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Easily Locate Repeated Words in Excel

Easily Locate Repeated Words in Excel
How To Find Same Word In Excel Sheet

Working with extensive datasets in Excel often involves tracking repetitions, especially repeated words. Whether you're analyzing survey responses, customer feedback, or preparing data for reports, identifying repeated words can streamline your work and provide valuable insights. This blog post will guide you through several methods to locate repeated words in Excel using different techniques and functions.

Using Conditional Formatting

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Conditional formatting in Excel allows you visualizing repeated words quickly:

  • Select the range of cells where you want to find repeated words.
  • Go to the Home tab, then click on Conditional Formatting.
  • Choose Highlight Cells Rules, then Duplicate Values….
  • From the dropdown, select the formatting style you prefer (e.g., light red fill with dark red text).
  • Click OK to apply.

Now, any repeated words will be highlighted, making them easily identifiable. This method is excellent for quick visual inspection but doesn't provide a way to extract these words or count their occurrences.

Excel Formulas to Find Repeated Words

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For a more detailed analysis, formulas can help you pinpoint and count repeated words:

COUNTIF Formula

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To count how many times a specific word appears:

  1. Assume you have your data in cells A1 to A100.
  2. In a new column (let’s say B1), enter the formula: =COUNTIF(A1:A100, A1).
  3. Drag the formula down to fill the rest of the column. Each cell will show how many times the word in the corresponding cell in column A appears in the range.

VBA Macro

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Excel VBA can automate the process of finding repeated words:

  • Open the VBA editor by pressing Alt + F11.
  • Insert a new module by right-clicking on any of the objects in the Project window, choosing Insert, then Module.
  • Enter the following VBA code to create a function that lists all repeated words:
  • Function ListRepeatedWords(range As Range) As Collection
        Dim cell As Range, dict As Object, c As Collection
        Set dict = CreateObject(“Scripting.Dictionary”)
        Set c = New Collection
    
    
    For Each cell In range
        If dict.exists(LCase(cell.Value)) Then
            If Not c("Item", LCase(cell.Value)) Then
                c.Add LCase(cell.Value), LCase(cell.Value)
            End If
        Else
            dict.Add LCase(cell.Value), cell.Address
        End If
    Next cell
    
    Set ListRepeatedWords = c
    

    End Function

This VBA function will return a collection of repeated words. You can then use it in a worksheet function like this:

=ListRepeatedWords(A1:A100)

Copy this into a cell, and it will populate the next column with repeated words.

🔍 Note: Remember to enable VBA macros in your Excel settings to run this script.

Using Power Query

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Power Query is a powerful tool for data transformation in Excel:

  • Go to the Data tab, and click on From Table/Range to open Power Query Editor.
  • Select the column containing your text data.
  • Click Transform > Split Column > By Delimiter and use space as a delimiter to split your text into words.
  • Group by these new columns to find and count repeated words using Group By function.

Example in Power Query

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To count repeated words using Power Query:

  1. Select the range where your text data is located.
  2. Load this range into Power Query.
  3. Split the column by spaces to get each word in a separate column.
  4. Use the Group By feature:
    • Right-click on the new columns with words, choose Group By.
    • Set Operation to Count Rows, name the result column something like “Count”.
  5. Expand your grouped data to show the count of each word.

Using Advanced Filter for Repeated Words

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An Excel advanced filter can also help:

  • Select the range where you want to filter for repeated words.
  • Go to the Data tab, click Advanced in the Sort & Filter group.
  • Select Filter the list, in-place or Copy to another location for unique records only.
  • In the Criteria range, enter two cells in the same column; in the first cell, type the word you’re looking for, and in the second cell type “>*” (without quotes) to find cells containing that word.
  • Click OK to filter out only the rows containing repeated words.

Creating a Pivot Table for Word Analysis

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Pivot tables can be used to summarize and analyze data for repeated words:

  1. Select your data range.
  2. Go to Insert > PivotTable.
  3. In the PivotTable Field List, drag the column with your text data to both the Row Labels and Values areas.
  4. Change the value field settings to count, sum, or whatever aggregation suits your analysis.

Now, you can see how many times each word appears. You can sort or filter to focus on repeated words or by their count.

🔔 Note: If your text data contains multiple words per cell, you'll need to split the data into separate cells before creating the pivot table or use Power Query for more advanced word count analysis.

Over the course of this post, we've delved into various methods for finding and analyzing repeated words in Excel. Whether you need a quick visual check with conditional formatting, detailed data extraction with VBA, sophisticated data manipulation with Power Query, or summarization via Pivot Tables, Excel provides robust tools to handle these tasks efficiently. Each approach has its unique benefits:

  • Conditional Formatting offers immediate visual feedback.
  • Formulas allow for flexible data analysis and repetition counting.
  • VBA Macros automate complex tasks and provide advanced customization.
  • Power Query and Pivot Tables give in-depth insights by transforming and summarizing your data.

Choose the method that best suits your specific needs, the complexity of your data, and your proficiency with Excel. Remember, mastering these techniques will not only enhance your productivity but also your ability to extract valuable insights from any dataset you work with in Excel.

Can I use these methods with any language in Excel?

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Yes, the methods discussed work with text data in any language. Just ensure that your Excel version supports the language, and consider potential issues with character encoding.

Will these methods also find partial matches or phrases?

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Most methods can be adapted to find partial matches or phrases by using wildcard characters in formulas or adjusting the criteria in advanced filters. However, you might need to modify VBA scripts for exact phrase matching.

How can I deal with variations in word forms (e.g., singular, plural)?

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For handling word forms, you can normalize text data using functions like LOWER, REPLACE, or use Text To Columns to split words and then group or filter based on the base form of the words.

What are the limitations of using Excel for repeated word analysis?

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Excel can struggle with very large datasets due to performance issues, especially with VBA and complex formulas. Additionally, Excel’s native capabilities for handling text data are less powerful compared to dedicated text analysis software.

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