may have missed this amazingly simple way to compare two columns in Excel :)

  • Select two lists you want to compare. If they include different numbers of cells or are located in non-adjacent columns, select the first list, press and hold the Ctrl key, and then select the second list.
  • On the Home tab, go to Conditional Formatting > Highlight Cells Rules > Duplicate Values.
  • Select either Duplicate or Unique from the left-hand side drop-down list, and choose the desired format from the right-hand side drop-down. If you are not happy with any of the predefined formats, click Custom format… and set the Font or Fill color to your liking.
  • Click OK and you are done!

Built-in rule to compare 2 lists and highlight duplicate or unique values

Highlight row differences and matches in multiple columns

When comparing values in several columns row-by-row, the quickest way to highlight matches is creating a conditional formatting rule, and the fastest way to shade differences is embracing the Go To Special feature, as demonstrated in the following examples.

Example 1. Compare multiple columns and highlight row matches

To highlight rows that have identical values in all columns, create a conditional formatting rule based on one of the following formulas:

=AND($A2=$B2, $A2=$C2)

or

=COUNTIF($A2:$C2, $A2)=3

Where A2, B2 and C2 are the top-most cells and 3 is the number of columns to compare.

Highlighting rows that have the same values in several columns

Of course, neither AND nor COUNTIF formula is limited to comparing only 3 columns, you can use similar formulas to highlight rows with the same values in 4, 5, 6 or more columns.

Example 2. Compare multiple columns and highlight row differences

To quickly highlight cells with different values in each individual row, you can use Excel's Go To Special feature.

  1. Select the range of cells you want to compare. In this example, I've selected cells A2 to C8.

    Select the range of cells you want to compare.

    By default, the top-most cell of the selected range is the active cell, and the cells from the other selected columns in the same row will be compared to that cell. As you can see in the screenshot above, the active cell is white while all other cells of the selected range are highlighted. In this example, the active cell is A2, so the comparison column is column A.

    To change the comparison column, use either the Tab key to navigate through selected cells from left to right, or the Enter key to move from top to bottom.

    Tip. To select non-adjacent columns, select the first column, press and hold Ctrl, and then select the other columns. The active cell will be in the last column (or in the last block of adjacent columns). To change the comparison column, use the Tab or Enter key as described above.
  2. On the Home tab, go to Editing group, and click Find & Select > Go To Special… Then select Row differences and click the OK button.
    Select Row differences and click the OK button.
  3. The cells whose values are different from the comparison cell in each row are highlighted.If you want to shade the highlighted cells in some color, simply click the Fill Color icon on the ribbon and select the color of your choosing.
    To shade the highlighted cells in some color, click the Fill Color icon on the ribbon.

How to compare two cells in Excel

In fact, comparing 2 cells is a particular case of comparing two columns in Excel row-by-row except that you don't have to copy the formulas down to other cells in the column.

For example, to compare cells A1 and C1, you can use the following formulas:

For matches: =IF(A1=C1, "Match", "")

For differences: =IF(A1<>C1, "Difference", "")

To learn a few other ways to compare cells in Excel, please see How to compare strings in Excel.

For more powerful data analysis, you may need more sophisticated formulas and you can find a few good ideas in the following tutorials:

Formula-free way to compare two columns / lists in Excel

Now that you know Excel offerings for comparing and matching columns, let me demonstrate you an alternative solution that can compare 2 lists with a different number of columns for duplicates (matches) and unique values (differences).

Ablebits Duplicate Remover for Excel can search for identical and unique entries within one table as well as compare two tables residing on the same sheet or in 2 different worksheets / workbooks.

For the purpose of this article, we will be focusing on the second feature, which is called Compare Two Tables and is specially designed for comparing two lists by any column(s) that you specify. The comparison of two data sets by several columns is a real challenge both for Excel formulas and conditional formatting, but this tool handles it with ease.

Compare 2 lists by several columns in 6 quick steps

Supposing you have 2 tables of data and you want to find duplicate rows based on 3 columns - Date, Item and Sales:
Two tables to be compared by 3 pairs of columns

Step 1. Assuming that you have the Duplicate Remover for Excel installed, select any cell within the 1st table, and click the Compare Two Tables button on the ribbon to start the wizard. This button resides on the Ablebits Data tab, in the Dedupe group.
Click the Compare Two Tables button to start the wizard.

Step 2. The wizard picks the entire table and suggests to create a backup copy of the original table, just in case. So, simply make sure your 1st table is selected correctly and click Next.
Make sure the first table is selected correctly and click Next.

Step 3. Select the 2nd table by using the standard Select range icon Select range icon. If both tables reside in the same workbook and have similar column names, there's a great chance that the second list will be fetched automatically as well.
Select the second table to be compared to the first one.

