Select distinct from excel

In SQL, SELECT DISTINCT allows us to obtain only unique values from a list. What about Excel select distinct? How can we obtain unique values from a list dynamically with a formula? In this guide, we find out exactly that: a formula in excel to select distinct values dynamically. This guide is updated in 2021, and it simplifies a lot what you have to do with new formulas.

Excel Select Distinct (Quick and Easy, 2021)

Excel Select Distinct Formula (=UNIQUE)

This is the new method we should use, because it is literally just one formula to create our Excel select distinct result. The formula to select distinct values in Excel is Unique.

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

It’s not an array formula in the strict sense, it is just a normal formula that you complete by pressing enter, just like SUM or any other normal formula. The parameters it wants are the following.

• Array – This is the list that contains all the value, out of which we want to extract only distinct or unique value
• by_col – True to select unique values within a column or vertical array (default), false to select unique values within a row or horizontal array
• exactly_once – True to perform an Excel select distinct and return each different value only once, false otherwise.

Now that you know the theory, let’s see it in practice because it is very simple.

Excel Select Distinct Example

In the A1:A13 range we have a list of fruits, most of which are repeated. We want to extract a list containing each fruit exactly once, removing duplicates with a formula. For that, we resort to =UNIQUE, in its simplest form.

=UNIQUE(A1:A13)

We input this on a cell, D1, and it automatically fills the cells below as needed. This means we need to have enough space below the cells we are entering the UNIQUE formula to host all distinct values, otherwise we will get a #SPILL error.

If you select any cell in the range where you have your formula, you will see a shadow around all the cells that are auto filled with that formula.

To do that, we use the same formula, but we fill the last parameter as TRUE (or simply “1”). To fill the last parameter, we also need to input the optional parameter in the middle, which defaults to true, so we replicate the default value for that by specifying “true” manually.

Excel Select Distinct #SPILL Error

For the UNIQUE function to work and perform an Excel select distinct operation correctly, it needs to have enough space in the cells below it. With enough space, we mean enough space to present all the unique values, so how much space it depends on how much distinct values we have in the original dataset.

If, for some reason, we do not have enough space (we have some content below it), we will get a #SPILL error, meaning that the results would “spill out” of the space that we have available.

If we get the error, instead of displaying as many results as possible, Excel will just present the #SPILL error in the first cell and show no result. This is to prevent that we do some calculation or analysis on incomplete data, with the conviction of having the full set.

By selecting the cell with the #SPILL error we can see a border that shows where the results are to be plotted, so we know how much space we need to make for them.

In this case, we can simply remove the previous content and the UNIQUE formula will go ahead and automatically fill the space that we make available. Yet, in other cases you may need to add additional rows or have content you cannot remove, thus you will need to do more advanced work to create the space you need.

Excel Select Distinct (Cumbersome, 2007)

This is the approach that you will find in many other tutorials online because it was the only one available until 2020. It involves an Array formula, a formula that returns multiple values and not just one.

Since this is an array formula, you cannot complete by pressing just Enter like a normal formula, but you complete it by pressing Ctrl + Shift + Enter. Furthermore, you do not select only one cell to see the magic fill the cells below. You have to select all the range where you want your results to appear, then enter the formula and then save it with Ctrl + Shift + Enter.

The idea is this simple: for each cell in the original dataset, we check if we already returned it up until now. If not, we return it, otherwise we just skip it.

For the American version of Excel, use:

=IFERROR(INDEX($A$2:$A$10, MATCH(0, COUNTIF($B$1:B1, $A$2:$A$10), 0)), "")

For the European version of Excel (with semicolons), use:

=IFERROR(INDEX($A$2:$A$10; MATCH(0; COUNTIF($B$1:B1; $A$2:$A$10); 0)); "")

Remember to complete it with Ctrl + Shift + Enter, otherwise it will not work!

In this formula, that we type in cell B2, we have two key parts:

• $A$2:$A$10 is the range of the original dataset, it must be fixed (with $ sign)
• $B$1:B1 is the range of Excel select distinct values that we have obtained up until now. It starts with B1, which is the header and that must be different from any value in the list, and as we will go down the second part of the range (B1 without dollar sign) will move down to include more and more data, so we are able to check the data that already fetched.

It is crucial that you have a header, and that this header (the first line) contains a value that never appears among the list of values in the original dataset.

Excel Select Distinct in Summary

In short, using Excel to Select Distinct values is extremely easy now that we have the UNIQUE formula. We just need to input our original data set and that’s it. With this knowledge in mind, you can go on creating complex Excels and data models, in a way that is simply unprecedented.

If you want to know how to put your skills to good use in finance, I suggest starting with this ultimate guide on Net Present Value. You may also want to check Microsoft Excel official website.

Very often we need to get distinct or unique value from a column in Excel. In SQL, it is as simple as Select Distinct. However, we don’t have such thing as Select distinct in Excel. What should we do?

No worries at all! There are a couple of ways to get distinct values in Excel.

In this article, I will show you 6 different ways. They are “Remove duplicates”, “Advanced filter”, “Function”, “Formula”, “Pivot table” and “VBA” respectively.

These ways allow you to deal with almost all kinds of situation when it comes to getting unique values in Excel.

You may also be interested in How to Generate Random Dates in Excel

Example

In this article, we will be using the following list as an example.

On the list, there are “apple”, “banana”, “pear”, “banana”, “orange”, “orange” and “pear” respectively.

Among the list of value, there are a few number of duplicates.

If we are to get the distinct value from the list, they would be “apple”, “banana”, “pear” and “orange”.

It is easy to spot the distinct value if the list is short but that is usually not the case. That is why we will need the following solutions.

Get distinct values in Excel by Remove Duplicates

Step 1: Select the data range

Step 2: Select Remove Duplicates

Step 3: Press Remove Duplicates

Result

Get distinct values in Excel by Advanced Filter

Step 1: Select the data range

Step 2: Select Advanced

Step 3: Check Unique records only and press OK

Result

You may be interested in How To Center Cells Across Multiple Columns?

Get distinct values in Excel by Function

UNIQUE function Syntax

UNIQUE(array, [by_col], [occurs_once])

Formula of Cell B1

=UNIQUE(A1:A7) 

Result

You may be interested in How To Reverse Concatenate In Excel (3 ways)?

Get distinct values in Excel by By Formula

UNIQUE function is purposefully made to get a distinct list of values. The only downside is that UNIQUE() is currently available in certain version of Excel. Not every Excel users get to use this wonderful function.

Fortunately, we can use a formula to replicate the UNIQUE function. The formula is a bit long yet not as complicated as many people think.

To get a better understanding of this formula, you may want to check out How to Get Unique Values Without Unique function? The article explains the formula in details.

Standard Formula

=IFERROR(INDEX($A$2:$A$9,MATCH(0,INDEX(COUNTIF($C$1:C1,$A$2:$A$9),0,0),0)),"")

Array Formula

=IFERROR(INDEX($A$2:$A$9, MATCH(0, COUNTIF($C$1:C1, $A$2:$A$9), 0)), "")

Result

You may be interested in How to Sum Intersections of Multiple Ranges?

