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Removing duplicates

From: Excel 2007 Essential Training

Video: Removing duplicates

How often have you spent hours looking through lists of data looking for duplicates. Just to make sure that the information that you're working with is clean as clean can be. Well, no need to do that any longer. Now we have a command called remove duplicates that will allow you to do this very, very quickly. Open up the worksheet for StoreA to follow along. First thing you want to do is you want make sure you're looking at the Data tab, because that's where the Remove Duplicates commande is sitting. Once you've gotten there, the next thing you want to make sure is that you've selected your whole table to work with. And how do you know you've got your whole table? Well if you scroll through this particular worksheet, and you come down to the rows 25, 26 and 27; you'll notice a couple of things. Visually, you'll notice that you're shading--your mixed shading--has stopped.

Removing duplicates

How often have you spent hours looking through lists of data looking for duplicates. Just to make sure that the information that you're working with is clean as clean can be. Well, no need to do that any longer. Now we have a command called remove duplicates that will allow you to do this very, very quickly. Open up the worksheet for StoreA to follow along. First thing you want to do is you want make sure you're looking at the Data tab, because that's where the Remove Duplicates commande is sitting. Once you've gotten there, the next thing you want to make sure is that you've selected your whole table to work with. And how do you know you've got your whole table? Well if you scroll through this particular worksheet, and you come down to the rows 25, 26 and 27; you'll notice a couple of things. Visually, you'll notice that you're shading--your mixed shading--has stopped.

Row 26 should be shaded a little bit as should row 28, but it seems to have stopped there. So if I was to select my table and go to Remove Duplicates right now, it would stop right at this particular point, because that's not part of the table. Another way I can tell is there's a tiny little tag right in cell E25 that indicates that I've stopped my table right here. I just simply need to select that tag, pull it down, and notice how I'm now expanding the selection grid to include the last few lines. Visually, you can tell you've included those extra lines in your table, because now you have the shading available for you.

Let's see that one more time. Go back up to your Quick Access toolbar and do Undo Table Resize. Make sure you find the cell that's got the little tag in it, and you'll notice that it's right at the very bottom right-hand corner of the final cell in your table. Move your mouse until it changes into a double headed arrow, and click and drag to expand and resize your table. You've included the extra rows into your table because you've got some shading going on. That's how easy it is to resize your table. And that's very important When you want to remove duplicates. Now we're ready to go and remove the duplicates. So we'll go back up to our very first cell, and we can do that by going over to our name box over here and typing in A1 and hitting our Enter key, and it pops us right up to the very top of our screen.

So that's an easy way to get through your tables from the bottom of your rows up to the very beginning of your spreadsheet. Alright, so, I'm now in cell A3 to make sure that I'm actually active in the table itself rather than just on the title bars, and I go over to Remove Duplicates. So Remove Duplicates command deletes duplicate rows from a sheet. Now, it's very important that you understand what you doing when you're removing duplicates. When you're removing them, it is actually removing the information itself and there's no Undo once you remove the information. Once it's gone, it has been deleted. It's gone.

The other thing that's important to realize about removing duplicates is it has to be a match on every single cell within the row. If I had a different Item Type, if I was using an abbreviation for Vanilla, it would not match it. It's not that smart. We're ready to remove our duplicates now. We go up to the command, we click on the button, and it asks us to identify what column do we want to check for duplicate values on. Well, in this case, I can select all the different columns in my worksheet, or, I could just look for duplicates on Item Type.

So I select that, I click OK. It tells me it found 7 duplicate items and it removed them, and it left 20 unique values. There's my new list. so now I only have one item for Chocolate, Vanilla, Marble, Pastry, and it's removed any other duplicate item that I have here. Pretty slick isn't it? And saves you hours and hours of time.

