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How to extract unique values based on criteria in Excel?

Supposing, you have the left data range that you want to list only the unique names of column B based on a specific criterion of column A to get the result as below screenshot shown. How could you deal with this task in Excel quickly and easily?

Extract unique values based on criteria with array formula

Extract unique values based on multiple criteria with array formula

Extract unique values from a list of cells with a useful feature

 

Extract unique values based on criteria with array formula

To solve this job, you can apply a complex array formula, please do as follows:

1. Enter the below formula into a blank cell where you want to list the extracting result, in this example, I will put it to cell E2, and then press Shift + Ctrl + Enter keys to get the first unique value.

=IFERROR(INDEX($B$2:$B$15, MATCH(0, IF($D$2=$A$2:$A$15, COUNTIF($E$1:$E1, $B$2:$B$15), ""), 0)),"")

2. Then, drag the fill handle down to the cells until blank cells are displayed, and now all the unique values based on the specific criterion have been listed, see screenshot:

Note: In the above formula: B2:B15 is the column range contains the unique values that you want to extract from, A2:A15 is the column contains the criterion you based on, D2 indicates the criterion that you want to list the unique values based on, and E1 is the cell above your entered formula.

Extract unique values based on multiple criteria with array formula

If you want to extract the unique values based on two conditions, here is another array formula can do you a favor, please do as this:

1. Enter the below formula into a blank cell where you want to list the unique values, in this example, I will put it to cell G2, and then press Shift + Ctrl + Enter keys to get the first unique value.

=IFERROR(INDEX($C$2:$C$15,MATCH(0,COUNTIF(G1:$G$1,$C$2:$C$15)+IF($A$2:$A$15<>$E$2,1,0)+IF($B$2:$B$15<>$F$2,1,0),0)),"")

2. Then, drag the fill handle down to the cells until blank cells are displayed, and now all the unique values based on the specific two conditions have been listed, see screenshot:

Note: In the above formula: C2:C15 is the column range contains the unique values that you want to extract from, A2:A15 and E2 are the first range with the criteria that you want to extract unique values based on, B2:B15 and F2 are the second range with the criteria that you want to extract unique values based on, and G1 is the cell above your entered formula.

Extract unique values from a list of cells with a useful feature

Sometimes, you just want to extract the unique values from a list of cells, here, I will recommend a useful tool-Kutools for Excel, with its Extract cells with unique values (include the first duplicate) utility, you can quickly extract the unique values.

Note:To apply this Extract cells with unique values (include the first duplicate), firstly, you should download the Kutools for Excel, and then apply the feature quickly and easily.

After installing Kutools for Excel, please do as this:

1. Click a cell where you want to output the result. (Note:Don't click a cell in the first row.)

2. Then click Kutools > Formula Helper > Formula Helper, see screenshot:

3. In the Formulas Helper dialog box, please do the following operations:

  • Select Text option from the Formula Type drop down list;
  • Then choose Extract cells with unique values (include the first duplicate) from the Choose a fromula list box;
  • In the right Arguments input section, select a list of cells that you want to extract unique values.

4. Then click Ok button, the first result is displayed into the cell, then select the cell and drag the fill handle over to the cells that you want to list all the unique values until blank cells are shown, see screenshot:

Free Download Kutools for Excel Now!

More relative articles:

  • Count The Number Of Unique And Distinct Values From A List
  • Supposing, you have a long list of values with some duplicate items, now, you want to count the number of unique values (the values that appear in the list only once ) or distinct values (all different values in the list, it means unique values +1st duplicate values) in a column as left screenshot shown. This article, I will talk about how to deal with this job in Excel.
  • Sum Unique Values Based On Criteria In Excel
  • For example, I have a range of data which contains Name and Order columns, now, to sum only unique values in Order column based on the Name column as following screenshot shown. How to solve this task quickly and easily In Excel?
  • Concatenate Unique Values In Excel
  • If I have a long list of values which populated with some duplicate data, now, I want to find only the unique values and then concatenate them into a single cell. How could I deal with this problem quickly and easily in Excel?