Get distinct values in Excel by By Pivot table

Step 1: Select the data range

Make you give your data range a header or things may go wrong.

Step 2: Select PivotTable

Step 3: Select Existing Worksheet, choose a location and press OK

I selected cell B1 as the location.

Now your Excel should become like this.

Step 4: Select the field

The top cell in your data range will be perceived by Excel as the name column header.

By selecting “Fruit”, you are basically telling Excel “Please show the column in my PivotTable”.

Result

The PivotTable automatically shows distinct values only.

You may be interested in How to use REPT functions to the Most.

Get distinct values in Excel by VBA

Check out How to Insert & Run VBA code in Excel – VBA101 to see why you should learn VBA.

So basically we are trying to do the following things:

1. Identify cells that are not unique
2. Delete those cells

Below are the code that does the things we suggested above.

How to use the code

Step 1: Select cell ranges

Step 2: Run the code

Sub GetDistinctvalue()
    'perform the code only when the active cell is not equal to zero
    Do While ActiveCell.Value <> ""
        'If the value of the cell in loop is equal to any of the cell selected
        If ActiveCell.Value = ActiveCell.Offset(1, 0).Value Then
            'Select the active cell
            ActiveCell.Select
            'Delete it and move the remaining cells upward so there should be no blank cell
            Selection.Delete Shift:=xlUp
        Else
            'Make the next cell in selection active
            ActiveCell.Offset(1, 0).Activate
        End If
    Loop
End Sub

Result

You may be interested in How to use REPT functions to the Most.

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Customise Macro Code

The following are two most frequently asked questions about above excel macro with solutions. If you have any other question regarding the macro, post your question on comment box below.

Q. How to paste unique values to another existing worksheet?

Change ActiveSheet.Range(«D2») to Sheets(«newsheet»).Range(«D2»)

In the above code, change «newsheet» to the name of the existing sheet wherein you want to paste unique values.


Q. How to paste unique values in a new worksheet?

Use the program below. It will paste distinct values to a new worksheet named «mysheet». You can change it to any name you want —

Option Explicit
Sub CreateUniqueList()
Dim lastrow As Long
Dim ws As String
ws = ActiveSheet.Name
lastrow = Cells(Rows.Count, «B»).End(xlUp).Row
Sheets.Add.Name = «mysheet»
Sheets(ws).Range(«B2:B» & lastrow).AdvancedFilter _
    Action:=xlFilterCopy, _
    CopyToRange:=Sheets(«mysheet»).Range(«D2»), _
    UNIQUE:=True
End Sub

I have added one more way to extract unique values from a range [Updated : June 2016]

4. Remove Duplicates Option 

The most easiest way to extract unique values from a range is to use «Remove Duplicates» option. See the snapshot below —

Unique values : Remove Duplicates Option

Warning : If you want to keep your original data (not overwrite unique values), make a copy of it (Paste original data to another range or tab) Otherwise original data would be removed.


Steps to remove duplicates

Select range >> Go to Data option >> Click on Remove Duplicates >> Select the column that contains duplicates >> Ok

Important Note :

1. If you have multiple columns in a range and you want to remove duplicates based on a single column, make sure only the column that contains duplicates is selected.

Remove Duplicates by a column

2. If you want to remove duplicates based on all the columns (whole row), make sure all the columns are selected.

Related Articles
1. Count Unique values in a column
2. Count Unique values in multiple columns
3. Select and Count Duplicate values in Excel

About Author:

Deepanshu founded ListenData with a simple objective — Make analytics easy to understand and follow. He has over 10 years of experience in data science. During his tenure, he has worked with global clients in various domains like Banking, Insurance, Private Equity, Telecom and Human Resource.

Author: Oscar Cronquist Article last updated on February 22, 2023

First, let me explain the difference between unique values and unique distinct values, it is important you know the difference so you can find the information you are looking for on this web page.

The picture above shows a list of values in column B, note value AA has a duplicate. Unique distinct values are all cell values but duplicate values are merged into one distinct value. In other words, duplicates are removed only one instance of each value is left in the list.

Column F contains unique values from column B, meaning values that exist only once in column B. Value AA is not in column F because it has a duplicate, in other words, AA is not unique in column B. To filter duplicates, read this post: Extract a list of duplicates from a column

What is possible with formulas?

You have quite a few options to choose from if you are looking for a way to create a unique distinct list in your workbook, all demonstrated in this post or on this website. Not only an exceptionally small regular formula, if you want to use that, but also awesome built-in features in Excel that makes your work so much easier.

Formulas are very versatile, they allow you to build solutions for very specific tasks like filtering unique distinct values from two separate columns or three. If your list contains blanks then this article is for you: Extract a unique distinct list and remove blanks

Perhaps you want to do a wildcard lookup and return unique distinct values or simply return unique distinct values based on a condition.

I have also written articles that explains how to create a unique distinct list sorted alphabetically, sum or frequency.

There is also a formula for extracting unique distinct values located in a multi-column cell range, it is a somewhat more complicated array formula, however, there is a custom function as well, if you prefer that.

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What is the easiest way to filter unique distinct values?

I would choose the advanced filter if you are not looking for a formula. It lets you quickly filter a unique distinct list.

If you know that you will be extracting unique distinct values from time to time, like in a dashboard or an interactive worksheet, I recommend using a formula and an Excel defined table. You won’t need to repeat the same steps over and over compared to the advanced filter and that will save you time and repetitive work.

However working with a large data set may slow down the formula calculations considerably depending on your computer hardware, so perhaps the User Defined Function [UDF] is a better choice or even better a pivot table, if you have huge amounts of data to work with.

The Excel Pivot table is lightning fast even with huge data tables but it does have a little learning curve and it requires a few steps to set it up but in my opinion, it is totally worth learning how to use pivot tables. You will be surprised how easy it is to start working with Excel Pivot tables.

Conditional Formatting allows you to format cells determined by a built-in rule or a formula you construct. In this post, you will find a Conditional Formatting formula that highlights unique and unique distinct values. Did you know that you can easily sort highlighted values on top? Check out conditional formatting.

I have made an add-in that lets you extract unique, unique distinct and duplicate values and records from multiple worksheets. This allows you to easily bring together data from multiple sources in your workbook.

There is also a useful array formula in this article that extracts a case-sensitive unique distinct list, this is a special case which the built-in Excel tools can’t accomplish.

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1. Create a list of unique distinct values

Column B contains names, some cells have duplicate values.  A formula in column D extracts a unique distinct list from column B.

Update: 2017-08-15!

This formula is even smaller than the array formula and you are not required to enter this as an array formula. The following formula is for older Excel versions than Excel 365 subscribers.

Formula in cell D3:

=LOOKUP(2,1/(COUNTIF($D$2:D2,$B$3:$B$21)=0),$B$3:$B$21)

I will explain how this formula works in the video below and in section 1.3 also below.

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Update: 2020-05-28!

Microsoft Excel released new functions for Excel 365 subscribers in January 2020. One of those new functions is the UNIQUE function, it allows you to easily extract a unique distinct list using only one function.

Formula in cell D3:

=UNIQUE(B3:B21)

This formula is entered as a regular formula, however, it is a dynamic array formula. Microsoft Excel introduced dynamic array formulas in January 2020 as well.

