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 you an array formula that extracts records not shared by both data sets.
What's on this page
Let me demonstrate how to extract non-common records from two tables.
The formulas in this post contain the COUNTIFS function and were introduced in Excel 2007.
The first example shows you how to hide common rows in a table.
The second example describes how to compare two tables and extract not common rows/records using an array formula.
Example 1 - Excel defined tables
Sheet 1 and sheet 2 contains random data. As you can see, row 1 and 3 are common records between the two tables.
Sheet1
Sheet2
Count records using COUNTIFS function
- Select cell D2 in sheet1.
- Type
=COUNTIFS(Sheet2!$A$2:$A$4, A2, Sheet2!$B$2:$B$4, B2, Sheet2!$C$2:$C$4, C2)
in cell D2.
- Press Enter
The formula is instantly copied to all table cells in column D. The countifs function counts common records from two tables. Row 2 in sheet1 is found once in sheet 2 and so on.
Hide common rowsÂ
- Press with mouse on black arrow
- Deselect 1.
- Press with left mouse button on OK.
Common records are removed.
Repeat steps in Count records using COUNTIFS function and Hide common rows with sheet2.
Example 2 - Extract records using an array formula
This example describes how to compare two tables and extract not common rows/records using an array formula.
Sheet1
Sheet2
Compare sheet
Array formula in cell A2:
This array formula may look complicated but it is not. It contains two different formulas. If the first formula returns an error, the second formula is calculated. The first formula extracts not common rows from the first table. The second formula extracts not common rows from the second table.
You can add a second IFERROR() function to the formula to remove #num errors.
How to create an array formula
- Copy (Ctrl + c) and paste (Ctrl + v) array formula into formula bar.
- Press and hold Ctrl + Shift.
- Press Enter once.
- Release all keys.
Explaining formula
This formula is the first formula. It extracts not common rows from the first table. The second formula is exactly the same but cell references are pointing to the second table.
Step 1 - Identify common records
COUNTIFS(criteria_range1,criteria1, criteria_range2, criteria2...)
Counts the number of cells specified by a given set of conditions or criteria
COUNTIFS(Sheet1!$A$2:$A$4, Sheet2!$A$2:$A$4, Sheet1!$B$2:$B$4, Sheet2!$B$2:$B$4, Sheet1!$C$2:$C$4, Sheet2!$C$2:$C$4)=0
becomes
COUNTIFS({"Martin";"Laura";"Margeret"}, {"Martin";"Ben";"Margeret"}, {"Anchorage";"New York";"London"}, {"Anchorage";"Los Angeles";"London"}, {26;28;25}, {26;28;25})=0
becomes
{1;0;1}=0 and returns {FALSE; TRUE; FALSE}
Step 2 - Convert array into row numbers
IF(COUNTIFS(Sheet1!$A$2:$A$4, Sheet2!$A$2:$A$4, Sheet1!$B$2:$B$4, Sheet2!$B$2:$B$4, Sheet1!$C$2:$C$4, Sheet2!$C$2:$C$4)=0, MATCH(ROW($A$2:$A$4), ROW($A$2:$A$4)), "")
becomes
IF({FALSE; TRUE; FALSE}, MATCH(ROW($A$2:$A$4), ROW($A$2:$A$4)), "")
becomes
IF({FALSE; TRUE; FALSE}, MATCH({2;3;4}, {2;3;4}), "")
becomes
IF({FALSE; TRUE; FALSE}, {1;2;3}), "")
and returns
{"";2;""}
Step 3 - Return the k-th smallest number
SMALL(array,k)Â returns the k-th smallest number in this data set.
SMALL(IF(COUNTIFS(Sheet1!$A$2:$A$4, Sheet2!$A$2:$A$4, Sheet1!$B$2:$B$4, Sheet2!$B$2:$B$4, Sheet1!$C$2:$C$4, Sheet2!$C$2:$C$4)=0, MATCH(ROW($A$2:$A$4), ROW($A$2:$A$4)), ""), ROW(A1))
becomes
SMALL({"";2;""}, ROW(A1))
becomes
SMALL({"";2;""}, 1)
and returns 2.
