How to use the TAKE function

What is the TAKE function?

The TAKE function returns a given number of rows or columns from a 2D cell range or array filtering the remaining rows out.

The TAKE function is available to Excel 365 users and is in the "Array manipulation" category.

1. Syntax

TAKE(array, rows, [columns])
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2. Arguments

The TAKE function has three arguments, the first and second argument are required and the third is optional.

array	Required. The source cell range or array.
rows	Required. The number of contiguous rows to return, a negative number returns contiguous rows from the end.
[columns]	Optional. The number of contiguous columns to return, a negative number returns contiguous rows from the end.

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3. Example

The picture above shows how the TAKE function returns the two first rows from cell range B2:D5.

Dynamic array formula in cell B9:

The source range is B2:D5 and the second argument is 2. This means that row 1 and row 2 counting from the top is returned to the output array, however, row 3 and 4 are deleted. The TAKE function is useful for resizing arrays, this makes it easier to work with specific rows or columns. For example, you want to know the median number from columns 1 and 2. The TAKE function is very useful for this kind of scenario.

3.1 Explaining formula

You can follow the calculations step by step by pressing the "Evaluate" tool located on the Formula tab on the ribbon. This makes it easier to spot errors and understand the formula in greater detail.

Step 1 - TAKE function

The TAKE function has three arguments, the first two are required. This example needs only the first two arguments.

TAKE(array, rows, [columns])

Step 2 - Populate arguments

The first argument is the array or cell range which is B2:D5. The sond argument is rows and is 2 in this example.

array - B2:D5
rows - 2
[columns] -

Step 3 - Evaluate function

The following lines show how the TAKE function keeps the first two rows and deletes the remaining rows.

TAKE(B2:D5, 2)

becomes

TAKE({89, 27, 26;68, 84, 98;19, 92, 62;37, 63, 45}, 2)

and returns

{89, 27, 26;
68, 84, 98}

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4. Example - return columns

The image above demonstrates how to return specific columns using the TAKE function. Cell range B2:D5 contains values, it has four rows and three columns. This example shows how to keep the two first columns and leave the remaining columns out.

Formula in cell B6:

Note that the second argument is not required if you supply a number for the third argument. The function works perfectly as long as you type a number in at least one of argument rows or columns.

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5. Example - return rows and columns

The image above demonstrates how to return both rows and columns using the TAKE function. Note that it only returns the intersection of the chosen rows and columns, see the image below.

The intersection are those values that are in both column 1 and 2, and also in rows 1 and 2. The blue rectangles shown in the image above shows both groups, the red rectangle shows the intersection of those two groups.

Formula in cell B9:

TAKE(array, rows, [columns])

This example shows that you can use both the second rows argument and the third columns argument at the same time. Remember that the output is the intersection and not the union.

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6. Example - negative values

The TAKE function lets you use negative arguments, this means that the function returns rows/columns from the end. The TAKE function counts columns from left to right and rows from top to bottom.

Formula in cell B9:

However, negative values forces the TAKE function to count the rows from bottom up to the top and the columns from right to the left.

TAKE(array, rows, [columns])

The image above shows that the rows argument is -2 and that takes the two last rows from cell range B2:D5. The columns argument is -2 as well and that takes the two last columns. Only the intersection of these groups are returned to cell B9. The red rectangle in the image above  shows the intersection.

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7. TAKE function alternative

It is possible to return the two first rows using the OFFSET function, however, the OFFSET function is volatile and may slow down your worksheet if you use many of them. Volatile means that the OFFSET function recalculates more often than regular Excel functions.

Array formula in cell B9:

This array formula should work in most Excel versions. I recommend using the TAKE function in Excel 365, it is not volatile.

7.1 How to enter an array formula

Earlier Excel versions require you to enter array formulas in a specific way in order to show all values in the array. The following steps shows how to enter an array formula in earlier Excel versions. Excel 365 does not have this disadvantage, you can enter all formulas as a regular function in Excel 365.

1. Double press with left mouse button on with the left mouse button on cell B9, a prompt appears.
2. Type or copy/paste the formula to cell B9.
3. Press and hold CTRL + SHIFT simultaneously.
4. Press Enter once.
5. Release all keys.

The formula now has leading and trailing curly brackets, don't enter these characters yourself. They appear automatically.

