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Displaying unique items from large lists

From: Excel 2010 Power Shortcuts

Video: Displaying unique items from large lists

When you've got data with recurring entries, for example in column C here we see departments. This entire list of over 700 names sorted by department. How easy is it to create a unique list? In other words, a list of the departments in column C with no repeats. It can be easier than you think by using a PivotTable. Now, even if you have never used a PivotTable, and this is not a course on PivotTables, I think you want to know this trick. Let's just click anywhere in this data, and it's all contiguous, row after row, column after column, no empty rows in here.

Displaying unique items from large lists

When you've got data with recurring entries, for example in column C here we see departments. This entire list of over 700 names sorted by department. How easy is it to create a unique list? In other words, a list of the departments in column C with no repeats. It can be easier than you think by using a PivotTable. Now, even if you have never used a PivotTable, and this is not a course on PivotTables, I think you want to know this trick. Let's just click anywhere in this data, and it's all contiguous, row after row, column after column, no empty rows in here.

We're going to go to the Insert tab, click PivotTable, and simply click OK. On new sheet to the left of the current one, we'll certainly have a new sheet, usually Sheet1, Sheet2, etcetera, the field in question here is Department. You see the PivotTable Field List on the right-hand side. Put a check mark in front of Department. There is our unique list, right there. Copy and paste it. Maybe that's all you're going to do with this PivotTable. Move it somewhere, whatever.

There it is, easy and fast, and it's alphabetized too for convenience. We can do that with other fields as well. How about a unique list of buildings here? How many different buildings do we have? Click Building, there it is. Main, North, South, Taft, Watson, West and so on. How many statuses do we have here? So, just check one of the boxes. We see this very quickly. This isn't the major purpose of a PivotTable of course, but it's handy and it's fast and it's easy. Why not? Just highlight it and copy it, wherever you want to put it, easy to do.

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This video is part of

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Excel 2010 Power Shortcuts

64 video lessons · 16909 viewers

Dennis Taylor
Author

 
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  1. 1m 37s
    1. Welcome
      1m 17s
    2. Using the exercise files
      20s
  2. 22m 45s
    1. Entering data or formulas in non-adjacent cells simultaneously
      2m 28s
    2. Converting formulas to values with a simple drag
      2m 34s
    3. Copying data or formulas down a column instantly
      2m 56s
    4. Adjusting all or selected column widths or row heights in a flash
      2m 21s
    5. Instantly displaying all worksheet formulas
      3m 16s
    6. Two quick shortcuts for creating charts
      1m 18s
    7. Print Preview
      1m 7s
    8. Instant date or time entry
      1m 16s
    9. Undo/Redo/Repeat
      3m 19s
    10. Zooming in and out quickly
      2m 10s
  3. 7m 37s
    1. Expanding and collapsing the Ribbon and Full Screen view
      1m 23s
    2. Keyboard command access
      2m 22s
    3. Quick Access toolbar display tips
      3m 52s
  4. 14m 30s
    1. Split screens and frozen titles in a flash
      5m 56s
    2. Repeating title creation and suppression
      6m 17s
    3. Customizing your display of Status Bar totals
      2m 17s
  5. 11m 31s
    1. Navigation shortcuts
      2m 30s
    2. Tips for navigating between workbooks
      3m 48s
    3. Navigating within worksheets
      5m 13s
  6. 11m 12s
    1. Selecting an entire row, column, or worksheet
      3m 20s
    2. Selecting noncontiguous ranges and visible cells only
      4m 39s
    3. Selecting the current region and moving around region corners
      3m 13s
  7. 22m 16s
    1. Accelerating data entry
      6m 27s
    2. Auto-Fill techniques for entering dates
      4m 59s
    3. Auto-Fill techniques for entering times
      2m 37s
    4. Custom lists for rapid entry
      5m 54s
    5. Cell editing tips
      2m 19s
  8. 12m 38s
    1. Copy/Move acceleration tips
      3m 27s
    2. Worksheet Copy/Move shortcuts
      2m 29s
    3. Dragging and inserting variations
      3m 47s
    4. Instantly displaying Paste Special options
      2m 55s
  9. 29m 31s
    1. Rapid formula creation
      3m 48s
    2. Selecting all cells that depend on the active cell
      5m 24s
    3. Selecting all cells that can affect the active cell
      2m 38s
    4. AutoSum shortcuts
      2m 57s
    5. Rounding shortcuts
      5m 14s
    6. Generating random numbers
      3m 16s
    7. Counting unique entries
      3m 11s
    8. Performing calculations without formulas
      3m 3s
  10. 17m 4s
    1. Controlling rows and columns
      5m 50s
    2. Realigning imported text
      2m 27s
    3. Handling blank cells
      4m 20s
    4. Collapsing and expanding detail
      4m 27s
  11. 28m 8s
    1. Formatting numbers
      6m 49s
    2. Aligning data
      3m 49s
    3. Adding background color for readability
      3m 43s
    4. Formatting data conditionally
      1m 54s
    5. Creating custom formats
      6m 23s
    6. Formatting periods over 24 hours
      3m 2s
    7. Applying strikethroughs and borders
      2m 28s
  12. 25m 46s
    1. Sorting shortcuts
      2m 40s
    2. Cleaning up spaces
      4m 47s
    3. Identifying duplicates
      6m 10s
    4. Splitting columns
      3m 57s
    5. Ensuring unique entries
      2m 46s
    6. Forcing dates to be weekdays only
      3m 56s
    7. Displaying unique items from large lists
      1m 30s
  13. 18m 38s
    1. Placing and adjusting charts
      2m 37s
    2. Creating chart titles from cell content
      2m 22s
    3. Creating and manipulating shapes
      5m 31s
    4. Linking and unlinking pictures
      8m 8s
  14. 9s
    1. Goodbye
      9s

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