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comparing data two worksheets

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Comparing data on two worksheets

ResolvedVersion 2013

Cath has attended:
Excel Intermediate course

Comparing data on two worksheets

How do I compare two sets of lists from different years?

RE: Comparing data on two worksheets

Hi Cath

Thanks for question.

Do you want to compare the change between values on the lists of two different years? Or do you want to see items that are added or missing between the lists?

I think it would involve the Vlookup function which wasn't covered on your Excel Intermediate course. Write a simplified example of your lists and I'll try to show how the function can be used.

Regards
Doug
STL

RE: Comparing data on two worksheets

Thanks Doug,

The first part is I'd like to know which organisations are on list 1 below(which means they got at least some 2016/17 funding) and not on list 2 (2015/16 funding), and vice versa. This should tell me which organisations were funded in 2016/17 but not in 2015/16. And which organisation were funded in 2015/16 but not in 2016/17. Which organisations are received funding for both years? You could use organisational name. The UKPRN is a unique identifier for each organisation, if useful.

Probably best to have a look at the relevant spreadsheets at https://www.gov.uk/government/collections/funding-allocations-and-performance-management-for-providers #sfa-funding-allocations and scroll down for the two latest funding allocation Excel sheets:

'SFA funding allocations

The SFA publishes funding values for colleges, training organisations, local authorities and employers with a contract .

1. SFA funding allocations to training providers: 2016 to 2017
18 October 2016 Guidance

2. SFA funding allocations to training providers: 2015 to 2016
29 June 2016 Guidance

The second part is about comparing particular columns from 2016/17 and 2015/16. For example, which organisations received funding for '16-18 Apprenticeships and Agency funded 16-18 Traineeships
2016/17' in 2016/17 but not in 2015/16, vice versa and which organisations got funding in both years. It would be great to show the amounts of funding so I could total up each funding stream.

You'll see some but not all the columns have the same headings across both years. However, Adult Education Budget is the same as Adult Skills Budget, by the way.

Grateful for guidance and support,

Cath

RE: Comparing data on two worksheets

Thanks Cath for sending the links. It made it much clearer!

I suggest you do the following:

In the 2016/2017 Allocation file create a column (H) called not in 2015

With both files open create the following formula:

=VLOOKUP(A62,'[2015-16_Allocations_-_June_2016.xlsx]June 2016'!$A:$A,1,FALSE)

The ones not in 2015 return #NA
You can filer to show these 58 organisations.

Do the same in the 2015 file in column K called not in 2016/2017

=VLOOKUP(A11,'[2016-17_Allocations_-_September_2016.xlsx]September 2016'!$A:$A,1,FALSE)

This returns 72 records with #NA (not in 2016/2017 allocation)


To compare the 16-18 Apprenticeships and Agency funded 16-18 Traineeships I created a new sheet in the 2015 file called 16-18 Apprenticeship funding.
The new sheet is a copy of the same data with 0 values for 16-18 Apprenticeship filtered out. (After filtering copy and paste to the new sheet).

Then create a column (I) in the 2016/2017 sheet called
16-18 Apprenticeships. Add the formula

=VLOOKUP(A11,'[2015-16_Allocations_-_June_2016.xlsx]16 -18 Apprentices funding'!$A:$A,1,FALSE)

After filtering out the 0 values for 16-18 funding in 2016/2017 this leaves 5 organisations with funding.

You can then do the visa versa process by creating a sheet in 2016/17 with 0 funding for 16-18 Apprenticeships removed as before.

This lists 54 records with funding in 2015 but not in 2016/17.

There may be other ways but the use of Vlookups is often used in this way to highlight differences between lists.

I hope that helps.
Regards
Doug
STL

Tue 29 Nov 2016: Automatically marked as resolved.

Excel tip:

Use the SUBTOTAL function in Excel

You can create subtotals in your spreadsheet using the SUBTOTAL function, which looks like this:

=SUBTOTAL(9,cell:cell)

9 represents the function being used (SUM), followed by the range of cells the function is operating on.

The neat thing about using the Subtotal function is that if you have used it several times in the same column or row, clicking on the AutoSum button at the end of the column or row will make Excel add only the results of cells containing the Subtotal function in that column or row.

View all Excel hints and tips

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