How to Highlight Duplicates in Google Sheets: A Comprehensive Guide

Why Highlight Duplicates?

1. Data Accuracy: Duplicates can skew your results and lead to erroneous conclusions. Highlighting them helps ensure data integrity.

2. Improved Analysis: By quickly spotting duplicates, you can analyze trends and patterns more effectively.

3. Better Organization: Highlighting duplicates helps maintain a clean and organized spreadsheet, making it easier for others to understand your data.

Steps to Highlight Duplicates in Google Sheets

Method 1: Using Conditional Formatting

1. Open Your Google Sheets Document: Start by opening the spreadsheet where you want to highlight duplicates.

2. Select the Range: Click and drag to select the range of cells where you want to check for duplicates. You can select a single column or multiple columns.

3. Access Conditional Formatting:
• Go to the menu and click on Format.
• Select Conditional formatting from the dropdown menu.

4. Set Up Conditional Formatting Rules:
• In the Conditional format rules pane on the right, ensure the range is correct. If not, adjust it.
• Under the Format cells if dropdown, select Custom formula is.

5. Enter the Duplicate Formula:
• To find duplicates in the selected range, enter the following formula (assuming your data starts in cell A1):
• This formula checks if the count of the current cell in the entire column is greater than one.

6. Choose Formatting Style:
• Below the formula, you will see options to customize the formatting. You can change the text color, fill color, or add a border to highlight duplicates.

7. Apply the Rule:
• Click on Done to apply the rule. You will see duplicates in the selected range highlighted according to your chosen format.

8. Review Your Data: Scroll through your data to see all highlighted duplicates, making it easier to spot them at a glance.

Method 2: Using the UNIQUE Function

1. Select a New Cell: Click on a blank cell where you want to display the unique list.

2. Enter the UNIQUE Formula: Type the following formula:
• Replace A:A with the range of your data.

3. Press Enter: This will generate a list of unique entries from your specified range, effectively filtering out duplicates.

Method 3: Using the FILTER Function for Detailed Analysis

1. Select a New Cell: Click on a blank cell where you want to display the filtered list.

2. Enter the FILTER Formula: Use the following formula:
• This formula will filter out and display all entries that appear more than once in the specified range.

3. Press Enter: You will see a dynamic list of duplicates, which updates as you modify your data.

Tips for Managing Duplicates in Google Sheets

• Regular Checks: Make it a habit to regularly check for duplicates, especially when importing data from external sources.

• Data Validation: Use Google Sheets’ data validation feature to prevent duplicates from being entered in the first place.

• Create a Backup: Before making significant changes or deletions, create a backup of your spreadsheet to avoid losing important data.

• Use Comments: If you need to discuss duplicates with colleagues, use the comment feature to provide context about the duplicates directly in the spreadsheet.

• Data Cleanup: Utilize Google Sheets’ add-ons for advanced data cleanup options. Tools like Remove Duplicates can automate the process of cleaning up your data.

Conclusion