This article demonstrates two formulas that extract distinct values from a filtered Excel Table, one formula for Excel 365 subscribers and the other formula for earlier Excel versions.

1. Extract unique distinct values in a filtered Excel defined Table - Excel 365

Excel 365 dynamic array formula in cell B26:

Dynamic array formulas and spilled array behavior

Explaining the formula in cell B26

Step 1 - Count rows

Table2[First Name] is a structured reference meaning a cell reference to an Excel Table. This particular name references a column with column header name "First Name" in Excel Table Table2.

The ROWS function calculate the number of rows in a cell range.

Function syntax: ROWS(array)

ROWS(Table2[First Name])

becomes

ROWS({"Kaya"; "Fraser"; "Jui"; "Cyril"; "Spencer"; "Horace"; "Emmit"; "Lynna"; "Charley"; "Fraser"; "Mckinley"; "Tiara"; "Damien"; "Linnie"; "Jui"; "Fraser"; "Siena"; "Lynna"; "Kelton"; "Kaya"})

and returns

20.

Step 2 - Create a sequence from 1 to n

The SEQUENCE function creates a list of sequential numbers.

Function syntax: SEQUENCE(rows, [columns], [start], [step])

SEQUENCE(ROWS(Table2[First Name]))

becomes

SEQUENCE(20)

and returns

{1; 2; 3; 4; 5; 6; 7; 8; 9; 10; 11; 12; 13; 14; 15; 16; 17; 18; 19; 20}.

Step 3 - Create a sequence from 0 (zero) to n-1

The minus sign lets you subtract numbers in an Excel formula, this works fine with arrays as well.

SEQUENCE(ROWS(Table2[First Name]))-1

becomes

{1; 2; 3; 4; 5; 6; 7; 8; 9; 10; 11; 12; 13; 14; 15; 16; 17; 18; 19; 20}-1

and returns

{0; 1; 2; 3; 4; 5; 6; 7; 8; 9; 10; 11; 12; 13; 14; 15; 16; 17; 18; 19}.

Step 4 - Create an array that works with the SUBTOTAL function

The OFFSET function returns a reference to a range that is a given number of rows and columns from a given reference.

Function syntax: OFFSET(reference,rows,columns,[height],[width])

OFFSET(Table2[First Name], SEQUENCE(ROWS(Table2[First Name]))-1, 0, 1)

becomes

OFFSET(Table2[First Name], {0; 1; 2; 3; 4; 5; 6; 7; 8; 9; 10; 11; 12; 13; 14; 15; 16; 17; 18; 19}, 0, 1)

and returns

{"Kaya"; "Fraser"; "Jui"; "Cyril"; "Spencer"; "Horace"; "Emmit"; "Lynna"; "Charley"; "Fraser"; "Mckinley"; "Tiara"; "Damien"; "Linnie"; "Jui"; "Fraser"; "Siena"; "Lynna"; "Kelton"; "Kaya"}.

Step 5 - Check which values are displayed

The SUBTOTAL function returns a subtotal from a list or database, you can choose from a variety of arguments that determine what you want the function to do.

Function syntax: SUBTOTAL(function_num, ref1, ...)

SUBTOTAL(3, OFFSET(Table2[First Name], SEQUENCE(ROWS(Table2[First Name]))-1, 0, 1))

becomes

SUBTOTAL(3, {"Kaya"; "Fraser"; "Jui"; "Cyril"; "Spencer"; "Horace"; "Emmit"; "Lynna"; "Charley"; "Fraser"; "Mckinley"; "Tiara"; "Damien"; "Linnie"; "Jui"; "Fraser"; "Siena"; "Lynna"; "Kelton"; "Kaya"})

and returns

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

Step 6 - Filter values based on count

The FILTER function extracts values/rows based on a condition or criteria.

Function syntax: FILTER(array, include, [if_empty])

FILTER(Table2[First Name], SUBTOTAL(3, OFFSET(Table2[First Name], SEQUENCE(ROWS(Table2[First Name]))-1, 0, 1)))

becomes

FILTER(Table2[First Name], {1; 1; 1; 0; 0; 1; 0; 0; 0; 1; 0; 0; 0; 0; 1; 1; 0; 0; 1; 1})

becomes

FILTER({"Kaya"; "Fraser"; "Jui"; "Cyril"; "Spencer"; "Horace"; "Emmit"; "Lynna"; "Charley"; "Fraser"; "Mckinley"; "Tiara"; "Damien"; "Linnie"; "Jui"; "Fraser"; "Siena"; "Lynna"; "Kelton"; "Kaya"}, {1; 1; 1; 0; 0; 1; 0; 0; 0; 1; 0; 0; 0; 0; 1; 1; 0; 0; 1; 1})

and returns

{"Kaya"; "Fraser"; "Jui"; "Horace"; "Fraser"; "Jui"; "Fraser"; "Kelton"; "Kaya"}.

Step 7 - Extract unique distinct values

The UNIQUE function returns a unique or unique distinct list.

