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 How to extract unique values based on criteria in Excel?

Supposing, you have the following 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 criteria Kutools for Excel

doc extract uniques with criteria 1

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

1. Enter this formula: =INDEX($B$2:$B$17, MATCH(0, IF($D$2=$A$2:$A$17, COUNTIF($E$1:$E1, $B$2:$B$17), ""), 0)) 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, see screenshot:

doc extract uniques with criteria 2

Note: In the above formula: B2:B17 is the column range contains the unique values that you want to extract from, A2:A17 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.

2. Then drag the fill handle down to the cells to list all unique values based on the specific criterion, see screenshot:

doc extract uniques with criteria 3

If you are not skilled with the complicated formula, here, I will talk about an easy way to solve it without any formulas. You can filter the data by a specific criterion firstly, and then apply the Select Duplicates & Unique Cells feature of Kutools for Excel to select the unique values and then paste them to other cells you need.

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After installing Kutools for Excel, please do as follows:( Download Kutools for Excel Now! )

1. First, please select the data range that you want to use, and click Data > Filter, and click the arrow button besides the cell that you want to filter the data based on a specific criterion, in the expanded list box, select the criterion that you want to filter out, see screenshot:

doc extract uniques with criteria 4

2. Then click OK, the desired data has been filtered out, and select the values in column B that you want to extract the unique names from, then click Kutools > Select > Select Duplicate & Unique Cells, see screenshot:

doc extract uniques with criteria 5

3. In the Select Duplicate & Unique Cells dialog box, select All unique (Including 1 st duplicates) under the Rule section, see screenshot:

doc extract uniques with criteria 6

4. Then click Ok button, all unique values have been selected, and then please copy the values and paste them into the cell that you want to list the result, see screenshot:

doc extract uniques with criteria 7

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  • To post as a guest, your comment is unpublished.
    J Sloth · 1 months 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 · 3 months 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.
    Giancarlo · 8 months 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 · 7 months 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$11), ""), 0))
      Please try, hope it can help you!
      • To post as a guest, your comment is unpublished.
        Astrid · 22 days ago
        Hi. I am using the two conditions formula =IFERROR(INDEX($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$2, 1, 0), 0)), "") to extract a unique list and it works great, but I am struggle to add the SMALL function to get the list sorted as well in ascending order. Are you able to help?
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    Konstantin · 9 months ago
    Is there a way to make this work while ALLOWING for duplicate values? For instance, I want all instances of Lucy to be listed in the results.
    • To post as a guest, your comment is unpublished.
      skyyang · 9 months ago
      Hello, Konstantin,
      To extract all corresponding values including the duplicates based on a specific cell criteria, the following array formula can help you, see screenshot:
      =IF(ISERROR(INDEX($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 · 1 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 · 1 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.
    Joe Jerz · 2 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 · 2 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.
        Joe Jerz · 1 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.
        Joe Jerz · 2 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.
        Joe Jerz · 2 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 · 2 years ago
    Thank You!
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    gon · 2 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.
      ANIBAL LUCICHE · 9 months 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 · 2 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!
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    Mujardin · 2 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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    aditya dhavale · 2 years ago
    Hello, I am getting "#N/A" error at "Match function", can you please guide?
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    aditya · 2 years ago
    I am getting #N/A error at Match function with this formula.Can you please help?
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    Sundari · 2 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 · 2 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 · 2 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?
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      aditya dhavale · 2 years ago
      Hello, I am getting "#N/A" error at "Match function", can you please guide?
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    Andre · 2 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)
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      Camilla · 2 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 · 2 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 · 2 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)
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    Amanda · 2 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 · 2 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 · 2 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 · 3 years ago
    Thank You, This is great!
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    Aileen · 3 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!
    • To post as a guest, your comment is unpublished.
      Konfis · 2 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 · 3 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))