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How to easily concatenate text based on criteria in Excel?

Supposing I have a column of ID numbers which contains some duplicates and a column of names, and now, I want to concatenate the names based on the unique ID numbers as left screenshot shown, to quickly combine the text based on criteria, how could we do in Excel?

doc combine text based on criteria 1

Concatenate text based on criteria with User Defined Function

Concatenate text based on criteria with Kutools for Excel


To combine text with the unique ID numbers, you can extract the unique values first and then create a User Defined Function to combine the names based on the unique ID.

1. Take the following data as example, you need to extract the unique ID numbers first, please apply this array formula: =IFERROR(INDEX($A$2:$A$15, MATCH(0,COUNTIF($D$1:D1, $A$2:$A$15), 0)),""),enter this formula into a blank cell, D2 for example, then press Ctrl + Shift + Enter keys together, see screenshot:

doc combine text based on criteria 2

Tip: In the above formula, A2:A15 is the list data range you want to extract unique values from, D1 is the first cell of the column you want to put out the extracting result.

2. And then drag the fill handle down to extract all unique values until blanks displayed, see screenshot:

doc combine text based on criteria 3

3. In this step, you should create a User Defined Function to combine the names based on the unique ID numbers, please hold down the ALT + F11 keys, and it opens the Microsoft Visual Basic for Applications window.

4. Click Insert > Module, and paste the following code in the Module Window.

VBA code: concatenate text based on criteria

Function ConcatenateIf(CriteriaRange As Range, Condition As Variant, ConcatenateRange As Range, Optional Separator As String = ",") As Variant
'Updateby Extendoffice
Dim xResult As String
On Error Resume Next
If CriteriaRange.Count <> ConcatenateRange.Count Then
    ConcatenateIf = CVErr(xlErrRef)
    Exit Function
End If
For i = 1 To CriteriaRange.Count
    If CriteriaRange.Cells(i).Value = Condition Then
        xResult = xResult & Separator & ConcatenateRange.Cells(i).Value
    End If
Next i
If xResult <> "" Then
    xResult = VBA.Mid(xResult, VBA.Len(Separator) + 1)
End If
ConcatenateIf = xResult
Exit Function
End Function

5. Then save and close this code, go back to your worksheet, and enter this formula into cell E2, =CONCATENATEIF($A$2:$A$15, D2, $B$2:$B$15, ",") , see screenshot:

doc combine text based on criteria 4

6. Then drag the fill handle down to the cells that you want to apply this formula, and all the corresponding names have been combined based on the ID numbers, see screenshot:

doc combine text based on criteria 5

Tips:

1. In the above formula, A2:A15 is the original data which you want to combine based on, D2 is the unique value you have extracted, and B2:B15 is the name column that you want to combine together.

2. As you can see, I combined the values which are separated by comma, you can use any other characters by changing the comma “,” of the formula as you need.


If you have Kutools for Excel, with its Advanced Combine Rows utility, you can quickly and conveniently concatenate the text base on criteria.

Kutools for Excel : with more than 300 handy Excel add-ins, free to try with no limitation in 30 days.

After installing Kutools for Excel, do as following steps:

1. Select the data range that you want to combine based on one column.

2. Click Kutools > Merge & Split > Advanced Combine Rows, see screenshot:

3. In the Combine Rows Based on Column dialog box, click the ID column and then click Primary Key to make this column as the key column that your combined data based on, see screenshot:

doc combine text based on criteria 7

4. And then click Name column which you want to combined the values, then click Combine option, and choose one separator for the combined data, see screenshot:

doc combine text based on criteria 8

5. After finishing these settings, click OK to exit the dialog, and the data in column B has been combined together based on the key column A. See screenshot:

doc combine text based on criteria 9

With this feature, the following problem will be solved as soon as possible:

How to combine multiple rows into one and sum duplicates in Excel?

