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Excel Data Quality Toolkit: Difference between revisions
→Duplicate Catalog Numbers
(Created page with "Category:Data Quality Category:Workshop = Overview = This toolkit contains Excel-specific resources for the Data Quality Toolkit 2024. == Catalog Numbers and Other Identifiers== === Duplicate Catalog Numbers === '''Problem:''' The same catalog number is used multiple times within your dataset. (This problem may or may not be intentional, depending on your collection's policies. It is generally best to not duplicate catalog numbers, when possible). '''So...") |
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'''Solution:''' | '''Solution:''' | ||
A simple way to identify duplicate catalog numbers is to use Conditional Formatting. | |||
1. Click the letter above the column that contains catalog numbers to highlight the entire column. | |||
2. From the Home toolbar, click "Conditional Formatting, then "Highlight Cells Rules", then "Duplicate Values...". | |||
3. Click OK on the pop-up window. | |||
4. Duplicate values for catalog number will now be highlighted in red. To view these records together, you can sort the spreadsheet by first clicking outside the top left corner of the spreadsheet (on the small triangle icon) to select the ENTIRE spreadsheet. | |||
5. Click the "Sort & Filter" button in the "Editing" section of the Home toolbar. | |||
6. Click Custom Filter. | |||
7. In the pop-up window, select the column containing your catalog numbers from dropdown menu under "Column". (If your data has header rows, make sure that they "My data has headers" box is checked.) | |||
8. In the second dropdown menu labeled Sort On, select Cell Color. '''Note:''' Depending on the size of your spreadsheet, it might take a moment for the window to load after you have selected this option. | |||
9. In the third dropdown menu that will appear after you select Cell Color, select the formatting color (likely red) that you want to appear at the top of your spreadsheet. | |||
10. Click "OK" and wait until the spreadsheet re-loads (this may take awhile). Once done, the rows with duplicate catalog numbers will show up at the top of your spreadsheet. | |||
== Dates == | == Dates == | ||