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Compare Two Lists

This page describes how to compare two lists in Excel using conditional formatting and COUNTIF. For example let’s compare two lists of NFL teams.

Compare Two Lists Example

To highlight the teams in the first list that are not in the second list execute the following steps.

1. First select the range A1:A18 and name it firstList select the range B1:B20 and name it secondList.

2. Next select the range A1:A18.

3. On the Home tab in the Styles group click Conditional Formatting.

Click Conditional Formatting

4. Click New Rule.

New Rule

5. Select ‘Use a formula to determine which cells to format’.

6. Enter the formula =COUNTIF(secondListA1)=0

7. Select a formatting style and click OK.

Use a Formula

Result: Miami Dolphins and Tennessee Titans are not in the second list.

First List Result

Explanation: =COUNTIF(secondListA1) counts the number of teams in secondList that are equal to the team in cell A1. If COUNTIF(secondListA1) = 0 the team in cell A1 is not in the second list. As a result Excel fills the cell with a blue background color. Always write the formula for the upper-left cell in the selected range (A1:A18). Excel automatically copies the formula to the other cells. Thus cell A2 contains the formula =COUNTIF(secondListA2)=0 cell A3 contains the formula =COUNTIF(secondListA3)=0 etc.

8. To highlight the teams in the second list that are not in the first list select the range B1:B20 create a new rule using the formula =COUNTIF(firstListB1)=0 and set the format to orange fill.

Result: Denver Broncos Arizona Cardinals Minnesota Vikings and Pittsburgh Steelers are not in the first list.

Compare Two Lists in Excel

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