Dynamic array formulas expand to cells below automatically if more than one value is returned from the formula. Microsoft Excel calls this behavior spilling. You can find more example of the UNIQUE function here.

I will describe a formula for older Excel versions below.

Extract unique distinct values — Excel 365 (Link)
Extract unique distinct values sorted from A to Z — Excel 365 (Link)
Extract unique distinct values ignoring blanks — Excel 365 (Link)
Extract unique distinct values sorted from A to Z ignoring blanks — Excel 365 (Link)

1.1 Video

This video demonstrates how to use the formula:

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1.2 Copy unique distinct values

To copy unique distinct values to another location you must make sure you copy the values and not the formula:

1. Select list
2. Copy list, shortcut keys: CTRL + C or press this button:
3. Press with right mouse button on on destination cell and press with left mouse button on the black arrow next to «Paste Special…»
   
4. Then press with left mouse button on «Paste Values» button.

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1.3 Explaining formula in cell D3

Step 1 — Count previous values above the current cell

The COUNTIF function allows you to count values based on a condition. With the help from an expanding cell reference, the formula knows which of the values that have been extracted.

In cell D3 no values have been extracted so it compares the value in the cell above current cell, this happens to be the Header value. Make sure you don’t have a value in the list that matches the header value, it won’t be extracted.

COUNTIF($D$2:D2,$B$3:$B$21) is entered in column F, displayed in the picture below.

The value in cell D2 is not found in any instance in cell range B3:B21, all values in the array are 0 (zero). Note that the array has the same size as the list in column B, 19 values.

Step 2 — Compare array with 0 (zero)

To identify values that have not been shown the formula compares the array with 0 (zero) and the result are boolean values (TRUE or FALSE) for each value in the array.

COUNTIF($D$2:D2,$B$3:$B$21) = 0

The array contains 19 boolean values, all TRUE.

Step 3 — Divide 1 with array

The boolean value TRUE is equal to 1 and FALSE is equal to 0. If a value in the array is TRUE the result will be 1 because 1/TRUE equals 1.

If a value in the array is FALSE the result will be #DIV0! because 1/FALSE is 1/0 and you can’t divide a number with zero. Excel returns an error.

The good thing about the LOOKUP function is that it ignores errors, see next step.

Step 4 — LOOKUP value

The LOOKUP function is designed to work with sorted cell ranges or arrays, you get weird results if they are not sorted. Be careful using the LOOKUP function.

However, in this case, the values in the array are either 1 or #DIV0!. Surprisingly it ignores errors, the only thing it can find then is a value that is 1.

The first argument in the LOOKUP function is 2 so the function finds the last largest value that is equal to 2 or smaller.

LOOKUP(2,1/(COUNTIF($D$2:D2,$B$3:$B$21)=0),$B$3:$B$21)

becomes

LOOKUP(2,{1;1;1;1;1;1;1;1;1; 1;1;1;1;1;1;1;1;1;1},$B$3:$B$21) and matches the last value in the array. LOOKUP function then returns the corresponding value in cell range $B$3:$B$21 which is Almagro, Nicolas

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1.4 Excel file

Extract a unique distinct list sorted from A to Z
Extract a unique distinct list sorted from A to Z ignore blanks
Vlookup – Return multiple unique distinct values
Unique distinct list sorted alphabetically based on a condition
Extract a unique distinct list from two columns
Extract a unique distinct list from three columns
Filter unique distinct records

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2. Extract a unique distinct list (case sensitive)

The following array formula lists unique distinct values from a list also considering upper and lower letters. For example, the value «Aa» is not equal to «AA».

Array formula in cell D3:

=INDEX($B$3:$B$15, MATCH(0, FREQUENCY(IF(EXACT($B$3:$B$15, TRANSPOSE($D$2:D2)), MATCH(ROW($B$3:$B$15), ROW($B$3:$B$15)), «»), MATCH(ROW($B$3:$B$15), ROW($B$3:$B$15))), 0))

Excel 365 subscribers can use this regular somewhat shorter formula in cell D3 than the formula below:

=LET(z, B3:B15, x, SEQUENCE(z), INDEX(z, MATCH(0, FREQUENCY(IF(EXACT(z, TRANSPOSE($D$2:D2)), x, «»), x), 0))

The formula above contains two new formulas: LET function and the SEQUENCE function.

This article explains the formula: Extract a case sensitive unique list from a column — Excel 365

2.1 Video

This video demonstrates how to build a formula that extracts a case-sensitive unique distinct list:

This post shows you how to extract a case sensitive unique list from a column:

Recommended articles

How to enter an array formula

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2.2 Explaining the array formula in cell C3

Step 1 — Transpose previous values

TRANSPOSE($D$2:D2)

becomes

TRANSPOSE({«Unique distinct list (case sensitive)»;»Aa»})

and returns

{«Unique distinct list (case sensitive)»,»Aa»}

Note that the ; (semicolon) changes to a , (comma)

Recommended reading:

Recommended articles

Step 2 — Check if two text strings are exactly the same, also case sensitive 

EXACT($B$3:$B$15, TRANSPOSE($D$2:D2))

becomes

EXACT($B$3:$B$15, TRANSPOSE({«Unique distinct list (case sensitive)»,»Aa»})

becomes

EXACT($B$3:$B$15, TRANSPOSE({«Unique distinct list (case sensitive)»,»Aa»})

becomes

EXACT({«Aa»; «CC»; «AA»; «BB»; «BB»; «EE»; «bb»; «Aa»; «aa»}, TRANSPOSE({«Unique distinct list (case sensitive)»,»Aa»})

and returns

{FALSE, TRUE; FALSE, FALSE; FALSE, FALSE; FALSE, FALSE; FALSE, FALSE; FALSE, FALSE; FALSE, FALSE; FALSE, TRUE; FALSE, FALSE}

Step 3 — Return relative position in array if TRUE

IF(EXACT($B$3:$B$15, TRANSPOSE($C$1:C1)), MATCH(ROW($B$3:$B$15), ROW($B$3:$B$15))

becomes

IF({FALSE, TRUE; FALSE, FALSE; FALSE, FALSE; FALSE, FALSE; FALSE, FALSE; FALSE, FALSE; FALSE, FALSE; FALSE, TRUE; FALSE, FALSE}, MATCH(ROW($A$1:$A$9), ROW($A$1:$A$9)))

becomes

IF({FALSE, TRUE; FALSE, FALSE; FALSE, FALSE; FALSE, FALSE; FALSE, FALSE; FALSE, FALSE; FALSE, FALSE; FALSE, TRUE; FALSE, FALSE}, {1;2;3;4;5;6;7;8;9})

and returns

{FALSE,1; FALSE,FALSE; FALSE,FALSE; FALSE,FALSE; FALSE,FALSE; FALSE,FALSE; FALSE,FALSE; FALSE,8; FALSE,FALSE}

Recommended article:

