Create a list from another list but removing gaps

johnwhite · Jul 26, 2010

Hi there,

i have a sheet which looks like:

....|A|B|C - Comment|D - If A & B = x then write name
------------------------------------------------------------------
|1 |x|x| Grape........ | Grape
|2 |x| | Banana....... |[empty]
|3 | |x| Apple........ | [empty]
|4 |x|x| Strawberry | Strawberry

What I would like to be able to do on another sheet in the workbook is to list out all the fruits from column D without blanks.

i.e. current my output would look like:

Grape
[empty]
[empty]
Strawberry

and ideally i would like it to look like:

Grape
Strawberry

It's actually a much bigger sheet, but i've simplified it here to make the problem clear (or at least I think I have!). Ideally i'd like a formula rather than vb based solution if possible.

Thanks all for your help, much appreciated!

John

SteveO59L · Jul 26, 2010

Filter for non-Blanks the copy/paste

johnwhite · Jul 26, 2010

Hi steve,

thanks for the response. I suspect looking again my description wasn't too hot (sorry...)

I'm actually looking for a formula which will automate it, so that I don't have to go in and do each time. effectively on page one i have a list:

Grape
[empty]
[empty]
Strawberry

and on page two i'd like a list

Grape
Strawberry

What i'd really like is some excel wizardy which identifies when the list on page one changes and automatically changes the list on page two. ie if we add another 'fruit'

page one:

Grape
banana
[empty]
strawberry

page two automatically changes to

Grape
banana
strawberry

I'm guessing the formula would be in the cells on page two and in plain english would read "look down the list on page one until you find the first non-blank cell and show it here", then "look down the list on page one until you find the next non-blank cell and show it here" hope this clears things up and thanks again for your help! And apologies for my terrible ability to communicate in excel...

John

Aladin Akyurek · Jul 26, 2010

Sheet1, A1:D4, with the headers included...

