How to Remove Duplicates in Google Sheets with AI (Step-by-Step, 2026)

Duplicate rows in Google Sheets usually come from imports, copy-paste merges, or form submissions. This guide shows three reliable dedupe methods, from one-click cleanup to AI-assisted rules for messy text.

Method 1: Built-in “Data cleanup” (fastest)

1. Select your table range (include headers).
2. Go to Data → Data cleanup → Remove duplicates.
3. Confirm whether your data has a header row, then click remove.

Use this when duplicate rows are exact matches. It is fast and safe for clean datasets.

Method 2: Formula check (keeps full control)

If you want to review before deleting, mark duplicates first with a helper column.

=COUNTIF($A$2:A2, A2)>1

This flags repeated values in column A. For multi-column keys, combine fields first:

=COUNTIF($Z$2:Z2, A2&"|"&B2&"|"&C2)>1

Then filter rows where the result is TRUE and decide whether to delete or merge.

Method 3: AI-assisted dedupe rules (best for messy text)

Real-world duplicates often look different (for example, spacing, casing, abbreviations, or punctuation). Use AI to normalize text first, then dedupe.

• Normalize names/companies (e.g. “ACME LTD” vs “Acme Limited”).
• Standardize phone/email formats.
• Generate a canonical key before running duplicate checks.

If you use AI for Sheets, you can build this workflow with Gemini in Google Sheets and formulas from the formula reference.

Recommended workflow for operations teams

1. Raw sheet: keep source data unchanged.
2. Normalized sheet: clean casing, spaces, separators, and naming variants.
3. Review sheet: flag likely duplicates for manual approval.
4. Final sheet: publish deduped records for reporting or CRM sync.

This keeps your process auditable and reduces accidental data loss.

Common mistakes (and how to avoid them)

• Deleting too early: always keep a raw backup tab before removal.
• Using only one column key: combine multiple identifiers when possible.
• Ignoring formatting noise: trim spaces and standardize text before dedupe.

FAQ

Can Google Sheets remove duplicates automatically?

Yes. You can use the built-in Data cleanup tool, or formulas plus filters for review-based workflows.

How do I dedupe while keeping the newest row?

Sort by timestamp first (newest to oldest), then remove duplicates. The first occurrence will be kept.

Can AI detect “near duplicates”?

Yes. AI helps normalize inconsistent text so near-duplicates become easier to match with formula rules.

Next step

After deduping, set up a repeatable validation checklist to keep new imports clean. Related guides: prompt writing, common issues, and contact support.