How to Match Two Columns in Excel

If you work with Microsoft Excel, you’ve likely come across a situation where you need to match data between two columns. Whether you’re a beginner or an advanced Excel user, matching columns can be a daunting task. Fortunately, Excel offers several tools that will help you achieve the desired result in no time.

First Step: Understand the Data in the Two Columns

Before we get started, you need to analyze the data you want to match. What are the similarities between the two columns? How are the values arranged? This information will help you determine which approach to use when matching the two columns.

Second Step: Use the VLOOKUP Function

VLOOKUP is the most straightforward and commonly used method for matching two columns in Excel. Here’s how to use it:

Step 1:

Click on an empty cell where you want to display the matching data, then click on the “Formulas” tab followed by “Lookup & Reference” and select “VLOOKUP.”

Step 2:

Enter the following formula into the Formula Bar: VLOOKUP(lookup_value, table_array, column_index_number, [range_lookup]).

Step 3:

Next, replace “lookup_value” with the cell location of the value you want to match in one of the columns. For example, if you are trying to match data in column A with that in column B, and you want to match A2 with B2, then “lookup_value” is A2.

Step 4:

Next, replace “table_array” with the range of both columns. You can achieve this by selecting the entire columns (Click on the letter or number of the column), including the column heading.

Step 5:

Next, replace “column_index_number” with the relative column position of the value you want to retrieve. For instance, if you are matching A2 with B2, then “column_index_number” is 2. This indicates that you want to retrieve the value in the second column where a match is found.

Step 6:

Finally, replace “range_lookup” with “False. “

Third Step: Use the Match Function

The MATCH function is another method for matching two columns and returns the position of the matching data. Here’s how to use it:

Step 1:

Select an empty cell where you want to display the matching data, then click on the “Formulas” tab followed by “Lookup & Reference” and select “MATCH.”

Step 2:

Now enter the following formula into the Formula Bar: MATCH(lookup_value, lookup_array, [match_type]).

Step 3:

Next, replace “lookup_value” with the cell location of the value you want to match, and “lookup_array” with the range of the column where you are looking for a match. If you are matching data in column A with that in column B, and you are looking for a match for A2, then you would use COLUMN_B:COLUMN_B.

Step 4:

Finally, replace “match_type” with “0” to perform an exact match.

Fourth Step: Use Conditional Formatting

Conditional formatting is a useful feature for matching and highlighting data in two columns. Here’s how to use it:

Step 1:

Select the column or the range of the two columns which you want to match and highlight

Step 2:

Click on the “Home” tab followed by “Conditional Formatting” and select “Highlight Cells Rules” then “Duplicate Values.

Step 3:

Select “Duplicates,”and choose how you want to highlight the duplicates (e.g., color, font style, or cell background).

Fifth Step: Use Power Query

Power Query is an advanced tool for matching two columns, and it requires some level of expertise. But with Power Query, you can match data from multiple sources, such as CSV files, text files, or web pages. Here’s how to use it:

Step 1:

Click on “Data” and “Get Data” tab followed by selecting the data source from which you want to match the two columns.

Step 2:

Use the “Merge” command to select the columns you want to match

Step 3:

Choose the type of joining method you want to use to merge the data (e.g., inner join, left join, right join).

Step 4:

Finally, choose the columns you want to display in the output then click “OK.”

Use Case Scenario

If you have a large database containing customer names, emails, and phone numbers, you may need to match them with another database containing addresses. The VLOOKUP function would be useful in this case, allowing you to find matching customer names, and get their corresponding addresses.

Issues you May Encounter when Matching Columns in Excel

When matching data in Excel, the most common issue you may encounter is data inconsistency. The inconsistent values may contain extra spaces, different capitalization, and punctuation, making it impossible to match the data. Therefore, it’s essential to clean up the data before attempting to match the columns.

Another issue is when Excel returns an error when executing a formula. You may have entered the wrong formula, and this can be easily fixed by double-checking the formula and correcting any errors.

Tips for Matching Two Columns in Excel

Here are some tips to help you successfully match data in two columns:

Tip 1: Always Clean Up the Data

Clean up your data before attempting to match is essential. Removing spaces, punctuation, and reconciling cases is the best way to get accurate results.

Tip 2: Be Sure to Choose the Correct Method to Match the Data

Choose the right method to match the data in two columns. Each method has its advantages and disadvantages depending on the nature of your data.

Tip 3: Always Test Your Formulas

Before implementing any formula, always test it with a small sample of data. This will help you avoid any errors that may occur with large sets of data, and save you time correcting mistakes.

Matching two columns in Excel may seem like a daunting task. However, by using any of the methods listed in this post, you can match your data easily and quickly. Keep in mind that you should clean up your data first, choose the right method, and test your formulas before implementing them on large databases.

FAQ

Here are some frequently asked questions about matching two columns in Excel:

What is the Difference Between VLOOKUP and MATCH?

The primary difference between VLOOKUP and MATCH is that VLOOKUP retrieves a value in a table based on its position relative to another value, whereas MATCH returns a value’s position in a column or row. VLOOKUP is best used when you need to retrieve data from a table, while MATCH is best used when you want to find a specific value’s location in a range.

What Does False Mean in VLOOKUP?

When “False” is used as the fourth parameter in VLOOKUP, it is indicating that you want an exact match of the value you are trying to find. If “True” is selected, it will result in an approximate match.

Can I Match More Than Two Columns?

Yes, you can match more than two columns using both VLOOKUP and MATCH functions. However, the formula structure can become more complex as the number of columns increases, requiring more advanced Excel knowledge to execute effectively.

What is the Fastest Way to Match Two Columns in Excel?

The fastest way to match two columns in Excel is by using conditional formatting. It does not require you to enter any formulas and is a simple and quick way to identify and match data in two columns.

Can I Combine Different Methods to Match Data in Two Columns?

Yes, you can combine different methods to match data in two columns. For example, you may use conditional formatting to identify duplicates and then use the VLOOKUP function to retrieve the matching data. Always choose a method that works best for your data and combination of methods can provide the most accurate results.