Unique distinct list sorted alphabetically based on a condition

This article demonstrates how to extract unique distinct values based on a condition and also sorted from A to z.

1. Unique distinct list sorted alphabetically based on a condition - earlier Excel versions

The image above demonstrates a formula in cell G6 that extracts unique distinct values only if the corresponding value on the same row meets a given condition.

The array formula below is for earlier Excel versions, it filters values in column C based on the value in cell E3, the output is a sorted unique distinct list in cell G3 and cells below.

Array formula in cell G3:

Recommended post

Back to top

1.1 How to create an array formula

1. Double press with left mouse button on cell G3.
2. Copy (Ctrl + c) and paste (Ctrl + v) array formula to cell.
3. Press and hold CTRL + SHIFT simultaneously.
4. Press Enter once.
5. Release all keys.

There is now a beginning and ending curly bracket in the formula bar, like this: {=formula}
Don't enter these characters yourself, they appear automatically if you completed the above steps.

Back to top

1.2 Explaining array formula in cell G3

Step 1 - Count values

The COUNTIF function counts values based on a condition or criteria.

COUNTIF(range, criteria)

The range argument contains a cell reference that is both relative and absolute meaning it grows when the formula is copied to cells below. This makes the formula aware of the previous values above.

COUNTIF($G$2:G2, $C$3:$C$11)

becomes

COUNTIF("Unique distinct list sorted alphabetically",{"DD";"EE";"FF";"EE";"GG";"BB";"FF";"GG";"DD"})

and returns {0;0;0;0;0;0;0;0;0}. 0 (zero) means that no cells meet the given condition.

Step 2 - Check if values in array equals 0 (zero)

The equal sign compares the values in the array to 0 (zero). The output is a boolean value TRUE or FALSE.

COUNTIF($G$2:G2, $C$3:$C$11)=0

becomes

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

and returns {TRUE; TRUE; TRUE; TRUE; TRUE; TRUE; TRUE; TRUE; TRUE}.

Step 3 -

$B$3:$B$11=$E$3

Step 4 -

COUNTIF($G$2:G2, $C$3:$C$11)=0)*($B$3:$B$11=$E$3)

Step 5 -

IF((COUNTIF($G$2:G2, $C$3:$C$11)=0)*($B$3:$B$11=$E$3), COUNTIF($C$3:$C$11, "<"&$C$3:$C$11), "")

Step 6 -

SMALL(IF((COUNTIF($G$2:G2, $C$3:$C$11)=0)*($B$3:$B$11=$E$3), COUNTIF($C$3:$C$11, "<"&$C$3:$C$11), ""), 1)

Step 7 -

MATCH(SMALL(IF((COUNTIF($G$2:G2, $C$3:$C$11)=0)*($B$3:$B$11=$E$3), COUNTIF($C$3:$C$11, "<"&$C$3:$C$11), ""), 1), COUNTIF($C$3:$C$11, "<"&$C$3:$C$11), 0)

Step 8 -

INDEX($C$3:$C$11, MATCH(SMALL(IF((COUNTIF($G$2:G2, $C$3:$C$11)=0)*($B$3:$B$11=$E$3), COUNTIF($C$3:$C$11, "<"&$C$3:$C$11), ""), 1), COUNTIF($C$3:$C$11, "<"&$C$3:$C$11), 0))

Read my explanation here: Create a unique distinct alphabetically sorted list, extracted from a column

Recommended reading:

Back to top

2. Unique distinct list sorted alphabetically based on a condition - Excel 365

Update 17 December 2020, the new FILTER, UNIQUE, and SORT functions are now available for Excel 365 users.

The image above demonstrates a dynamic array formula that works only in Excel 365. Despite its name you simply enter it as a regular formula.

It filters values from column C based on the corresponding values in column B given the condition in cell E3. The output in cell G3 is a sorted unique distinct list from A to Z.

This is entered as a regular formula, however, it returns an array of values and extends automatically to cells below and to the right. Microsoft calls this a dynamic array and spilled array.

Back to top

2.1 Explaining Excel 365 formula

Step 1 - Extract values based on a condition

The FILTER function extracts values based on a condition.

FILTER(C3:C11, E3=B3:B11)

Step 2 - Extract unique distinct values

The UNIQUE function returns an array of unique distinct values meaning duplicates are merged into one distinct value.

UNIQUE(FILTER(C3:C11, E3=B3:B11))

Step 3 - Sort values from A to Z

The SORT function returns an array of values sorted from A to Z in its default state.

SORT(UNIQUE(FILTER(C3:C11, E3=B3:B11)))

Back to top

3. Unique distinct list sorted alphabetically based on a range - Earlier Excel versions

The image above shows a formula in cell H3 that extracts values from column C it the corresponding numbers in column B meet a condition based on a numerical range specified in cells F3:F4.

The output in cell H3 and cells below as far as needed is a sorted unique distinct list from A to Z. Unique distinct values are all values, however, duplicate values are merged into one distinct value.

Formula in cell H3:

=INDEX($C$3:$C$11, MATCH(SMALL(IF((COUNTIF($H$2:H2, $C$3:$C$11)=0)*($B$3:$B$11>=$F$3)*($B$3:$B$11<=$F$4), COUNTIF($C$3:$C$11, "<"&$C$3:$C$11), ""), 1), COUNTIF($C$3:$C$11, "<"&$C$3:$C$11), 0))

Back to top

3.1 Explaining formula

Back to top

4. Unique distinct list sorted alphabetically based on a range - Excel 365

Formula in cell H3:

=SORT(UNIQUE(FILTER(C3:C11,(F3<=B3:B11)*(F4>=B3:B11))))

Back to top

4.1 Explaining Excel 365 formula

Step 1 -

F3<=B3:B11

Step 2 -

F4>=B3:B11

Step 3 -

(F3<=B3:B11)*(F4>=B3:B11)

Step 4 -

FILTER(C3:C11,(F3<=B3:B11)*(F4>=B3:B11))

Step 5 -

UNIQUE(FILTER(C3:C11,(F3<=B3:B11)*(F4>=B3:B11)))

Step 6 -

SORT(UNIQUE(FILTER(C3:C11,(F3<=B3:B11)*(F4>=B3:B11))))

Back to top

Get the Excel file

Create-a-unique-distinct-alphabetically-sorted-list-with-criteria-v2.xlsx

Back to top

---

Weekly Blog EMAIL

[newsletter_signup_form id=1]

Welcome! I am Oscar and here to help you out.

Feel free to comment and ask Excel questions.

Make sure you subscribe to my newsletter so you don't miss new blog articles.

Related articles

---

Extract duplicate values with exceptions

This article demonstrates formulas that extract duplicate values from a column, however, column D contains values that you don't want […]

Unique distinct values sorted based on frequency

What's on this page Unique distinct values sorted based on frequency Unique distinct values sorted based on frequency - Excel […]

Identify missing numbers in a range

Question: How do I find missing numbers between 1-9 in a range? 1 3 4 5 6 7 8 8 […]

Create a unique distinct list based on criteria

The regular formula in cell E6 extracts unique distinct values from column B based on the corresponding number in column […]

Filter unique values sorted from A to Z

A unique value is a value that only exists once in a list. A unique distinct list contains all cell values […]

Schedule recurring expenses in a calendar in excel (Personal Finance)

Below is an excel table containing recurring expenses and corresponding amounts, dates and recurring intervals. An excel table allows you to […]