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 tables in this example: List 1 and List 2.
If you are looking for a conditional formatting formula that highlights records shared by both tables: Compare tables: Highlight common records. There is also an article that demonstrates how to filter records not in both tables.
The conditional formatting formula does not work with cell references outside the current sheet so we need to rely on named ranges for this to work.
Create named ranges
- 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
Highlight records existing in only one list
How to apply conditional formatting formula:
Sheet: List 1
- Select cells A2:C11 (Sheet: List 1)
- Press with left mouse button on "Home" tab
- Press with left mouse button on "Conditional Formatting" button
- Press with left mouse button on "New Rule.."
- Press with left mouse button on "Use a formula to determine which cells to format"
- Type =COUNTIFS(Year, $A2, Asset, $B2, Cost, $C2)=0 in "Format values where this formula is TRUE" window.
(The formula displayed in the image above is not used in this article) - Press with left mouse button on "Format.." button
- Press with left mouse button on "Fill" tab
- Select a color for highlighting cells.
- Press with left mouse button on "Ok"
- Press with left mouse button on "Ok"
- Press with left mouse button on "Ok"
Sheet: List 2
- Select cells A2:C13 (Sheet: List 2)
- Press with left mouse button on "Home" tab
- Press with left mouse button on "Conditional Formatting" button
- Press with left mouse button on "New Rule.."
- Press with left mouse button on "Use a formula to determine which cells to format"
- Type =COUNTIFS(Year1, $A2, Asset1, $B2, Cost1, $C2)=0 in "Format values where this formula is TRUE" window.
(The formula displayed in the image above is not used in this article) - Press with left mouse button on "Format.." button
- Press with left mouse button on "Fill" tab
- Select a color for highlighting cells.
- Press with left mouse button on "Ok"
- Press with left mouse button on "Ok"
- Press with left mouse button on "Ok"
Highlight records existing in only one list, excel 2003
The COUNTIFS function was introduced in Excel 2007 and if you have an earlier version you need another formula shown below. The COUNTIF functions returns arrays that are multiplied, the SUMPRODUCT function then adds the numbers and returns a total.
Sheet: List 1
Conditional formatting formula:
Sheet: List 2
Conditional formatting formula:
Sheet: List 1
Sheet: List 2
Cf compare category
Today I am going to show you how to quickly compare two tables using Conditional Formatting (CF). I am going […]
A conditional formatting formula highlights values in column B that also exist in column D. =COUNTIF($D$3:$D$7,B3) The same thing happens […]
In this blog post I will demonstrate a conditional formatting formula that will highlight common records in two lists. The […]
This article demonstrates a conditional formatting formula that will highlight the differences between two columns. The image above shows two […]
The picture above shows two lists. How do I highlight values in List 1 that are not in List 2? […]
Records category
This article demonstrates how to filter records occurring in only one out of two Excel defined tables. It also shows […]
I will in this blog post demonstrate a formula that extracts common records (shared records) from two data sets in […]
This article demonstrates how to sort a table based on count meaning the formula counts each record and returns a […]
In this blog post I will demonstrate a conditional formatting formula that will highlight common records in two lists. The […]
This article describes how to highlight duplicate records arranged into a column each, if you are looking for records entered […]
In this example we are going to use two lists with identical columns, shown in the image above. It is […]
The picture above shows you conditional formatting formula that highlights matching records based on criteria in row 3 and 4. […]
Your boss wants you to sort the company's products by a new criterion, quality. You receive a list from your […]
Functions in this article
More than 600 Excel formulas
Conditional Formatting categories
Excel categories
2 Responses to “Compare tables: Highlight records not in both tables”
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.
[…] Compare two lists of data: Highlight records existing in only one list in excel […]
[…] Compare two lists of data: Highlight records existing in only one list […]