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Home Advanced Excel 3 Ways to extract unique values from a range in Excel

3 Ways to extract unique values from a range in Excel

This tutorial describes multiple ways to extract a unique or distinct list from a column.

Scenario
Suppose you have a list of customer names. The list has some duplicate values. You wish to
extract unique values from it. Unique values would be a distinct list.

Sample File
Click on the link below and download the excel le for reference.

Extract a unique list from a range

Solutions

1. Advanced Filter
Follow the steps shown below in the animation
STEPS
Go to Data tab in the menu
In Sort and Filter box, Click Advancedbutton
Choose"Copy to another location"
In "List range :" box, select a range from which unique values need to be extracted (including
header)
In "Copy to :" box, select a range in which nal output to be put
Check Unique records only
Click Ok

2. INDEX-MATCH (Array Formula)

 Extract Unique Values - Formula

FORMULA

=IFERROR(INDEX($B$3:$B$15, MATCH(0,COUNTIF($D$2:D2, $B$3:$B$15), 0)),"")

Hit CTRL+ SHIFT + ENTER to conrm this formula. If done correctly, Excel will automatically
place curly braces {...} around the formula.
After placing curly braces, the above formula would look like this :
{=IFERROR(INDEX($B$3:$B$15, MATCH(0,COUNTIF($D$2:D2, $B$3:$B$15), 0)),"")}

Copy the above formula and paste it into cell D3. And paste it down till the cell D12 (Select the
range D3:D12 and press Ctrl+D).
HOW TO USE
Follow the steps shown below in the animation

Version 2 : IF BLANK VALUES IN A LIST

Suppose there are missing or blank values in your list from which you want to extract unique
values. In this case, you need to tweak your formula. The modied formula is explained below -
 Extract Unique Values given blank values

FORMULA

=IFERROR(INDEX($B$3:$B$15, MATCH(0,IF(ISBLANK($B$3:$B$15),1,COUNTIF($D$2:D2,
$B$3:$B$15)), 0)),"")
Copy the above formula and paste it into cell D3. And paste it down till the cell D12 (Ctrl+D).

HitCTRL+ SHIFT + ENTER to conrm this formula. If done correctly, Excel will automatically
place curly braces {...} around the formula.
After placing curly braces, the above formula would look like this :
{=IFERROR(INDEX($B$3:$B$15, MATCH(0,IF(ISBLANK($B$3:$B$15),1,COUNTIF($D$2:D2,
$B$3:$B$15)), 0)),"")}

How this formula works

Step 1 : COUNTIF($D$2:D2, $B$3:$B$15)
Syntax : COUNTIF(range, condition)
It counts the number of cells within a range that meet the given condition
COUNTIF($D$2:D2, $B$3:$B$15) returns 1 if $D$2:D2 is found in$B$3:$B$15 else 0.
For example, for the second distinct record Dave, the formula becomesCOUNTIF($D$2:D3,
$B$3:$B$15). It is searching values D2 and D3 in the range B3:B15. The array becomes
={1;1;1;0;0;0;0;0;0;0;0;0;0}. It is 1 when values of D2 and D3 are found and 0 where it is not found.
Step 2 :In this step, we are checking the position of item that has an array value 0 in Step I.
Syntax : MATCH(lookup_value;lookup_array; [match_type]
It gives the relative position of an item in an array that matches a specied value.
MATCH(0,COUNTIF($D$2:D2, $B$3:$B$15), 0) returns 4 for the second distinct value. It is 4
because the value Dave is placed in the fourth position of the list. [Also see 0 is the fourth value
of the step 1 array -{1;1;1;0;0;0;0;0;0;0;0;0;0}]
Step 3 :In this step, we extract the desired distinct value. The INDEX function helps to achieve it.
Syntax : INDEX(array,row_num,[column_num])
The INDEX function returns the reference of cell meeting row and column number in a given
range.

INDEX($B$3:$B$15, MATCH(0,COUNTIF($D$2:D2, $B$3:$B$15), 0)) returns Dave.

