Filter unique distinct records using criteria
Author: Oscar Cronquist Article last updated on January 31, 2019
This blog post describes how to filter unique distinct records that meet a given condition in an Excel defined Table. This article shows you how to do it using an array formula: Filter unique distinct records with a condition
The difference with today's blog post is that you also can add more filters to your Excel Table, making the Excel Table a lot more useful and powerful.
Formula in cell E3:
=COUNTIFS($B$3:B3,B3,$C$3:C3,C3,$D$3:D3,D3)
Explaining formula in cell E3
The COUNTIFS function was introduced in Excel 2007 and it calculates the number of cells across multiple ranges that equals all given conditions.
The criteria_range1 and criteria1 is one pair, there must be as many pairs as there are columns in your data set.
COUNTIFS(criteria_range1, criteria1, [criteria_range2, criteria2]…)
| Pair | criteria_range | criteria | Text |
| 1 | $B$3:B3 | B3 | Is value in cell B3 found in cell range $B$3:B3? |
| 2 | $C$3:C3 | C3 | Is value in cell C3 found in cell range $C$3:C3? |
| 3 | $D$3:D3 | D3 | Is value in cell D3 found in cell range $D$3:D3? |
Note, all references in the criteria_ranges grow when the cell is copied to cells below. Example, $B$3:B3 contains an absolute part $B$3 indicated by the $ (dollar) signs and a relative part B3 that changes in cells below.
Step 1 - The first argument pair
$B$3:B3 returns 40475 and B3 returns 40475.
The value in cell B3 is found once in cell range $B$3:B3.
Step 2 - The second argument pair
$C$3:C3 returns "AA" and C3 returns "AA".
The value in cell C3 is found once in cell range $C$3:C3.
Step 3 - The third argument pair
$D$3:D3 returns 1 and D3 returns 1.
The value in cell D3 is found once in cell range $D$3:D3.
Step 4 - All arguments
The COUNTIFS function returns 1 because all argument pairs return 1 meaning this record in row 3 is a unique distinct record, however, there might be duplicate records further down the list.
COUNTIFS($B$3:B3,B3,$C$3:C3,C3,$D$3:D3,D3)
becomes
COUNTIFS(40475,40475,"AA","AA",1,1)
and returns 1.
The image above shows that row 16, 17 and 19 contain duplicate records.
What are unique distinct rows/records?
Unique distinct rows are all rows but duplicate records are merged into one distinct record, see example in the picture below.
Table category
How to use an Excel Table name in Data Validation Lists and Conditional Formatting formulas
This article demonstrates different ways to reference an Excel defined Table in a drop-down list and Conditional Formatting. There are […]
This article demonstrates different ways to reference an Excel defined Table in a drop-down list and Conditional Formatting. There are […]
Extract unique distinct values from a filtered Excel defined Table [UDF and Formula]
This article demonstrates two formulas that extract distinct values from a filtered Excel Table, one formula for Excel 365 subscribers […]
This article demonstrates two formulas that extract distinct values from a filtered Excel Table, one formula for Excel 365 subscribers […]
Count unique distinct values in a filtered Excel defined Table
This article demonstrates a formula that counts unique distinct values filtered from an Excel defined Table. Debra Dalgleish described in […]
This article demonstrates a formula that counts unique distinct values filtered from an Excel defined Table. Debra Dalgleish described in […]
Populate drop down list with filtered Excel Table values
This article demonstrates how to populate a drop down list with filtered values from an Excel defined Table. The animated […]
This article demonstrates how to populate a drop down list with filtered values from an Excel defined Table. The animated […]
Remove common records between two data sets
This article demonstrates how to filter records occurring in only one out of two Excel defined tables. It also shows […]
This article demonstrates how to filter records occurring in only one out of two Excel defined tables. It also shows […]
Highlight duplicates in a filtered Excel Table
The image above demonstrates a conditional formatting formula applied to an Excel Table containing random data. The Excel Table has […]
The image above demonstrates a conditional formatting formula applied to an Excel Table containing random data. The Excel Table has […]
Hide specific columns programmatically
This article describes a macro that hides specific columns automatically based on values in two given cells. I am also […]
This article describes a macro that hides specific columns automatically based on values in two given cells. I am also […]
How to copy Excel tables programmatically
The image above demonstrates a macro linked to a button. Press with left mouse button on the button and the […]
The image above demonstrates a macro linked to a button. Press with left mouse button on the button and the […]
Filter duplicate records
This article demonstrates how to filter duplicate records using a simple formula and an Excel defined table.
This article demonstrates how to filter duplicate records using a simple formula and an Excel defined table.
Copy Excel Table filter criteria programmatically
I will in this article demonstrate a macro that copies criteria from one Excel Table and applies them to another […]
I will in this article demonstrate a macro that copies criteria from one Excel Table and applies them to another […]
Filter an Excel defined Table programmatically [VBA]
In this tutorial, I am going to demonstrate how to filter an Excel define Table through a VBA macro. How it […]
In this tutorial, I am going to demonstrate how to filter an Excel define Table through a VBA macro. How it […]
Perform thousands of conditions to a data set
This article explains how to filter a data set based on extremely many conditions in an Excel defined Table, in […]
This article explains how to filter a data set based on extremely many conditions in an Excel defined Table, in […]
Extract unique distinct values based on a filtered Excel defined Table
This blog post demonstrates how to filter unique distinct values from an Excel table dynamically. When you change or add […]
This blog post demonstrates how to filter unique distinct values from an Excel table dynamically. When you change or add […]
Create monthly time sheet using a Pivot Table
Today I am going to demonstrate how amazing pivot tables are! Take a look at this time sheet. You can […]
Today I am going to demonstrate how amazing pivot tables are! Take a look at this time sheet. You can […]
How to sort a data set using three different approaches, built-in tools, array formulas, and VBA
I will in this article demonstrate three different techniques to sort a data set in Excel. The first method sorts […]
I will in this article demonstrate three different techniques to sort a data set in Excel. The first method sorts […]
How to use the Scroll Bar
This article demonstrates how to insert and use a scroll bar (Form Control) in Excel. It allows the user to […]
This article demonstrates how to insert and use a scroll bar (Form Control) in Excel. It allows the user to […]
How to use Excel Tables
An Excel table allows you to easily sort, filter and sum values in a data set where values are related.
