Compare tables: Filter records occurring only in one table
In this example we are going to use two lists with identical columns, shown in the image above. It is easy to modify the COUNTIFS function if your columns are not arranged in the same order, see the COUNTIFS explanation below.
Create named ranges
There is really no need for named ranges in this example, although they shorten array formulas considerably. You can skip this step if you want.
- Select A2:A13 on sheet "List 2"
- Type Year in Name Box
- Press Enter
Repeat with remaining ranges:
Sheet: List 2 , Range:B2:B13, Name: Asset
Sheet: List 2 , Range:C2:C13, Name: Cost
Sheet: List 1 , Range:A2:A11, Name: Year1
Sheet: List 1 , Range:B2:B11, Name: Asset1
Sheet: List 1 , Range:C2:C11, Name: Cost1
Filter records existing in only one list
Array formula in cell A4:
To enter an array formula, type the formula in a cell then press and hold CTRL + SHIFT simultaneously, now press Enter once. Release all keys.
The formula bar now shows the formula with a beginning and ending curly bracket telling you that you entered the formula successfully. Don't enter the curly brackets yourself.
Copy cell A4 and paste it to the right as far as needed. Copy cells and paste down as far as needed.
Array formula in cell A14:
Copy cell A4 and paste it to the right as far as needed. Copy cells and paste down as far as needed.
Explaining the array formula in cell A4
Step 1 - Find records existing only in List 1
Let us take a look at the bolded part of the formula.
=INDEX('List 1'!$A$2:$C$11, SMALL(IF(COUNTIFS(Year, Year1, Asset, Asset1, Cost, Cost1)=0, ROW(Year1)-MIN(ROW(Year1))+1), ROW(A1)), COLUMN(A1))
COUNTIFS(Year, Year1, Asset, Asset1, Cost, Cost1)
becomes
COUNTIFS({1997, 1998, 1998, 1999, 2001, 2002, 2002, 2002, 2002, 2003, 2003, 2004},{1997, 1998, 1998, 1999, 2001, 2002, 2002, 2002, 1996, 2002}, {Printer, Press, Copier, Copier, Printer, Copier, Printer, Computer, Lift, Vacuum, Press, Copier},{Printer, Press, Copier, Copier, Printer, Copier, Printer, Computer, Computer, Copier},{2025, 11000, 1575, 1199, 825, 1231, 1788, 17090, 15464, 359, 6900, 799},{2025, 11000, 1575, 1299, 825, 1231, 1788, 17090, 15275, 1577})
and returns this array: {1, 1, 1, 0, 1, 1, 1, 1, 0, 0}
COUNTIFS(Year, Year1, Asset, Asset1, Cost, Cost1)=0
becomes
{1, 1, 1, 0, 1, 1, 1, 1, 0, 0}=0
and returns
{FALSE, FALSE, FALSE, TRUE, FALSE, FALSE, FALSE, FALSE, TRUE, TRUE}
Step 2 - Convert boolean array to row numbers
The IF function has three arguments, the first one must be a logical expression. If the expression evaluates to TRUE then one thing happens (argument 2) and if FALSE another thing happens (argument 3).
IF(COUNTIFS(Year, Year1, Asset, Asset1, Cost, Cost1)=0, ROW(Year1)-MIN(ROW(Year1))+1)
becomes
IF({FALSE, FALSE, FALSE, TRUE, FALSE, FALSE, FALSE, FALSE, TRUE, TRUE}, ROW(Year1)-MIN(ROW(Year1))+1)
becomes
IF({FALSE, FALSE, FALSE, TRUE, FALSE, FALSE, FALSE, FALSE, TRUE, TRUE}, {1, 2, 3, 4, 5, 6, 7, 8, 9, 10})
and returns
{FALSE, FALSE, FALSE, 4, FALSE, FALSE, FALSE, FALSE, 9, 10}
Step 3 - Return the k-th smallest value
To be able to return a new value in a cell each I use the SMALL function to filter column numbers from smallest to largest.
The ROW function keeps track of the numbers based on a relative cell reference. It will change as the formula is copied to the cells below.
SMALL(IF(COUNTIFS(Year, Year1, Asset, Asset1, Cost, Cost1)=0, ROW(Year1)-MIN(ROW(Year1))+1), ROW(A1))
becomes
SMALL({FALSE, FALSE, FALSE, 4, FALSE, FALSE, FALSE, FALSE, 9, 10}, ROW(A1))
becomes
SMALL({FALSE, FALSE, FALSE, 4, FALSE, FALSE, FALSE, FALSE, 9, 10}, 1)
and returns 4.
Step 4 - Return a value of the cell at the intersection of a particular row and column
The INDEX function returns a value based on a cell reference and column/row numbers.
INDEX('List 1'!$A$2:$C$11, SMALL(IF(COUNTIFS(Year, Year1, Asset, Asset1, Cost, Cost1)=0, ROW(Year1)-MIN(ROW(Year1))+1), ROW(A1)), COLUMN(A1))
becomes
=INDEX('List 1'!$A$2:$C$11, 4, COLUMN(A1))
becomes
=INDEX('List 1'!$A$2:$C$11, 4, 1)
and returns 1999.
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