Tutorial : Excel Array Formula with Examples

3. MACRO (Advanced Filter)
It's an excel macro to pull distinct values from a column in Excel.

VBA CODE

Option Explicit
Sub
CreateUniqueList()

HOW TO USE

1. Press Alt + F11 to open VB editor window

2. Go to Insert menu >>Module
3.Copy and paste the above vba code into the window
Download the workbook
I have added one more way to extract unique values from a range [Updated : June
2016]

4. Remove Duplicates Option

The most easiest way to extract unique values from a range is to use "Remove Duplicates"
option. See the snapshot below -

Unique values : Remove Duplicates Option

Warning :If you want to keep your original data (not overwrite unique values), make a copy of it
(Paste original data to another range or tab) Otherwise original data would be removed.

Select range >> Go to Data option >> Click on Remove Duplicates >> Select the column
that contains duplicates >> Ok

Important Note :
If you have multiple columns in a range and you want to remove duplicates based on a single
column, make sure only the column that contains duplicates is selected.
 Remove Duplicates by a column

2. If you want to remove duplicates based on all the columns (whole row), make sure all the
columns are selected.

Related Articles
1.Count Unique values in a column
2.Count Unique values in multiple columns
3.Select and Count Duplicate values in Excel

Excel Tutorials : 100 Excel Tutorials

53 RESPONSES TO "3 WAYS TO EXTRACT UNIQUE VALUES FROM A RANGE IN EXCEL"

Abraham Koshy 10 February 2015 at 03:19

Thanks a lot

Reply
 Andrey Metelskiy 11 February 2015 at 14:16
It works only for 1 column not for the 2d range

Reply

Replies

Anonymous 10 December 2015 at 17:54

Any way to extend this over multiple columns?

J.Balboa 18 October 2016 at 14:16

Concatenate it and then run the concatenated column.

Reply

seleim 18 March 2015 at 22:12

You are a legend. Wish you all the best and keep up the good work.

Reply

Anonymous 2 May 2015 at 04:50

Excellent.

Reply

Anonymous 15 May 2015 at 03:47

Nicely laid out; especially liked the multiple options to end results. However what I'm looking for is a formula
that will seek out the rst instance in a column with duplicate values and keep its row place at the same time.
In all of your examples, the query column shows a condensed list that does not match across the rows the
very rst unique instance of that specic value.

AB
11
1
22
2
1
1
33
3
2
1
3

Reply
Replies

TheBigDog 16 September 2015 at 10:05

Use this formula...

=IF(COUNTIF(A$2:A2,A2)=1,A2,"")

Anonymous 2 August 2016 at 06:40

many many thanks dear...I was looking for this.

Reply

Matt Greig 28 May 2015 at 18:55

Hey - it keeps returning "0" value rather than the text in the cells i want. Not sure what i am doing wrong.

=IFERROR(INDEX('Pocketbook Data'!$C$12:$C$31,MATCH(0,COUNTIF('Chart of
Accounts'!$B$4:B17,'Pocketbook Data'!$C$12:$C$31),0)),"")

Reply

Replies

Deepanshu Bhalla

28 May 2015 at 22:24

Since it's an array formula, press CTRL SHIFT ENTER to conrm it rather than only ENTER.If done correctly,
Excel will automatically place curly braces {...} around the formula.

Anonymous 3 June 2015 at 09:46

I have the curly brackets and I pressed ctrl+d, but all I have are blank values.

Deepanshu Bhalla

3 June 2015 at 11:48

Upload your le to cloud drive and share the link with me. Thanks!
 Michael 3 June 2015 at 18:58
I had the same issue Matt.
Check if you have a circular reference on the bottom left status bar.
I needed to adjust the countif formula to reference the cell above the current cell that you are entering
the formula into. This threw me originally as my data started on the rst row of the sheet and
Deepanshu's example starts on the second row.

i.e. My rst formula was in cell n2 and the example formula references d2 because the rst line is
blank.

Further confusing is that when you evaluate the formula using formula auditing it looks to work right up
to the last step when it switches from the correct value to zero.

HTH

Michael

Also thanks Deepanshu for taking the time to publish this information.

