How to sort numbers or texts and remove the duplicate records directly in Excel?

Sorting and removing duplicate values in Excel can be tricky, especially when duplicates are grouped during sorting. This guide provides step-by-step instructions on how to sort numbers or text while removing duplicates directly using formulas.

Sort numbers and remove the duplicate ones

Sort texts and remove the duplicate ones

Sort numbers and remove the duplicate ones

To sort numbers and remove duplicates, you need some formulas to help you.

1. Firstly, you need to identify the duplicate rows by using this formula =COUNTIF(A2:A$11,"="&A1), A1 is the first number in the list, A11 is the cell below the last number of the list. Drag auto fill down to fill cells with this formula.

2. Then in adjacent column, type this formula =IF(B1=0,A1,"") B1 is the first formula cell. Drag the fill handle down to sort the numbers. Duplicates will be displayed as blanks.

3. In next column, use =SMALL(C$1:C$10,ROW(C1)-ROW(C$1)+1) to sort numbers from smallest to largest and remove duplicate ones. C1:C10 is the third formula range.

Tip:

1. If you want to sort the numbers from largest to smallest, you can use this formula =LARGE(C$1:C$10,ROW(C1)-ROW(C$1)+1).

2. You can apply the Error Condition Wizard of Kutools for Excel, select Any error value from Error types drop down list to convert errors to blanks or message as you need. (Free Download Kutools for Excel Now!)

Sort texts and remove the duplicate ones

If you want to sort text and remove the duplicate values, you will also need some formulas.

1. Firstly, add a series of numbers adjacent to the text list.

2. In the column C, type this formula =IF(COUNTIF(B12:B$21,B12)=1,B12,"") (B12:B21 is the text range) to extract the unique texts.

3. In the column D, type this =COUNTIF(C$12:C$21,"<"&C12) to sort the unique texts. In this case, duplicates will be displayed as zeros.

4. In column E, type this formula =MATCH(A12,D$12:D$21,0), the zeros will be displayed as errors. A12 is the first number in the series, D12:D21 is the third formula range.

5. In column F, type this formula =INDEX(B$12:B$21,E12), B12:B21 is the text range, E12 is the first cell of previous formula range. Now the duplicates are shown as errors, and only unique texts are sorted.

Tip: You also can apply the Error Condition Wizard of Kutools for Excel to convert only the #N/A error value to blanks. (Free Download Kutools for Excel Now!)