Recommended articles

Step 4 — Calculate how often values exist in an array

FREQUENCY(IF(EXACT($B$3:$B$15, TRANSPOSE($C$1:C1)), MATCH(ROW($B$3:$B$15), ROW($B$3:$B$15)), «»), MATCH(ROW($B$3:$B$15), ROW($B$3:$B$15)))

becomes

FREQUENCY({FALSE,1; FALSE,FALSE; FALSE,FALSE; FALSE,FALSE; FALSE,FALSE; FALSE,FALSE; FALSE,FALSE; FALSE,8; FALSE,FALSE},MATCH(ROW($B$3:$B$15),ROW($B$3:$B$15)))

becomes

FREQUENCY({FALSE,1; FALSE,FALSE; FALSE,FALSE; FALSE,FALSE; FALSE,FALSE; FALSE,FALSE; FALSE,FALSE; FALSE,8; FALSE,FALSE},{1;2;3;4;5;6;7;8;9})

and returns

{1;0;0;0;0;0;0;1;0;0} Aa is found in position 1 and 8 in cell range $B$3:$B$15

Recommended articles

Step 5 — Find first empty value (0) in array

MATCH(0, FREQUENCY(IF(EXACT($B$3:$B$15, TRANSPOSE($C$1:C1)), MATCH(ROW($B$3:$B$15), ROW($B$3:$B$15)), «»), MATCH(ROW($B$3:$B$15), ROW($B$3:$B$15))), 0)

becomes

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

and returns 2.

Recommended articles

Step 6 — Return value from position 2

INDEX($B$3:$B$15, MATCH(0, FREQUENCY(IF(EXACT($B$3:$B$15, TRANSPOSE($C$1:C1)), MATCH(ROW($B$3:$B$15), ROW($B$3:$B$15)), «»), MATCH(ROW($B$3:$B$15), ROW($B$3:$B$15))), 0))

becomes

INDEX($B$3:$B$15, 2)

and returns «CC» in cell C3.

Recommended articles

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2.3 Excel file

Back to top

Recommended articles

Case sensitive lookup and return multiple values
Filter values based on a condition — case sensitive (Excel 365)
Filter unique distinct values (case sensitive) [UDF]
Filter unique distinct records (case sensitive) [UDF]

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3. Extract unique distinct values [Advanced Filter]

First a little reminder, unique distinct values are all cell values but duplicate values are merged into one distinct value.

3.1 Video

The following video shows you how to filter unique distinct values using Advanced Filter:

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3.2 Instructions — Copy unique distinct values to another location

This section describes how to extract unique distinct values using the built-in feature «Advanced Filter».

1. Go to tab «Data» on the ribbon.
2. Press the «Advanced Filter» button on the ribbon.

   

3. Press button «Copy to another location».

   

4. Press «List range:» and select range to filter unique distinct values.
5. Press «Copy to: and select a range.
6. Press «Unique records only» button to select it.
7. Press with left mouse button on «OK» button to apply settings and start extracting.

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3.3 Instructions — Filter unique distinct values, in place

If you choose to filter unique distinct values in-place, press with left mouse button on the first option button in the dialog box.

You can then select unique distinct values and paste to another location, duplicate values are hidden and are ignored when you copy cell range B3:21 and paste to a new location, very useful.

The picture below shows you the selected distinct values after I cleared the Advanced Filter, duplicate values are not selected because they were hidden.

Recommended articles

Lookup and return multiple values [Advanced Filter]
Extract all rows that meet critera in one column [Advanced Filter] 

An Advanced Filter is not the only powerful built-in feature in Excel, I highly recommend that you learn pivot tables. Perhaps the most powerful tool but also the least known:

Recommended articles

The Excel defined table is also extremely useful, it allows you to quickly sort, filter and manipulate data. Learn that and much more:

Recommended articles

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4. Highlight unique distinct values [Conditional Formatting]

This section demonstrates how to highlight unique distinct values using Excel’s built-in feature «Conditional Formatting».

The image shows you unique distinct values highlighted using Conditional Formatting.

4.1 Video

This video demonstrates how to highlight unique distinct values:

How to highlight unique distinct values

1. Select cell range B3:B21.
2. Go to tab «Home» on the ribbon.
3. Press on «Conditional Formatting» button.
   
4. Press on «New Rule…».
   
5. Press on «Use a formula to determine which cells to format:».
6. Type this formula: =COUNTIF($B$3:B3,B3)=1
7. Press on «Format…» button.
8. Pick a color.
9. Press OK button.
10. Press OK button again.

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4.2 Explaining Conditional Formatting formula

A CF formula works somewhat differently than a regular formula, however, they may be harder to spot.

It is possible that you can’t even see if a cell range has CF applied to it or not, if no cells are highlighted.

I recommend that you copy the CF formula and enter it to an adjacent column to better show how they work.

Step 1 — COUNTIF function

The COUNTIF function has two arguments, the first argument is the cell range you want to count a specific value in. The second argument is the value you want to count.

COUNTIF(range, criteria)

Step 2 — COUNTIF arguments

The first argument uses both relative and absolute cell references, $B$3:B3. The absolute part has dollar signs $B$3 meaning it does not change when the Conditional Formatting formula is applied to the next cell.

The relative part B3 does change when the Conditional Formatting formula is applied to the next cell.

COUNTIF($B$3:B3, B3)

Step 3 — Demonstrate calculations in cells B3 and B4

In cell B3 the function is COUNTIF($B$3:B3,B3)

and in cell B4: COUNTIF($B$3:B4,B4) and so on.

This technique using growing cell references lets you highlight the first instance of a value but not duplicate values.

Step 4 — Compare output to 1

How do we know if the value is a unique distinct value? Compare COUNTIF($B$3:B3,B3) to 1 and it will return TRUE or FALSE, like this:

COUNTIF($B$3:B3,B3)=1

The equal sign is a logical operator that returns TRUE or FALSE. Note, the comparison is not case sensitive. The output is a boolean value TRUE or FALSE.

COUNTIF($B$3:B3,B3)=1

becomes

1=1

and returns boolean value TRUE. Cell B3 is highlighted.

If COUNTIF($B$3:B3,B3) returns a number larger than 1 meaning there is at least a duplicate value in the cell range specified in the first argument. That prevents the Conditional Formatting formula from highlighting the cell.

Recommended articles
Highlight unique/duplicates
Highlight current date
Highlight lookup values
Highlight cells equal to

4.3 Sort Conditional formatted cells at the top

Tip! Press with right mouse button on on a highlighted cell, press with left mouse button on Sort and then on «Put Selected Cell Color On top» to arrange unique distinct values at the very top of your list.

The picture below shows you all unique distinct values sorted together.

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5. Hide duplicate values [Conditional Formatting]

The image above demonstrates Conditional Formatting applied to a list of values, it changes the font color to white for duplicate values making them invisible or they appear hidden.

Keep in mind that the text is still there so if you copy the range and paste the values to a new range the hidden values are visible again. I recommend that you sort the visible values at the top in order to copy them correctly, instructions below.

Conditional Formatting formula:

=COUNTIF($B$3, B3)>1

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How to apply conditional formatting formula to cell range B3:B21

1. Select cell range B3:B21.
2. Go to tab «Home» on the ribbon.
3. Press with left mouse button on the «Conditional Formatting» button.
4. Press with left mouse button on «New Rule…»
   
5. Press with left mouse button on «Use a formula to determine which cells to format:».
   
6. Type the Conditional Formatting formula in «Format values where this is true:».
7. Press with left mouse button on «Format…» button.
   
