How to sort duplicates in excel

Answer

To sort duplicates in Excel, you need to identify and organize repeated values in a dataset. Sorting duplicates helps in data cleaning, reporting, and analysis. Here’s a detailed guide:

Step 1: Identify Duplicate Values

1. Select the range of cells you want to check for duplicates.

2. Go to the Home tab.

3. Click Conditional Formatting → Highlight Cells Rules → Duplicate Values.

4. Choose a formatting style to highlight duplicates and click OK.

The duplicate entries in your selected range will now be highlighted for easy identification.

Step 2: Use the SORT Function (Dynamic Sorting)

Excel provides a SORT function that works on dynamic arrays. To sort duplicates:

1. Select a cell where you want the sorted data to appear.

2. Enter the formula:

   =SORT(A2:A100)

   Replace A2:A100 with your data range.

3. Press Enter. The values will appear in ascending order. Duplicates will remain together.

Step 3: Remove or Count Duplicates (Optional)

1. To remove duplicates, select the range → Data tab → Remove Duplicates → choose columns → click OK.

2. To count duplicates, use the COUNTIF function: 

   =COUNTIF(A2:A100, A2)

   Drag the formula down. The result shows how many times each value appears.

Step 4: Sort by Duplicate Frequency

1. Add a helper column using the COUNTIF formula to count occurrences.

2. Select the dataset including the helper column.

3. Go to Data → Sort.

4. Sort by the helper column in Descending order to see the most frequent duplicates first.

Step 5: Use Advanced Filter (Optional)

1. Select your data range.

2. Go to Data → Advanced.

3. Choose Copy to another location, check Unique records only, and specify the output range.

4. Click OK to see unique values or duplicates, depending on your filter setup.

Notes for Windows vs Mac

• On Windows, Conditional Formatting and Remove Duplicates are under the Home and Data tabs, respectively.

• On Mac, the locations are the same, but menu names may slightly differ, such as Data → Filter → Advanced Filter.

Sorting duplicates ensures your dataset is organized, making it easier to analyze frequent or repeated entries in Excel.

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