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  • To post as a guest, your comment is unpublished.
    Ambet23 · 3 months ago
    hi everyone..
    i have problem..
    i got blank result even i press ctrl shift enter together..
  • To post as a guest, your comment is unpublished.
    Saravanan Kumar · 1 years ago
    Hi all, Can some help me to get all unique values on one single cell
  • To post as a guest, your comment is unpublished.
    J Sloth · 1 years ago
    Hi, this worked well! Although it takes Excel sooooo long to calculate. Just dragging down 15 cells in a column takes about 15min to calculate... if not longer. Is this normal? If this becomes dynamic it will take a hell of alot of computing time.
  • To post as a guest, your comment is unpublished.
    K · 2 years ago
    Hello. This is really helpful, however, what If I want a formula that lists the unique values based on multiple criteria. eg. I have a data set which has the following data in a table (after each hyphen is a new column but same row):

    Company A - £200 - £100
    Company A - £300 - £200
    Company B - £300 - £200
    Company C - £600 - £200
    Company B - £100 - £300
    Company D - £0 - £600
    Company A - £700 - £100

    I want a new data table in a new tab which groups the duplicate values without using an array formula. currently I'm grouping using a pivot table and pasting to my new data table. It's a long process but array formulas make my spreadsheet really slow.

    Company A - £1200 - £400
    Company B - £400 - £500
    Company C - £600 - £200
    Company D - £0 - £600

    Thanks,
    K
    • To post as a guest, your comment is unpublished.
      skyyang · 1 years ago
      Hello, K,
      For solving your problem, I can recommend our useful tool- Kutools for Excel, with its Advanced Combine Rows feature, you can deal with this job quickly. Firstly, you should copy and paste your data into a new worksheet, and then apply htis feature as below screenhsot shown.
      You can know more about this feature from: https://www.extendoffice.com/product/kutools-for-excel/excel-combine-duplicate-rows.html
      Please download Kutools for Excel and install it, then apply this feature. Full feature free trial 30-day, please try.
  • To post as a guest, your comment is unpublished.
    Giancarlo · 2 years ago
    Hi! the formula works really well. I would like to add another criterion, i mean, get the unique answers but using two criteria
    • To post as a guest, your comment is unpublished.
      skyyang · 2 years ago
      Hi, Giancarlo,
      to extract unique values based on multiple criteria, any of the below formula can help you: (after pasting the formula, please press Ctrl + Shift + Enter keys together.)
      =IFERROR(INDEX($C$2:$C$11, MATCH(0, COUNTIF(G1:$G$1, $C$2:$C$11)+IF($A$2:$A$11<>$E$2, 1, 0)+IF($B$2:$B$11<>$F$2, 1, 0), 0)), "")
      =INDEX($C$2:$C$11, MATCH(0, IF(($A$2:$A$11=$E$2)*($B$2:$B$11=$F$2), COUNTIF($G$1:$G1, $C$2:$C$11), ""), 0))
      Please try, hope it can help you!
      • To post as a guest, your comment is unpublished.
        Astrid · 1 years ago
        Hi. I am using the two conditions formula =IFERROR(INDEX($C$2:$C$11, MATCH(0, COUNTIF(G1:$G$1, $C$2:$C$11)+IF($A$2:$A$11<>$E$2, 1, 0)+IF($B$2:$B$11<>$F$2, 1, 0), 0)), "") to extract a unique list and it works great, but I am struggle to add the SMALL function to get the list sorted as well in ascending order. Are you able to help?
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    Konstantin · 2 years ago
    Is there a way to make this work while ALLOWING for duplicate values? For instance, I want all instances of Lucy to be listed in the results.
    • To post as a guest, your comment is unpublished.
      skyyang · 2 years ago
      Hello, Konstantin,
      To extract all corresponding values including the duplicates based on a specific cell criteria, the following array formula can help you, see screenshot:
      =IF(ISERROR(INDEX($A$1:$B$17,SMALL(IF($A$1:$A$17=$D$2,ROW($A$1:$A$17)),ROW(1:1)),2)),"",
      INDEX($A$1:$B$17,SMALL(IF($A$1:$A$17=$D$2,ROW($A$1:$A$17)),ROW(1:1)),2))

      After inserting the formula, please press Shift + Ctrl + Enter keys together to get the correct result, and then drag the fill handle down to get all values.
      Hope this can help you, thank you！
  • To post as a guest, your comment is unpublished.
    Ed · 3 years ago
    This has worked great for me with a specific lookup value. However, if I wanted to use a wildcard to look up partial values, how would I do that? For example, if I wanted to lookup all the names associated with KT?

