## 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 a filter to an excel table, the array formula extracts unique distinct values and displays them instantly.

Array formula in cell C22:

#### How to create an array formula

- Select a cell.
- Copy (Ctrl + c) above array formula
- Paste (Ctrl + v) array formula to selected cell.
- Press and hold Ctrl + Shift simultaneously.
- Press Enter once.
- Release all keys.

#### How to copy array formula

- Copy cell C22 (CTRL + c).
- Paste to cell range C23:C29 (CTRL + v).

### Explaining array formula in cell C22

The cell references to an Excel defined Table is different from regular cell references, Microsoft named them structured references and they look like this: Table1[Product]

They let you add or delete records to the Excel defined Table, however, the cell reference does NOT change so you don't need to adjust the references when your data set grows or shrinks.

#### Step 1 - Create an array of numbers

The ROW function returns the row number of a cell reference or an array of row numbers if the cell reference points to a cell range containing multiple cells.

The MATCH function changes the array of row numbers so it starts from 1 to n. n being the number of rows in the cell reference.

The array created in this step represents the row numbers of each item in the product column from 0 (zero) to n-1.

MATCH(ROW(Table1[Products]), ROW(Table1[Products]))-1

becomes

MATCH(ROW(C5:C19), ROW(C5:C19))-1

becomes

MATCH({5; 6; 7; 8; 9; 10; 11; 12; 13; 14; 15; 16; 17; 18; 19}, {5; 6; 7; 8; 9; 10; 11; 12; 13; 14; 15; 16; 17; 18; 19})-1

becomes

{1; 2; 3; 4; 5; 6; 7; 8; 9; 10; 11; 12; 13; 14; 15; 16; 17}-1

and returns

{0; 1; 2; 3; 4; 5; 6; 7; 8; 9; 10; 11; 12; 13; 14; 15; 16}

#### Step 2 - Create an array of arrays

This step is a workaround in order to be able to use the SUBTOTAL function with an array of values, the OFFSET function allows you to create an array of arrays.

Note, the OFFSET function is volatile meaning it can slow down your workbook if used extensively.

Each array contains a single value, this will allow the SUBTOTAL function handle the array as a whole and process all values.

OFFSET(Table1[Products], MATCH(ROW(Table1[Products]), ROW(Table1[Products]))-1, 0, 1)

becomes

OFFSET(Table1[Products], {0; 1; 2; 3; 4; 5; 6; 7; 8; 9; 10; 11; 12; 13; 14; 15; 16}, 0, 1)

and returns

{"AA";"AA";"AA";"AA";"BB";"CC";"DD";"DD";"EE";"FF";"FF";"FF";"GG";"GG";"GG"}

#### Step 3 - Identify hidden values

The first argument in the SUBTOTAL function is 3 representing the COUNTA function. It counts cells that are not empty. A 0 (zero) means that the value is hidden and 1 is visible.

SUBTOTAL(3, OFFSET(Table1[Products], MATCH(ROW(Table1[Products]), ROW(Table1[Products]))-1, 0, 1))=0

becomes

SUBTOTAL(3, {"AA";"AA";"AA";"AA";"BB";"CC";"DD";"DD";"EE";"FF";"FF";"FF";"GG";"GG";"GG"})=0

becomes

{0; 0; 1; 1; 1; 0; 0; 0; 1; 1; 1; 1; 1; 0; 0; 0; 1}=0

and returns

{TRUE; TRUE; FALSE; FALSE; FALSE; TRUE; TRUE; TRUE; FALSE; FALSE; FALSE; FALSE; FALSE; TRUE; TRUE; TRUE; FALSE}

The first value in the array is TRUE meaning it is hidden, the first row in the Excel defined Table is 3 which is hidden etc.

#### Step 4 - Identify values shown in cells above current cell

The COUNTIF function counts values based on a condition or criteria, the first argument contains an expanding cell reference, it grows when the cell is copied to cells below. This makes the formula aware of values displayed in cells above. 0 (zero) indicates values that not yet have been displayed.

