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How to Compare Excel Files The Right Way A Complete Guide

© by Ed Hardie for Unsplash+

Comparing Excel files can be tricky and time-consuming. I work with spreadsheets every day and want to share the best ways to find differences between Excel files. This guide will help you understand different comparison methods and show you the most efficient solutions.

Basic Manual Comparison

The simplest way to compare Excel files is placing them side by side. But this method only works for very small spreadsheets. I tried comparing two 50-row spreadsheets this way and it took me almost an hour. Plus I wasnt sure I caught all the changes.

For manual comparison you can:

  1. Open both files
  2. Arrange windows side by side
  3. Look at each cell one by one

The problems with this approach:

  • Takes too much time
  • Easy to miss changes
  • Hard to track what you’ve checked
  • Difficult with large files
  • Almost impossible with multiple sheets
  • Using Excel Built-in Tools

Excel has some basic comparison features but they have limitations. The built-in compare function helps spot simple differences but struggles with complex spreadsheets.

Built-in tools can show:

  • Changed values
  • Basic formula differences
  • Simple formatting changes

However they often miss:

  • Hidden columns
  • Sheet structure changes
  • Complex formula updates
  • Conditional formatting
  • Charts and graphs

Advanced Comparison Methods

Professional comparison software like Draftable  offers much better solutions. These tools find every single difference between Excel files automatically. They save hours of work and ensure nothing is missed.

What Professional Tools Find:

  • Changed numbers and text
  • Modified formulas
  • Added or deleted rows
  • Moved columns
  • Format differences
  • Chart changes
  • Hidden content
  • Sheet structure updates

Step-by-Step Comparison Guide

1.    Prepare Your Files

  • Make sure both files are accessible
  • Close any unnecessary Excel windows
  • Save recent changes
  • Note which version is newer

2.    Choose Your Comparison Method For small simple files:

  • Excel built-in tools might work
  • Side-by-side viewing is possible

For large complex files:

  • Use professional comparison software
  • Upload files to Draftable
  • Let the software do the work

3.    Review the Differences

With manual comparison:

  • Check each cell carefully
  • Mark changes as you find them
  • Take frequent breaks to stay focused

With Draftable:

  • Open the comparison report
  • See all changes highlighted
  • Navigate through differences easily
  • Export results if needed

4.    Handle Specific Situations

Comparing formulas:

  • Check both the formula text and results
  • Look for cell references
  • Verify calculations

Comparing multiple sheets:

  • Review each sheet separately
  • Check sheet names and order
  • Look for moved content

5.    Document the Changes

Keep track of:

  • Important differences
  • Required updates
  • Questions for review
  • Action items
  • Real-World Example

I recently compared two budget spreadsheets with 1000+ rows. Manual comparison would have taken days. Using Draftable I found all differences in minutes including:

  • 15 changed formulas
  • 3 moved columns
  • 25 updated values
  • 2 hidden rows

Why Professional Tools Win

The benefits are clear:

  • Save hours of work
  • Find every change
  • Never miss differences
  • Reduce stress
  • Improve accuracy
  • Time Savings

A typical comparison:

  • Manual method 2-3 hours
  • Excel built-in tools 1 hour
  • Draftable 5 minutes
  • Making the Right Choice

For regular Excel comparison tasks professional tools are worth the investment. They save time reduce errors and make the whole process much easier.

Ready to try better Excel comparison? Draftable offers a simple solution for complex spreadsheet comparison needs. You can start with a free trial and see the difference yourself.

Have you ever missed important changes in Excel files? How do you handle spreadsheet comparisons now? The right tools can make this task much simpler and more reliable.

Remember comparing Excel files doesn’t have to be difficult or time-consuming. The key is using the right tools for your needs. Whether you’re checking budgets analyzing data or reviewing financial models efficient comparison makes your work easier.

For more information please visit:
 1. Excel comparison page on Draftable website.
 2. Free Draftable tool to compare two text documents (Word, PDF, PPT, text files, etc)