Function syntax: UNIQUE(array,[by_col],[exactly_once])

UNIQUE(FILTER(Table2[First Name], SUBTOTAL(3, OFFSET(Table2[First Name], SEQUENCE(ROWS(Table2[First Name]))-1, 0, 1)))

becomes

UNIQUE({"Kaya"; "Fraser"; "Jui"; "Horace"; "Fraser"; "Jui"; "Fraser"; "Kelton"; "Kaya"})

and returns

{"Kaya"; "Fraser"; "Jui"; "Horace"; "Kelton"}.

Step 8 - Shorten the formula

The LET function lets you name intermediate calculation results which can shorten formulas considerably and improve performance.

Function syntax: LET(name1, name_value1, calculation_or_name2, [name_value2, calculation_or_name3...])

UNIQUE(FILTER(Table2[First Name], SUBTOTAL(3, OFFSET(Table2[First Name], SEQUENCE(ROWS(Table2[First Name]))-1, 0, 1)))

x - Table2[First Name]

LET(x, Table2[First Name], UNIQUE(FILTER(x, SUBTOTAL(3, OFFSET(x, SEQUENCE(ROWS(x))-1, 0, 1))))

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2. Extract unique distinct values using a formula - Autofilter

The formulas work for Excel's Autofilter feature as well. The formula for earlier Excel versions is the same as in section three below but the structured references are now cell references. Read section three for a formula explanation.

Array formula in cell B26:

The formula for Excel 365 is the same as in section one above but the structured reference is now a cell reference. Read section one for a formula explanation.

Excel 365 dynamic array formula in cell D26:

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Recommended reading

How to enable the Autofilter

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3. Extract unique distinct values from a filtered Excel defined Table - earlier Excel versions

Array formula

I modified a formula by Laurent Longre found here: Excel Experts E-letter from John Walkenbach's web site.

Array Formula in cell B26:

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.

3.1 Explaining array formula in cell B26

Step 1 - Create an array

This step is necessary in order to be able to use the SUBTOTAL function in the next step. The ROW function returns row numbers based on a cell reference.

The MATCH function converts the row number array to an array that starts with 1.

OFFSET(Table2[First Name], MATCH(ROW(Table2[First Name]), ROW(Table2[First Name]))-1, 0, 1)

becomes

OFFSET(Table2[First Name], MATCH({2; 3; 4; 5; 6; 7; 8; 9; 10; 11; 12; 13; 14; 15; 16; 17; 18; 19; 20; 21}, {2; 3; 4; 5; 6; 7; 8; 9; 10; 11; 12; 13; 14; 15; 16; 17; 18; 19; 20; 21})-1, 0, 1)

becomes

OFFSET(Table2[First Name], {1; 2; 3; 4; 5; 6; 7; 8; 9; 10; 11; 12; 13; 14; 15; 16; 17; 18; 19; 20}-1, 0, 1)

becomes

OFFSET(Table2[First Name], {0; 1; 2; 3; 4; 5; 6; 7; 8; 9; 10; 11; 12; 13; 14; 15; 16; 17; 18; 19}, 0, 1)

becomes

OFFSET({"Kaya"; "Fraser"; "Jui"; "Cyril"; "Spencer"; "Horace"; "Emmit"; "Lynna"; "Charley"; "Fraser"; "Mckinley"; "Tiara"; "Damien"; "Linnie"; "Jui"; "Fraser"; "Siena"; "Lynna"; "Kelton"; "Kaya"}, {0; 1; 2; 3; 4; 5; 6; 7; 8; 9; 10; 11; 12; 13; 14; 15; 16; 17; 18; 19}, 0, 1)

The OFFSET function creates an array of arrays that the SUBTOTAL function can process.

OFFSET({"Kaya"; "Fraser"; "Jui"; "Cyril"; "Spencer"; "Horace"; "Emmit"; "Lynna"; "Charley"; "Fraser"; "Mckinley"; "Tiara"; "Damien"; "Linnie"; "Jui"; "Fraser"; "Siena"; "Lynna"; "Kelton"; "Kaya"}, {0; 1; 2; 3; 4; 5; 6; 7; 8; 9; 10; 11; 12; 13; 14; 15; 16; 17; 18; 19}, 0, 1)

and returns

{ {"Kaya"}; {"Fraser"}; {"Jui"}; {"Cyril"}; {"Spencer"}; {"Horace"}; {"Emmit"}; {"Lynna"}; {"Charley"}; {"Fraser"}; {"Mckinley"}; {"Tiara"}; {"Damien"}; {"Linnie"}; {"Jui"}; {"Fraser"}; {"Siena"}; {"Lynna"}; {"Kelton"}; {"Kaya"} }

Step 2 - Which values are hidden?

The SUBTOTAL function will in this step count each array in the array as one and return 1 if the value is nonempty and is not visible. The first argument is 3 representing COUNTA function. It counts the number of cells that are not empty.

