Excel Tips and Trick for newbie

Count rows after filtering

  • Use SUBTOTAL function
  • Example: =SUBTOTAL(103,A:A)
  • where 103 represents COUNTA function which counts non empty cells (in the range)
  • Refer - https://support.microsoft.com/en-us/office/subtotal-function-7b027003-f060-4ade-9040-e478765b9939

Sample Use Case

I had an excel sheet with 200k rows. I want to count the rows as I apply differnt filters. I thought, it would show on the status bar. Using SUBTOTAL function, we can count the rows which has non empty values. By doing this I was able to keep adjust my filters and got the count insights.

Find if the given value present in another set(range) of values.

  • Use VLOOKUP function
  • Example: VLOOKUP(A1017,Sheet1!A:A,1,FALSE)
  • Refer - https://support.microsoft.com/en-us/office/vlookup-function-0bbc8083-26fe-4963-8ab8-93a18ad188a1
  • Venn Diagram understanding - https://www.britannica.com/topic/Venn-diagram

Sample Use Case

I received 2 source of excel sheet and required to find the gap.

  • Source 1 (S1) has whole set.
  • Source 2 (S2) has part Goal is to find the rows in S1 which are not in S2. Both source has different structure but have a common column to map.


  • Copied the key (common value column) column from S2 in to another sheet of S1.
  • Inserted another column in S1 data sheet.
  • used VLOOKUP formula =NOT(ISERROR(VLOOKUP(A1017,Sheet1!A:A,1,FALSE)))
  • VLOOKUP returns a value if present or error out
  • ISERROR used to translate the ERROR into a boolean to represent FOUND or NOT FOUND
  • NOT used to make the data meaningful for the column heading. Ex: “Is found in S2?”

Find duplicate entries

  • Use Home –> Conditional Formatting –> Highlight Cells Rules –> Duplicate Values –> apply color on duplicate values
  • Use Filter column header and filter it By Color.