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How to Compare SharePoint or Excel File Versions with Spreadsheet Compare
Question details
The user needs to compare two different versions of the same Excel workbook stored in SharePoint version history using the Spreadsheet Compare tool.
- Product
- Microsoft Excel
- Device & OS
- not provided
- Scenario
- Analyzing and tracking changes between older and newer versions of a workbook saved on SharePoint.
- Observed behavior
- The Spreadsheet Compare tool cannot directly compare two versions from the version history of the exact same workbook without them being saved and opened as distinct, separate files.
Ensure that the Inquire COM add-in is enabled in your Excel application, as the Spreadsheet Compare tool is a part of this add-in. You also need read access to the SharePoint document library where the file's version history is maintained.
Download and Compare Versions as Separate Files
Download the specific SharePoint versions you want to compare as separate local files, then use the Excel Inquire add-in to analyze the differences.
Because Spreadsheet Compare cannot interface directly with SharePoint's internal version history menu to compare a live file against its past self, you must extract the historical version first. By saving both iterations as standard local files, the Inquire tool can successfully process them side-by-side.
Navigate to your SharePoint document library, locate the Excel file, click the three-dot menu (ellipsis) next to the file name, and select 'Version History'.
Find the older version of the file you want to analyze, click the drop-down arrow next to its modified date, and select 'Download'. Save it to your computer with a distinct name (e.g., Workbook_v1.xlsx).
Repeat the previous step for the current or newer version of the file, saving it as a separate file (e.g., Workbook_v2.xlsx).
Launch Microsoft Excel and open both of the downloaded files.
Navigate to the 'Inquire' tab on the Excel ribbon and click 'Compare Files' in the Compare group. Confirm the older and newer files in the dialog prompt, then click 'Compare' to view the highlighted differences.
Try WPS Office for Your Spreadsheet Needs
If you frequently work with Excel files and are looking for a reliable, lightweight alternative, WPS Office provides excellent compatibility with Microsoft Office formats. It features a familiar interface and built-in tools like 'View Side by Side' to help you review and compare spreadsheets effortlessly.
- 1. Download and Install: Get WPS Office for free from the official website and complete the quick installation process.
- 2. Open Your Workbooks: Launch WPS Spreadsheets and open the two .xlsx files you wish to compare.
- 3. View Side by Side: Navigate to the 'View' tab and click 'View Side by Side' to visually compare your data simultaneously.
Frequently Asked Questions
Why is the Inquire tab missing in my Excel?
The Inquire add-in is only available in specific enterprise editions of Microsoft Office, such as Office Professional Plus and Microsoft 365 Apps for enterprise. If you are using a Home, Personal, or Standard edition, this feature is not included.
How do I enable the Inquire add-in if I have a supported version?
Go to File > Options > Add-Ins. At the bottom of the window, change the 'Manage' drop-down to 'COM Add-ins' and click 'Go'. Check the box next to 'Inquire' and click 'OK'. The Inquire tab will immediately appear on your ribbon.
Can I compare Excel files if I don't have the Spreadsheet Compare tool?
Yes. You can manually compare two workbooks by opening both files, going to the 'View' tab, and selecting 'View Side by Side'. Activating 'Synchronous Scrolling' allows you to scroll through both files at the exact same time to spot differences visually.