SUBTOTAL(3, OFFSET(Table2[First Name], MATCH(ROW(Table2[First Name]), ROW(Table2[First Name]))-1, 0, 1))

becomes

SUBTOTAL(3, { {"Kaya"}; {"Fraser"}; {"Jui"}; {"Cyril"}; {"Spencer"}; {"Horace"}; {"Emmit"}; {"Lynna"}; {"Charley"}; {"Fraser"}; {"Mckinley"}; {"Tiara"}; {"Damien"}; {"Linnie"}; {"Jui"}; {"Fraser"}; {"Siena"}; {"Lynna"}; {"Kelton"}; {"Kaya"} })

and returns

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

This array tells us that the three first values in Table2[First Name] are visible, however, the fourth value is hidden etc. 1 - visible, 0 (zero) - hidden.

Step 3 - Convert 1 to 0 (zero)

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).

IF(SUBTOTAL(3, OFFSET(Table2[First Name], MATCH(ROW(Table2[First Name]), ROW(Table2[First Name]))-1, 0, 1)), COUNTIF($B$25:B25, Table2[First Name]), "")

The COUNTIF function in this step will make sure that only unique distinct values are being returned, it contains an expanding cell reference that keeps track of previously displayed values.

IF(SUBTOTAL(3, OFFSET(Table2[First Name], MATCH(ROW(Table2[First Name]), ROW(Table2[First Name]))-1, 0, 1)), COUNTIF($B$25:B25, Table2[First Name]), "")

becomes

IF({1; 1; 1; 0; 0; 1; 0; 0; 0; 1; 0; 0; 0; 0; 1; 1; 0; 0; 1; 1}, {0; 0; 0; 0; 0; 0; 0; 0; 0; 0; 0; 0; 0; 0; 0; 0; 0; 0; 0; 0}, "")

and returns

{0; 0; 0; ""; ""; 0; ""; ""; ""; 0; ""; ""; ""; ""; 0; 0; ""; ""; 0; 0}

Step 4 - Find position

The MATCH function returns a number representing the position of the first 0 (zero) in the array.

MATCH(0, IF(SUBTOTAL(3, OFFSET(Table2[First Name], MATCH(ROW(Table2[First Name]), ROW(Table2[First Name]))-1, 0, 1)), COUNTIF($C$25:C25, Table2[First Name]),""), 0)

becomes

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

and returns 1.

Step 5 - Return value

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

INDEX(Table2[First Name], MATCH(0, IF(SUBTOTAL(3, OFFSET(Table2[First Name], MATCH(ROW(Table2[First Name]), ROW(Table2[First Name]))-1, 0, 1)), COUNTIF($C$25:C25, Table2[First Name]),""), 0))

becomes

INDEX(Table2[First Name], 1)

and returns "Kaya" in cell B26.

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4. Extract unique distinct values from a filtered Excel defined Table - User defined Function

User defined function in cell range A26:A31:

This formula is also entered as an array formula.

4.1 User defined Function Syntax

FilterUniqueSortTable(rng)

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4.2 Arguments

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4.3 VBA Code

'Name custom function and parameters
Function FilterUniqueSortTable(rng As Range)

'Declare variables and data types
Dim ucoll As New Collection, Value As Variant, temp() As Variant
Dim iRows As Single, i As Single

'Redimension array variable temp in order to be able to expand the variable later on
ReDim temp(0)

'Enable error handling
On Error Resume Next

'Iterate thorugh each value in cell range
For Each Value In rng

    'Check if cell is not empty and visible
    If Len(Value) > 0 And Value.EntireRow.Hidden = False Then
        
        'Add value to collection, this line will return an error if the value already exists in the collection
        ucoll.Add Value, CStr(Value)
    End If

'Continue with next value
Next Value

'Disable error handling
On Error GoTo 0

'Iterate through each value in collection
For Each Value In ucoll

    'Save value to array variable temp
    temp(UBound(temp)) = Value

    'Add another container to array variable temp
    ReDim Preserve temp(UBound(temp) + 1)

'Continue with next value
Next Value

'Remove last item from array variable temp
ReDim Preserve temp(UBound(temp) - 1)

'Count the number of rows the UDF is entered in by the user and save to variable iRows
iRows = Range(Application.Caller.Address).Rows.Count

'Use UDF SelectionSort to sort values from A to Z
SelectionSort temp

'Add items so the array variable temp has the same number of rows as the entered UDF and save blank values to items that contain nothing
For i = UBound(temp) To iRows
  ReDim Preserve temp(UBound(temp) + 1)
  temp(UBound(temp)) = ""
Next i

'Rearrange values in array variable temp and return them to worksheet
FilterUniqueSortTable = Application.Transpose(temp)
End Function

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4.4 Where to copy code?

Press Alt+F11 to open VB Editor.

1. Double press with left mouse button on your workbook in the Project Explorer.
2. Press with left mouse button on "Insert" on the menu and then press with left mouse button on "Module".
3. Paste above code to code module.
4. Exit VB Editor and return to Excel.

Get the Excel file

Extract-unique-distinct-values-from-a-filtered-tablev3.xlsm

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