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How to create number sequence based on criteria in Excel?

In Excel, it may be a common task for you to make a number sequence for a list of cells. But, the task will get a little complicated if you need to create number sequence based on criteria. in this article, I will talk about some useful formulas for creating a number sequence based on criteria in Excel.

Create number sequence based on duplicate entries with COUNTIF function

Create number sequence based on criteria with COUNTIF and IF functions


Create number sequence based on duplicate entries with COUNTIF function

For example, I want to insert serial numbers based on the country column. That means, if there are multiple entries of the same country, I will order them accordingly as below screenshot shown:

To create serial numbers based on the duplicate values in another column, the COUNTIF function can do you a favor:

Step1: Enter the below formula into a blank cell where you want to insert the sequence number:

=COUNTIF(B$2:B2,B2)

Step2: Then, drag the fill handle down to fill this formula to other cells, see screenshot:


Create number sequence based on criteria with COUNTIF and IF functions

If you want to create a number sequence based on a specific value in another column, for example, to create a list of serial numbers based on the specific text “Total” in column A: If a Total is displayed, skip that row and move to the next row continuing numbering.

To create this type of sequence, please use the following formula:

Step1: Enter the number 1 into the first cell where you want to insert the number sequence, see screenshot:

Step2: In the second cell, please enter either of the following formulas according to your Excel version:

=IF(@$A$2:$A$14="Total","",COUNTIF($C$2:C2,">0")+1)       (Excel 365)
=IF($A$2:$A$14="Total","",COUNTIF($C$2:C2,">0")+1)          (Other Excel versions)

Note: In the above formulas, $A$2:$A$14="Total" is the range that includes the criteria you want to insert number sequence based on, C2 is the cell with the number 1 you entered in step1, please change them to your actual cell references.

Step3: Then, drag the fill handle to cell C14 for filling the range of cells with the serial numbers. See screenshot:

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