    I am using this function to look up cells that contain multiple text. For example if each product also had a sub-product within the same cell but I was only looking for names associated with the sub-product "elf".

    KTE - elf
    KTE- ball
    KTE - piano
    KTO - elf
    KTO- ball
    KTO - piano
  • To post as a guest, your comment is unpublished.
    ewik · 3 years ago
    For me the formula does not work. I press ctrl shift enter and i still get an error N/A. I would like to add that i prpared exaclty the same data as in tutorial. What is the reason it does not work?
  • To post as a guest, your comment is unpublished.
    jjer13 · 3 years ago
    How would I get this formula to return each of the duplicates instead of one of each of the names? For instance, in the example above, how would I get the results column (B:B) to return Lucy, Ruby, Anny, Jose, Lucy, Anny, Tom? I'm using this as a budget tool pulling to specific account summaries from a general ledger. However, several of the amounts and transaction descriptions are duplicates in the general ledger. Once the first of the duplicated values is pulled, no more of them get pulled.
    • To post as a guest, your comment is unpublished.
      skyyang · 3 years ago
      Hi, Joe,
      To extract all corresponding values based on a specific cell criteria, the following array formula can help you, see screenshot:
      =IF(ISERROR(INDEX($A$1:$B$17,SMALL(IF($A$1:$A$17=$D$2,ROW($A$1:$A$17)),ROW(1:1)),2)),"",
      INDEX($A$1:$B$17,SMALL(IF($A$1:$A$17=$D$2,ROW($A$1:$A$17)),ROW(1:1)),2))

      After inserting the formula, please press Shift + Ctrl + Enter keys together to get the correct result, and then drag the fill handle down to get all values.
      Hope this can help you, thank you！
      • To post as a guest, your comment is unpublished.
        jjer13 · 3 years ago
        Last Question: If I want the results column to return all values not associated with KTE or KTO (so, D:D would be Tom, Nocol, Lily, Angelina, Genna), how would I do that?
      • To post as a guest, your comment is unpublished.
        jjer13 · 3 years ago
        Ok, so it works in the master workbook. There is one exception that I haven't been able to determine the cause of: If the array (in my case, the general ledger that I had beginning in row 3) does not begin in Row 1, the returned values are incorrect. What causes this problem, and which term in the formula fixes it? Thanks again for your help with this!
      • To post as a guest, your comment is unpublished.
        jjer13 · 3 years ago
        So far so good. I'm able to duplicate the results in the test sheet, make changes to the array, and then correct the formula to account for the changes I've made. I plan to move this into the master sheet today and see how it works. Thanks for the help!
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    Me · 3 years ago
    Thank You!
  • To post as a guest, your comment is unpublished.
    gon · 3 years ago
    I am getting 0 instead of the expected results, the formula is doing great for data in the same sheet, do you have any solution for data in different sheet ?