Step 4. Select whether to search for matches or differences:

  • Duplicate values - look for matches, i.e. items that exist in both tables.
  • Unique values - look for differences, i.e. items that are in Table 1 but not in Table 2.

In this example, we select Duplicate values and click Next.
Select whether to search for matches or differences.

Step 5. This is the key step where you select the column pairs you want to compare in 2 tables. In this example, we are comparing 3 columns - Date, Item and Sales.

For the wizard to find the matching columns automatically, click the Auto Detect button in the upper-right corner. If the columns have different names in both tables, you might need to select the right column manually by clicking the little black arrow next to the Table 2 column on the right-hand side:
Select the pairs of columns to be compared in 2 tables.

Step 6. In the final step, you choose how to deal with the found items and click Finish.

The following two options deliver the results comparable to Excel formulas and conditional formatting that we've discussed earlier in this tutorial:

  • Add a status column - adds a new column with "Duplicate" or "Unique", like Excel IF formulas do.
  • Highlight - shades duplicate or unique rows like an Excel conditional formatting rule.

In addition, you can choose to delete the duplicate entries, move or copy to another worksheet, or just select the found items.

In this example, I've decided to highlight duplicates in the following color:
Choose how to deal with the found duplicate items.

And got the following result in a moment:
Duplicate rows are highlighted.

If we chose Add a status column in the previous step, the result would look as follows:

Duplicate rows are marked.

This is how you compare columns in Excel for duplicates and uniques. If you are interested to try this tool, you are welcome to download a fully functional trial version. And if you like it, we will happily offer you the 15% off coupon code that we've created especially for our blog readers: AB14-BlogSpo. It works both for the Duplicate Remover tool purchased as a separate product and as part of Ultimate Suite for Excel.

If you want to have a closer look at the formulas discussed in this tutorial, feel free to download the Compare Excel Lists workbook. Thank you for reading and see you next week!

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265 Responses to "How to compare two columns in Excel for matches and differences"

  1. abbas says:

    Hello I have a situation where i have column A with part number and column B which captures status if "quote recd" or "no quote".
    the quotes are valid for 7 days. if i receive the same part number request on the 10th day i want to highlight that part number to check the status column and highlight if we have ever received quote for that part number.
    i want to use conditional formatting to highlight that part number if anywhere in Column B it finds "quote recd".

    • Doug says:

      Abbas:
      Where are the dates stored? Wherever they are you can follow the same procedure to highlight them as outlined below.
      If you want to highlight the B cell if it contains "Quote Recd" then select the cells that you want to highlight, go to Conditional Formatting, select the "Cells Equal To:", type Quote Recd" in the field and choose the formatting color of your choice. Click Save and then OK. Your cells should be filled with the formatting of your choice.

  2. prasad says:

    I am a beginner in VBA. i need to compare the values in co11 of row1, row2, row3 so on till the end of the file. if r1c1 = r2c1 then i want to add the values in r1f1 and r2f1, if not equals go to next row. if the value in b1 of row1, row2 and row3 are equal then i wish to add the value of col f in all the rows.
    please guide me Ms svet

    • Doug says:

      Prasad:
      Assisting users with VBA questions is beyond the scope of this blog. There are many other sites that can help you. Google "Beginner VBA Help" and you will find them.

  3. J-Law says:

    when excel worksheets have been programmed using these conditions, can we found back the corresponding vba code associated?

    • Doug says:

      J-Law:
      In the Developers Tab there is a tool to View Code. When you select it the modules are available. There you can select the module and you'll see the code.
      If you don't have the Developers tab active, in 2016 you can see how to open it and how to use the tools in Excel by entering: "Display the relationships between formulas and cells" in the Tell me what you want to do box and click the help option.
      Then you'll see the article which addresses your question.

  4. Nazer says:

    I have two sets of data. Guest by country and I need to copy the same to different sheet.

  5. Ajita Rai says:

    hello I have a situation where column A contain the staff no. and column B,C,D and E contain Normal hrs.,OT1,OT2, public holiday/sunday hrs.
    Now the situation is that I have to cope the B,C,D and E on the same column according to column A (staff no.).

  6. Sam says:

    Hi, I want to compare two lists using excel, but I am not sure how to make it work.

    For example,
    List 1 contain Apple1234, OrangeXYZ, Banana098, 512Pineapple.
    List 2 contain MN_Orange, 3462Apple, 534Pineapple, 786Banana.

    I want to arrange List 2 to be same as List 1 based on the fruits, which method should I use?

  7. David says:

    I have two excel files that have very similar data. I have been using conditional formatting to compare one file to another and to highlight the differences. The issue I am having is that the first column which has the unique value that aligns the rows changes at time. Is there a way to use vlookup to align the rows to then compare for differences so I can highlight the differences?