Reply

Radioactive _ 6 June 2015 at 15:17

The =IFERROR(INDEX($F$13:$F$1353, MATCH(0,COUNTIF($X$12:X12, $F$13:$F$1353), 0)),"") perfectly

worked for me except that I use a lter for the F column. When I deselect any item from the ltered column I
would like to have it removed from the unique items list created.

Is that possible somehow?

Thanks in advance!

Reply

Evandro Higuchi 6 July 2015 at 12:12

Dim d As Object, c As Variant, i As Long, lr As Long
Set d = CreateObject("Scripting.Dictionary")
Sheets("Plan1").Select
lr = Cells(Rows.Count, 1).End(xlUp).Row
c = Range("A1:A300" & lr)
For i = 1 To UBound(c, 1)
d(c(i, 1)) = 1
Next i
Sheets("Plan2").Select
Range("A1").Resize(d.Count) = Application.Transpose(d.keys)

Reply

Anonymous 29 July 2015 at 08:09

This formula has helped me tremendously! However, is there a way to make the formula only return a value of
a cell if the length of the value is 8 for example?
I have two spreadsheets, one has a column of data which contains varying lengths of text. On the other
spreadsheet I am trying to populate a column with only the values that are a length of 8.
My goal is to NOT have to manipulate the data on the "source" spreadsheet as there will be others using this
workbook and I just want to keep it as a simple copy/paste method for importing the raw data.
Any help would be appreciated.

=IFERROR(INDEX(PNRExport!$F$1:$F$800,MATCH(0,IF(ISBLANK(PNRExport!$F$1:$F$800),1,COUNTIF($F$5:
F24,PNRExport!$F$1:$F$800)),0)),"")

Reply

Anonymous 23 September 2015 at 14:33

I used your advice before and nd this website extremely helpful, thank you.

Now I have a situation where a list has blanks and duplicates, very similar to your example Version 2: IF
BLANK VALUES IN A LIST but heres the catch . . . for this effort, I have a requirement to keep the duplicates
for reporting purposes but remove the blanks. I might be over thinking this.

Here is the formula Ive used but of course it removes duplicates which I need to keep:
{=IFERROR(INDEX(WIP!$A$3:$A$501, MATCH(0,IF(ISBLANK(WIP!$A$3:$A$501),1,COUNTIF($A$2:A55,
WIP!$A$3:$A$501)), 0)),"")}

Do you have a simple way of achieving this?

Reply

Sunil Chadha 12 October 2015 at 00:23

Thank you.

Reply

K W 20 October 2015 at 01:32

How can I do this from multiple list ranges from different worksheets, to get a list of unique model numbers,
ranges being for example Sheet2!A2:A40, Sheet3!D2:D40, Sheet4!C5:C43, Sheet5!B2:B40. Thanks in advance!

Reply

K W 20 October 2015 at 01:32

Meant to clarify, it should always update Sheet1 column A with the unique list

Reply

Anonymous 27 October 2015 at 11:45

Having issues with this query it keeps returning 0 instead of the text.
IF(ISERROR(INDEX(Invoiced!$B$1:$C$3101,SMALL(IF((Invoiced!$B$1:$B$3101=$A$5)*
(COUNTIF($D$6:D6,Invoiced!$M$1:$M$3101)=0),ROW(Invoiced!$B$1:$B$3101)),ROW(1:1)),2)),"",INDEX(Invoic
ed!$B$1:$C$3101,SMALL(IF(Invoiced!$B$1:$B$3101=$A$5,ROW(Invoiced!$B$1:$B$3101)),ROW(1:1))*1,2))

Reply
Anonymous 10 December 2015 at 18:00
Thanks for providing these tips!

I'm trying do this across 3 columns, but there are no results. If I restrict the range to just one column than it
works ne, but nothing for 3 columns.

Does this not work for multiple columns, and if not, is there any other alternative that does?

thanks!

Reply

Trying to Excel 31 December 2015 at 12:45

Thank you very much! Your website has been SO helpful in my work! This formula is great, however
sometimes I need Excel to extract the unique items in alphabetical order. For example, using your illustration
above, is there a formula that would return the unique items in the order:

Dave
Deepanshu
Jhonson
Neha
Sohan

...and not in the order that they occur in the column. I have a similar need with extracting values in ranked
order, but have an existing workaround.

