Compare tables: Highlight records not in both tables
Author: Oscar Cronquist Article last updated on January 09, 2019
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, $C2)=0 in "Format values where this formula is TRUE" window.
(The formula displayed in the image above is not used in this article) - Press with left mouse button on "Format.." button
- Press with left mouse button on "Fill" tab
- Select a color for highlighting cells.
- Press with left mouse button on "Ok"
- Press with left mouse button on "Ok"
- Press with left mouse button on "Ok"
Highlight records existing in only one list, excel 2003
The COUNTIFS function was introduced in Excel 2007 and if you have an earlier version you need another formula shown below. The COUNTIF functions returns arrays that are multiplied, the SUMPRODUCT function then adds the numbers and returns a total.
Sheet: List 1
Conditional formatting formula:
=SUMPRODUCT(COUNTIF($A2, Year)*COUNTIF($B2, Asset)*COUNTIF($C2, Cost))=0
Sheet: List 2
Conditional formatting formula:
=SUMPRODUCT(COUNTIF($A2, Year1)*COUNTIF($B2, Asset1)*COUNTIF($C2, Cost1))=0
Sheet: List 1
Sheet: List 2
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