**Please Note: **
This article is written for users of the following Microsoft Excel versions: 2007 and 2010. If you are using an earlier version (Excel 2003 or earlier), *this tip may not work for you*. For a version of this tip written specifically for earlier versions of Excel, click here: Compiling a List of Students in a Course.

Keval has a table of over 5,000 students distributed across 22 courses of study. Against each student's name in each row of this table is indicated the course in which the student is registered. Keval would like, on a different worksheet, to put a course name in cell A1 and then have Excel display, beginning in row 3, all the students in that course, as pulled from the list. He wonders if there is a way to do this with a formula.

The best solution to this problem is going to be dependent, in large part, on how your source data is organized. If you only have two columns (student name and course name), then it is possible that you don't even need to use a second worksheet. Instead, you can get by using Excel's filtering capabilities. Just filter on the contents of the column that contains the course name, and you can easily limit what is displayed to only those students in the course.

If you must have the information appear on the second worksheet, it may be best to use an array formula to extract the students. Put the desired course in cell A1 and then the following formula in cell A3:

=IF(COUNTIF(Sheet1!$B$1:$B$5000,$A$1)<ROW()-2,"", INDEX(Sheet1!$A$1:$A$5000,SMALL(IF(Sheet1!$B$1:$B$5000=$A$1, ROW(Sheet1!$B$1:$B$5000)),ROW()-2)))

Remember—this is a single formula and you need to enter it in the cell by pressing **Ctrl+Shift+Enter**. Copy the formula downward into enough cells that it should accommodate your largest class. The formula also assumes that the source data in in rows 1 through 5000; if this is not the case, you'll want to modify the formula to reflect the appropriate range.

Another approach is to create a PivotTable based upon the student/course list. All you need to do is make sure that both the course name and the student name fields are in the "row" area of the PivotTable. Put the course name field first and the student name field second, and you'll end up with a list of all courses with the students under each course name.

If your source data has additional information associated with it (such as grades, addresses, book assignments, etc.), then you may want to consider working with an actual database program, such as Access. You'll be able to manipulate and extract data using tools that are superior to those in Excel.

*ExcelTips* is your source for cost-effective Microsoft Excel training.
This tip (12347) applies to Microsoft Excel 2007 and 2010. You can find a version of this tip for the older menu interface of Excel here: **Compiling a List of Students in a Course**.

**Comprehensive VBA Guide** Visual Basic for Applications (VBA) is the language used for writing macros in all Office programs. This complete guide shows both professionals and novices how to master VBA in order to customize the entire Office suite for their needs. Check out *Mastering VBA for Office 2010* today!

The second parameter of the COUNTIF function is used to specify the criteria to be used when determining what should be ...

Discover MoreIf you have a list of names in a column, and you want to know how many times those names appear in a larger list of data, ...

Discover MoreIf you've got a list of names in a column, you may want to change the order of each name. For instance, the name have the ...

Discover More**FREE SERVICE:** Get tips like this every week in *ExcelTips,* a free productivity newsletter. Enter your address and click "Subscribe."

2016-04-19 08:14:16

Adamu Ramatu

perfect I love this. I can learn more from your tip

2014-09-26 08:55:43

nigel irwin

2012-12-11 15:22:22

As I understood, the purpose of the condition:

IF(COUNTIF(Sheet1!$B$1:$B$5000,$A$1)<ROW()-2,"",.....)

is to make sure the result list matches the # of students for a specified course.

For ex: if the # of students for Course C1 is 7, the countif should not be more than 7, else the formula should display "".

For the SMALL function:

The IF condition, IF(Sheet1!$B$1:$B$5000=$A$1, ROW(Sheet1!$B$1:$B$5000) in the INDEX function, which should indicate the row number, gives many values in the array formula (7 in the above example), for ex: 4,7,9,11,13,14,16 which are row numbers. We need to choose one value based on the current row we are in. The SMALL function SMALL(array, k), gives us the kth smaller value among a range, which in this case the Row()-2, "SMALL(IF(Sheet1!$B$1:$B$5000=$A$1,

ROW(Sheet1!$B$1:$B$5000)),ROW()-2))"

I am not sure it is clear enough, but hope it helps

Regards,

Mohammad Al-Khalidy

LEBANON

2012-12-09 10:21:13

Juan

Is it possible to explain why you use the SMALL formula?

2012-12-09 10:09:10

Juan

What does this formula mean?

COUNTIF(Sheet1!$B$1:$B$5000,$A$1)<ROW()-2

2012-12-08 05:43:27

Michael Avidan - MVP

"I have a table of over 5,000 students distributed across 22 courses of study".

2) Excel 2007/10/13 have a new function: IFERROR which eliminates the need of the long test:

IF(COUNTIF(Sheet1!$B$1:$B$5000,$A$1)<ROW()-2

http://ipic.se/img/1354962018.png

Michael Avidan

“Microsoft®” MVP – Excel

ISRAEL

Got a version of Excel that uses the
ribbon interface (Excel 2007 or later)?
**This site is for you!** If you
use an earlier version of Excel, visit
our *ExcelTips* site focusing on the menu interface.

**FREE SERVICE:** Get tips like this every week in *ExcelTips,* a free productivity newsletter. Enter your address and click "Subscribe."

Copyright © 2023 Sharon Parq Associates, Inc.

## Comments