Mar
9

How to highlight duplicate cells and rows in Excel

In this tutorial, you will learn how to show duplicates in Excel. We are going to have a close look at different methods to shade duplicate cells, entire rows, or consecutive dupes using conditional formatting. Also, you will see how to highlight duplicates with different colors using a specialized tool.

Last week, we explored different ways to identify duplicates in Excel. Undoubtedly, the duplicate formulas are very useful, but highlighting duplicate entries with a defined color could make data analysis even easier.

The fastest way to find and highlight duplicates in Excel is using conditional formatting. The biggest advantage of this method is that it not only shows you the existing dupes, but detects and colors new duplicates as you input, edit or overwrite your data.

Further on in this tutorial, you will find a number of ways to highlight duplicate records depending on your specific task. These techniques work in all versions of Excel 2016, Excel 2013, Excel 2010 and lower.

How to highlight duplicates in Excel using the built-in rule (with 1st occurrences)

For starters, in all Excel versions, there is a predefined rule for highlighting duplicate cells. To use this rule in your worksheets, perform the following steps:

  1. Select the data you want to check for duplicates. This can be a column, a row or a range of cells.
  2. On the Home tab, in the Styles group, click Conditional Formatting > Highlight Cells Rules > Duplicate Values…
    Using Excel's built-in rule to highlight duplicates
  3. The Duplicate Values dialog window will open with the Light Red Fill and Dark Red Text format selected by default. To apply the default format, simply click OK.

Apart from the red fill and text formatting, a handful of other predefined formats are available in the dropdown list.  To highlight duplicates using some other color, click Custom Format… (the last item in the drop-down) and select the fill and/or font color of your liking.
Highlighting duplicates with the default Light Red Fill and Dark Red Text format

Tip. To highlight unique values, select Unique in the left-hand box.

Using the inbuilt rule, you can highlight duplicates in one column or in several columns as shown in the following screenshot:
The built-in rule can highlight duplicates in one column or in several columns.

Note. When applying the built-in duplicate rule to two or more columns, Excel does not compare the values in those columns, it simply highlights all duplicate instances. If you want to find and highlight matches and differences between 2 columns, you will find a few examples in the following tutorial: How to compare two columns in Excel.

When using Excel's inbuilt rule for highlighting duplicate values, please keep in mind the following two things:

  • It works only for individual cells. To highlight duplicate rows, you would need to create your own rules either based on values in a specific column or by comparing values in several columns.
  • It shades duplicate cells including their first occurrences. To highlight all duplicates except for first instances, create a conditional formatting rule based on this formula.

How to highlight duplicates without 1st occurrences

To highlight 2nd and all subsequent duplicate occurrences, select the cells you want to color, and create a formula-based rule in this way:

  1. On the Home tab, in the Styles group, click Conditional Formatting > New rule > Use a formula to determine which cells to format.
  2. In the Format values where this formula is true box, enter a formula similar to this:
    =COUNTIF($A$2:$A2,$A2)>1

    Where A2 is the top-most cell of the selected range.

  3. Click the Format… button and select the fill and/or font color you want.
  4. Finally, click OK to save and apply the rule.

Highlight duplicates in Excel except for first instances.

If you don't have much experience with Excel conditional formatting, you will find the detailed steps to create a formula-based rule in the following tutorial: Excel conditional formatting based on another cell value.

As the result, the duplicate cells excluding first instances will get highlighted with the color of your choosing:
All duplicate cells except for first instances are highlighted.

How to show 3rd, 4th and all subsequent duplicate records

To view duplicates beginning with the Nth occurrence, create a conditional formatting rule based on the formula like in the previous example, with the only difference that you replace >1 at the end of the formula with the required number. For example:

To highlight 3rd and all subsequent duplicate instances, create a conditional formatting rule based on this formula:

=COUNTIF($A$2:$A2,$A2)>=3

To highlight 4th and all subsequent duplicate records, use this formula:

=COUNTIF($A$2:$A2,$A2)>=4

To highlight only specific occurrences, use the equal to operator (=). For example, to highlight only 2nd instances, you would go with this formula:

=COUNTIF($A$2:$A2,$A2)=2

How to highlight duplicates in a range (multiple columns)

When you want to check for duplicates over multiple columns, not by comparing the columns to each other, but find all instances of the same item in all the columns, use one of the following solutions.