An Excel table allows you to easily sort, filter and sum values in a data set where values are related.
Search two related tables [VBA]
This article demonstrates a macro that automatically applies a filter to an Excel defined Table based on the result from […]
This article demonstrates a macro that automatically applies a filter to an Excel defined Table based on the result from […]
How to filter using OR logic between columns [Formula]
The filter feature in Excel won't allow you to do OR logic between columns, however, you can if you allow […]
The filter feature in Excel won't allow you to do OR logic between columns, however, you can if you allow […]
Find smallest and largest unique number
This article explains how to calculate the largest and smallest number based on a condition which is if the number […]
This article explains how to calculate the largest and smallest number based on a condition which is if the number […]
Unique distinct records category
Count unique distinct records (rows) in a Pivot Table
Excel 2013 allows you to count unique distinct values in a pivot table, this article explains how to use a […]
Excel 2013 allows you to count unique distinct values in a pivot table, this article explains how to use a […]
Count unique distinct records with a date and column criteria
davidlim asks: re: Count records between two dates and a criterion based on the example, i was looking for 1 […]
davidlim asks: re: Count records between two dates and a criterion based on the example, i was looking for 1 […]
Unique distinct records sorted based on count or frequency
This article demonstrates how to sort a table based on count meaning the formula counts each record and returns a […]
This article demonstrates how to sort a table based on count meaning the formula counts each record and returns a […]
Filter unique distinct records with a condition
Sean asks: If Tea and Coffee has Americano,it will only return Americano once and not twice. I am looking for a […]
Sean asks: If Tea and Coffee has Americano,it will only return Americano once and not twice. I am looking for a […]
Filter unique distinct records
Table of contents Filter unique distinct row records Filter unique distinct row records but not blanks Filter unique distinct row […]
Table of contents Filter unique distinct row records Filter unique distinct row records but not blanks Filter unique distinct row […]
Extract unique distinct records from two data sets
The picture above shows an array formula in cell B9:C13 that extracts unique distinct records from two tables in cell […]
The picture above shows an array formula in cell B9:C13 that extracts unique distinct records from two tables in cell […]
Extract unique distinct records based on a criterion
In a previous article "Automatically filter unique row records from multiple columns", I presented a solution to filter out unique […]
In a previous article "Automatically filter unique row records from multiple columns", I presented a solution to filter out unique […]
Functions in this article
More than 1300 Excel formulas
Excel formula categories
AverageChooseCombine MergeCompareConcatenateConditional FormattingCountCount valuesDatesDuplicatesExtractFilterFilter recordsFiltered valuesFilterxmlHyperlinkIf cellIndex MatchLogicLookupsMatchMaxMinNumbers in sumOR logicOverlappingPartial matchRecordsSequenceSmallSort bySort valuesSumSumifsSumproductString manipulationTimeUnique distinct recordsUnique distinct valuesUnique recordsUnique valuesVlookupVlookup return values
How to use Excel Tables
Create an Excel Table
Excel categories
Latest updated articles.
More than 300 Excel functions with detailed information including syntax, arguments, return values, and examples for most of the functions used in Excel formulas.
More than 1300 formulas organized in subcategories.
Excel Tables simplifies your work with data, adding or removing data, filtering, totals, sorting, enhance readability using cell formatting, cell references, formulas, and more.
Allows you to filter data based on selected value , a given text, or other criteria. It also lets you filter existing data or move filtered values to a new location.
Lets you control what a user can type into a cell. It allows you to specifiy conditions and show a custom message if entered data is not valid.
Lets the user work more efficiently by showing a list that the user can select a value from. This lets you control what is shown in the list and is faster than typing into a cell.
Lets you name one or more cells, this makes it easier to find cells using the Name box, read and understand formulas containing names instead of cell references.
The Excel Solver is a free add-in that uses objective cells, constraints based on formulas on a worksheet to perform what-if analysis and other decision problems like permutations and combinations.
An Excel feature that lets you visualize data in a graph.
Format cells or cell values based a condition or criteria, there a multiple built-in Conditional Formatting tools you can use or use a custom-made conditional formatting formula.
Lets you quickly summarize vast amounts of data in a very user-friendly way. This powerful Excel feature lets you then analyze, organize and categorize important data efficiently.
VBA stands for Visual Basic for Applications and is a computer programming language developed by Microsoft, it allows you to automate time-consuming tasks and create custom functions.
A program or subroutine built in VBA that anyone can create. Use the macro-recorder to quickly create your own VBA macros.
UDF stands for User Defined Functions and is custom built functions anyone can create.
A list of all published articles.
Leave a Reply
How to comment
How to add a formula to your comment
<code>Insert your formula here.</code>
Convert less than and larger than signs
Use html character entities instead of less than and larger than signs.
< becomes < and > becomes >
How to add VBA code to your comment
[vb 1="vbnet" language=","]
Put your VBA code here.
[/vb]
How to add a picture to your comment:
Upload picture to postimage.org or imgur
Paste image link to your comment.