8. Go to tab «Font» on the menu, see image above.
9. Press with left mouse button on color drop-down list.
10. Pick white.
11. Press with left mouse button on OK button.
12. Press with left mouse button on OK button.
13. Press with left mouse button on OK button.

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6. How to sort unique distinct values at the top of the list

1. Press with right mouse button on on one of the visible values in the list.
   
2. Press with left mouse button on «Filter»
3. Press with left mouse button on «Filter by Selected Cell’s Font color.

Recommended articles
Highlight unique values and unique distinct values in a multi-column cell range
Highlight unique distinct records
Highlight unique values in a filtered excel table
How to highlight duplicate values in a column
Check out the Conditional formatting category

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7. Extract unique distinct sorted values from a cell range [UDF]

This UDF lets you create and sort a unique distinct list. First you need to copy the VBA code to your workbook, instructions below. Second, select a cell range. Third, type FilterUniqueSort(cell_ref) in the formula bar. Last, enter formula as an array formula, instructions below.

There is also a workbook for you to get.

Array formula in cell B2:B8212:

=FilterUniqueSort($A$2:$A$8212)

7.1 Video

This video explains how to implement and use the User Defined Function

7.2 How to create an array formula

1. Type B2:B8212 in name box
2. Type above array formula in formula bar
   
3. Press and hold Ctrl + Shift
4. Press Enter once
5. Release all keys

Recommended reading

Recommended articles

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7.3 VBA code

I am using the selection sort function to sort values. You can read more about the function here:

Using a Visual Basic Macro to Sort Arrays in Microsoft Excel

'Name User Defined Function and define paremeter
Function FilterUniqueSort(rng As Range)

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

'Redimension array variable
ReDim temp(0)

'Enable error handling
On Error Resume Next

'Iterate through each value in range
For Each Value In rng

'Check if number of characters in value is greater than 0 (zero), if true add value to collection ucoll
If Len(Value) > 0 Then ucoll.Add Value, CStr(Value)

'Continue with next value
Next Value

'Disable error handling
On Error GoTo 0

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

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

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

'Next value
Next Value

'Remove last container in array variable temp
ReDim Preserve temp(UBound(temp) - 1)

'Save selected rows on worksheet to variable iRows
iRows = Range(Application.Caller.Address).Rows.Count

'Start User Defined Function SelectionSort with values in array variable temp
SelectionSort temp

'Add blanks to array variable temp to prevent error values on worksheet
For i = UBound(temp) To iRows

'Add container
ReDim Preserve temp(UBound(temp) + 1)

'Save blank to container
temp(UBound(temp)) = ""

'Continue with next value
Next i

'Transpose values in array variable temp and return those values to worksheet
FilterUniqueSort = Application.Transpose(temp)

End Function

'Name User Defined Function (UDF) and define parameters
Function SelectionSort(TempArray As Variant)
'This UDF sorts values in an array
'https://www.get-digital-help.com/how-to-extract-a-unique-list-and-the-duplicates-in-excel-from-one-column/#7.3

          'Dimension variables and declare data types
          Dim MaxVal As Variant
          Dim MaxIndex As Integer
          Dim i As Integer, j As Integer
          
          'Iterate through each value in array variable temp starting from last to first
          For i = UBound(TempArray) To 0 Step -1

              'Save value to variable MaxVal
              MaxVal = TempArray(i)

              'Save value stored in variable i to variable MaxIndex
              MaxIndex = i

              'Iterate through each value in array variable temp
              For j = 0 To i

                  'Check if value in array variable TempArray is larger than value stored in variable MaxVal
                  'Excel can compare text values as well, this action checks if a text value is before or after another value in a sorted list 
                  If TempArray(j) > MaxVal Then

                      'If true save value to variable MaxVal
                      MaxVal = TempArray(j)

                      'Save position to MaxIndex
                      MaxIndex = j
                  End If

              'Continue with next value
              Next j

              'Check if number stored in variable MaxIndex is smaller than number stored in variable i
              If MaxIndex < i Then

                  'Save value in array variable TempArray position i to array variable TempArray container position MaxIndex
                  TempArray(MaxIndex) = TempArray(i)

                  'Save value in variable MaxVal to array variable TempArray container position i
                  TempArray(i) = MaxVal
              End If
          Next i

      End Function

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7.4 Where to copy VBA code?

1. Press Alt + F11 to open VB Editor
2. Press with left mouse button on «Insert» on the menu
3. Press with left mouse button on «Module» to create a module
4. Copy (Ctrl + c) above VBA code and paste (Ctrl +v)  to the code module

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More powerful User Defined Functions

Recommended articles

Recommended articles

Recommended articles

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8. Filter unique distinct values from multiple sheets add-in

Filter unique distinct values is an add-in for Excel 2007/2010/2013 that lets you extract

• unique distinct values
• duplicate values
• unique distinct records
• duplicate records

from multiple sheets. The Add-In contains 4 user-defined functions.

If a value in one of the ranges changes the function will automatically and instantly update the list.

Features

• All user-defined functions remove blank values and blank records.
• No error values when all values are extracted.
• Filter values or records from up to 255 different cell ranges or sheets.

8.1 Watch this video where I demonstrate the Excel Add-In

What are unique distinct values?

What are unique distinct records?

Questions

Is there a money back guarantee?
Sure, you have a unconditional money back guarantee for 14 days.

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9. Create a list of unique distinct values [Old array Formula]

I recommend using the regular formula above since it is smaller and has an advantage of not being an array formula.

Array formula in cell D3:

=INDEX($B$3:$B$21, MATCH(0, COUNTIF($D$2:D2, $B$3:$B$21), 0))

Thanks to Eero, who contributed the original array formula!

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The formulas above has an issue with blank cells, it returns a 0 (zero) in your list. This article shows you how to ignore blanks:

Recommended articles

9.1 How to create an array formula

You don’t need to follow these steps if you chose the regular formula.

1. Copy the array formula above (Ctrl + c)
2. Double press with left mouse button on cell B2
3. Paste (Ctrl + v)
4. Press and hold Ctrl + Shift simultaneously
5. Press Enter
6. Release all keys

If you made the above steps correctly the formula now has a beginning and ending curly bracket, like this:
{=INDEX($B$3:$B$21, MATCH(0, $D$2:D2, $B$3:$B$21), 0))}

Don’t enter these characters yourself, they appear automatically.

Copy cell B2 and paste to cells below as far as needed.

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9.2 How the array formula in cell B2 works

Step 1 — Create an array with the same size as the list

The COUNTIF function calculates the number of cells equal to a condition.

COUNTIF(range, criteria)

COUNTIF($B$1:B1, $A$2:$A$20)

becomes

COUNTIF(«Unique distinct list»,{Federer,Roger; Djokovic,Novak; Murray,Andy; Davydenko,Nikolay; Roddick,Andy; DelPotro,JuanMartin; Federer,Roger; Davydenko,Nikolay; Verdasco,Fernando; Gonzalez,Fernando; Wawrinka,Stanislas; Gonzalez,Fernando; Blake,James; Nalbandian,David; Robredo,Tommy; Wawrinka,Stanislas; Cilic,Marin; Stepanek,Radek; Almagro,Nicolas} )

and returns:

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

This means the cell value in $B$1:B1 can’t be found in any of the cells in cell range $A$2:$A$20. If it had been found, somewhere in the array the number 1 would exist.