Highlight duplicates in multiple columns including 1st occurrences

If the first instance of an item that appears in the data set more than once is deemed a duplicate, the easiest way to go is use Excel's built-in rule for duplicates.

Or, create a conditional formatting rule with this formula:

COUNTIF(range, top_cell)>1

For example, to highlight duplicates in the range A2:C8, the formula goes as follows:

=COUNTIF($A$2:$C$8, A2)>1

Please notice the use of absolute cell references for the range ($A$2:$C$8), and relative references for the top cell (A2).
A rule to highlight duplicates in multiple columns including 1st occurrences

Highlight duplicates in multiple columns without 1st occurrences

The solution for this scenario is a lot trickier, no wonder Excel has no built-in rule for it :)

To highlight duplicate entries in several columns ignoring the 1st occurrences, you will have to create 2 rules with the following formulas:

Rule 1. Applies to the first column

Here you use exactly the same formula as we used to highlight duplicates without 1st occurrences in one column (the detailed steps can be found here).

In this example, we are creating a rule for A2:A8 with this formula:

=COUNTIF($A$2:$A2,$A2)>1

As the result, the duplicate items without 1st occurrences are highlighted in the left-most column of the range (there is only one such item in our case):
Rule 1 for highlighting duplicates without 1st occurrences in multiple columns

Rule 2. Applies to all subsequent columns

To highlight duplicates in the remaining columns (B2:C8), use this formula:

=COUNTIF(A$2:$A$8,B2)+COUNTIF(B$2:B2,B2)>1

In the above formula, the first COUNTIF function counts the occurrences of a given item in the first column, and the second COUNTIF does the same for all subsequent columns. And then, you add up those numbers and check if the sum is greater than 1.

As the result, all duplicated items excluding their 1st occurrences are found and highlighted:
Highlighting duplicates without 1st occurrences in multiple columns

Highlight duplicates in all columns with a single rule

Another possible solution is to add an empty column to the left of your dataset, and combine the above formulas into a single formula like this:

=IF(COLUMNS($B2:B2)>1,COUNTIF(A$2:$B$8,B2),0)+COUNTIF(B$2:B2,B2)>1

Where B2 is the top cell with data in the 2nd column of the target range.
Another possible solution to highlight duplicates without 1st occurrences in multiple columns

To better understand the formula, let's break it down into 2 main parts:

  • For the first column (B), the IF condition is never met, so only the second COUNTIF function is applied, which is the regular formula that we already used to find duplicates without 1st occurrences in one column.
  • For all subsequent columns (C2:D8), the key point is the clever use of absolute and relative references in the two COUNTIF functions. To make things easier to understand, I've copied it to column G, so you can see how the formula changes when applied to other cells:
    Formula to highlight duplicates without 1st occurrences in a range

Because the IF condition is always TRUE for all the columns other than the first one (number of columns is greater than 1), the formula proceeds in this way:

  • Counts the number of occurrences of a given item (D5 in the screenshot above) in all columns to the left of the given column: COUNTIF(B$2:$C$8,D5)
  • Counts the number of a given item's occurrences in the item's column, up to the item's cell: COUNTIF(D$2:D5,D5)
  • Finally, the formula adds the results of both COUNTIF functions. If the total number is greater than 1, i.e. if there is more than one occurrence of the item, the rule is applied and the item is highlighted.

Highlighting entire rows based on duplicate values in one column

If your table contains several columns, you may want to highlight whole rows based on duplicate records in a specific column.

