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How to vlookup to compare two lists in separated worksheets?

Author: Xiaoyang Last Modified: 2023-01-11

doc vlookup compare two sheets 1

doc vlookup compare two sheets 2

Supposing, I have two worksheets with a list of names as left screenshots shown, now, I want to compare these two lists and find the matching names in Names-1 if they exit in Names-2. It is painful to do such a comparison manually one by one between two sheets, this article, I will talk about some quick tricks to help you to finish it without effort.

Vlookup to compare two lists in separate worksheets with formulas

Vlookup to compare two lists in separate worksheets with Kutools for Excel


The following formula can help you to extract the names both in Names-1 and Names-2 sheets, please do as this:

1. In Names-1 sheet, select a cell which beside your data, please enter this formula: =VLOOKUP(A2,'Names-2'!$A$2:$A$19,1,FALSE), and press Enter key, if the names in this sheet, it will display the name, if not, an error value will be returned, see screenshot:

doc vlookup compare two sheets 3

2. Then drag the fill handle down to the cells to return the names both in Names-1 and Names-2 sheets, see screenshot:

doc vlookup compare two sheets 4

Notes:

1. Another formula: =IF(ISNA(VLOOKUP(A2,'Names-2'!$A$2:$A$19,1,FALSE)), "No", "Yes") also can help you to compare the two lists and identify if the names are exit in both sheets, after apply this formula, you can get the following result, and Yes indicates the corresponding name exists in both sheets, and No indicates not exist.

doc vlookup compare two sheets 5

2. In the above formulas: A2 is the first cell of the worksheet that you want to compare, Names-2 is another worksheet name that you want to compare, A2:A19 is the name column to be compared with.


Vlookup to compare two lists in separated worksheets

If you have Kutools for Excel, with its Select Same & Different Cells feature, you can find and highlight the same or different values from two separate worksheets as quickly as you can. Click to download Kutools for Excel!

doc vlookup compare two sheets 9

Kutools for Excel: with more than 300 handy Excel add-ins, free to try with no limitation in 30 days. Download and free trial Now!


If you have Kutools for Excel, with its Select Same & Different Cells feature, you can quickly compare two lists in separated worksheets and select or highlight the names which are both in these two sheets without any formulas.

After installing Kutools for Excel, please do as follows:

1. Click Kutools > SelectSelect Same & Different Cells, see screenshot:

2. In the Select Same & Different Cells dialog box, do the following operations:

(1.) Select the data list in Names-1 sheet under the Find values in, and then select the data from Names-2 sheet under the According to;

(2.) Check Each row from the Based on section;

(3.) Choose Same Values from the Find section;

(4.) Then you can choose background color or font color for the same names which are in both sheets as you need.

doc vlookup compare two sheets 07

3. Then click Ok button, and a prompt box will pop out to remind how many matching cells have been selected, the names which are both in these two worksheets have been selected and highlighted at once, see screenshot:

doc vlookup compare two sheets 08

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Kutools for Excel: with more than 300 handy Excel add-ins, free to try with no limitation in 30 days. Download and free trial Now!

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Comments (3)
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This comment was minimized by the moderator on the site
Hi, I've downloaded the trial version to see if it can solve a challenge i have. I have two rather large worksheets, one an updated version of the other. I ran the comparison 'select same & different' tool. And on the most part it was great. However, it missed a number of differences. Is there limitations on cell/column count?
This comment was minimized by the moderator on the site
Hello and thank you, the formula above worked extremely well for my needs. I do have one question if I may please. I have changed your formula slightly to the following =IF(ISNA(VLOOKUP(A62,'Recipients-2'!$D$6:$D$120,1,FALSE)), "0", "1") but what I need to do now is have a total number of times each name appears in the second list. So instead of a 0 or 1 I would like to total the number of times the company name appears in the list. e.g. ABC company is on the list 5 times ABC 5 BCD company is on the list 2 times BCD 2 EFG company is on the list 4 times EFG 4 Can you please advise what I need to add to the formula to enable this to occur, if this is at all possible. Hope I have made sense. Thank you Kind regards Martine
This comment was minimized by the moderator on the site
There is a sub reddit called "Excel"(Search Reddit Excel) and post this there, they are very helpful
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