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Managing and Analyzing Data in Excel 2010

Using the Remove Duplicates command


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Managing and Analyzing Data in Excel 2010

with Dennis Taylor

Video: Using the Remove Duplicates command

Getting rid of duplicate records in a database, or a large list, addresses a problem that occurs frequently in large lists of data. Finally, as of Excel 2007, a new command called Remove Duplicates is now available on the Data tab. In large lists sometimes you don't see duplicates that easily. I happen to see one here in Row 5. That's Juan Bishop. Here is another Juan Bishop here in Row 10. Now, the names being the same alone isn't enough to indicate that the record is duplicated, but a quick look here, I think you can see pretty clearly with Social Security number's and phone number's duplicated. That's a duplicate record.
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  1. 1m 32s
    1. Welcome
      54s
    2. Using the exercise files
      38s
  2. 25m 18s
    1. Sorting from the Sort menu
      4m 37s
    2. Sorting from the toolbar
      4m 2s
    3. Multi-key sorting
      3m 4s
    4. Sorting based on the order of data in custom lists
      4m 44s
    5. Sorting by color font, color background, or icon
      3m 57s
    6. Sorting columns
      2m 11s
    7. Sorting data in random order
      2m 43s
  3. 19m 1s
    1. Using single- and multiple-column text filtering
      5m 8s
    2. Taking a look at special numeric filters
      1m 54s
    3. Harnessing special date filters
      2m 5s
    4. Creating a top-ten list by value or percent
      3m 11s
    5. Creating custom filters
      1m 40s
    6. Copying and sorting filtered lists
      3m 7s
    7. Recognizing the limitations of standard filtering
      1m 56s
  4. 11m 16s
    1. Setting up subtotals
      4m 20s
    2. Creating multiple levels and copying subtotals
      6m 56s
  5. 13m 22s
    1. Using the Advanced Filter for complex OR criteria
      4m 30s
    2. Using the Advanced Filter for complex multiple-field criteria
      5m 37s
    3. Using the Advanced Filter to create unique lists from repeating field data
      3m 15s
  6. 10m 44s
    1. Using the Remove Duplicates command
      2m 30s
    2. Using a specialized array formula to identify data that's been duplicated
      5m 10s
    3. Using an array formula to count the number of unique items in a list
      3m 4s
  7. 10m 31s
    1. Using SUMIF, COUNTIF, and related functions for quick data analysis
      6m 48s
    2. Using database functions like DSUM, DAVERAGE, and DMAX
      3m 43s
  8. 34s
    1. Next steps
      34s

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Managing and Analyzing Data in Excel 2010
1h 32m Appropriate for all Oct 27, 2011

Viewers: in countries Watching now:

In this course, Dennis Taylor shares easy-to-use database commands and methods for maintaining an Excel database. The course covers sorting, adding subtotals, auto-filtering, and using the Excel Advanced Filter feature and specialized database functions.

Topics include:
  • Multiple key sorting
  • Single and multiple column numeric filters
  • Creating a top-ten list with values or percentages
  • Setting up subtotals
  • Creating multiple-field criteria filters
  • Creating unique lists from repeating field data
  • Using the Remove Duplicates command
  • Finding duplicate data with specialized arrays
  • Counting the number of unique items in a list
  • Using SUMIF and COUNTIF functions
  • Working with the database functions such as DSUM and DMAX
Subjects:
Business Data Analysis
Software:
Excel
Author:
Dennis Taylor

Using the Remove Duplicates command

Getting rid of duplicate records in a database, or a large list, addresses a problem that occurs frequently in large lists of data. Finally, as of Excel 2007, a new command called Remove Duplicates is now available on the Data tab. In large lists sometimes you don't see duplicates that easily. I happen to see one here in Row 5. That's Juan Bishop. Here is another Juan Bishop here in Row 10. Now, the names being the same alone isn't enough to indicate that the record is duplicated, but a quick look here, I think you can see pretty clearly with Social Security number's and phone number's duplicated. That's a duplicate record.

Now, in prior versions of Excel, you needed to use something called the Advanced Filter. But with this new capability-- and by the way, the data does not have to be in any particular order. It doesn't have to be sorted here. We can remove duplicates relatively quickly. In this list here, I am going to double- click the bottom edge of a cell first of all just to see how far down it goes. It goes to Row 762. Double- click the top edge down here. Let's proceed with Remove Duplicates. As with other commands in the Data tab, as always before proceeding with commands, if you know that your data is altogether with no empty rows or no empty columns, we can simply click on a single cell on our data and start the process.

Remove Duplicates. Now we possibly don't need to check every single column. In fact, you could say here well, as long as the Social Security number and the phone numbers are the same, we know we've got a duplicate. But on the other hand, these are all checked and it's not going to hurt anything here. If one of those is different though, will not have a duplicate record. It will not be deleted. So we had 762 rows. Let's proceed here using all these columns. Click OK. 20 duplicate values.

Now, I would quibble a little bit with the wording there, but we're talking about rows or portions of rows, records perhaps, found and removed. We're down to 741. So we get down to Row 742 because of the titles. You could see only there is a Juan Bishop here. There had been one in Row 10. Not there anymore. Down at the bottom, used to go to Row 762. Now it goes to row 742. So we did eliminate 20 rows here. Excel's new feature called Remove Duplicates is fast and easy. It works ideally with large or small lists to quickly eliminate duplicate information.

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