  8. Ashish Waman Dupare says:

    I have Excel file. Where there were 3 column
    1 date
    2 credit
    3 multiple debit
    and I have to reconcile credit debit column and find out difference..
    Please help

  9. Jejemole says:

    How to verify if the names in col A have a match in col B using one, or two words contains or any idea how can be done. Thank you

    COLUMN A COLUMN B
    ANGEL MARIE DIZON ANGEL MARIE E DIZON
    OSCAR LUCAS MARK LUCAS MARK OSCAR
    JULIE LIM MAN AREVALO
    REYNOLD B WILLIAMS JULIE ANN LIM
    JEN MARIE YU REYNOLD WILLIAMS
    MAN AREVALO B JEN YU
    STARK JOHNSON ARCH MAY TAN
    ARCH TAN JOHNSON STARK

    • Doug says:

      Jejemole:
      I think the only way Excel can be used to help you with this is to use the Fuzzy Logic add-in from Microsoft.
      If you Google MS Fuzzy Logic you'll see the address. The description and instructions are there, too.

  10. Cairy Chong says:

    Article Price in Price in Price in Price in
    Code Location A Location B Location C Location D
    --------------------------------------------------------------------
    GWC-20100 43.94
    HED-20102 53.55
    AFC-201108 80.02 80.02
    QRH-201202 87.07 87.07
    DJS-201209 63.09 63.09 63.09
    HTC-201210 74.17 74.17
    PIL-201301 71.66 71.66 71.66
    YPC-201305 70.57 70.57
    RPT-P8157 51.96 51.96 51.96
    POL-P9142 36.49

    May I know for the above conditions, what are the formula that can be used to cross check whether or not if the article code is having the same price in different location?

    Your advise is highly appreciated.

  11. Cairy Chong says:

    Prices in different location as below :

    Article Code - Location A - Location B - Location C - Location D
    --------------------------------------------------------------------
    GWC-20100 -------- 0 ----------- 0 -------- 43.94 -------- 0 --------
    HED-20102 ---------0 --------- 53.55 ---------0 ---------- 0 --------
    AFC-201108 --------0 --------- 88.02 ------ 80.02 -------- 0 --------
    QRH-201202 --------0 --------- 87.07 -------- 0 -------- 87.07 ------
    DJS-201209 ----- 63.09 --------- 0 -------- 63.09 ------ 63.09 ------
    HTC-201210 ----- 74.17 ------- 74.17 -------- 0 ---------- 0 --------
    PIL-201301 ----- 71.66 ------- 71.66 ------ 71.66 -------- 0 --------
    YPC-201305 ----- 70.57 --------- 0 -------- 70.57 -------- 0 --------
    RPT-P8157 ------ 51.96 --------- 0 -------- 51.96 ------ 51.96 ------
    POL-P9142 -------- 0 ----------- 0 ---------- 0 -------- 36.49 ------

    May I know for the above conditions, what are the formula that can be used to cross check whether or not if the article code is having the same price in different location?

    Your advise is highly appreciated.

  12. Vinod says:

    How to give a different mark to Blank cell
    =IF(H38645=I38645,"Match","Null")

    AA AA
    CC CC
    TT AA
    TT
    TT GT

  13. Chase says:

    I have a list of items and all have distinct names. I need to compare the items with a list of known partial matches and have the result be the partial match. For example:

    Distinct list:
    F-daniel-01
    R-rose-20
    C-daniel-03
    T-bob-35
    A-kevin-36

    Partial match list:
    daniel
    rose
    bob
    kevin

    Result:
    F-daniel-01 | daniel
    R-rose-20 | rose
    C-daniel-03 | daniel
    T-bob-35 | bob
    A-kevin-36 | kevin

    Any advise would be great

  14. paul mckay says:

    Hello. I have a problem. I have been given a spreadsheet of students expected and actual grades in different subjects.

    I need to format the data so that if the expected grade is higher than the actual grade both turn red. if the actual grade is higher than the expected grade they both turn green and if both grades are the same they turn yellow.

  15. Sanja says:

    Hi I am trying to compare twho list and use the formula =countif() but when I write the formula it gives an error that says "there is a problem in formula Not trying to type a formula? ..."
    And it does not accept the formula unless I delete = from the formula and if I delete it does not highlight the data. How can I fix it?

  16. Jodi says:

    What if I need to mark a duplicate ONLY if the data in two columns is the same as in a different row?

    batch sn
    784666 F00001 S006
    784664 F00001 S005
    784668 F00001 S005
    784668 F00001 S006
    784668 F00001 S006

    Only the bottom row in this sample should be marked as a duplicate....

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