    this is my formula

    =IFERROR(INDEX('Switching Data'!$B$7:$B$204,MATCH(0,IF($A$2='Switching Data'!$A$7:$A$204,COUNTIF($A$4:A4,'Switching Data'!$B$7:$B$204),""),0)),0)
    • To post as a guest, your comment is unpublished.
      lucianir · 2 years ago
      Hello Gon, I hope you are well. I wonder if you can to resolve this issue. I am getting same error when formula come from different sheet. I will appreciate share the solution if you got it.
    • To post as a guest, your comment is unpublished.
      skyyang · 3 years ago
      Hi, Gon,
      After inserting the formula, you should press Ctrl + Shift + Enter keys together, not just Enter key.
      Please try it, thank you!
  • To post as a guest, your comment is unpublished.
    Mujardin · 3 years ago
    If you get the #N/A error, go to your formula and use Control + Shift + Enter instead of Enter.
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    aditya047@gmail.com · 3 years ago
    Hello, I am getting "#N/A" error at "Match function", can you please guide?
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    aditya · 3 years ago
    I am getting #N/A error at Match function with this formula.Can you please help?
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    Sundari · 3 years ago
    actually I want the cell to reflect "YES" if (AL2="AP" and AK2="AD" and Z2>500000)
  • To post as a guest, your comment is unpublished.
    Sundari · 3 years ago
    =IF(AL2="AP","AP",IF(AK2="AD","AD",IF(Z2>500000,"Yes","No"))) I want "all conditions" to be satisfied to say yes...excel reflecting error in this formula..pls advise
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    Michael · 3 years ago
    this was super helpful, but I keep getting doubles of all the names like this:
    Doe, Jane
    Doe, Jane
    Hoover, Tom
    Hoover, Tom

    How can I stop this?
    • To post as a guest, your comment is unpublished.
      aditya047@gmail.com · 3 years ago
      Hello, I am getting "#N/A" error at "Match function", can you please guide?
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    Andre · 4 years ago
    Hi Ryan. Formulas works great, however when dragging down the first value keeps repeating. I have made sure that COUNTIF references the cell ABOVE the cell with the formula, but still repeats the first value when dragging down? (eg. if the array formula is in C2 then COUNTIF points to cell $C$1:$C$1)
    • To post as a guest, your comment is unpublished.
      Camilla · 3 years ago
      Probably doesn`t work cause you´ve locked the cells - Try to replace $C$1:$C$1 with $C$1:$C1
  • To post as a guest, your comment is unpublished.
    Ryan · 4 years ago
    Hi, to stop the first value repeating as you drag down you must COUNTIF the cell ABOVE the cell you're putting the formula in.

    E.g if the formula is going in E2 you must type countif($E$1:$E1...
    • To post as a guest, your comment is unpublished.
      Andre · 4 years ago
      Hi Ryan. Formulas works great, however when dragging down the first value keeps repeating. I have made sure that COUNTIF references the cell ABOVE the cell with the formula, but still repeats the first value when dragging down? (eg. if the array formula is in C2 then COUNTIF points to cell $C$1:$C$1)
  • To post as a guest, your comment is unpublished.
    Amanda · 4 years ago
    When using this formula it keeps repeating the first value, how do you make that stop and provide the list of values that equals the product in D2?
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    Barrett · 4 years ago
    This works really well, but whenever the value that it is putting in is duplicated, it only places the value once. For example, if your list had two Lucy's in it, it only brings one Lucy over to the new table. Is there a way to fix this?
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    Claire · 4 years ago
    Thanks for this I have tried this and seems to be working fine intermittently. The issue that keeps repeating is that sometimes only the first matched value will return and is then duplicated when I am dragging down to return all matched values. How do I prevent this? Any suggestions?
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    JeteMc · 4 years ago
    Thank You, This is great!
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    Aileen · 5 years ago
    Thank you for this tutorial! I'm also trying to modify the formula, like the above commentator, but with an AND condition so it meets another conditional criteria (e.g. for this example, I'd like to see only things above a certain threshold). Can you please advise? Thank you!
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      Konfis · 4 years ago
      Hey,
      One way to do it:
      Replace the if formula with sumproduct((condition1=rng1)+(condition2=rng2))*countif(...

      It worked for me. Good luck! By replacing the + with an * you can make it an OR condition, but take good care of the brackets!
  • To post as a guest, your comment is unpublished.
    Jake · 5 years ago
    Hi, thanks for this tutorial, it works perfectly.

    I'm trying to modify it to work with an OR condition, but it doesn't seem to be working - is this possible?

    e.g. =INDEX($B$2:$B$17, MATCH(0, IF(OR($D$2=$A$2:$A$17,$D$2=$B$2:$B$17), COUNTIF($E$1:$E1, $B$2:$B$17), ""), 0))