COUNTIF($C$21:C21,Table1[Products])

becomes

COUNTIF($C$21:C21,C5:C19)

and returns

{0; 0; 0; 0; 0; 0; 0; 0; 0; 0; 0; 0; 0; 0; 0; 0; 0}.

#### Step 5 - Add arrays

This step applies OR logic to the formula meaning if a value has not yet been displayed OR the value is filtered (not hidden) in the Excel defined Table.

COUNTIF($C$21:C21, Table1[Products])+(SUBTOTAL(3, OFFSET(Table1[Products], MATCH(ROW(Table1[Products]), ROW(Table1[Products]))-1, 0, 1))=0)

becomes

{0; 0; 0; 0; 0; 0; 0; 0; 0; 0; 0; 0; 0; 0; 0; 0; 0}+(SUBTOTAL(3, OFFSET(Table1[Products], MATCH(ROW(Table1[Products]), ROW(Table1[Products]))-1, 0, 1))=0)

becomes

{0; 0; 0; 0; 0; 0; 0; 0; 0; 0; 0; 0; 0; 0; 0; 0; 0}+{TRUE; TRUE; FALSE; FALSE; FALSE; TRUE; TRUE; TRUE; FALSE; FALSE; FALSE; FALSE; FALSE; TRUE; TRUE; TRUE; FALSE}

and returns

{1; 1; 0; 0; 0; 1; 1; 1; 0; 0; 0; 0; 0; 1; 1; 1; 0}.

#### Step 6 - Find the position of a value meeting both conditions

The MATCH function returns the position in a cell range or array based on a given value.

MATCH(lookup_value, lookup_array, [match_type])

MATCH(0, COUNTIF($C$21:C21, Table1[Products])+(SUBTOTAL(3, OFFSET(Table1[Products], MATCH(ROW(Table1[Products]), ROW(Table1[Products]))-1, 0, 1))=0), 0)

becomes

MATCH(0, {1; 1; 0; 0; 0; 1; 1; 1; 0; 0; 0; 0; 0; 1; 1; 1; 0}, 0)

and returns 3. If there are multiple values matching then return the position of the first instance.

#### Step 7 - Return value

The INDEX function returns a value based on a cell reference and column/row numbers.

INDEX(Table1[Products], MATCH(0, COUNTIF($C$21:C21, Table1[Products])+(SUBTOTAL(3, OFFSET(Table1[Products], MATCH(ROW(Table1[Products]), ROW(Table1[Products]))-1, 0, 1))=0), 0))

becomes

INDEX(Table1[Products], 3)

and returns "AA" in cell C22.

#### How to create an Excel Defined Table

- Select a cell in your data set.
- Press short cut keys CTRL + T to convert the data set to an Excel defined Table.

- Click checkbox "My table has headers" if they exist.
- Click OK button.

#### How to apply a filter to the Excel Defined Table

Click on black arrow near header "Dates".

Deselect year 2011.

Click Ok.

The array formula is instantly refreshed.

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 […]

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 […]

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 […]

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 […]

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 […]

How to copy Excel tables programmatically

The image above demonstrates a macro linked to a button. Click the button and the macro runs. It copies the […]

Hide specific columns programmatically

This article describes a macro that hides specific columns automatically based on values in two given cells. I am also […]

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 […]

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 […]

This article demonstrates how to filter duplicate records using a simple formula and an Excel defined table.

### 2 Responses to “Extract unique distinct values based on a filtered Excel defined Table”

### 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.

**Contact Oscar**

You can contact me through this contact form

[...] Excel table: Filter unique distinct values (array formula) [...]

True Protein was established on the values of our customers not the

owner’s wallets. Well, that's for sure, but you can avoid

falling into this trap, if you follow the Web as a whole in a variety of budget-friendly deals to get great

savings on all trawl your purchases. Whimsical labels typically include popular characters and themes.