## 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))

*criteria_range1,criteria1, criteria_range2, criteria2...*)

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.

Extract shared values between two columns

Question: How can I compare two columns to find values that exists in both cell ranges? The picture above shows [โฆ]

Filter common values from three separate columns

Array formula in B15: =INDEX($B$3:$B$12, MATCH(0, COUNTIF($B$14:B14, $B$3:$B$12)+IF(((COUNTIF($D$3:$D$11, $B$3:$B$12)>0)+(COUNTIF($F$3:$F$12, $B$3:$B$12)>0))=2, 0, 1), 0)) Copy cell B15 and paste it to [โฆ]

What values are missing in List 1 that exists i List 2?

Question: How to filter out data from List 1 that is missing in list 2? Answer: This formula is useful [โฆ]

Sean asks: How would you figure out an unique list where the sum of in one column doesn't match the [โฆ]

Remove common records between two data sets

This article demonstrates how to filter records occurring in only one out of two Excel defined tables. It also shows [โฆ]

Filter shared records from two tables

I will in this blog post demonstrate a formula that extracts common records (shared records) from two data sets in [โฆ]

Unique distinct records sorted based on count or frequency

Sara asks: How can you use large with multiple criteria?? Example looking for top 5 of a list based on [โฆ]

Compare two lists of data: Highlight common records

In this blog post I will demonstrate a conditional formatting formula that will highlight common records in two lists. The [โฆ]

Compare tables: Highlight records not in both tables

The image above demonstrates a conditional formatting formula that highlights records that only exist in one table. There are two [โฆ]

### Leave a Reply

### How to comment

**How to add a formula to your comment**

<code>Insert your formula here.</code>

**Convert less than and larger than signs**

Use html character entities instead of less than and larger than signs.

< becomes < and > becomes >

**How to add VBA code to your comment**

[vb 1="vbnet" language=","]

Put your VBA code here.

[/vb]

**How to add a picture to your comment:**

Upload picture to postimage.org or imgur

Paste image link to your comment.

**Contact Oscar**

You can contact me through this contact form