How to highlight duplicate values
Table of Contents
1. How to highlight duplicate values
The picture above shows duplicate values in column B, only the second or more duplicates are colored and easily identified.
To sort all duplicates to the bottom of the list for removal, creating a unique distinct list. See this blog post
How to create a unique list using conditional formatting in excel 2007
To color duplicate cells I use conditional formatting in excel. The conditional formatting formula in B3:B11:
1.1 Explaining CF formula
Step 1 - Expanding cell reference
The first argument in the COUNTIF function expands as the CF moves to cells below, this makes it easy to spot duplicate values as their count is 2 or larger.
Cell | First argument |
B3 | $B3:$B$3 |
B4 | $B4:$B$3 |
B5 | $B5:$B$3 |
Step 2 - Absolute cell reference
The second argument changes to the current cell.
Cell | Second argument |
B3 | B3 |
B4 | B4 |
B5 | B5 |
Step 3 - Count current value in expanding cell range
COUNTIF($B3:$B$3, B3)
becomes
COUNTIF("VV", "VV")
and returns 1
Cell | COUNTIF | Evaluates to | Result |
B3 | COUNTIF($B3:$B$3, B3) | COUNTIF("VV", "VV") | 1 |
B4 | COUNTIF($B4:$B$3, B4) | COUNTIF({"VV","AA"}, "AA") | 1 |
B5 | COUNTIF($B5:$B$3, B5) | COUNTIF({"VV","AA","DD"}, "DD") | 1 |
Step 4 - Check if value is larger than 1
COUNTIF($B3:$B$3, B3)>1
becomes
1>1
and returns FALSE. Cell B3 is not highlighted.
1.2 How to highlight duplicate values occurring the second time or more using conditional formatting in Excel
- Select the range (B3:B10)
- Press with left mouse button on the "Home" tab on the ribbon
- Press with left mouse button on "Conditional formatting"
- Press with left mouse button on "New rule..."
- Press with left mouse button on "Use a formula to determine which cells to format"
- Press with left mouse button on "Format values where this formula is true" window.
- Type COUNTIF($B3:$B$3, $B3)>1
- Press with left mouse button on "Format" button
- Go to tab "Fill"
- Pick a color
- Press with left mouse button on OK button
- Press with left mouse button on OK button again to return to Excel
1.3 Get Excel example file
highlight-duplicates-using-conditional-formatting.xls
(Excel 97-2003 Workbook *.xls)
2. Highlight the smallest duplicate number
Question: How do I highlight the smallest duplicate value in a column using conditional formatting?
Answer:
Conditional formatting formula in A2:
2.1 How to apply conditional formatting
- Select cell range
- Go to "Home" tab
- Press with left mouse button on Conditional formatting
- Press with left mouse button on "New Rule.."
- Press with left mouse button on "Use a formula to determine what cells to format"
- Copy the above conditional formatting formula to "Format values where this formula is true:"
- Press with left mouse button on Format button
- Select a formatting you like.
- Press with left mouse button on OK
- Press with left mouse button on OK
2.2 Explaining CF formula in cell A2
Step 1 - Identify duplicates
The COUNTIF function counts values based on a condition or criteria.
COUNTIF($A$2:$A$11, $A$2:$A$11)>1
becomes
COUNTIF({6;4;6;12;18;12;10;3;11;8}, {6;4;6;12;18;12;10;3;11;8})>1
becomes
{2;1;2;2;1;2;1;1;1;1}>1
and returns
{TRUE; FALSE; TRUE; TRUE; FALSE; TRUE; FALSE; FALSE; FALSE; FALSE}.
Step 2 - Extract duplicate numbers
The IF function uses a logical expression in order to determine which argument to return.
IF(COUNTIF($A$2:$A$11, $A$2:$A$11)>1, $A$2:$A$11, "")
becomes
IF({TRUE; FALSE; TRUE; TRUE; FALSE; TRUE; FALSE; FALSE; FALSE; FALSE}, $A$2:$A$11, "")
becomes
IF({TRUE; FALSE; TRUE; TRUE; FALSE; TRUE; FALSE; FALSE; FALSE; FALSE}, {6;4;6;12;18;12;10;3;11;8}, "")
and returns
{6;"";6;12;"";12;"";"";"";""}.
Step 3 - Identify the smallest number in array
The MIN function extracts the minimum value in a cell range or array.
MIN(IF(COUNTIF($A$2:$A$11, $A$2:$A$11)>1, $A$2:$A$11, ""))
becomes
MIN({6;"";6;12;"";12;"";"";"";""})
and returns 6.
Step 4 - Compare smallest number to current cell
MIN(IF(COUNTIF($A$2:$A$11, $A$2:$A$11)>1, $A$2:$A$11, ""))=A2
becomes
6=A2
becomes
6=6
and returns TRUE. Cell A2 is highlighted.
Get Excel *.xls file
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