Step 4 - Return a value of the cell at the intersection of a particular row and column
INDEX(array,row_num,[column_num])
Returns a value or reference of the cell at the intersection of a particular row and column, in a given range
INDEX(Sheet1!$A$2:$C$4, SMALL(IF(COUNTIFS(Sheet1!$A$2:$A$4, Sheet2!$A$2:$A$4, Sheet1!$B$2:$B$4, Sheet2!$B$2:$B$4, Sheet1!$C$2:$C$4, Sheet2!$C$2:$C$4)=0, MATCH(ROW($A$2:$A$4), ROW($A$2:$A$4)), ""), ROW(A1)), COLUMN(A1))
becomes
INDEX(Sheet1!$A$2:$C$4, 2, COLUMN(A1))
becomes
INDEX(Sheet1!$A$2:$C$4, 2, 1)
becomes
INDEX({"Martin", "Anchorage",26;"Laura", "New York", 28;"Margeret", "London", 25}, 2, 1)
and returns "Laura" in cell A2.
Compare two tables using a condition
There are two tables on this sheet. The array formula extracts common records in the two tables using a condition. There can be numerous occasions where this can be useful, for example comparing values on the same year or maybe year and month. The picture below shows common names in region Asia.
Array formula in cell B14:
How to enter an array formula
- Select cell B14
- Paste formula to formula bar
- Press and hold CTRL + SHIFT
- Press ENTER
There are now curly brackets surrounding the formula in the formula bar.
Defined tables
This example demonstrates how to filter not common values in region Asia using defined tables. I converted the two tables to excel defined tables.
Formula in cell D3:
=COUNTIFS(Table2[[Region ]],B3,Table2[Name],C3)>0
Formula in cell H3:
=COUNTIFS(Table1[Region],F3,Table1[Name],G3)>0
Filter values
- Press with left mouse button on black arrow near header "Common"
- Deselect True
- Press with left mouse button on Ok
- Press with left mouse button on
- Press with left mouse button on black arrow near header "Region"
- Deselect all values except "Asia"
- Press with left mouse button on OK
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7 Responses to “Remove common records between two data sets”
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This is really quality info. Thanks Oscar!!
Julián Fernández,
Thank you for commenting!
Really its super. Thank you !!
Example 1 was more helpful and easy way to identify common and uncommon records... This was really helpful. Thanks a lot !
krishna and Chamundeswari,
Thank you for commenting!
HI Oscar, I have almost similar data but in one sheet, seperate with some blank rows, i am trying to extract unique row by comparing both tables but not getting the answer.
Moreover, might possible both table wouldn't have same range, shall thi affect the formula...? TIA
Here is th formula I am trying..
=IFERROR(IFERR0R(INDEX($A$2:$B$7, SMALL(IF(COUNTIFS($A$2:$A$7, $A$11:$A$16, $B$2:$B$7, $B$11:$B$16)=0, MATCH(ROW($A$19:$A$26), ROW($A$19:$A$26)), ""), ROW(A18)), COLUMN(A18)), INDEX($A$11:$B$16, SMALL(IF(COUNTIFS($A$11:$A$16,$A$2:$A$7, $B$11:$B$16,$B$2:$B$7)=0, MATCH(ROW($A$19:$A$26),ROW($A$19:$A$26)), ""), ROW(A18)-SUM(--(COUNTIFS($A$2:$A$7,$A$11:$A$16, $B$2:$B$7,$B$11:$B$16)=0))), COLUMN(A18))), "")
KK,
The following article explains how to extract unique distinct records from two tables:
https://www.get-digital-help.com/2018/06/11/extract-unique-distinct-records-from-two-data-sets/