Duplicate data in Excel is annoying. Like, really annoying. Here’s exactly how to delete double entries fast, without losing your original data.
Why This Happens in the First Place
You copy data from two files. Or someone adds the same row twice. Happens all the time, especially in shared spreadsheets.
My friend Priya manages inventory for a small retail shop. One Monday she came to me frustrated her stock count was way off. Turns out, 40+ rows were duplicated after merging two supplier lists. Took us ten minutes to fix. That’s what this guide is for.
Step 1 – Back Up First. Always.
Quick tip before anything else copy your sheet to a new tab. Just right-click the sheet name → Move or Copy → check “Create a copy.”
Done. Now if something goes wrong, you’re safe. Excel’s Remove Duplicates deletes data permanently. There’s no undo after you close the file.
Step 2 – How to Delete Double Entry in Excel (The Fastest Way)
Here’s the method most people use. It works in Excel 2019, 2021, and Microsoft 365 in 2026.
- Select your data range (click and drag, or press Ctrl + A for the whole sheet)
- Go to the Data tab at the top
- Click Remove Duplicates (it’s in the Data Tools section)
- A box pops up choose which columns to check
- Hit OK
That’s it. Excel tells you how many duplicates were removed and how many unique rows remain. Clean.
If you prefer keyboard shortcuts, try Alt → A → M. Opens the same dialog. Fast for desk workers who live in Excel all day.
Step 3 – Want to See Duplicates Before Deleting?
Nah, don’t delete blind. Highlight them first.
Go to Home → Conditional Formatting → Highlight Cell Rules → Duplicate Values. Pick a color. Now you can see exactly what’s repeated before you delete anything.
That’s the real win knowing what you’re removing, not just hoping for the best.
What About the UNIQUE Formula?
If you’re on Microsoft 365, there’s a smarter way. In an empty column, type:
=UNIQUE(A2:A100)
It pulls out only the unique values into a new list. Your original data stays untouched. Good for when you want a clean version without touching the raw file at all.
Fluffy, not heavy. The formula does the job quietly.
A Common Mistake People Make
They remove duplicates from just one column when they actually need to check two or three together.
Say you have first name and last name in separate columns. If you only select “First Name,” Excel might delete “John Smith” thinking it’s a duplicate of “John Doe.” Yeah, two different people gone.
Always select all relevant columns together. Safer that way.
FAQ’s
Q: Does Excel keep the first entry or the last when removing duplicates?
It keeps the first occurrence. All repeats after that get deleted.
Q: What if duplicates aren’t being removed even after I click OK?
Check for extra spaces. “Apple ” and “Apple” look the same but aren’t. Use the TRIM formula to clean spaces first, then try again.
Q: Can I remove duplicates from multiple sheets at once?
Not directly in Excel. You’d need to combine them into one sheet first, remove duplicates, then split if needed.