As you already know, Excel's built-in rule for duplicates works only at the cell level. But a custom formula-based rule has no problem with shading rows. The key point is to select the whole rows, and then create a rule with one of the following formulas:

  • To highlight duplicate rows excluding 1st occurrences:
    =COUNTIF($A$2:$A2, $A2)>1
  • To highlight duplicate rows including 1st occurrences:
    =COUNTIF($A$2:$A$15, $A2)>1

Where A2 is the first cell and A15 is the last used cell in the column that you want to check for duplicates. As you see, the clever use of absolute and relative cell references is what makes a difference.
The following screenshot demonstrates both rules in action:
Highlighting entire rows based on duplicate values in the key column

How to highlight duplicate rows in Excel

The previous example has demonstrated how to color entire rows based on duplicate values in a specific column. But what if you want to view rows that have identical values in several columns? Or, how do you highlight absolute duplicate rows, the ones that have completely equal values in all columns?

For this, employ the COUNTIFS function that allows comparing cells by multiple criteria. For example, to highlight duplicate rows that have identical values in columns A and B, use one of the following formulas:

  • To highlight duplicate rows except 1st occurrences:
    =COUNTIFS($A$2:$A2, $A2, $B$2:$B2, $B2)>1
  • To highlight duplicate rows with 1st occurrences:
    =COUNTIFS($A$2:$A$15, $A2, $B$2:$B$15, $B2)>1

The following screenshot demonstrates the result:
Highlight duplicate rows in Excel.

As you understand, the above example is for demonstration purposes only. When highlighting duplicate rows in your real-life sheets, you are naturally not limited to comparing values only in 2 columns, the COUNTIFS function can process up to 127 range/criteria pairs.

Highlighting consecutive duplicate cells in Excel

Sometimes, you may not need to highlight all duplicates in a column but rather show only consecutive duplicate cells, i.e. the ones that are next to each other. To do this, select the cells with data (not including the column header) and create a conditional formatting rule with one of the following formulas:

  • To highlight consecutive duplicates without 1st occurrences:
    =$A1=$A2
  • To highlight consecutive duplicates with 1st occurrences:
    =OR($A1=$A2, $A2=$A3)

The following screenshot demonstrates highlighting consecutive duplicate texts, but these rules will also work for consecutive duplicate numbers and dates:
Highlighting consecutive duplicate cells in Excel

If your Excel sheet may have empty rows and you don't want the consecutive blank cells to get highlighted, make the following improvements to the formulas:

  • To highlight consecutive duplicate cells without 1st occurrences and ignore blank cells:
    =AND($A2<>"", $A1=$A2)
  • To highlight consecutive duplicate cells with 1st occurrences and ignore blank cells:
    =AND($A2<>"", OR($A1=$A2, $A2=$A3))

As you see, it's no big deal to highlight duplicates in Excel using conditional formatting. However, there is even a faster and easier way. To find it out, read the next section of this tutorial.

How to highlight duplicates in Excel with Duplicate Remover

The Duplicate Remover add-in is the all-in-one solution to deal with duplicate records in Excel. It can find, highlight, select, copy or move duplicated cells or entire duplicate rows.

Despite its name, the add-in can quickly highlight duplicates in different colors without deleting them.

The Duplicate Remover adds 3 new features to your Excel Ribbon:

  • Dedupe Table - to immediately find and highlight duplicates in one table.
  • Duplicate Remover - step-by-step wizard with advanced options to identify and highlight duplicates or unique values in 1 table.
  • Compare 2 Tables - find and highlight duplicates by comparing two columns or two separate tables.

After installing the Duplicate Remover, you will find these tools on the Ablebits Data tab in the Dedupe group:
Duplicate Remover for Excel

Highlighting duplicates in Excel in a couple of clicks

For this example, I've created the following table with a few hundred rows. And our aim is to highlight duplicate rows that have equal values in all three columns:
An Excel table where duplicate rows need to be highlighted.

Believe it or not, you can get the desired result with just 2 mouse clicks :)

  1. With any cell in your table selected, click the Dedupe Table button, and the clever add-in will pick up the whole table.
  2. The Dedupe Table dialog window will open with all the columns selected automatically, and the Color duplicates option chosen by default. So, all you have to do is click OK :) Done!
Tip. If you want to detect duplicate rows by one or more columns, uncheck all irrelevant columns and leave only the key column(s) selected.
Quickly highlight duplicate rows in Excel based on selected column(s).

