Filter duplicate records

Author: Oscar Cronquist Article last updated on January 11, 2019

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:

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

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.

Filter records based on formula

Press with mouse on black arrow on cell F2
Enable only value TRUE
Press with left mouse button on OK button

Get the Excel file

Find-duplicate-recordsv2.xlsx

Table category

How to use an Excel Table name in Data Validation Lists and Conditional Formatting formulas
This article demonstrates different ways to reference an Excel defined Table in a drop-down list and Conditional Formatting. There are […]

Extract unique distinct values from a filtered Excel defined Table [UDF and Formula]
This article demonstrates two formulas that extract distinct values from a filtered Excel Table, one formula for Excel 365 subscribers […]

Count unique distinct values in a filtered Excel defined Table
This article demonstrates a formula that counts unique distinct values filtered from an Excel defined Table. Debra Dalgleish described in […]

Populate drop down list with filtered Excel Table values
This article demonstrates how to populate a drop down list with filtered values from an Excel defined Table. The animated […]

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 […]

Highlight duplicates in a filtered Excel Table
The image above demonstrates a conditional formatting formula applied to an Excel Table containing random data. The Excel Table has […]

Hide specific columns programmatically
This article describes a macro that hides specific columns automatically based on values in two given cells. I am also […]

How to copy Excel tables programmatically
The image above demonstrates a macro linked to a button. Press with left mouse button on the button and the […]

Copy Excel Table filter criteria programmatically
I will in this article demonstrate a macro that copies criteria from one Excel Table and applies them to another […]

Filter an Excel defined Table programmatically [VBA]
In this tutorial, I am going to demonstrate how to filter an Excel define Table through a VBA macro. How it […]

Perform thousands of conditions to a data set
This article explains how to filter a data set based on extremely many conditions in an Excel defined Table, in […]

Extract unique distinct values based on a filtered Excel defined Table
This blog post demonstrates how to filter unique distinct values from an Excel table dynamically. When you change or add […]

Create monthly time sheet using a Pivot Table
Today I am going to demonstrate how amazing pivot tables are! Take a look at this time sheet. You can […]

How to sort a data set using three different approaches, built-in tools, array formulas, and VBA
I will in this article demonstrate three different techniques to sort a data set in Excel. The first method sorts […]

How to use the Scroll Bar
This article demonstrates how to insert and use a scroll bar (Form Control) in Excel. It allows the user to […]

How to use Excel Tables
An Excel table allows you to easily sort, filter and sum values in a data set where values are related.

Search two related tables [VBA]
This article demonstrates a macro that automatically applies a filter to an Excel defined Table based on the result from […]

How to filter using OR logic between columns [Formula]
The filter feature in Excel won't allow you to do OR logic between columns, however, you can if you allow […]

Find smallest and largest unique number
This article explains how to calculate the largest and smallest number based on a condition which is if the number […]

Functions in this article

COUNTIFS

More than 1300 Excel formulas

How to use Excel Tables

Create an Excel Table

Excel categories

Home page

Latest updated articles.

Excel Functions

More than 300 Excel functions with detailed information including syntax, arguments, return values, and examples for most of the functions used in Excel formulas.

Excel Formulas

More than 1300 formulas organized in subcategories.

Excel Tables

Excel Tables simplifies your work with data, adding or removing data, filtering, totals, sorting, enhance readability using cell formatting, cell references, formulas, and more.

Advanced Filter

Allows you to filter data based on selected value , a given text, or other criteria. It also lets you filter existing data or move filtered values to a new location.

Data Validation

Lets you control what a user can type into a cell. It allows you to specifiy conditions and show a custom message if entered data is not valid.

Drop Down List

Lets the user work more efficiently by showing a list that the user can select a value from. This lets you control what is shown in the list and is faster than typing into a cell.

Named Ranges

Lets you name one or more cells, this makes it easier to find cells using the Name box, read and understand formulas containing names instead of cell references.

Excel Solver

The Excel Solver is a free add-in that uses objective cells, constraints based on formulas on a worksheet to perform what-if analysis and other decision problems like permutations and combinations.

Charts

An Excel feature that lets you visualize data in a graph.

Conditonal Formatting

Format cells or cell values based a condition or criteria, there a multiple built-in Conditional Formatting tools you can use or use a custom-made conditional formatting formula.

Pivot Tables

Lets you quickly summarize vast amounts of data in a very user-friendly way. This powerful Excel feature lets you then analyze, organize and categorize important data efficiently.

VBA

VBA stands for Visual Basic for Applications and is a computer programming language developed by Microsoft, it allows you to automate time-consuming tasks and create custom functions.

Macros

A program or subroutine built in VBA that anyone can create. Use the macro-recorder to quickly create your own VBA macros.

UDFs

UDF stands for User Defined Functions and is custom built functions anyone can create.

4 Responses to “Filter duplicate records”

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
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
Sangam says:

July 27, 2012 at 11:19 pm

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

Reply
Wilfredo says:

August 22, 2022 at 9:27 pm

Hola

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

Gracias

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