Step 2 — Return the position  of an item that matches 0 (zero)

The MATCH function returns the relative position of an item in an array that matches a specified value.

MATCH(lookup_value, lookup_array, [match_type]

MATCH(0, COUNTIF($B$1:B1, $A$2:$A$20), 0)

becomes

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

and returns 1.

Step 3 — Return a cell value

The INDEX function returns a value or reference of the cell at the intersection of a particular row and column, in a given range.

INDEX(array, row_num, [column_num])

INDEX($B$3:$B$21, 1)

becomes

=INDEX({Federer,Roger; Djokovic,Novak; Murray,Andy; Davydenko,Nikolay; Roddick,Andy; DelPotro,JuanMartin; Federer,Roger; Davydenko,Nikolay; Verdasco,Fernando; Gonzalez,Fernando; Wawrinka,Stanislas; Gonzalez,Fernando; Blake,James; Nalbandian,David; Robredo,Tommy; Wawrinka,Stanislas; Cilic,Marin; Stepanek,Radek; Almagro,Nicolas}, 1)

and returns «Federer, Roger».

Relative and absolute cell references

When you copy the array formula down the countif formula range ($B$1:B1) expands. This is created by using relative and absolute references.

The first cell, B2: COUNTIF($B$1:B1,$A$2:$A$20)

Second cell, B3: COUNTIF($B$1:B2,$A$2:$A$20)

and so on.

Recommended reading:

Recommended articles

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10. How to filter unique values from a list

Unique values are values existing only once in a list. Example, «AA» exists twice in the list below and is not unique. BB and CC exist only once each and are unique in the list.

Column D in the picture below filters all unique values from column B. Unique values are values that exist only once in column B.

Example, Roger, Federer is not in column D because there is more than one value of this name in column A. In other words, the name is not unique in column A. You can find the name twice in the list, in cells A2 and A8.

Update 2017-08-30 
This formula is even smaller than the array formula and you are not required to enter this as an array formula.

Regular formula in cell D3:

=LOOKUP(2, 1/((COUNTIF(D2:$D$2, $B$3:$B$21)=0)*(COUNTIF($B$3:$B$21, $B$3:$B$21)=1)), $B$3:$B$21)

Recommended articles

How to extract a case sensitive unique list from a column
Filter unique values sorted from A to Z
Extract unique values from two columns

Update 2020-12-09, the formula below extracts unique values from cell range $B$3:$B$21:

Regular formula in cell D3:

=UNIQUE($B$3:$B$21,,TRUE)

The formula above contains the new UNIQUE function that only Excel 365 subscribers can use. Use the formula above if you have an earlier Excel version.

Recommended articles

Extract unique values — Excel 365 (Link)
Extract unique values sorted from A to Z — Excel 365 (Link)
Extract unique values ignoring blanks — Excel 365 (Link)
Extract unique values sorted from A to Z ignoring blanks — Excel 365 (Link)

Array formula in cell D3:

=INDEX($B$3:$B$21, MATCH(0, COUNTIF(D2:$D$2, $B$3:$B$21)+(COUNTIF($B$3:$B$21, $B$3:$B$21)<>1), 0))

How to enter an array formula

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10.1 Explaining array formula in cell D3

Step 1 — Count each value in array and check if it is not equal to one

(COUNTIF($A$2:$A$20, $A$2:$A$20)<>1

becomes

{2;1;1;2;1;1;2;2;1;2;2;2;1;1;1;2;1;1;1}<>1

and returns

{TRUE; FALSE; FALSE; TRUE; FALSE; FALSE; TRUE; TRUE; FALSE; TRUE; TRUE; TRUE; FALSE; FALSE; FALSE; TRUE; FALSE; FALSE; FALSE}

This array tells excel that the first value in the array is not unique and that is true because Roger, Federer is not unique in the list. However the second value is FALSE and that value is unique, etc.

Recommended articles

Step 2 — Keep track of previous values

C1:$C$1 is a dynamic cell reference, it changes as the formula is copied to cells below. You can read more about absolute and relative cell references here:

Recommended articles

COUNTIF(C1:$C$1, $A$2:$A$20)

becomes

COUNTIF(«Unique list», {«Federer, Roger «; «Djokovic, Novak «; «Murray, Andy «; «Davydenko, Nikolay «; «Roddick, Andy «; «Del Potro, Juan Martin «; «Federer, Roger «; «Davydenko, Nikolay «; «Verdasco, Fernando «; «Gonzalez, Fernando «; «Wawrinka, Stanislas «; «Gonzalez, Fernando «; «Blake, James «; «Nalbandian, David «; «Robredo, Tommy «; «Wawrinka, Stanislas «; «Cilic, Marin «; «Stepanek, Radek «; «Almagro, Nicolas «})

and returns

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

A zero (0) means that no values have yet been displayed and that is true in cell C2. However when excel calculates the value in cell C3, cell C2 shows «Djokovic, Novak» and the array becomes {0; 1; 0; 0; 0; 0; 0; 0; 0; 0; 0; 0; 0; 0; 0; 0; 0; 0; 0}. The second value in the array contains 1. This tells excel that value has already been shown.

Step 3 — Add arrays

COUNTIF(C1:$C$1, $A$2:$A$20)+(COUNTIF($A$2:$A$20, $A$2:$A$20)<>1

becomes

{TRUE; FALSE; FALSE; TRUE; FALSE; FALSE; TRUE; TRUE; FALSE; TRUE; TRUE; TRUE; FALSE; FALSE; FALSE; TRUE; FALSE; FALSE; FALSE} + {0; 0; 0; 0; 0; 0; 0; 0; 0; 0; 0; 0; 0; 0; 0; 0; 0; 0; 0}

and returns

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

TRUE is 1 and FALSE is zero. So True + 0 equals 1 and False + 1 equals 1.

Step 4 — Find first zero value in array

A zero in the array indicates {1;0;0;1;0;0;1;1;0;1;1;1;0;0;0;1;0;0;0} that the corresponding value is unique and has not yet been displayed in the list.

MATCH(0, COUNTIF(C1:$C$1, $A$2:$A$20)+(COUNTIF($A$2:$A$20, $A$2:$A$20)<>1), 0)

becomes

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

and returns 2.

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Step 5 — Return corresponding value

INDEX($A$2:$A$20, MATCH(0, COUNTIF(C1:$C$1, $A$2:$A$20)+(COUNTIF($A$2:$A$20, $A$2:$A$20)<>1), 0))

becomes

INDEX($A$2:$A$20, 2)

and returns «Djokovic, Novak» in cell C2.

Recommended articles

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10.2 Get Excel file

To extract duplicates, see this post:

Recommended articles

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11. Highlight unique values [Conditional Formatting]

This example demonstrates how to highlight cells with a color of your choice if it contains a unique value.

