In this tutorial, we will create a shrinking drop-down list using the dynamic array formula engine and the FILTER function.

This is an awesome technique. Every time an item is chosen in the list, the list reduces and previously selected items are not shown.

In this example, we have a table of workers and a table of chores.

We will create a drop-down list of workers names to assign to the chores. Each time a name is assigned the list will reduce to show only the remaining names.

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A common requirement in Excel is the need to compare two lists. In this tutorial, we will compare lists with VLOOKUP.

You might need to compare two lists to highlight missing records, highlight matching records or to return a value.

The VLOOKUP function can be used to compare lists in Excel by looking for a value from one list in another. You can then take the required action.

This tutorial shows how to compare lists with VLOOKUP. The VLOOKUP function can be used with other formulas, or Excel features, to accomplish different results involved with comparing two lists.

Combine with the IF Function to Return a Value

Let’s say we have two customer lists like the image below. Both lists are identical with the exception that list 1 has fewer customers than list 2.

We want to compare the two lists and identify the differences. The ID field will be used to check both lists as it is a unique field.

In this first example, we will look for the customers from list 1 in list 2 and return the text “Not found” if they are missing. If they are found in list 2 we will keep the cell blank.

The formula below uses the VLOOKUP function along with the IF and ISNA functions to achieve this objective.

Let’s have a look at the role each function is playing in this formula.

VLOOKUP: The VLOOKUP function has been used to look for the customer in the second list and return the customer ID (specified as 1 in the formula).

If the VLOOKUP function cannot find the customer it returns the #N/A error message. This is what we are interested in as it means the customer is on list 1, but not on list 2.

ISNA: The ISNA function is used to detect the #N/A message brought back by VLOOKUP and translate it to True. If an ID is returned it returns False.

IF: The IF function will display the text “Not found” if ISNA returns True and will keep the cell blank if ISNA returns False. This function is used to take whatever action you want based on the findings from VLOOKUP.

Compare Lists with VLOOKUP to Highlight Missing Records

This formula can also be used with Conditional Formatting to highlight the differences between the two lists, instead of returning a value.

This example shows how to change the cell colour of the whole row of the table when a customer is missing from the second list. Formatting the entire row rather than just a single cell will make it clearer to identify the missing records, especially in a table with many columns.

1. Select all the cells of the table except the header row.
2. Click Conditional Formatting on the Home tab of the Ribbon and select New Rule.
3. Select Use a Formula to determine which cells to format from the top half of the window. In the bottom half enter the formula below into the box provided.

4. Click the Format button and choose the formatting you want to apply to the row of the missing records

Compare Two Lists and Highlight Matching Records

To compare the two lists and highlight the matching records, the NOT function will need to be added to the previous formula.

=NOT(ISNA(VLOOKUP($A2,'Customers 2'!$A$2:$F$89,1,FALSE)))

The NOT function is used to reverse the result of the VLOOKUP. So instead of highlighting the missing records it highlights the matches.

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There are many ways to compare lists in Excel. Formulas are great! Quick, versatile and keeping it on the grid. Merge Queries in Power Query is a fantastic alternative especially if the lists are coming from an external source.

You can use a lookup formula to return the address of a cell instead of a value within an Excel spreadsheet. You would usually be doing this to feed another function with the cell address.

In this example, we will look for a Customer using its ID and return the address of the cell that contains the customer’s country.

Using the ADDRESS Function

The Excel ADDRESS function will be used to return the address of the cell when the value is found. The function is written as follows;

=ADDRESS(row_num, column_num, [abs_num], [a1], [sheet_text])

Row_num: The row number of the cell.

Column_num: The column number of the cell.

Abs_num: The type of reference you want to return. By default, the ADDRESS function will return an absolute reference such as $F$12. The other options are to return an absolute row/relative column, relative row/absolute column or a relative reference. You make your choice by entering a number between 1 and 4.

a1: This is the reference style. Enter 0 for an R1C1 style such as R12C6 (this is cell F6), or enter 1 for an A1 style which is the classic F6. The A1 style is the default.

Sheet_text: The name of a worksheet to use in the reference.

Formula to Find the Cell Address

The Excel ADDRESS function is combined with the MATCH function to find the cell address of a value.

=ADDRESS(MATCH($I$4,$A$1:$A$92,0),6)

The MATCH function is used to look for the row number of the customer. The column number is entered as 6. Another MATCH function could have been used to locate the column number also.

No other arguments have been used meaning the answer will be returned using the defaults of an absolute cell reference, in A1 style and with no sheet text.

The example below shows a 4 being added to the ADDRESS function to return the cell address as a relative cell reference.

=ADDRESS(MATCH($I$4,$A$1:$A$92,0),6,4)

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