Dynamically extract unique values with no conditions

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Posted by Ashish Mathur on

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Given a single column with duplicates appearing, one may want to dynamically extract unique values to another range.

Depending upon the version of MS Excel which you are using, there could be two ways to solve this problem

Solution for MS Excel 2010 and higher versions

If you are using the Power Query add-in, then a few simple steps (no formulas at all) can solve this problem.  The result will be dynamic and refreshable (just as in a Pivot Table).

Solution for all versions of MS Excel

While this solution works for all versions of MS Excel, it uses an array formula (Ctrl+Shift+Enter).  Array formulas, if used extensively in the workbook, adversely effect the system's performance.

You may refer to my solution in this workbook.

Split data into multiple tabs

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Assume a four column database with department as the second column.  Entries in the department column may be repeated.  A person may wish to create one worksheet tab for each department.  Therefore, as and when a person names a worksheet tab as one of the departments, all rows of that department should appear on this new sheet.

You may refer to my solution in this workbook.

You may also refer to a similar article at the following link

Reduce scrolling in data validation

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Given a large number of entries in the source of data validation, it may become cumbersome to scroll down the list to select a desired value.  It would be ideal to have the user type the first alphabet and be taken to all words which start with that alphabet.

The drop down list in cell C2 is the normal drop down list created through data validation.  This list does not have your desired functionality.  However, the drop down list in cell E2 has the desired functionality.  In cell E2, type the first letter of the any alphabet and then click the drop down button in the cell.  You will be taken to the first alphabet int he list.

You may refer to my solution in this workbook.

Conditional data validation

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Assume that in range A2:A11, cells have been validated to allow a person to enter Y or N.  In B2:B11, cells should be validated based on the entry selected by the end-user in range A2:A11.  So, if a user selected Y in cell A2, then a drop down should appear in cell B2, allowing him to choose from Delhi, Mumbai, Chennai and Kolkata.  If the user selects N in cell A2, he should be able to enter any value in cell B2.

To accomplish this, try the following procedure

1. Type Delhi, Mumbai, Chennai and Kolkata in I2:I5 and assign it a name (Ctrl+F3), say source1

2. In A2, select Y

3. In cell B2, go to Data > Validation > Allow > List > Source > =IF(A2="Y",source1,B2)

With Y in cell A2, B2 will show four cities in the validation drop down.  When the value in cell A2 changes to N, the user will be able to enter any value in cell B2.

Summarise data from multiple worksheets

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Assume multiple worksheets in a workbook (all having the same structure).  In a summary sheet, one may want to tabulate data from these multiple worksheets.  Essentially, a way to link to the same specific cells in multiple worksheets to the Summary sheet.  The formula in the Summary sheet should just be copied and pasted to multiple rows to bring over data from the multiple worksheets.

You may refer to my solution in this workbook.

Extract numeric data and dates from string

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In column A, there are some alphanumeric entries.  Somewhere in the alphanumeric entries (beginning, middle or end) there are the following:

1. Dates
2. Numbers (without decimals)
3. Numbers (with decimals)

Furthermore, there may or may not be spaces between numbers/dates and text entries.  In Excel 2010 and prior versions, the only way to solve this problem would be write a formula or a VBA code.  In Excel 2013, one can solve this problem by using the "Flash Fill" feature.  Flash Fill is identifies patterns in your sample output data which you type (for a few entries) and suggests the output for the remaining cells of the range.

You may refer to my solution in this workbook.