11.1 Video

The following video shows you how to color unique values using conditional formatting. Remember, it highlights only unique values, in other words, values that exist only once in the list.

Instructions

1. Go to tab «Home» on the ribbon
   
2. Press with left mouse button on «Conditional Formatting» button
3. Hover over «Highlight Cell Rules»
4. Press with mouse on «Duplicate Values…»
   
5. Press with mouse on the leftmost drop-down list and change it to «Unique»
6. Pick a formatting if you like
7. Press with left mouse button on OK button

The picture above shows you, for example, that the first name in the list has a duplicate so that name is not highlighted in any cell.

11.2 Sort unique values at the top

Tip! Did you know that you can put highlighted values to the top

1. Press with right mouse button on on a highlighted cell
   
2. Press with mouse on «Sort»
3. Press with mouse on «Put Selected Cell Color On Top»

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12. Useful tips

12.1 Excel tables

An Excel Table is a great feature and is very cleverly designed. It is constructed to automatically expand if you add more data which is incredibly helpful. You don’t need to do anything, not adjusting cell references which is time consuming and prone to errors.

Structured references are cell references to an excel defined table. They let you easily see what the data contains as long as you give it good descriptive column header names.

I recommend you use excel defined tables instead of named ranges or dynamic named ranges as long as you are working with more than one value.

Here is how to convert a list to an excel defined table:

1. Select a cell in your list
2. Go to tab «Insert» on the ribbon and press with left mouse button on Table button or press Ctrl + T
3. Press with left mouse button on OK button
4. Your excel defined table is created

Read more about excel defined tables

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12.2 Named ranges

In excel you can name a cell range, a constant or a formula. You can then use the named range in a formula, making it easier for you to read and understand formulas.

Example

List : A2:A20

Tip! Use dynamic named ranges to automatically adjust cell ranges when new values are added or removed.

12.2.1 How to create a named range

The downside with named ranges is that you need to adjust the range every time you add or delete a value in the list, the named range will then not fit the value list. I recommend using excel defined tables if you know that the list may change in the future.

1. Select cell range B3:B7
2. Type Color in name box
3. Press Enter

Formula example containing name range:

=INDEX(Color,MATCH(0,COUNTIF($C$2:C2,Color),0))

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13. How to remove errors (Excel 2007)

Excel 2007 users (and later versions) can remove errors using IFERROR() function.

When the formula runs out of values it returns #N/A errors (Not Available), you can use the IFERROR function to remove the error and return blanks in those cells.

Unfortunately, it comes with a big disadvantage, it also removes other formula errors as well. So use this with great caution. If your source table has errors you won’t detect it because the IFERROR function returns a blank cell instead.

Array formula in cell D2:

=IFERROR(LOOKUP(2, 1/(COUNTIF($D$2:D2, $B$3:$B$21)=0), $B$3:$B$21), «»)

and copy it down as far as necessary.

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Recommended articles

How to use the IFERROR function
How to use the ISERROR function
How to use the ERROR.TYPE function
How to find errors in a worksheet
Delete blanks and errors in a list

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14. Excel 2003 users can remove errors using isna() function:

=IF(ISNA(INDEX($A$2:$A$20, MATCH(0, COUNTIF($B$1:B1, $A$2:$A$20), 0))), «», INDEX($A$2:$A$20, MATCH(0, COUNTIF($B$1:B1, $A$2:$A$20), 0)))

and copy it down as far as needed.

This formula is an array formula, how to enter an array formula.

Recommended article

• ISNA function

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15. How to ignore blank cells in a range

Harlan Grove created a formula to count unique distinct values from a list with blanks. I used the same technique here to filter unique distinct values in column D.

If you want a header name you can use the slightly larger formula, displayed in column F below.

Update 2020-12-09, Excel 365 users can use this regular formula:

=UNIQUE(FILTER($B$3:$B$21, ($B$3:$B$21<>»») * ($B$3:$B$21<>»»)))

The formula below is actually 58 character while the new Excel 365 formula above is 61 characters, space characters not included. You can find a formula explanation here: Extract unique distinct values ignoring blanks

Use the formula below if you have an earlier Excel version than Excel 365.

Update 2017-09-01, smaller regular formula in cell D3:

=LOOKUP(2, 1/(COUNTIF($D$2:D2, $B$3:$B$21&»»)=0), $B$3:$B$21)

Formula in cell F3 if you need a column header name:

=LOOKUP(2, 1/((COUNTIF($F$2:F2, $B$3:$B$21)+($B$3:$B$21=»»))=0), $B$3:$B$21)

15.1 Watch a video where I explain how these two formulas work

This article shows you how to fill blank cells with values or formulas

Recommended articles

Learn how to extract non-blank cells in a list using a formula:

Recommended articles

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15.2 Get Excel file

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Filter for unique values or remove duplicate values

In Excel, there are several ways to filter for unique values—or remove duplicate values:

• To filter for unique values, click Data > Sort & Filter > Advanced.
  

• To remove duplicate values, click Data > Data Tools > Remove Duplicates.
  

• To highlight unique or duplicate values, use the Conditional Formatting command in the Style group on the Home tab.

Filtering for unique values and removing duplicate values are two similar tasks, since the objective is to present a list of unique values. There is a critical difference, however: When you filter for unique values, the duplicate values are only hidden temporarily. However, removing duplicate values means that you are permanently deleting duplicate values.

A duplicate value is one in which all values in at least one row are identical to all of the values in another row. A comparison of duplicate values depends on the what appears in the cell—not the underlying value stored in the cell. For example, if you have the same date value in different cells, one formatted as «3/8/2006» and the other as «Mar 8, 2006», the values are unique.

Check before removing duplicates: Before removing duplicate values, it’s a good idea to first try to filter on—or conditionally format on—unique values to confirm that you achieve the results you expect.

Follow these steps:

1. Select the range of cells, or ensure that the active cell is in a table.

2. Click Data > Advanced (in the Sort & Filter group).

   

3. In the Advanced Filter popup box, do one of the following:

To filter the range of cells or table in place:

• Click Filter the list, in-place.

To copy the results of the filter to another location:

• Click Copy to another location.

• In the Copy to box, enter a cell reference.

• Alternatively, click Collapse Dialog to temporarily hide the popup window, select a cell on the worksheet, and then click Expand .

• Check the Unique records only, then click OK.

The unique values from the range will copy to the new location.

When you remove duplicate values, the only effect is on the values in the range of cells or table. Other values outside the range of cells or table will not change or move.  When duplicates are removed, the first occurrence of the value in the list is kept, but other identical values are deleted. 

Because you are permanently deleting data, it’s a good idea to copy the original range of cells or table to another worksheet or workbook before removing duplicate values.

Follow these steps:

1. Select the range of cells, or ensure that the active cell is in a table.

2. On the Data tab, click Remove Duplicates (in the Data Tools group).

   

3. Do one or more of the following:

   • Under Columns, select one or more columns.

   • To quickly select all columns, click Select All.

   • To quickly clear all columns, click Unselect All.

     If the range of cells or table contains many columns and you want to only select a few columns, you may find it easier to click Unselect All, and then under Columns, select those columns.