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This video is part of

Image for Excel 2007 Essential Training
Excel 2007 Essential Training

85 video lessons · 78129 viewers

Lorna Daly
Author

 
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  1. 36s
    1. Welcome
      36s
  2. 10m 57s
    1. Why use a spreadsheet?
      1m 44s
    2. What's changed in Excel 2007?
      5m 37s
    3. The Ribbon
      2m 9s
    4. The Microsoft Office Button
      1m 27s
  3. 12m 10s
    1. What's on the Ribbon?
      1m 56s
    2. Making your way around the Ribbon
      2m 12s
    3. Customizing the Ribbon
      3m 8s
    4. Customizing the Microsoft Office Button
      4m 54s
  4. 16m 15s
    1. Opening old worksheets
      2m 24s
    2. Adding and deleting worksheets
      3m 18s
    3. Inserting and deleting cells
      6m 53s
    4. Freezing areas of a worksheet
      3m 40s
  5. 20m 51s
    1. Width and height
      7m 25s
    2. Numeric formats
      2m 21s
    3. Alignment of data
      3m 19s
    4. Playing with fonts
      2m 58s
    5. AutoFilter
      2m 21s
    6. Formatting as a table
      2m 27s
  6. 21m 31s
    1. Removing duplicates
      6m 1s
    2. What is Conditional Formatting?
      2m 21s
    3. Working with Conditional Formatting
      2m 14s
    4. Managing Conditional Formatting rule preferences
      2m 39s
    5. Converting text to columns
      4m 35s
    6. Data validation
      3m 41s
  7. 10m 56s
    1. Templates
      3m 45s
    2. Styles
      3m 35s
    3. AutoFormat
      3m 36s
  8. 12m 16s
    1. Excel lists have now become tables
      2m 34s
    2. Converting text to columns
      3m 11s
    3. Sorting and Grouping
      5m 9s
    4. Creating a summary report
      1m 22s
  9. 6m 44s
    1. Proofing your work
      3m 31s
    2. Providing comments on worksheets
      3m 13s
  10. 11m 43s
    1. Protecting and sharing a worksheet
      3m 57s
    2. Allowing others to edit ranges
      4m 3s
    3. Track Changes
      3m 43s
  11. 22m 43s
    1. Preparing to print
      2m 31s
    2. Print Preview
      3m 33s
    3. The Page Layout Tab
      3m 56s
    4. Page Breaks
      4m 36s
    5. The Page Layout View
      3m 54s
    6. Headers and Footers
      4m 13s
  12. 22m 34s
    1. Adding themes to your worksheet
      2m 53s
    2. Page setup options
      8m 0s
    3. Scale to Fit
      2m 26s
    4. Worksheet options
      5m 29s
    5. Inserting images
      3m 46s
  13. 3m 50s
    1. Using templates
      3m 50s
  14. 17m 48s
    1. Workbook Views
      2m 53s
    2. Hiding and Zooming
      3m 44s
    3. Window Panes
      5m 31s
    4. More screen options
      5m 40s
  15. 8m 16s
    1. Importing from Access
      2m 24s
    2. Using the Import Wizard for text files
      5m 52s
  16. 11m 23s
    1. The Find and Select button
      4m 34s
    2. Find and Replace
      2m 48s
    3. Removing duplicates
      4m 1s
  17. 17m 3s
    1. What are formulas?
      3m 20s
    2. Order of Operations
      2m 50s
    3. Relative and absolute referencing
      4m 54s
    4. The new Formula Tab
      5m 59s
  18. 17m 29s
    1. What are Functions?
      2m 57s
    2. AutoSum
      2m 47s
    3. Minimum
      3m 55s
    4. Trim
      5m 2s
    5. Left
      2m 48s
  19. 19m 51s
    1. Concatenation
      4m 10s
    2. SumIf
      4m 23s
    3. Lookup
      7m 25s
    4. What-If Analysis
      3m 53s
  20. 16m 44s
    1. Why create a chart?
      2m 12s
    2. Creating your chart
      3m 37s
    3. Modifying your chart
      6m 46s
    4. Laying out your chart
      4m 9s
  21. 17m 23s
    1. What are PivotTable reports and PivotChart reports?
      2m 32s
    2. Creating a PivotTable
      4m 47s
    3. Laying out your PivotTable
      2m 30s
    4. Designing your PivotTable
      4m 9s
    5. Creating a PivotChart
      3m 25s
  22. 8m 57s
    1. Why use macros?
      2m 14s
    2. Creating a macro
      4m 31s
    3. Macro security
      2m 12s
  23. 5m 36s
    1. Reviewing a workflow in Excel
      5m 36s
  24. 22s
    1. Conclusion
      22s

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