Label groups of duplicate records
Michael asks:
I need to identify the duplicates based on the Columns D:H and put in Column C a small “d” + a running number for the duplicates which are duplicated the same.
If no duplicates only to put in a “d0” for instance.
Answer
The following array formula assigns unique records the label "d0" and duplicate records the same label
Array formula in cell B3:
To enter an array formula, type the formula in a cell then press and hold CTRL + SHIFT simultaneously, now press Enter once. Release all keys.
The formula bar now shows the formula with a beginning and ending curly bracket telling you that you entered the formula successfully. Don't enter the curly brackets yourself.
How to copy array formula
- Select cell B3.
- Copy cell (Ctrl + c).
- Select cell range B4:B11.
- Paste to cell range (Ctrl + v).
Explaining formula in cell B3
Step 1 - Identify if record is unique
The COUNTIFS function allows you to count cells based on multiple conditions.
COUNTIFS($D$3:$D$11, D3, $E$3:$E$11, E3, F$3:$F$11, F3, $G$3:$G$11, G3, $H$3:$H$11, H3)=1
becomes
COUNTIFS({"Europe"; "Europe"; "Europe"; "Europe"; "Europe"; "Europe"; "Europe"; "Europe"; "Europe"},"Europe",{"Spain"; "Spain"; "Spain"; "Italy"; "Italy"; "Italy"; "Italy"; "Italy"; "Spain"},"Spain",{"Apples"; "Apples"; "Tomato"; "Tomato"; "Tomato"; "Cucumber"; "Carrot"; "Cucumber"; "Tomato"},"Apples",{"Green"; "Green"; "Red"; "Green"; "Red"; "Green"; "Red"; "Green"; "Red"},"Green",{10; 10; 10; 10; 10; 10; 10; 10; 10},10)=1
becomes
2=1
and returns the boolean value FALSE. It means that the record is not unique, in other words, there is at least one other duplicate record.
Step 2 - Return "d0" if record is unique
The IF function has three arguments, the first one must be a logical expression. If the expression evaluates to TRUE then one thing happens (argument 2) and if FALSE another thing happens (argument 3).
The previous step returns TRUE or FALSE an we are going to use that in our IF function.
IF(COUNTIFS($D$3:$D$11, D3, $E$3:$E$11, E3, F$3:$F$11, F3, $G$3:$G$11, G3, $H$3:$H$11, H3)=1, "d0", remaining_formula)
becomes
IF(FALSE, "d0", remaining_formula)
and the calculation continues in the last IF argument.
Step 3 - Is record the first of all duplicate records?
COUNTIFS($D$3:D3, D3, $E$3:E3, E3, $F$3:F3, F3, $G$3:G3, G3)=1
becomes
1=1
and returns TRUE.
Step 4 - Calculate number if record is first record
IF(COUNTIFS($D$3:D3, D3, $E$3:E3, E3, $F$3:F3, F3, $G$3:G3, G3)=1, "d"&(SUM(1/COUNTIFS($D$3:D3, $D$3:D3, $E$3:E3, $E$3:E3, F$3:F3, $F$3:F3, $G$3:G3, $G$3:G3, $H$3:H3, $H$3:H3))-SUM(IF(COUNTIFS($D$3:$D$11, $D$3:D3, $E$3:$E$11, $E$3:E3, F$3:$F$11, $F$3:F3, $G$3:$G$11, $G$3:G3, $H$3:$H$11, $H$3:H3)=1, 1, 0))), remaining_formula)
becomes
IF(TRUE, "d"&(SUM(1/COUNTIFS($D$3:D3, $D$3:D3, $E$3:E3, $E$3:E3, F$3:F3, $F$3:F3, $G$3:G3, $G$3:G3, $H$3:H3, $H$3:H3))-SUM(IF(COUNTIFS($D$3:$D$11, $D$3:D3, $E$3:$E$11, $E$3:E3, F$3:$F$11, $F$3:F3, $G$3:$G$11, $G$3:G3, $H$3:$H$11, $H$3:H3)=1, 1, 0))), remaining_formula)
becomes
IF(TRUE, "d"&(SUM(1/1)-SUM(IF(COUNTIFS($D$3:$D$11, $D$3:D3, $E$3:$E$11, $E$3:E3, F$3:$F$11, $F$3:F3, $G$3:$G$11, $G$3:G3, $H$3:$H$11, $H$3:H3)=1, 1, 0))), remaining_formula)
becomes
IF(TRUE, "d"&(SUM(1/1)-SUM(IF(2=1, 1, 0))), remaining_formula)
becomes
IF(TRUE, "d"&(SUM(1/1)-SUM(IF(FALSE, 1, 0))), remaining_formula)
becomes
IF(TRUE, "d"&(1-0), remaining_formula)
becomes
IF(TRUE, "d"&1, remaining_formula)
and returns "d1" in cell B3.
Step 5 - Get value from the first duplicate record
This part of the formula is rund if the record is NOT the first duplicate of a specific record in the list, it finds the first record and returns that value.
In cell B4 the formula changes to the following line because of absolute and relative cell references.
INDEX($B$3:B4, MIN(IF(COUNTIFS(D4, $D$3:D4, E4, $E$3:E4, F4, $F$3:F4, G4, $G$3:G4, H4, $H$3:H4), MATCH(ROW($D$3:D4), ROW($D$3:D4)), ""))))
becomes
INDEX($B$3:B4, MIN(IF({1;1}, MATCH(ROW($D$3:D4), ROW($D$3:D4)), ""))))
becomes
INDEX($B$3:B4, MIN(IF({1;1}, {1; 2}, ""))))
becomes
INDEX($B$3:B4, MIN({1; 2}))
becomes
INDEX($B$3:B4, 1)
becomes
INDEX({"d1";"d1"}, 1)
and returns "d1" in cell B4.
The INDEX function returns a value based on a cell reference and column/row numbers.
Duplicate values category
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Excel categories
3 Responses to “Label groups of duplicate records”
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Hello Mr. Oscar,
I modified your formula according to my need. I have ~800 row so it takes too much to calculate. Is there a way to speed it up ?
Dear
Thanks for the function! I tried it on m excel and it seems to work. Yet I do not understand how the sum part works. How does it give an other value than one? Or how does it know it can't be one? In my excel it gives negative numbers back as well. They are still grouped but with more illogival denominators.
Kind regards
Josse
Josse,
How does it give an other value than one?
The COUNTIFS functions use relative and absolute cell references that grow when the cell is copied to cells below. In other words, the formula checks only the current row and rows above.
In my excel it gives negative numbers back as well. They are still grouped but with more illogival denominators.
Make sure the cell references contains both absolute and relative cell references.