How to Extract Data from a List Using Excel Formula (5 Methods)

In Microsoft Excel sometimes we may need to extract data from a range or list. This process can be done in various ways. Today in this article, I am going to share with you how you can extract data from a list using Excel formula. So, Let’s get started.

How to Extract Data from a List Using Excel Formula: 5 Suitable Methods 

In the following section, 5 methods to extract data from a list using formulas will be thoroughly discussed.

1. Combine INDEX, MATCH, COUNTIF Functions to Extract Unique Values from a List

From the following Dataset, we will describe extracting unique values by combining the INDEX, MATCH, COUNTIF Functions.

Suppose, we have a dataset containing some names. Now we will extract unique names from the list with the help of Excel formulas. Follow the steps below to learn!

Step 1:

• Click on the cell (D5) where we want our result.
• Then we will apply the following formula-

Where,

• INDEX(B5:B13)= Retrieve values to add to the unique list.
• COUNTIF($D$4:D4,B5:B13)= Counts unique values contained in the range.
• The MATCH Function finds the exact match & zero values for the function.

Step 2:

• As this formula is an array formula, we need to press Ctrl + Shift + Enter at the same time to apply it. After pressing it, we will find the unique name in the column.

Step 3:

• To see all the unique names, we have to drag down the cell using AutoFill.

Thus, we will get all the unique names from the list in our desired column.

2. Merge FILTER, COUNTIF Functions to Extract Common Values from a List in Excel

In the previous method, we have extracted items from one list. In this method, we will compare two lists and find common values from the lists.

Following is a dataset containing names in two columns. Now, we will find common names in different columns by combining the FILTER and the COUNTIF Functions.

Steps :

• Select Cell (F5) where we will get our result.
• Apply this formula-

Where,

• COUNTIF(D5:D13,B5:B13)= It takes List-2 (D5:D13) as range and List-1 (B5:B13) as criteria and counts common items.
• Filter Function filters value got from the COUNTIF Function.

• Pressing Enter we will get only one name in the desired column.
• Dragging down by applying the AutoFill handler, we will find all the common names from both lists.

3. Apply an Array Formula to Extract Data from a List Based on Criteria

When we extract data from a list sometimes there are different types of conditions. In this method, we are going to extract data containing single criteria and multiple criteria.

3.1 Extract Data from a List Based on Single Criteria

Suppose, we have a dataset containing one list with Products and another list with product owner Names. In the other two columns, results will be shown. In this method, we will find the associated names with the product named Mango. To do this, we will use the combination of the IFERROR, INDEX, IF, MATCH, and COUNTIF Functions.

Steps :

• Select cell (G5).
• Enter the following formula-

Where,

• IF($F$5=$B$5:$B$19, COUNTIF($G$4:$G4, $D$5:$D$19) works as the lookup array. The COUNTIF($G$4:$G4, $D$5:$D$19) part filters the data where $G$4:$G4 is the range and $D$5:$D$19 is the criteria.
• We want the exact match so we select 0.
• The INDEX function introduces a range for the IFERROR Function and the MATCH function returns the position of the item in the range.

• Press Ctrl + Shift + Enter simultaneously to see the results.
• Now in the Output product column, we can put any product from our list. So, it will show the names related to the product.
• In the following section, we have put “Mango” in the output product column. Thus, in the Names column, all the names regarding the product mango are shown in the column.

3.2 Extract Data from a List Based on Multiple Criteria

In this section, we will discuss extracting data with Array formulas based on multiple criteria. In the following dataset, we have taken three columns containing Product, Region, and Names. On the right side, there are columns to show desired outputs. Here we will apply the combo of the IFERROR, INDEX, MATCH, COUNTIF, and the IF functions.

Steps :

• Select Cell(H5) where the output will be shown.
• Then enter the following formula-

Where,

• IF($B$5:$B$19<>$F$5,1,0)+IF($C$5:$C$19<>$G$5,1,0),0)= working as a lookup array.
• COUNTIF(H4:$H$4,$D$5:$D$19)= This part filters the data where (H4:$H$4) works as range and ($D$5:$D$19) works as criteria.
• For the exact match, we use 0.
• INDEX function introduces a range for the IFERROR Function and the MATCH function returns the position of the item in the range.

• Pressing Ctrl + Shift + Enter at the same time, we will get the output.
• Now, in the output columns, if we choose product and region, this formula will filter the list and show us the names related to these multiple criteria.

Thus, we can get our results against multiple criteria.

Read More: How to Extract Data From Table Based on Multiple Criteria in Excel

4. Combine the LOOKUP and COUNTIF Functions to Extract Data from a List in Excel

Now we will find some unique names using the LOOKUP and the COUNTIF Functions. In the following dataset, we took some names from which we will extract only the unique names.

Steps:

• Select cell (D5).
• Enter the formula in the cell-

Where,

• The COUNTIF Function counts each value and returns values.
• LOOKUP Function will match the value in the array and return in the result range.

• Press Enter, and we will see the name in the list.

• To get all the unique names drag down below using the AutoFill feature.

Here are all the unique names from the list.

5. Merge INDEX, SMALL, MATCH, ROW, and COLUMNS Functions to Extract Data from a List

In the following method, we will extract data within the given range. The following dataset contains student information. We took a range of marks from 80 to 100. Students whose marks are between 80 to 100 will be shown in the output column. To do this, we will use the combination of the INDEX, SMALL, IF, MATCH, ROW, ROWS, and COLUMNS functions.

Steps:

• According to the range, the starting value is 80 and the end value is 100.
• As marks are in the third column we put 3 in the I6

• Select Cell(G11) where we want our result.
• Enter the following formula-

Where,

• INDEX($B$5:$E$14,,$I$6)= This part usually returns a single value or an entire column or row from a given cell range.
• INDEX($B$5:$E$14,,$I$6)<=$I$5 = this section entered 100 as the end value.
• INDEX($B$5:$E$14,,$I$6)>=$I$4 = this part entered 80 as starting value.

Now, press Ctrl+ Shift + Enter simultaneously to apply this formula. We will get our first extracted data in cells that match the condition

Then drag around the fill handle towards the row and column. Thus, the resulting data will be shown which matches the condition.

Read More: How to Extract Specific Data from a Cell in Excel

Things to Remember

• As the range of the data table array to search for the value is fixed, don’t forget to put the absolute reference ($) sign in front of the cell reference number to avoid the error.
• The FILTER function is only available in Excel 365. You won’t be able to use it if you are using other versions of MS Excel.
• When you are applying an array formula, you have to press Ctrl + Shift + Enter simultaneously to apply the formula.

Download Practice Workbook

Download this practice workbook to exercise while you are reading this article.

Conclusion

In this article, we have learned about how to extract data from a list using the Excel formula. I hope this article has helped you with the problems. Feel free to ask us questions in the comment section if you find any problems.

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