In this article I will demonstrate a technique to filter duplicate records. The picture below shows you a data set in columns B to E. Next step is to create an Excel defined table.

Press with left mouse button on a cell in the table, go to tab "Insert" on the ribbon. Press with left mouse button on "Insert Table" button. The following dialog box appears.

Press with left mouse button on OK button.

Type Duplicate in cell F2 and then use the following formula in cell F3:

How the formula works in cell F13

Step 1 - Understand how relative and absolute cell references work

The formula uses absolute and relative cell references. In cell G3 the formula is:

=COUNTIFS($B$3:B3, B3, $C$3:C3, C3, $D$3:D3, D3, $E$3:E3, E3)>1

In cell G13 the formula has changed to:

=COUNTIFS($B$3:B13, B13, $C$3:C13, C13, $D$3:D13, D13, $E$3:E13, E13)>1

The cell ranges expand as the formula is copied to cells below. This lets you count the current record in above records.

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Step 2 - Find duplicates

COUNTIFS($B$3:B13, B13, $C$3:C13, C13, $D$3:D13, D13, $E$3:E13, E13)>1

becomes

COUNTIFS({"Sample0"; "Sample0"; "Sample1"; "Sample0"; "Sample0"; "Sample1"; "Sample1"; "Sample0"; "Sample1"; "Sample1"; "Sample1"}, B13, {"B"; "B"; "A"; "A"; "B"; "B"; "B"; "A"; "A"; "A"; "A"}, C13, {11; 11; 11; 10; 10; 10; 11; 11; 10; 11; 11}, D13, {"AA111";"AA110";"AA111";"AA111";"AA110";"AA111";"AA111";"AA110";"AA110";"AA110";"AA111"}, E13)>1

becomes

=IF(COUNTIFS({"Sample0"; "Sample0"; "Sample1"; "Sample0"; "Sample0"; "Sample1"; "Sample1"; "Sample0"; "Sample1"; "Sample1"; "Sample1"}, "Sample1", {"B"; "B"; "A"; "A"; "B"; "B"; "B"; "A"; "A"; "A"; "A"}, "A", {11; 11; 11; 10; 10; 10; 11; 11; 10; 11; 11}, 11, {"AA111";"AA110";"AA111";"AA111";"AA110";"AA111";"AA111";"AA110";"AA110";"AA110";"AA111"}, "AA111")>1, "Duplicate", "")

becomes

=2>1

and returns TRUE in cell G13

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How to use the COUNTIFS function
Checks multiple conditions against the same number of cell ranges and counts how many times all criteria are met.

Filter records based on formula

1. Press with mouse on black arrow on cell F2
2. Enable only value TRUE
   
3. Press with left mouse button on OK button

Get the Excel file

Find-duplicate-recordsv2.xlsx

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4 Responses to “Filter duplicate records”

1. Shaz says:

   March 3, 2011 at 6:37 pm

   How do I get the sheet names in a file to becomes the row description in a summary file.
   Thxs

   Reply
2. Oscar says:

   March 5, 2011 at 11:08 pm

   Shaz,

   Here is an user defined function:

   VBA code:

   Function List_sheets()
   
   Dim i As Integer
   Dim temp() As String
   ReDim temp(1 To Application.Sheets.Count)
   
   For i = 1 To Application.Sheets.Count
     temp(i) = Worksheets(i).name
   Next i
   
   List_sheets = temp
   
   End Function
   

   Where to put the code

   Press Alt-F11 to open visual basic editor
   Press with left mouse button on Module on the Insert menu
   Copy and paste the code above
   Exit visual basic editor

   How to use user defined function

   Example,

   Select cell A1
   Type =List_sheets() in formula bar and then press CTRL + SHIFT + ENTER
   Copy cell A1 and paste it to the right

   Reply
3. Sangam says:

   July 27, 2012 at 11:19 pm

   Its working...! really good solution
   Thanks,
   Sangam R

   Reply
4. Wilfredo says:

   August 22, 2022 at 9:27 pm

   Hola

   como puedo hacer una consulta , el formulario de contacto no funciona

   Gracias

   Reply

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