And the result would look similar to this:
Duplicate rows without first occurrences are highlighted.

As you see in the above image, the Dupe Table tool has highlighted duplicate rows without first instances.

If you want to highlight duplicates including first occurrences, or if you want to color unique records rather than dupes, or if you don't like the default red color, then use the Duplicate Remover wizard that has all these features and a lot of more.

Highlight duplicates in Excel using an advanced step-by-step wizard

Compared to the swift Dedupe Table tool, the Duplicate Remover wizard requires a few more clicks, but it makes up for this with a number of additional options. Let me show it to you in action:

  1. Select any cell within your table where you want to highlight duplicates, and click the Duplicate Remover button on the ribbon. The wizard will run and the entire table will get selected.
    The add-in will also suggest creating a backup copy of your table, just in case. If you don't need it, uncheck that box.

    Verify that the table has been selected correctly and click Next.

    Run the Duplicate Remover wizard.

  2. Select one of the following data types that you want to find:
    • Duplicates except 1st occurrences
    • Duplicates with 1st occurrences
    • Unique values
    • Unique values and 1st duplicate occurrences

    For this example, let's find Duplicates + 1st occurrences:
    Finding duplicates with 1st occurrences

  3. Now, select the columns to check for duplicates. Because we want to highlight complete duplicate rows, I've selected all 3 columns.
    Select the columns where you want to check duplicates.

    Additionally, the add-in lets you specify if your table has headers and if you want to skip empty cells. Both options are selected by default.

  4. Finally, choose the action to perform on duplicates. You have a number of options such as selecting, deleting, copying, moving duplicates or adding a status column to identify the dupes.

Since today we are exploring different ways to highlight duplicates in Excel, our choice is obvious :) So, select Fill with color and choose one of the standard theme colors, or click More Colors… and pick any custom RGB or HSL color.
Highlight duplicates in Excel with different colors

Click the Finish button and enjoy the result :)
Duplicate rows are highlighted with the selected color.

This is how you highlight duplicates in Excel using our Duplicate Remover add-in. If you are curious to try this tool on your own worksheets, you are most welcome to download a fully-functional trial version. And your feedback in comments will be greatly appreciated!

And if you are happy with the Duplicate Remover performance, we will gladly provide you, our valued blog visitor, with the exclusive 15% discount. Just use the following coupon code on the order form: AB14-BlogSpo. It is valid for Duplicate Remover as a separate product and as part of Ultimate Suite for Excel.

I thank you for reading and hope to see you on our blog next week!

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22 Responses to "How to highlight duplicate cells and rows in Excel"

  1. zubair says:

    helpfull thank,s you such a great

  2. Sanjay Joshi says:

    Dear Madam,

    I would like to ask that I have data in Column and i do not want user to enter duplicate value in particular column not just typing method but also cant use cut copy paste command.

  3. Ola says:

    How to use conditional formatting to highlight duplicates (either text or number) with different colors

  4. RAVI G says:

    very helpful content, thank you mam, you are doing very excellent job.
    i've a problem, plz help to solve this
    i've a data in 2 different sheets,i want to highlight the repeated text of a column of sheet2 in a column of sheet1.

  5. Bram says:

    The formula's here helped but since I wanted to check for duplicates over multiple columns (without the 1st occurrence), I couldn't do it with your formula.
    Although when I tested with it I changed it from: =COUNTIF($A$2:$A2,$A2)>1 into:
    =COUNTIF($A$2:A2,A2)>1

    And then it was able to check over a wider range than just 1 column.
    This does however give it's own problems since it's not working as well as I want it too.
    It works fine for most cells except when they're diagonal from each other with the first occurrence in the left column being lower than the one in the right column.
    I guess it's easier to show for those that are interested:
    https://docs.google.com/spreadsheets/d/1vskEHr5IJzG56Aqqa8E8NNafclE2h7dyYxNaJ1gG5Tc/

    My final question would be how to have a perfect solution for this, maybe add another conditional formatting rule that would check from the bottom right to the top left. But this rule would have to be embedded in the first rule or else it will overwrite the "skip 1st occurrence". (it might still do that if it's embedded though, I'm not sure)

  6. abdelfattah says:

    THANK YOU

  7. Prasad says:

    Thanks very useful tips

  8. Fiona says:

    Highlighting entire rows based on duplicate values in one column - this was exactly what I was looking for, so useful!

