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-

`=INDEX(B5:B13,MATCH(0,COUNTIF($D$4:D4,B5:B13),0))`

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-

`=FILTER(B5:B13,COUNTIF(D5:D13,B5:B13))`

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-

`=IFERROR(INDEX($D$5:$D$19, MATCH(0, IF($F$5=$B$5:$B$19, COUNTIF($G$4:$G4, $D$5:$D$19), ""), 0)),"")`

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-

`=IFERROR(INDEX($D$5:$D$19,MATCH(0,COUNTIF(H4:$H$4,$D$5:$D$19)+IF($B$5:$B$19<>$F$5,1,0)+IF($C$5:$C$19<>$G$5,1,0),0)),"")`

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-

`=LOOKUP(2,1/((COUNTIF($D$4:D4,$B$5:$B$14)=0)*(COUNTIF($B$5:$B$14,$B$5:$B$14)=1)),$B$5:$B$14)`

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**

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-

`=INDEX($B$5:$E$14,SMALL(IF((INDEX($B$5:$E$14,,$I$6)<=$I$5)*(INDEX($B$5:$E$14,,$I$6)>=$I$4),MATCH(ROW($B$5:$E$14),ROW($B$5:$E$14)),""),ROWS(G11:$G$11)),COLUMNS($A$1:A1))`

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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- How to Extract Data from Excel Sheet

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Working excellently. Thanks for sharing!

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Jeromy Adofo,You are most welcome. please stay connected with us.

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ExcelDemy