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Comments (38)
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This comment was minimized by the moderator on the site
Great function! Is there a way to maintain the format in the cell it's concatenating data from? i.e. $45.07, $555.34, $0.00, $0.25, -$12.25 I've figured out how to stack them with wrap text and CHAR(10) in place of "," but having trouble keeping the format. I will be using this for a mail merge in Word.
This comment was minimized by the moderator on the site
Hello, Laurie,If you want to keep the cell formatting when concatenating the data, you can apply the Advanced Combine Rows feature of Kutools for Excel, in the dialog box, after finishing the settings, you just need to check Use formatted values option, and all the data formatting will be kept as you need.
You can download Kutools for Excel and free trial 30-day.
This comment was minimized by the moderator on the site
Is there any way to add "and" instead of "," before the last data? (For example: D2355, D2273, D2397, D2600 and D2386)
This comment was minimized by the moderator on the site
Hi, Hossain,May be there is not a direct method for solving your problem, you can add another formula to convert the last comma to the text "and".=SUBSTITUTE(E2,","," and ",LEN(E2)-LEN(SUBSTITUTE(E2,",","")))
Please try, thank you!
This comment was minimized by the moderator on the site
It worked like a charm sir. Thank you so much.
This comment was minimized by the moderator on the site
Great function, exactly what I needed! Works like a charm
This comment was minimized by the moderator on the site
Hi,

Very helpful VBA solution. Thank you kindly! My question is: Is there a way to change the code or function for multiple criteria? Although the code works for me, I need it to show values corresponding to a timestamp-interval (>= timestamp A, <= timestamp B)


Thank you in advance. :)
This comment was minimized by the moderator on the site
Is there a way to assign this to a button? On large data ranges it takes a while, so ideally I only want it to start the concatenate process once I've finished doing everything else in the sheet. I tried adding a trigger myself but it stopped working completely
This comment was minimized by the moderator on the site
BTW i used the VBA solution
This comment was minimized by the moderator on the site
Extremely helpfull! After editing it for my sheet i have #VALUE! for some of the unique values.
I did a countif to see if it could be that there are too many names to concatenate. The two unique values that have the #VALUE! error have 13635 and 19810 results. Is there a way to overcome this?
This comment was minimized by the moderator on the site
How can I ignore blank cells? mine currently displays this:

";;;;;;;;;"

I'd like for the 1st, 3rd and last 3 semi colons not to there/show. TIA
This comment was minimized by the moderator on the site
Hello, Chantelle
When concatenating the cell values ignoring the blank cells, please apply the below User Defined Function:

Function ConcatenateIf(CriteriaRange As Range, Condition As Variant, ConcatenateRange As Range, Optional Separator As String = ",") As Variant
Dim xResult As String
On Error Resume Next
If CriteriaRange.Count <> ConcatenateRange.Count Then
ConcatenateIf = CVErr(xlErrRef)
Exit Function
End If
For i = 1 To CriteriaRange.Count
If CriteriaRange.Cells(i).Value = Condition Then
If ConcatenateRange.Cells(i).Value <> "" Then
xResult = xResult & Separator & ConcatenateRange.Cells(i).Value
End If
End If
Next i
If xResult <> "" Then
xResult = VBA.Mid(xResult, VBA.Len(Separator) + 1)
End If
ConcatenateIf = xResult
Exit Function
End Function

Please try it, hope it can help you!
This comment was minimized by the moderator on the site
thank you very much! This was so simple and helped a lot!!
This comment was minimized by the moderator on the site
Is it possible to replace the comma splitter with a line break, i.e. char(10)? Many thanks.
This comment was minimized by the moderator on the site
Hello, David,

To combine the cells with line break, the following User Defined Function may help you.

Function ConcatenateIf_LineBreak(CriteriaRange As Range, Condition As Variant, ConcatenateRange As Range, Optional Separator As String = ",") As Variant
Dim xResult As String
On Error Resume Next
If CriteriaRange.Count <> ConcatenateRange.Count Then
ConcatenateIf = CVErr(xlErrRef)
Exit Function
End If
For I = 1 To CriteriaRange.Count
If CriteriaRange.Cells(I).Value = Condition Then
xResult = xResult & vbCrLf & ConcatenateRange.Cells(I).Value
End If
Next I
If xResult <> "" Then
xResult = VBA.Mid(xResult, VBA.Len(Separator) + 1)
End If
ConcatenateIf_LineBreak = xResult
Exit Function
End Function

After pasting this code, then apply this formula: =ConcatenateIf_LineBreak(A2:A13,F2,B2:B13,",").

After getting the results with this formula, you should click the Wrap Text to get the correct results you need.
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