    Is it possible to make each set of duplicates a different colour? I have the duplicates below, can I make the ones ending in 67H a different colour to the ones ending in 90H?

    Computer
    1C108749H
    1F168937H
    1F168967H
    1F168967H
    1F168978H
    1F168990H
    1F168990H

  9. Mark says:

    How do you filter out the last record in a duplicate occurrence?

  10. Mathews says:

    Hi,
    Can someone help me....
    I have two columns Empid and Amount.

    if both the columns Empid and Amount are duplicate I need remove the 1 st occurrence duplicate amount.
    Else
    if Empid is duplicate and Amount is not duplicate then I want to add the amount

    eg
    empid Amount Result
    12 100 100
    12 100
    13 120 250
    13 130

    Thanks in advance
    Mat

    • Bram says:

      Hi Mathews,
      Not sure if you will ever check back here but for your question, I'd use a formula and not a highlight (or any other conditional formatting).
      Imagine your example in Excel, 3 columns, 5 rows.
      The formula in C2 would be something like:
      =IF($A2=$A1,IF($B2=$B1,"delete this row",$A2+$B2),$A2+$B2)

      Now you can just select cell C2 and drag it down.
      Later use a search command and search for all instances of "delete this row" (don't forget to set it to values or else it will just select wherever you used that formula).

      • Bram says:

        Oh, it seems I misread a bit of your question.
        Your example seems wrong which also confused me (f.e. you mentioned deleting the first double duplicate occurrence but in your example you added the amount behind the first row)

        I suggest doing this in 2 parts, first, delete all the rows that you don't want, you could do that with this formula in C2 (and dragging it down):
        =IF(A2=A3,IF(B2=B3,"delete this row",""),"")

        I removed the rest of my example to just link the sheet I made for you: https://docs.google.com/spreadsheets/d/1AfNzwLHdJa4cX6Vu1Tdm6JSC-MiT51o60qGel9OwdVs/

  11. curtis says:

    Hi,
    could someone help me?
    I have a column with dates just dates that are entered in to it. I would like to know what formula to use to color the cells background green if four or more of the same dates appear. Is there a way to do this?

  12. Robin says:

    Hi, I'm trying to use your "highlight all duplicates except the first occurrence" formula.

    However, the formatting is working in reverse. It's formatting all instances except the LAST, not the first.

    I've tried messing around with it, with no luck.

  13. TAPOSH GUHA says:

    USED DUPLICATED VALUE EXCEL SHEET 1 AND SHEET 2 SAME NO.

  14. William says:

    I used your formula: =COUNTIF($A$2:$A2,$A2)>1

    in order to highlight duplicates without 1st occurrences.

    However, for some reason the formula is highlighting the 1st occurrence of the value instead of the second.

    Do you have a solution?

  15. Jphan says:

    Hi,
    When using highlighting duplicate feature or duplicate removing feature on cells with text format, I encounter problem of distinguishing between values in cells with text format. For example, both of these features consider text in cell A2 (0123456)the same as text in cell A7 (123456). Therefore, it will highlight both of them. Is there a way to solve this problem? Thank you.

  16. BAJARANG says:

    Date Time Pick/Drop Trip Sheet
    01.12.17 04:00 DROP 3622SH0400012
    01.12.17 04:00 DROP 3622SH0400011

    06.12.17 23:00 DROP 3627SH0400075
    06.12.17 23:00 DROP 3627SH0400112

    HOW TO FIND THE OUT BY DUPLICATE TIME IN A ROW IN A DAY WITH DIFFERENT TRIPS and vechile

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