7.2 Explaining formula in cell B6

Step 1 - OFFSET function

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

OFFSET(reference, rows, columns, [height], [width])

Step 2 - Populate arguments

The OFFSET function has five arguments, three are required and two are optional. The rows and columns arguments are not required in this example because we specify the height and width arguments in this example.

reference - B2:D5
rows - 
columns - 
[height] - 2
[width] - 3

Step 3 - Evaluate OFFSET function

OFFSET(B2:D5,,,2,3)

becomes

OFFSET({89, 27, 26;68, 84, 98;19, 92, 62;37, 63, 45},,,2,3)

and returns

{89, 27, 26; 68, 84, 98}.

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8. Example - values in random order

The image above shows a formula that returns values in random order from the two first rows in a given 2D cell range. Cell range B2:D5 contains some random values, it has three columns and four rows.

Dynamic array formula in cell B8:

The formula extracts the two first rows and then returns those values in random order, the returned array has the same size as the two first rows in the source data range.

The formula in cell B8 spills values below and to the right of cell B8 as far as needed. A #SPILL! error is displayed if any of the destination cells are not empty. Delete the nonempty cells and the error goes away.

8.1 Explaining formula in cell B8

Tip! You can follow the formula calculations step by step by using the "Evaluate" tool located on the Formula tab on the ribbon. This makes it easier to spot errors and understand the formula in greater detail.

Step 1 - Extract two first rows

The first argument is B2:D5 and the second argument rows is 2.

TAKE(B2:D5, 2)

becomes

TAKE({89, 27, 26;68, 84, 98;19, 92, 62;37, 63, 45}, 2)

and returns

{89, 27, 26;68, 84, 98}.

This filters the two first rows and leaves the remaining rows out.

Step 2 - Rearrange values to a single row

The TOROW function rearranges values from a 2D cell range or array to a single row.

TOROW(array, [ignore], [scan_by_col])

TOROW(TAKE(B2:D5,2))

becomes

TOROW({89, 27, 26;68, 84, 98})

and returns

{89, 27, 26, 68, 84, 98}.

Step 3 - Count cells

The COLUMNS function returns the number of columns in a given cell range or array.

COLUMNS(array)

COLUMNS(TOROW(TAKE(B2:D5,2)))

becomes

COLUMNS({89, 27, 26, 68, 84, 98})

and returns 6.

Step 4 - Count rows

The ROWS function returns the number of rows in a given cell range or array.

ROWS (array)

ROWS(TAKE(B2:D5,2))

becomes

ROWS({89, 27, 26; 68, 84, 98})

and returns 2.

Step 5 - Create random decimal numbers

The RANDARRAY function returns a table of random numbers across rows and columns.

RANDARRAY([rows], [columns], [min], [max], [whole_number])

RANDARRAY(,COLUMNS(TOROW(TAKE(B2:D5,2))))

becomes

RANDARRAY(,6)

and returns

{0.215398134613085, 0.390607168196479, ... ,0.83231474462401}.

Step 6 - Rearrange values in random order

The SORTBY function allows you to sort values from a cell range or array based on a corresponding cell range or array.

SORTBY(array, by_array1, [sort_order1], [by_array2, sort_order2],…)

SORTBY(TOROW(TAKE(B2:D5,2)),RANDARRAY(,COLUMNS(TAKE(B2:D5,2))))

becomes

SORTBY({89, 27, 26, 68, 84, 98}, {0.215398134613085, 0.390607168196479, ... ,0.83231474462401})

and returns

{84, 89, 26, 27, 98, 68}.

Step 7 - Rearrange values to original array size

The WRAPCOLS function rearranges values from a single row to a 2D cell range based on a given number of values per column.

WRAPCOLS(vector, wrap_count, [pad_with])

WRAPCOLS(SORTBY(TOROW(TAKE(B2:D5,2)),RANDARRAY(,COLUMNS(TOROW(TAKE(B2:D5,2))))),ROWS(TAKE(B2:D5,2)))

becomes

WRAPCOLS({84, 89, 26, 27, 98, 68},ROWS(TAKE(B2:D5,2)))

becomes

WRAPCOLS({84, 89, 26, 27, 98, 68}, 2)

and returns

{84, 89, 26; 27, 98, 68}

Step 8 - Shorten formula

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

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

WRAPCOLS(SORTBY(TOROW(TAKE(B2:D5,2)),RANDARRAY(,COLUMNS(TOROW(TAKE(B2:D5,2))))),TOROW(TAKE(B2:D5,2)))

becomes

LET(z,TAKE(B2:D5,2),x,TOROW(z),WRAPCOLS(SORTBY(x,RANDARRAY(,COLUMNS(x))),ROWS(z)))

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9. Example - multiple source ranges

The picture above shows a formula that merges three non-contiguous cell ranges and return values from the two first columns. The three non-contiguous cell ranges are B3:D6, F3:H6, and J3:L6. These cell ranges are merged vertically meaning the first cell range B3:D6 is at the top, the second cell range F3:H6 is joined below B3:D6. The third cell range J3:L6 is merged below F3:H6, together they form a larger array containing three columns and 12 rows.