     Note: Data will be removed from all columns, even if you don’t select all the columns at this step. For example, if you select Column1 and Column2, but not Column3, then the “key” used to find duplicates is the value of BOTH Column1 & Column2.  If a duplicate is found in those columns, then the entire row will be removed, including other columns in the table or range.

4. Click OK, and a message will appear to indicate how many duplicate values were removed, or how many unique values remain. Click OK to dismiss this message.

5. Undo the change by click Undo (or pressing Ctrl+Z on the keyboard).

Note: You cannot conditionally format fields in the Values area of a PivotTable report by unique or duplicate values.

Quick formatting

Follow these steps:

1. Select one or more cells in a range, table, or PivotTable report.

2. On the Home tab, in the Style group, click the small arrow for Conditional Formatting, and then click Highlight Cells Rules, and select Duplicate Values.
   

3. Enter the values that you want to use, and then choose a format.

Advanced formatting

Follow these steps:

1. Select one or more cells in a range, table, or PivotTable report.

2. On the Home tab, in the Styles group, click the arrow for Conditional Formatting, and then click Manage Rules to display the Conditional Formatting Rules Manager popup window.
   

3. Do one of the following:

   • To add a conditional format, click New Rule to display the New Formatting Rule popup window.

   • To change a conditional format, begin by ensuring that the appropriate worksheet or table has been chosen in the Show formatting rules for list. If necessary, choose another range of cells by clicking Collapse button in the Applies to popup window temporarily hide it. Choose a new range of cells on the worksheet, then expand the popup window again . Select the rule, and then click Edit rule to display the Edit Formatting Rule popup window.

4. Under Select a Rule Type, click Format only unique or duplicate values.

5. In the Format all list of Edit the Rule Description, choose either unique or duplicate.

6. Click Format to display the Format Cells popup window.

7. Select the number, font, border, or fill format that you want to apply when the cell value satisfies the condition, and then click OK. You can choose more than one format. The formats that you select are displayed in the Preview panel.

In Excel for the web, you can remove duplicate values.

Remove duplicate values

When you remove duplicate values, the only effect is on the values in the range of cells or table. Other values outside the range of cells or table will not change or move. When duplicates are removed, the first occurrence of the value in the list is kept, but other identical values are deleted.

Important: You can always click Undo to get back your data after you have removed the duplicates. That being said, it’s a good idea to copy the original range of cells or table to another worksheet or workbook before removing duplicate values.

Follow these steps:

1. Select the range of cells, or ensure that the active cell is in a table.

2. On the Data tab, click Remove Duplicates .

3. In the Remove Duplicates dialog box, unselect any columns where you don’t want to remove duplicate values.

   Note: Data will be removed from all columns, even if you don’t select all the columns at this step. For example, if you select Column1 and Column2, but not Column3, then the “key” used to find duplicates is the value of BOTH Column1 & Column2.  If a duplicate is found in Column1 and Column2, then the entire row will be removed, including data from Column3.

4. Click OK, and a message will appear to indicate how many duplicate values were removed. Click OK to dismiss this message.

Note: If you want to get back your data, simply click Undo (or press Ctrl+Z on the keyboard).

Need more help?

You can always ask an expert in the Excel Tech Community or get support in the Answers community.

See Also

Count unique values among duplicates

Function selects only unique (distinct) rows from an input table — removes duplicate data.

Properties

Keywords

distinct, distinct alternative in Excel, unique excel rows, select unique, select distinct, excel, spreadsheet table, select unique, select distinct, remove duplicated, duplicated combinations, filter for unique values

See Also

Filter,
Sample,
First_N

Video-tutorial

How to Select Distinct / Unique Values in Excel Tables

A common task when working with data is to obtain unique values or unique combinations of values in selected variables — columns of the table. We often use this feature to analyze an input dataset that contains several categorical variables. An example of unique (distinct) values selection is shown in the following figure. Within the Reshape.XL add-in, we use the Distinct function to select unique values. In the following text, this function with all its options is described.

As an input dataset we use a relatively simple table that contains three categorical variables — Group, Group_2 and Parameter and one numeric variable — Value.

To select unique column values from this dataset, click the Distinct button in the ribbon toolbar tab Subset.

The function is displayed in the Side panel. If you click on it, its adjustable parameters will appear at the bottom of the Side panel. Overall, the function contains two definable parameters — Keep All and Select Variables.

Use the Select Variables parameter to define variables in which you want to select unique values. In the following example, we looked for distinct values in the Group variable. As a result, a table containing only one Group variable was displayed, and this variable displays three unique values that occurred in the input dataset — Spring, Well and River.

If you want to search for unique combinations of several variables (columns), we set their check-boxes to TRUE. In the following example, we searched for unique combinations within two variables — Group and Group_2.

In previous examples, we have always obtained only values for the variables in which we searched unique values. To keep other columns in the resulting table, set the Keep All property to TRUE. In this case, the program looks for unique values in the selected variables and also selects the first values in the order for other (unused) variables.

An example is shown in the following figure. The program was looking for unique combinations for the Group and Group_2 columns. If found, he added to the other columns the values from the first record in the order that contained the current combination of unique values (Group and Group_2).

If we select a combination of other variables, the character of result table (the number of rows) will change. An example is shown in the following image, where we get unique records by the Group_2 and Parameter columns.

Finally, the last option is to search for unique rows — records where the combination of all values in the row is unique. This type of distinct records is obtained if you select all the variables in the Select Variable property, or vice versa if you do not select a single variable. The result will be the same for both settings.

Finding and selecting unique (distinct) rows in Excel tables is very easy and fast with the Reshape.XL add-in. Other functions from the Subset group that are interesting are Filter, Sample or First_N.

Summary

To extract a list of distinct values from a set of data (i.e. values that appear just once), you can use the UNIQUE function. In the example shown, the formula in D5 is:

=UNIQUE(B5:B16,FALSE,TRUE)

which outputs the 2 distinct values in the data, «purple», and «gray».

Generic formula

Explanation 

This example uses the UNIQUE function. With default settings, UNIQUE will output a list of unique values, i.e. values that appear one or more times in the source data. However, UNIQUE has an optional third argument, called occurs_once that, when set to TRUE, will cause UNIQUE to return only values that appear once in the data.

In the example shown, UNIQUE’s arguments are configured like this:

• array — B5:B16
• by_col — FALSE
• occurs_once — TRUE

Because occurs_once is set to TRUE, UNIQUE outputs the 2 values in the data that appear just once: «purple», and «gray».

Notice the by_col argument is optional and defaults to FALSE, so it can be omitted:

=UNIQUE(data,,TRUE)

TRUE and FALSE can also be replaced with 1 and zero like this:

=UNIQUE(data,0,1)

Dynamic source range

UNIQUE won’t automatically change the source range if data is added or deleted. To give UNIQUE a dynamic range that will automatically resize as needed, you can use an Excel Table, or create a dynamic named range with a formula.

UNIQUE is a new function available in Office 365 only.

Author

Dave Bruns

Hi — I’m Dave Bruns, and I run Exceljet with my wife, Lisa. Our goal is to help you work faster in Excel. We create short videos, and clear examples of formulas, functions, pivot tables, conditional formatting, and charts.