Introduction
Dealing with duplicate data in Excel can be a headache. Whether the duplicates were created during data entry or as a result of merging different sources, they can cause inaccuracies, errors, and wasted time. In this article, we’ll take you through a step-by-step guide to delete duplicates in Excel quickly and efficiently, share best practices, highlight common mistakes to avoid, and discuss new features and updates. Let’s get started!
Step-by-Step Guide
Here is a complete guide on how to delete duplicates in Excel:
Step 1: Select the Range of Cells
The first step is to select the range of cells where you want to remove duplicates. You can do this by clicking on the first cell and dragging the cursor to select the range. Alternatively, you can use the keyboard shortcut ‘Ctrl + A’ to select all cells in the worksheet.
Step 2: Click on the Remove Duplicates Option
Once you have selected the range of cells, go to the ‘Data’ tab from the ribbon menu and click on the ‘Remove Duplicates’ option. This will bring up a dialog box.
Step 3: Choose Columns to Check for Duplicates
In the dialog box, Excel will show you all of the columns in the selected range of cells. By default, all of the columns will be selected. You can choose which columns you want Excel to check for duplicates. If you want to select only a few columns, just uncheck the boxes for the ones you don’t want to include.
Step 4: Choose a Method for Removing Duplicates
After selecting the columns to check, you can choose the method Excel should use to delete duplicates. There are two options to choose from:
- ‘Remove Duplicates’ – This option will remove all the duplicates and keep the first instance of each unique value.
- ‘Filter’ – This option will filter out all of the duplicate values, and you can delete them manually.
You can choose either option based on your needs. If you want to delete automatically, choose ‘Remove Duplicates.’ If you want to see all the duplicates before deleting, choose ‘Filter.’
Step 5: Preview and Make Final Selections
Once you have selected your columns and your method for removing duplicates, click on the ‘OK’ button to preview the changes. Excel will show you a preview of the rows that are going to be deleted based on your selections. Check the preview and make your final selections.
Step 6: Click on the ‘OK’ Button to Remove Duplicates
After making the final selections, click on the ‘OK’ button to delete the selected duplicates. Excel will update the worksheet and remove the duplicates based on your selections.
Best Practices
Here are some best practices for deleting duplicates in Excel:
- Always make a backup of your workbook before deleting duplicates, in case you accidentally delete important data.
- Ensure that you have selected all the columns that you want Excel to check for duplicates by double-checking your selections in the dialog box.
- Choose the correct method for removing duplicates based on your needs to avoid manual work afterwards.
- Consider removing duplicates only from a copy of your data, and leaving the original data untouched.
Now that you are aware of the best practices, let’s look at some other tips to make the process even more comfortable.
Comparison Article
While the ‘Remove Duplicates’ function is the easiest way to remove duplicates in Excel, there are various methods to attain a similar result. Here are some methods for deleting duplicates in Excel:
Using Conditional Formatting
This method allows you to highlight duplicates based on a specific condition. Select the range of cells, go to ‘Home’ tab, click on the ‘Conditional Formatting’ option, choose ‘Highlight Cells Rules,’ select ‘Duplicate Values,’ and choose a formatting style.
Using Formulas
This method is suitable for small datasets. Use the ‘COUNTIF’ or ‘SUMIF’ formula to count the number of occurrences of a value in a specific range of cells. Sort the result in a separate column, and delete the duplicates.
While these methods are great for specific cases, we recommend using the ‘Remove Duplicates’ function discussed above since it is more efficient, and has more options.
Video Tutorial
For visual learners, check out this video tutorial that visually demonstrates how to delete duplicates in Excel.
Common Mistakes to Avoid
Here are some common mistakes to avoid when deleting duplicates in Excel.
- Not selecting all columns, some duplicates might not be detected.
- Not checking the preview dialog before removing duplicates, wrongly deleting data.
- Using the wrong method to remove duplicates.
- Not being cautious enough, resulting in deleted data that is critical to the workbook.
Be diligent, go slowly, and double-check everything before proceeding with removing duplicates in Excel.
New Features and Updates
Excel has become more advanced with new features available to help manage duplicates intelligently. Here are some of the latest developments:
New Shortcuts
You can remove duplicates quickly by using the keyboard shortcut ‘Alt + A + M’ in the old Excel interface, or ‘Alt + H + L’ in the new Excel interface.
New Options
The latest versions of Excel provide additional options to remove duplicates from tables or ranges with more efficiency. You can also compare two ranges of data and highlight the differences.
New Modifications
Users can now remove duplicates from custom lists and use a ‘Remove Duplicates’ dialog box with new controls to perform deduplication.
Stay up-to-date with the latest features in Excel to keep your data accurate and up-to-date.
Conclusion
In conclusion, deleting duplicates in Excel can streamline your work and make your data more manageable. Use best practices, avoid common mistakes, and choose the method we shared that best suits your needs. Keep a backup, remove duplicates only from a copy of your workbook, and stay up-to-date with new features and updates.