Any advice you could provide would be much appreciated!

Thanks again.

Reply

Anonymous 4 February 2016 at 08:58

Another most simple way - button Data/Remove Duplicates.

Animation for the rst solution display it.

Reply

Stephane Beauls 3 March 2016 at 17:19

This comment has been removed by the author.

Reply

Stephane Beauls 3 March 2016 at 17:20

This comment has been removed by the author.

Reply
 Stephane Beauls 3 March 2016 at 17:23
The vba gives me the rst and second as duplicate...
And the rst cell in the list has a name now Its called "Extract"
Any one has an idea why and how to x?

Reply

Edith Mativenga 10 March 2016 at 02:05

super great

Reply

Marc Froemelt 26 April 2016 at 07:24

Fantastic Trick to get a dynamic list. I'm a bit confused on how to extend the list beyond 15 rows. I've
unsuccessfully changed all values from 15 to 40 rows, but it failed.

Reply

Replies

Deepanshu Bhalla 26 April 2016 at 08:29

If you are using advanced lter to extract unique values, you need to give reference of your updated range
manually in the 'List Range' box

Marc Froemelt 3 May 2016 at 11:02

I'd like to use INDEX+MATCH '=IFERROR(INDEX($B$3:$B$15,
MATCH(0,IF(ISBLANK($B$3:$B$15),1,COUNTIF($D$2:D2, $B$3:$B$15)), 0)),"")

Changing references from $B$15 to $b$30 does not pick up addl rows beyond row 15

Deepanshu Bhalla

3 May 2016 at 12:07

I have changed the reference and it is working. The le is saved here - Working Sheet

Make sure you are changing reference from $B$15 to $B$30 in all the three places in the formula.
Press CTRL SHIFT ENTER to conrm this formula rather than simple ENTER. If you do it correctly, you
would see the formula enclosed in curly brackets.
 Marc Froemelt 5 May 2016 at 08:20
Thank you for your quick response and for pointing out my omission to you CTRL SHIFT ENTER - all is
well now

Deepanshu Bhalla

7 May 2016 at 09:50

Glad to know all is well now. Cheers!

Reply

Nishan 2 June 2016 at 07:11

Hi there,
It works for me. But honestly I didn't get that formula. I would appreciate if someone helps me to understand.
Here is my understanding:

Index($E$2:$E$1000, Match(0,countif($A$3:A3,$E$2:$E$1000),0))
---To be specic this is the part I didn't understand---

countif($A$3:A3,$E$2:$E$1000) --- This function returns 0 or 1 if the value exist in $E$2:$E$1000 range.

Then comes
Match(0,countif($A$3:A3,$E$2:$E$1000),0) --- which is generating this value Match(0, 0 or 1, 0) How come
Match function doesn't have a range in the middle. In fact its taking countif array as range. Could anyone
explain this to me?

Reply

DisneyLady57 2 June 2016 at 20:16

Trying to generate column C from data in A and B. Need to take rst all same type in "A" and list rst and last
occurrence of same type in "a". Data is sorted by "A" then by "B".
ABc
1 Blue 24"x36" 24"x36' to 42"x66"
2 Blue 24"x8' 24"x36' to 42"x66"
3 Blue 42"x66" 24"x36' to 42"x66"
4 Red 24"x8' 24"x8' to 7'6"x9'6"
5 Red 7'6"x9'6" 24"x8' to 7'6"x9'6"

Reply

Replies

DisneyLady57 2 June 2016 at 20:19

 Sorry, removed my spacing...
| Col A| Col B | Col C
1 | Blue | 24"x36" |24"x36" TO 42"x66"
2 | Blue | 24"x8' |24"x36' to 42"x66"
3 | Blue | 42"x66" |24"x36' to 42"x66"
4 | Red |24"x8' |24"x8' to 7'6"x9'6"
5 | Red |7'6"x9'6"|24"x8' to 7'6"x9'6"

Deepanshu Bhalla

3 June 2016 at 08:14

Suppose values are placed in range A2:B6. Place the following formula in cell C2 and paste it down till
C6.
=INDEX($B$2:$B$6,MATCH(A2,$A$2:$A$6,0))&"to" &INDEX($B$2:$B$6,MATCH(A2,$A$2:$A$6))

Reply

ganesh das 7 June 2016 at 04:16

thaks it worked

Reply

Huzefa Hatimbhai Dhamangaonwala 17 June 2016 at 06:40

How can I extract unique values to a different sheet altogether?