Dynamic array formula in cell B9:

The TAKE function extracts the first two columns (Item and Quantity) and filters out the third (Price). The output is displayed in cell B9 and cells below and to the right as far as needed. This is a Excel 365 formula and is entered as a regular formula. A #SPILL error is shown if at least one of the destinations cells are not empty.

This technique is useful if data sets are located on different worksheets and you need to perform specific calculations to give columns. For example, the average of each items quantity or the median price etc.

9.1 Explaining formula

Tip! You can follow the formula calculations step by step by using the "Evaluate" tool located on the Formula tab on the ribbon. This makes it easier to spot errors and understand the formula in greater detail.

Step 1 - Stack values horizontally

The VSTACK function lets you combine cell ranges or arrays, it joins data to the first blank cell at the bottom of a cell range or array (vertical stacking)

VSTACK(array1, [array2],...)

VSTACK(B3:D6, F3:H6, J3:L6)

becomes

VSTACK({"Peach", 43, 1.03;"Blueberry", 39, 1.48;"Apple", 46, 1.1;"Grapefruit", 14, 0.72}, {"Mandarin", 29, 0.78;"Raspberry", 33, 1.07;"Plum", 25, 0.9;"Mango", 37, 1.13}, {"Pear", 17, 0.63;"Orange", 31, 1.06;"Lime", 17, 1.27;"Kiwi", 45, 0.58})

and returns

{"Peach", 43, 1.03;
"Blueberry", 39, 1.48;
"Apple", 46, 1.1;
"Grapefruit", 14, 0.72;
"Mandarin", 29, 0.78;
"Raspberry", 33, 1.07;
"Plum", 25, 0.9;
"Mango", 37, 1.13;
"Pear", 17, 0.63;
"Orange", 31, 1.06;
"Lime", 17, 1.27;
"Kiwi", 45, 0.58}

Step 2 - Wrap values to rows

TAKE(VSTACK(B3:D6, F3:H6, J3:L6), , 2)

becomes

TAKE({"Peach", 43, 1.03;
"Blueberry", 39, 1.48;
"Apple", 46, 1.1;
"Grapefruit", 14, 0.72;
"Mandarin", 29, 0.78;
"Raspberry", 33, 1.07;
"Plum", 25, 0.9;
"Mango", 37, 1.13;
"Pear", 17, 0.63;
"Orange", 31, 1.06;
"Lime", 17, 1.27;
"Kiwi", 45, 0.58}, , 2)

and returns

{"Peach", 43;
"Blueberry", 39;
"Apple", 46;
"Grapefruit", 14;
"Mandarin", 29;
"Raspberry", 33;
"Plum", 25;
"Mango", 37;
"Pear", 17;
"Orange", 31;
"Lime", 17;
"Kiwi", 45}

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10. Function not working

The TAKE function returns

• #VALUE! error if you use a non-numeric input value in the second or third argument.
• #NAME? error if you misspell the function name.
• propagates errors, meaning that if the input contains an error (e.g., #VALUE!, #REF!), the function will return the same error.

10.1 Troubleshooting the error value

When you encounter an error value in a cell a warning symbol appears, displayed in the image above. Press with mouse on it to see a pop-up menu that lets you get more information about the error.

1. The first line describes the error if you press with left mouse button on it.
2. The second line opens a pane that explains the error in greater detail.
3. The third line takes you to the "Evaluate Formula" tool, a dialog box appears allowing you to examine the formula in greater detail.
4. This line lets you ignore the error value meaning the warning icon disappears, however, the error is still in the cell.
5. The fifth line lets you edit the formula in the Formula bar.
6. The sixth line opens the Excel settings so you can adjust the Error Checking Options.

Here are a few of the most common Excel errors you may encounter.

