Something speech that I want to show of here deals with duplicate records.
Now once again I’ve got the example file open and I’m looking at the Employee records worksheet.
In the employee records worksheet we got a list of employee information. And I just now added a couple of duplicate records into this list just for the demonstration.
I just now added a couple of duplicate records into this list just for the demonstration here.
I’m going to show you a really quick effective way to find duplicate records.
I’m actually going to take this in two stages:
One we’re first going to identify the duplicates.
The second we’re then going to remove the duplicate.
And we’re going to use two different Excel features to perform these two separate commands.
What might be the easiest way to identify if a record is duplicated. Can I do my last name. Can I just say well if the last name duplicates in any of these records it’s considered a duplicate.
Probably not because you might have employees that have the same last name, so that’s not really effective.
But I do have an Employee ID. and typically ID are unique. Each employee should only have their unique ID and nobody else should have it.
I’m going to use the ID column. First at all I want to do is identify which ones are duplicated.
First, I select highlighted cells of ID column.
Then, I’m going to go to Home tab, I’m going to go back to Styles, going to go to Conditional Formatting.
I’m going to go to Highlight Cell Rules and down at the bottom or go to Duplicate Values.
Now Excel searching for duplicates. You can also say find unique but I want to find duplicates. It’s already giving me a format’s do a light red fill dark red text.
I’m going to hit OK
Using a little bit of conditional formatting just to identify the duplicates, highlight the column or whatever set of data you’re searching for duplicates within go to your Home tab, go to Conditional Formatting and find those duplicates and format and however you want but remember this is just one step.
The second step, I identify them, what do you do with them. Let’s take a look at how you can remove those duplicates at next lecture. But first try this out identify the duplicates first before you remove them.