There's a challenge after applying the above formulas. A window pops up which is titled Update Values :"File
Name"

Any help in this regard will be greatly appreciated. Thanking u.

Huzefa.

Reply

Unknown 29 June 2016 at 07:07

I was racking my brain to come up with a clean solution for this - and your posting was most helpful. Thank
you for saving me several hours of frustration! Really appreciated!

Reply

anil bhuma 30 June 2016 at 02:42

In the duplicates list nd out unique values stored in array. using vba program......

Reply
 Unknown 30 August 2016 at 06:31

Thank you for your code which is most usefull, need your kind assistance to modify formula in excel to work
with countifs or by using index to return 2 values for example the stage column and user name

Reply

Unknown 30 August 2016 at 14:41

Hi Dipanshu ,

Thanks a lot for posting this - just one thing option 2 gives circular reference error

Reply

Replies

Deepanshu Bhalla 30 August 2016 at 15:12

The formula works ne. Save your le to cloud drive and share link with me.

Reply

Anonymous 14 September 2016 at 13:01

Good tutorial but VBA code doesnt work if you have formulas in selected columns which echo text in cells with
IFs. The same is with other methods. This tricks work only if you have simple text in every cell or digits result if
you use formulas in cells

Reply

Anonymous 14 September 2016 at 14:02

Sorry it works... my mistake... missing (,) in my code ;)

Reply

Unknown 4 January 2017 at 10:06

Thank You

Reply
 Taylor Levy 23 January 2017 at 09:11
Thanks for this thorough explanation. For some reason I am getting the same entry (the rst) repeated over the
entire column. Any help would be much appreciated!

Reply

Replies

Deepanshu Bhalla

23 January 2017 at 09:17

Thank you for writing to me. Save your le on cloud drive and share link with me.

Reply

Radek Boruta 24 January 2017 at 19:22

Hi,
I'm trying to gure it out: how can I extract (text) values from rows (they're always unique IN A ROW - it's rather
ltering out cells with formulas returning "") to cells in columns, than proceed to next row(s) and do the same,
BUT... in these other rows values are often THE SAME AS IN PREVIOUS ROWS!
What's more - I want values from rst two columns to be repeated as long, as there are unique values from
other columns being returned by formula...

From that [over 200 rows and over 80 columns]...

[001] | title 1 |A |"" |C |D |"" |F
[002] | title 2 |"" |B |C |D |E |""
[003] | title 3 |A |B |C |"" |E |F

I'd like to get this:

[001] title 1 A
[001] title 1 C
[001] title 1 D
[001] title 1 F
[002] title 2 B
[002] title 2 C
[002] title 2 D
[002] title 2 E
[003] title 3 A
[003] title 3 B
[003] title 3 C
[003] title 3 E
[003] title 3 F

Any help would be greatly appreciated! (And sorry for my english.)

Best regards.
 Reply

Unknown 24 January 2017 at 23:18

I have a quick question perhaps you may help me. I have tried the solution using aggregate function but since
my workbook is huge it is taking forever to load, when I use index and match it is super fast but I am failing to
nd a workaround of ignoring the zero values.

Sample data is as follows

Date Acc# Join Check

01/Jan/2017 5014 42,277 Correct
1-Jan-2017 1047 - Not this
5-Jan-2017 1047 - Not this
15-Jan-2017 1047 42,308 But this

This is a student dataset in a school, so students have to pay a small registration fee which some pay once
like Acc 5014 and some pay in installments as Acc 1047. The thing is the join date starts when the reg fee is
fully paid hence the zeros on 1 and 5 jan 2017.

Thanks

Reply

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