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Using the Advanced Filter to create unique lists from repeating field data

From: Managing and Analyzing Data in Excel 2010

Video: Using the Advanced Filter to create unique lists from repeating field data

A not so obvious capability of using the Advanced Filter is the idea of creating a unique list. Now sometimes you might do this even for a single column. There are about 700 or so here. We might want a unique list of the departments. Obviously we see recurring entries here. We might have that need. More expansive is the idea that maybe you got duplicate records in here. There are a couple right here. Do we have others? No we don't know necessarily and if so, where are they? Let's get rid of them.

Using the Advanced Filter to create unique lists from repeating field data

A not so obvious capability of using the Advanced Filter is the idea of creating a unique list. Now sometimes you might do this even for a single column. There are about 700 or so here. We might want a unique list of the departments. Obviously we see recurring entries here. We might have that need. More expansive is the idea that maybe you got duplicate records in here. There are a couple right here. Do we have others? No we don't know necessarily and if so, where are they? Let's get rid of them.

We are not going to be using the new feature called Remove Duplicates, although that's certainly an option. But let's talk about the idea that we can use the Advanced Filter to create a new list that does not have duplicates. How many records are here? I am going to double-click the bottom edge of this cell. We see that it goes down the row 762. Let's create a new list using the Advanced Filter. We are going to put that list off to the right here. We want to compare its results with what we now have. So the active cell is within our data. Let's go to the Advanced Filter on the data tab and we want to copy the results to another location.

The list range is right here. No criteria range is required. We want unique records only. What's the upper left-hand corner cell? Well we are going to copy these two, let's just scroll over to the right there, and for example M1. That's going to be the upper left hand corner of the receiving area. So we are not in any way altering the existing list; we're about to create a new list consisting of unique records only. Let's click OK and that list is their presumably. Let's go find it. Let's go to the bottom of it too. Double-click the bottom edge.

And this goes down to row 742. So there were some other duplicates in there as well. And you might have seen at the top of the list, there is one Juan Bishop, but Juan Bishop below or above that record. There we see what's happened. So that capability works on the entire list. Now also suggested was this idea. We have got a list of departments here. We just don't happen to have a list of all of our department in one nice place. Let's collect it real fast. This time we are going to use column C only and use the Advanced Filter for just column C. Advanced Filter, adjust this list range to be just column C, copy to another location, no criteria range, Copy to, let's scroll to the right into an empty column.

Simply use Y1 here. Unique records only. Click OK and over in cell Y1 there is that list even with the title. That's a unique list of our departments. No repeats in there. It's like we have got 23 different departments and there they are. You probably want to sort that, but nevertheless there it is, quickly and easily. So the Advanced Filter can be used to create a unique list. In a latter example, simply a unique list based on column entries. Prior to that we saw how it could be used to create a new cleaned up list of this existing data, with no duplicate records.

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This video is part of

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Managing and Analyzing Data in Excel 2010

27 video lessons · 24131 viewers

Dennis Taylor
Author

 
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  1. 1m 32s
    1. Welcome
      54s
    2. Using the exercise files
      38s
  2. 25m 18s
    1. Sorting from the Sort menu
      4m 37s
    2. Sorting from the toolbar
      4m 2s
    3. Multi-key sorting
      3m 4s
    4. Sorting based on the order of data in custom lists
      4m 44s
    5. Sorting by color font, color background, or icon
      3m 57s
    6. Sorting columns
      2m 11s
    7. Sorting data in random order
      2m 43s
  3. 19m 1s
    1. Using single- and multiple-column text filtering
      5m 8s
    2. Taking a look at special numeric filters
      1m 54s
    3. Harnessing special date filters
      2m 5s
    4. Creating a top-ten list by value or percent
      3m 11s
    5. Creating custom filters
      1m 40s
    6. Copying and sorting filtered lists
      3m 7s
    7. Recognizing the limitations of standard filtering
      1m 56s
  4. 11m 16s
    1. Setting up subtotals
      4m 20s
    2. Creating multiple levels and copying subtotals
      6m 56s
  5. 13m 22s
    1. Using the Advanced Filter for complex OR criteria
      4m 30s
    2. Using the Advanced Filter for complex multiple-field criteria
      5m 37s
    3. Using the Advanced Filter to create unique lists from repeating field data
      3m 15s
  6. 10m 44s
    1. Using the Remove Duplicates command
      2m 30s
    2. Using a specialized array formula to identify data that's been duplicated
      5m 10s
    3. Using an array formula to count the number of unique items in a list
      3m 4s
  7. 10m 31s
    1. Using SUMIF, COUNTIF, and related functions for quick data analysis
      6m 48s
    2. Using database functions like DSUM, DAVERAGE, and DMAX
      3m 43s
  8. 34s
    1. Next steps
      34s

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