Excel Tutorials - Finding & Removing the Duplicate Values
- 1. Excel Tutorials USEFUL TRICKS: FINDING AND GETTING RID OF DUPLICATE VALUES IN EXCEL MS EXCEL FOR MAC (VERSION 2016) Merve Nur Tas, Eng.
- 2. Notes 2 u The working principle of the tricks is the same for the Windows version of Excel. However, menu tabs and ribbon placements might differ between the two. u You will realize repetition throughout the slides, that is intentional; it is designed like that for you to be able to focus on the part you need. u For some useful links and resources, visit the last slide.
- 3. Finding Duplicate Values in Excel 3 What you want to do: Finding all the duplicate values in your data, review them and optionally delete them. u The solution: There is not a formula for this, directly from the home tab you can find all the duplicates in your data. From that point, you can delete them manually or follow the steps on the 5th slide to remove them all at once. u Continue to the following slides for screenshots and explanations.
- 4. Finding Duplicate Values in Excel 4 There is an easy, five-step method to find and highlight all the duplicate values in your data. Here is how: 1. Select your data range 2. Go to Home tab, Click “Conditional Formatting” 3. Select “Highlight Cells Rules” 4. Select “Duplicate Values” 5. Click “Ok” on the popup window. – After this step all the duplicate cells in the range will be selected. And that’s it! Go to slide 6 for explanation! Caution! This method will highlight all of the duplicated cells, meaning that if one value is written two times, both of them will be highlighted.
- 5. Removing Duplicate Values in Excel 5 Once you find the duplicate values in your data, you can start deleting one by one manually, or all at once by using the “Data” tab in excel. 1. Select your data range 2. Go to Data tab 3. Click ”Remove Duplicates” 4. Click “Ok” on the popup window. And that’s it! Go to slide 14 for pictures! Attention! Remember that after deleting the duplicates, they will be gone forever. If you want to keep the duplicated values, copy them to another sheet first.
- 6. FINDING DUPLICATE VALUES -1 6 Alright, let’s see what we have here. We have a list of names, and if you look carefully, you can see that some of these names are written more than once. For example, cell A2 and cell A13; they both read “Lyle Milani”. However, since we have more than 100 entities, it would be really hard to check the whole list manually to see if there are any more repetitions. Instead, we will implement our 5-step method: 1. Select your data range 2. Go to Home tab, Click “Conditional Formatting” 3. Select “Highlight Cells Rules” 4. Select “Duplicate Values” 5. Click “Ok” on the popup window.
- 7. FINDING DUPLICATE VALUES -2 7 After selecting our data range, we go to “Home” tab and click “Conditional formatting”. Then from the drop down menu, we click: Highlight Cells Rules -> Duplicate Values and a popup window opens. 1 2
- 8. FINDING DUPLICATE VALUES -3 8 On the popup window, just click “ok” and all the duplicate values in your data will be highlighted with red color. If you prefer, you can adjust the settings to change the color and the style of the highlight, but it is not necessary. 3
- 9. FINDING DUPLICATE VALUES -4 9 We clicked ”ok” on the popup window and as you can see, all the duplicate values are highlighted in red. Ø If a name is written two times, both of them will be highlighted. Ø If a name is written to three times, all three of them will be highlighted. And so on. 4
- 10. REMOVING DUPLICATE VALUES – Manually 10 After highlighting the duplicates, you can delete them manually one by one. Ø If a name is written two times and you delete one of them, since the remaining one will be unique, it will not be highlighted anymore. Ø If you keep deleting the highlighted cells until no cell left highlighted, it means that now every cell’s value is unique. Caution! Remember that, once you have removed the duplicate values, there is no turning back. So if you want to store which names were written more than once, do it before.
- 11. FILTERING AND STORING DUPLICATE VALUES 11 Remember that, once you have removed the duplicate values, there is no turning back. So if we want to store them, we should first copy them to another sheet. For this, go to “Sort & Filter” on the home tab then click “Filter”. Or just click “Filter” on the home tab.
- 12. FILTERING AND STORING DUPLICATE VALUES 12 Since now all the duplicate cells are highlighted in red (excel calls this cell color rose); to select the duplicate values, we will filter the red colored cells. For this, choose: By color -> Cell color -> Rose (or whatever the color your highlighted cells are). This will filter all the highlighted cells, thus the duplicated cells.
- 13. FILTERING AND STORING DUPLICATE VALUES 13 Now that they are filtered, you can copy them anywhere you want.
- 14. REMOVING DUPLICATE VALUES – Automatically 14 To automatically delete all the duplicates, Go to “Data” tab and click “Remove Duplicates”. This will remove all the duplicate values in your data and the alert window below will appear: And that’s it!
- 15. Resources and Useful Links 15 u https://support.office.com/en-us/article/find-and-remove-duplicates- 00e35bea-b46a-4d5d-b28e-66a552dc138d u MS Excel for Mac: u https://products.office.com/en-us/mac/microsoft-office-for-mac u Microsoft Tutorials: u https://support.office.com/en-us/article/excel-2016-for-mac-help- 2010f16b-aec0-4da7-b381-9cc1b9b47745