## Unique distinct values sorted based on frequency

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## 1. Unique distinct values sorted based on frequency

**Question:**How do I create a unique distinct list from a column sorted by occurrence?

Array formula in D3:

copied down as far as needed.

**How to create an array formula**

- Copy above array formula
- Select cell D3
- Press with left mouse button on in formula bar
- Paste array formula in formula bar
- Press and hold Ctrl + Shift
- Press Enter

Formula in E3:

copied down as far as needed.

### Explaining formula in cell D3

#### Step 1 - Calculate frequency of each value

The COUNTIF function counts values based on a condition, in this case, multiple conditions.

COUNTIF($B$3:$B$15, $B$3:$B$15)

becomes

COUNTIF({"DD"; "EE"; "GG"; "TT"; "EE"; "SS"; "YY"; "FF"; "GG"; "II"; "RR"; "TT"; "GG"}, {"DD"; "EE"; "GG"; "TT"; "EE"; "SS"; "YY"; "FF"; "GG"; "II"; "RR"; "TT"; "GG"})

and returns

{1; 2; 3; 2; 2; 1; 1; 1; 3; 1; 1; 2; 3}.

#### Step 2 - Prevent duplicate values

The first argument in the COUNTIF function contains an expanding cell reference. It makes sure that prior values are not taken into account again.

COUNTIF(D$2:$D2,$B$3:$B$15)<>1

becomes

COUNTIF("Unique distinct

list based on occurances", {"DD"; "EE"; "GG"; "TT"; "EE"; "SS"; "YY"; "FF"; "GG"; "II"; "RR"; "TT"; "GG"})<>1

becomes

{0;0;0;0;0;0;0;0;0;0;0;0;0}<>1

and returns

{TRUE; TRUE; TRUE; TRUE; TRUE; TRUE; TRUE; TRUE; TRUE; TRUE; TRUE; TRUE; TRUE}.

#### Step 3 - Multiply arrays

COUNTIF($B$3:$B$15, $B$3:$B$15)*(COUNTIF(D$2:$D2,$B$3:$B$15)<>1)

becomes

{1; 2; 3; 2; 2; 1; 1; 1; 3; 1; 1; 2; 3}* {TRUE; TRUE; TRUE; TRUE; TRUE; TRUE; TRUE; TRUE; TRUE; TRUE; TRUE; TRUE; TRUE}

and returns

{1;2;3;2;2;1;1;1;3;1;1;2;3}.

#### Step 4 - Check if largest value is equal to 0 (zero)

The IF function returns 1 if number is not equal to 0 (zero) and the largest value in array if equal to zero using the MAX function.

IF(MAX(COUNTIF($B$3:$B$15, $B$3:$B$15)*(COUNTIF(D$2:$D2, $B$3:$B$15)<>0))=0, 1, MAX(COUNTIF($B$3:$B$15, $B$3:$B$15)*(COUNTIF(D$2:$D2, $B$3:$B$15)<>1)))

becomes

IF(MAX({1;2;3;2;2;1;1;1;3;1;1;2;3})=0, 1, MAX(COUNTIF($B$3:$B$15, $B$3:$B$15)*(COUNTIF(D$2:$D2, $B$3:$B$15)<>1)))

becomes

IF(3=0, 1, MAX(COUNTIF($B$3:$B$15, $B$3:$B$15)*(COUNTIF(D$2:$D2, $B$3:$B$15)<>1)))

becomes

IF(FALSE, 1, MAX(COUNTIF($B$3:$B$15, $B$3:$B$15)*(COUNTIF(D$2:$D2, $B$3:$B$15)<>1)))

becomes

IF(FALSE, 1, 3)

and returns 3.

#### Step 5 - Find position in array

The MATCH function returns the position of a value in a cell range or array.

MATCH(IF(MAX(COUNTIF($B$3:$B$15, $B$3:$B$15)*(COUNTIF(D$2:$D2, $B$3:$B$15)<>0))=0, 1, MAX(COUNTIF($B$3:$B$15, $B$3:$B$15)*(COUNTIF(D$2:$D2, $B$3:$B$15)<>1))), COUNTIF($B$3:$B$15, $B$3:$B$15)*(COUNTIF(D$2:$D2, $B$3:$B$15)<>1), 0))

becomes

MATCH(3, COUNTIF($B$3:$B$15, $B$3:$B$15)*(COUNTIF(D$2:$D2, $B$3:$B$15)<>1), 0)

becomes

MATCH(3, COUNTIF($B$3:$B$15, $B$3:$B$15)*(COUNTIF(D$2:$D2, $B$3:$B$15)<>1), 0)

becomes

MATCH(3, {1;2;3;2;2;1;1;1;3;1;1;2;3}, 0)

and returns 3.

#### Step 6 - Return value

The INDEX function returns a value based on a row number (and column number if needed).

INDEX($B$3:$B$15, MATCH(IF(MAX(COUNTIF($B$3:$B$15, $B$3:$B$15)*COUNTIF(D$2:$D2,$B$3:$B$15)<>1)=0, 1, MAX(COUNTIF($B$3:$B$15, $B$3:$B$15)*IF(COUNTIF(D$2:$D2, $B$3:$B$15)=1,0,1))), COUNTIF($B$3:$B$15, $B$3:$B$15)*(COUNTIF(D$2:$D2, $B$3:$B$15)<>1), 0))

becomes

INDEX($B$3:$B$15, 3)

and returns "GG" in cell D3.

### Get Excel *.xlsx file

Unique-distinct-list-sorted-based-on-occurrance-in-a-column-in-excel.xlsx

## 2. Unique distinct values sorted based on frequency - Excel 365

This formula works only with a single column cell range, read this article if you want to use a multi-column cell range: Extract a unique distinct list across multiple columns and rows sorted based on frequency

Excel 365 dynamic array formula in cell D3:

### Explaining formula

#### Step 1 - Extract unique distinct values

The UNIQUE function extracts both unique and unique distinct values and also compare columns to columns or rows to rows.

UNIQUE(*array,[by_col],[exactly_once]*)

UNIQUE(B3:B15)

becomes

UNIQUE({"DD"; "EE"; "GG"; "TT"; "EE"; "SS"; "YY"; "FF"; "GG"; "II"; "RR"; "TT"; "GG"})

and returns

{"DD"; "EE"; "GG"; "TT"; "SS"; "YY"; "FF"; "II"; "RR"}

#### Step 2 - Count values

The COUNTIF function calculates the number of cells that meet a given condition.

COUNTIF(*range*, *criteria*)

COUNTIF(B3:B15,UNIQUE(B3:B15))

#### Step 3 - Sort values based on count

The SORTBY function sorts 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(UNIQUE(B3:B15), COUNTIF(B3:B15,UNIQUE(B3:B15)),-1)

#### Step 4 - 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*...])

SORTBY(UNIQUE(B3:B15), COUNTIF(B3:B15,UNIQUE(B3:B15)),-1)

x - B3:B15

y - UNIQUE(x)

LET(x,B3:B15,y,UNIQUE(x),SORTBY(y,COUNTIF(x,y),-1))

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