This tutorial will demonstrate how to combine INDEX and AGGREGATE functions in Excel. We will use the INDEX function to find certain values from different sheets and then execute our desired criteria to ease our work. We will also use the AGGREGATE function to return aggregate in a list of databases. So, we need to how to combine INDEX and AGGREGATE functions in Excel.
Overview of INDEX Function
- Description:
It returns a value or reference of the cell at the intersection of a particular row and column, in a given range.
- Generic Syntax:
INDEX (array, row_num, [column_num])
- Argument Description:
| ARGUMENT | REQUIREMENT | VALUE |
|---|---|---|
| array | Required | Pass a range of cells, or an array constant to this argument |
| row_num | Required | Pass the row number in the cell range or the array constant |
| col_num | Optional | Pass the column number in the cell range or the array constant |
Note:
- Firstly, if you use both the row_num and column_num arguments, the INDEX function will return the value from the cell at the intersection of the row_num and column_num.
- Then, if you set row_num or column_num to 0 (zero), then you will get the whole column values or the whole row values respectively in the form of arrays. So, you can insert those values into cells using Array Formula.
Overview of AGGREGATE Function
- Description:
The AGGREGATE function is used on different functions like AVERAGE, COUNT, MAX, MIN, SUM, PRODUCT, etc., with the option to ignore hidden rows and error values to get certain results.
- Generic Syntax:
- Syntax with References:
AGGREGATE(function_num, options, ref1, ref2, …)
-
- Syntax with Array Formula:
AGGREGATE(function_num, options, array, [k])
- Arguments Description:
Arguments in the Reference form,
function_num = Required, operations to perform. There are 19 functions available to perform with the AGGREGATE function. Individual numbers define each function. (see the table below)
| Function Name | Function Number |
|---|---|
| AVERAGE | 1 |
| COUNT | 2 |
| COUNTA | 3 |
| MAX | 4 |
| MIN | 5 |
| PRODUCT | 6 |
| STDEV.S | 7 |
| STDEV.P | 8 |
| SUM | 9 |
| VAR.S | 10 |
| VAR.P | 11 |
| MEDIAN | 12 |
| MODE.SNGL | 13 |
| LARGE | 14 |
| SMALL | 15 |
| PERCENTILE.INC | 16 |
| QUARTILE.INC | 17 |
| PERCENTILE.EXC | 18 |
| QUARTILE.EXC | 19 |
options = Required, values to ignore. There are 7 values each representing the option to ignore while performing the operations with the functions defined.
| Option Number | Option Name |
|---|---|
| 0 or omitted | omit nested AGGREGATE and SUBTOTAL functions |
| 1 | omit hidden rows, nested SUBTOTAL, and AGGREGATE functions |
| 2 | leave out error values, nested SUBTOTAL, and AGGREGATE functions |
| 3 | omit hidden rows, error values, nested SUBTOTAL, and AGGREGATE functions |
| 4 | leave out nothing |
| 5 | leave out hidden rows |
| 6 | omit error values |
| 7 | Ignore hidden rows and error values |
ref1 = Required, the first numeric argument for functions to perform the operation. It could be one single value, array value, cell reference, etc.
ref2 = Optional, it could be numeric values from 2 to 253
Arguments in the Array Formula,
function_num = (as discussed above)
options = (as discussed above)
array = Required, range of numbers or cell references based on that the functions will perform.
[k] = Optional, this argument is needed only when performing with the function number from 14 to 19 (see the function_num table).
- Return Value
Return values based on the function specified.
How to Combine INDEX and AGGREGATE Functions in Excel: 2 Easy Examples
If you follow the steps correctly, you should learn how to use index aggregate Excel on your own. We will do this by the following steps.
1. Using INDEX and AGGREGATE Functions for Calculating Sum in Excel
In this case, we will combine INDEX and AGGREGATE functions in Excel to calculate the total sum of given data in a certain period. We will do this by the following steps.
Steps:
- First, arrange a dataset like the following image.
- Next, in the C13 cell insert the name of the desired customer similar to the following image.
- After that, in the C14 cell insert the following formula.
=AGGREGATE(9,0,INDEX(C6:E11,,MATCH(C13,C5:E5,0)))
- Finally, you will get the desired result similar to the following image.
🔎 How Does the Formula Work?
- MATCH(C13, C5:E5,0): this portion represents the selected range of the cell you want to find a match from.
- INDEX(C6:E11, MATCH(C13, C5:E5,0)): This portion represents the count function the formula will work on.
- AGGREGATE(9,0,INDEX(C6:E11,,MATCH(C13,C5:E5,0)))): This portion represents the whole condition.
Read More: How to Aggregate Data in Excel
2. Combine INDEX and AGGREGATE Functions for Multiple Criteria
Now, we want to combine INDEX and AGGREGATE functions in Excel to find certain values with multiple criteria. We can do this by following the below steps.
Steps:
- At first, arrange a dataset like the following image.
- Then, add one extra column in column E to show the output values similar to the following image.
- Afterward, in the D4 cell insert the following formula.
=COUNTIF($B$5:$B$12,$E$5)
- Furthermore, insert the desired division’s name in cell E5 and it will show the number of results in cell D4 similar to the following image.
- Next, in the E6 cell insert the following formula.
=@IF(ROWS($D$5:D5)<=$D$4,INDEX($C$5:$C$12,AGGREGATE(15,3,($B$5:$B$12=$E$5)/($B$5:$B$12=$E$5)*(ROW($B$5:$B$12)-ROW($B$4)),ROWS($D$5:D5))),"")
- Hence, if you press the Enter button, you will get the result for the cell. Afterward, use the Fill Handle to apply the formula to all the desired cells similar to the following image.
- Now, you will get the desired result similar to the following image.
- Finally, if you make changes in cell C5 then you will get the result accordingly.
🔎 How Does the Formula Work?
- ROWS($D$5:D5): The first portion of this equation represents the reference cell.
- AGGREGATE(15,3,($B$5:$B$12=$E$5)/($B$5:$B$12=$E$5)*(ROW($B$5:$B$12)-ROW($B$4)), ROWS($D$5:D5)): this portion represents the selected range of the database you want to use or find a match from.
- INDEX($C$5:$C$12, AGGREGATE(15,3,($B$5:$B$12=$E$5)/($B$5:$B$12=$E$5)*(ROW($B$5:$B$12)-ROW($B$4)), ROWS($D$5:D5))): This portion represents the function the formula will work on.
- IF(ROWS($D$5:D5)<=$D$4,INDEX($C$5:$C$12,AGGREGATE(15,3,($B$5:$B$12=$E$5)/($B$5:$B$12=$E$5)*(ROW($B$5:$B$12)-ROW($B$4)),ROWS($D$5:D5))),””): So, the total portion represents the whole condition.
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Things to Remember
- Firstly, we want to draw your attention to the fact that, among all the methods, using the first method is the easiest to create and most efficient way to use it in all situations.
- Moreover, no matter which method you have used, just learn it well enough to understand its formula and final output.
Download Practice Workbook
You can download the practice workbook from here.
Conclusion
Henceforth, follow the above-described methods. Hopefully, these methods will help you to combine INDEX and AGGREGATE functions in Excel. Moreover, we will be glad to know if you can execute the task in any other way. Hence, feel free to add comments, suggestions, or questions in the section below if you have any confusion or face any problems. So, we will try our level best to solve the problem or work with your suggestions.