#NULL error - This error occurs most often if you by mistake use a space character in a formula where it shouldn't be. Excel interprets a space character as an intersection operator. If the ranges don't intersect an #NULL error is returned. The #NULL! error occurs when a formula attempts to calculate the intersection of two ranges that do not actually intersect. This can happen when the wrong range operator is used in the formula, or when the intersection operator (represented by a space character) is used between two ranges that do not overlap. To fix this error double check that the ranges referenced in the formula that use the intersection operator actually have cells in common.

#SPILL error - The #SPILL! error occurs only in version Excel 365 and is caused by a dynamic array being to large, meaning there are cells below and/or to the right that are not empty. This prevents the dynamic array formula expanding into new empty cells.

#DIV/0 error - This error happens if you try to divide a number by 0 (zero) or a value that equates to zero which is not possible mathematically.

#VALUE error - The #VALUE error occurs when a formula has a value that is of the wrong data type. Such as text where a number is expected or when dates are evaluated as text.

#REF error - The #REF error happens when a cell reference is invalid. This can happen if a cell is deleted that is referenced by a formula.

#NAME error - The #NAME error happens if you misspelled a function or a named range.

#NUM error - The #NUM error shows up when you try to use invalid numeric values in formulas, like square root of a negative number.

#N/A error - The #N/A error happens when a value is not available for a formula or found in a given cell range, for example in the VLOOKUP or MATCH functions.

#GETTING_DATA error - The #GETTING_DATA error shows while external sources are loading, this can indicate a delay in fetching the data or that the external source is unavailable right now.

10.2 The formula returns an unexpected value

To understand why a formula returns an unexpected value we need to examine the calculations steps in detail. Luckily, Excel has a tool that is really handy in these situations. Here is how to troubleshoot a formula:

1. Select the cell containing the formula you want to examine in detail.
2. Go to tab “Formulas” on the ribbon.
3. Press with left mouse button on "Evaluate Formula" button. A dialog box appears.
   The formula appears in a white field inside the dialog box. Underlined expressions are calculations being processed in the next step. The italicized expression is the most recent result. The buttons at the bottom of the dialog box allows you to evaluate the formula in smaller calculations which you control.
4. Press with left mouse button on the "Evaluate" button located at the bottom of the dialog box to process the underlined expression.
5. Repeat pressing the "Evaluate" button until you have seen all calculations step by step. This allows you to examine the formula in greater detail and hopefully find the culprit.
6. Press "Close" button to dismiss the dialog box.

There is also another way to debug formulas using the function key F9. F9 is especially useful if you have a feeling that a specific part of the formula is the issue, this makes it faster than the "Evaluate Formula" tool since you don't need to go through all calculations to find the issue.

1. Enter Edit mode: Double-press with left mouse button on the cell or press F2 to enter Edit mode for the formula.
2. Select part of the formula: Highlight the specific part of the formula you want to evaluate. You can select and evaluate any part of the formula that could work as a standalone formula.
3. Press F9: This will calculate and display the result of just that selected portion.
4. Evaluate step-by-step: You can select and evaluate different parts of the formula to see intermediate results.
5. Check for errors: This allows you to pinpoint which part of a complex formula may be causing an error.

The image above shows cell reference B4:2025-01-13converted to hard-coded value using the F9 key. The TAKE function requires numerical values in the second (and third) arguments which is not the case in this example. We have found what is wrong with the formula.

Tips!

• View actual values: Selecting a cell reference and pressing F9 will show the actual values in those cells.
• Exit safely: Press Esc to exit Edit mode without changing the formula. Don't press Enter, as that would replace the formula part with the calculated value.
• Full recalculation: Pressing F9 outside of Edit mode will recalculate all formulas in the workbook.

Remember to be careful not to accidentally overwrite parts of your formula when using F9. Always exit with Esc rather than Enter to preserve the original formula. However, if you make a mistake overwriting the formula it is not the end of the world. You can “undo” the action by pressing keyboard shortcut keys CTRL + z or pressing the “Undo” button

10.3 Other errors

Floating-point arithmetic may give inaccurate results in Excel - Article

Floating-point errors are usually very small, often beyond the 15th decimal place, and in most cases don't affect calculations significantly.

Useful resources

TAKE function - Microsoft support
Excel TAKE function to extract rows or columns from array

'TAKE' function examples

Functions in 'Array manipulation' category

The TAKE function function is one of 11 functions in the 'Array manipulation' category.

Excel function categories

Excel categories

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