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9/27/2010 Count occurrences of values or unique v…

Support / Excel / Excel 2003 Help and How-to / Working with Data / Formulas /
Common Formulas / Conditional Formulas

Count occurrences of values or unique values in a data range


Applies to: Microsoft Office Excel 2003

Let's say you want to find out how many unique values exist in a Show All
range that contains duplicate values. For example, if a column
contains:

The values 5, 6, 7, and 6, then the result is three unique values—5 , 6 and
7.

The values "Buchanan", "Dodsworth", "Dodsworth", "Dodsworth", then the


result is two unique values—"Buchanan" and "Dodsworth".

There are several ways to count unique values among duplicates.

WHAT DO YOU WANT TO DO?


Count the number of unique values by using a filter

Count the number of unique values by using functions

Count the number of unique values by using a filter


You can use the Advanced Filter to extract the unique values from a column of data
and paste them to a new location. Then you can use the ROWS function to count
the number of items in the new range.

1. Ensure that the first row in the column has a column header.

2. On the Data menu, point to Filter, and then click Advanced Filter.

3. In the Advanced Filter dialog box, click Copy to another location.

4. If the range that you are counting is not already selected, delete any
information in the List range box and then click the column (or select the
range) that contains your data.

5. In the Copy to box, delete any information in the box or click in the box, and
then click a blank column where you want to copy the unique values.

6. Select the Unique records only check box, and click OK.

The unique values from the selected range are copied to the new column.

7. In the blank cell below the last cell in the range, enter the ROWS function.
Use the range of unique values that you just copied as the argument. For
example, if the range of unique values is B1:B45, then enter:

=ROWS(B1:B45)

Count the number of unique values by using


functions
Use the IF, SUM< FREQUENCY, MATCH, and LEN functions to do this task:

Assign a value of 1 to each true condition by using the IF function.

Add the total by using the SUM function.

Count the number of unique values by using the FREQUENCY function.


The FREQUENCY function ignores text and zero values. For the first
occurrence of a specific value, this function returns a number equal to the
number of occurrences of that value. For each occurrence of that same
value after the first, this function returns a zero.

Return the position of a text value in a range by using the MATCH function.
This value returned is then used as an argument to the FREQUENCY

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function so that the corresponding text values can be evaluated.

Find blank cells by using the LEN function. Blank cells have a length of 0.

EXAMPLE
The example may be easier to understand if you copy it to a blank worksheet.

How to copy an example

A B
1 Data Data
2 986 Buchanan
3 Dodsw orth 563
4 67 789
5 235
6 Buchanan Dodsw orth
7 689 789
8 Dodsw orth 143
9 56 237
10 67 235

Form ula Description


(Result)

=SUM(IF(FREQUENCY(A2:A10,A2:A10)>0,1)) Count the


number of
unique
number
values in
cells
A2:A10, but
do not count
blank cells or
text values
(4)

=SUM(IF(FREQUENCY(MATCH(B2:B10,B2:B10,0),MATCH(B2:B10,B2:B10,0))>0,1)) Count the


number of
unique text
and number
values in
cells B2:B10
(w hich must
not contain
blank cells)
(7)

=SUM(IF(FREQUENCY(IF(LEN(A2:A10)>0,MATCH(A2:A10,A2:A10,0),""), Count the


IF(LEN(A2:A10)>0,MATCH(A2:A10,A2:A10,0),""))>0,1)) number of
unique text
and number
values in
cells A2:A10
, but do not
count blank
cells or text
values (6)

NOTES

The formulas in this example must be entered as array formulas. Select


each cell that contains a formula, press F2, and then press
CTRL+SHIFT+ENTER.

To see a function evaluated step by step, select the cell containing the
formula. Then, on the Tools menu, point to Formula Auditing and click
Evaluate Formula.

Function details
FREQUENCY

MATCH

LEN, LENB

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SUM

IF

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