<TABLE style="WIDTH: 202pt; BORDER-COLLAPSE: collapse" border=0 cellSpacing=0 cellPadding=0 width=270><COLGROUP><COL style="WIDTH: 48pt" span=2 width=64><COL style="WIDTH: 53pt; mso-width-source: userset; mso-width-alt: 2531" span=2 width=71><TBODY><TR style="HEIGHT: 14.4pt" height=19><TD style="BORDER-BOTTOM: windowtext 0.5pt solid; BORDER-LEFT: windowtext 0.5pt solid; BACKGROUND-COLOR: transparent; WIDTH: 48pt; HEIGHT: 14.4pt; BORDER-TOP: windowtext 0.5pt solid; BORDER-RIGHT: windowtext 0.5pt solid" class=xl63 height=19 width=64></TD><TD style="BORDER-BOTTOM: windowtext 0.5pt solid; BORDER-LEFT: windowtext; BACKGROUND-COLOR: transparent; WIDTH: 48pt; BORDER-TOP: windowtext 0.5pt solid; BORDER-RIGHT: windowtext 0.5pt solid" class=xl64 width=64></TD><TD style="BORDER-BOTTOM: windowtext 0.5pt solid; BORDER-LEFT: windowtext; BACKGROUND-COLOR: transparent; WIDTH: 53pt; BORDER-TOP: windowtext 0.5pt solid; BORDER-RIGHT: windowtext 0.5pt solid" class=xl64 width=71>List-1</TD><TD style="BORDER-BOTTOM: windowtext 0.5pt solid; BORDER-LEFT: windowtext; BACKGROUND-COLOR: transparent; WIDTH: 53pt; BORDER-TOP: windowtext 0.5pt solid; BORDER-RIGHT: windowtext 0.5pt solid" class=xl64 width=71>List-2</TD></TR><TR style="HEIGHT: 14.4pt" height=19><TD style="BORDER-BOTTOM: windowtext 0.5pt solid; BORDER-LEFT: windowtext 0.5pt solid; BACKGROUND-COLOR: transparent; HEIGHT: 14.4pt; BORDER-TOP: windowtext; BORDER-RIGHT: windowtext 0.5pt solid" class=xl63 height=19>X</TD><TD style="BORDER-BOTTOM: windowtext 0.5pt solid; BORDER-LEFT: windowtext; BACKGROUND-COLOR: transparent; BORDER-TOP: windowtext; BORDER-RIGHT: windowtext 0.5pt solid" class=xl64>X</TD><TD style="BORDER-BOTTOM: windowtext 0.5pt solid; BORDER-LEFT: windowtext; BACKGROUND-COLOR: transparent; BORDER-TOP: windowtext; BORDER-RIGHT: windowtext 0.5pt solid" class=xl64>Grape</TD><TD style="BORDER-BOTTOM: windowtext 0.5pt solid; BORDER-LEFT: windowtext; BACKGROUND-COLOR: transparent; BORDER-TOP: windowtext; BORDER-RIGHT: windowtext 0.5pt solid" class=xl64>Grape</TD></TR><TR style="HEIGHT: 14.4pt" height=19><TD style="BORDER-BOTTOM: windowtext 0.5pt solid; BORDER-LEFT: windowtext 0.5pt solid; BACKGROUND-COLOR: transparent; HEIGHT: 14.4pt; BORDER-TOP: windowtext; BORDER-RIGHT: windowtext 0.5pt solid" class=xl63 height=19>X</TD><TD style="BORDER-BOTTOM: windowtext 0.5pt solid; BORDER-LEFT: windowtext; BACKGROUND-COLOR: transparent; BORDER-TOP: windowtext; BORDER-RIGHT: windowtext 0.5pt solid" class=xl64></TD><TD style="BORDER-BOTTOM: windowtext 0.5pt solid; BORDER-LEFT: windowtext; BACKGROUND-COLOR: transparent; BORDER-TOP: windowtext; BORDER-RIGHT: windowtext 0.5pt solid" class=xl64>Banana</TD><TD style="BORDER-BOTTOM: windowtext 0.5pt solid; BORDER-LEFT: windowtext; BACKGROUND-COLOR: transparent; BORDER-TOP: windowtext; BORDER-RIGHT: windowtext 0.5pt solid" class=xl64></TD></TR><TR style="HEIGHT: 14.4pt" height=19><TD style="BORDER-BOTTOM: windowtext 0.5pt solid; BORDER-LEFT: windowtext 0.5pt solid; BACKGROUND-COLOR: transparent; HEIGHT: 14.4pt; BORDER-TOP: windowtext; BORDER-RIGHT: windowtext 0.5pt solid" class=xl63 height=19></TD><TD style="BORDER-BOTTOM: windowtext 0.5pt solid; BORDER-LEFT: windowtext; BACKGROUND-COLOR: transparent; BORDER-TOP: windowtext; BORDER-RIGHT: windowtext 0.5pt solid" class=xl64>X</TD><TD style="BORDER-BOTTOM: windowtext 0.5pt solid; BORDER-LEFT: windowtext; BACKGROUND-COLOR: transparent; BORDER-TOP: windowtext; BORDER-RIGHT: windowtext 0.5pt solid" class=xl64>Apple</TD><TD style="BORDER-BOTTOM: windowtext 0.5pt solid; BORDER-LEFT: windowtext; BACKGROUND-COLOR: transparent; BORDER-TOP: windowtext; BORDER-RIGHT: windowtext 0.5pt solid" class=xl64></TD></TR><TR style="HEIGHT: 14.4pt" height=19><TD style="BORDER-BOTTOM: windowtext 0.5pt solid; BORDER-LEFT: windowtext 0.5pt solid; BACKGROUND-COLOR: transparent; HEIGHT: 14.4pt; BORDER-TOP: windowtext; BORDER-RIGHT: windowtext 0.5pt solid" class=xl64 height=19>X</TD><TD style="BORDER-BOTTOM: windowtext 0.5pt solid; BORDER-LEFT: windowtext; BACKGROUND-COLOR: transparent; BORDER-TOP: windowtext; BORDER-RIGHT: windowtext 0.5pt solid" class=xl64>X</TD><TD style="BORDER-BOTTOM: windowtext 0.5pt solid; BORDER-LEFT: windowtext; BACKGROUND-COLOR: transparent; BORDER-TOP: windowtext; BORDER-RIGHT: windowtext 0.5pt solid" class=xl64>Strawberry</TD><TD style="BORDER-BOTTOM: windowtext 0.5pt solid; BORDER-LEFT: windowtext; BACKGROUND-COLOR: transparent; BORDER-TOP: windowtext; BORDER-RIGHT: windowtext 0.5pt solid" class=xl64>Strawberry</TD></TR></TBODY></TABLE>

Sheet2

A1, just enter:

Rich (BB code):

=COUNTIF(Sheet1!D2:D5,"?*")

A3, control+shift+enter, not just enter, and copy down:

Rich (BB code):

=IF(ROWS($A$3:A3)<=$A$1,INDEX(Sheet1!$D$2:$D$5,
   SMALL(IF(1-(Sheet1!$D$2:$D$5=""),ROW(Sheet1!$D$2:$D$5)-ROW(Sheet1!$D$2)+1),
    ROWS($A$3:A3))),"")

mikerickson · Jul 26, 2010

You could define these names
Name: dataRange
RefersTo: =Sheet1!$D$1:INDEX(Sheet1!$D:$D,MATCH("zzz",Sheet1!$C:$C),1)

Name: dataRangePlus
RefersTo: =Sheet1!$D$1:INDEX(Sheet1!$D:$D,ROWS(dataRange)+1,1)

Name: OneToN
RefersTo: =ROW(INDIRECT("1:"&ROWS(dataRange)))

The select a column-wise section of cells (like F1:F14) and enter the array formula.
=INDEX(dataRangePlus, SMALL(IF(LEN(dataRange), OneToN, ROWS(dataRange)+1), OneToN), 1)&""

This needs to be entered with Ctrl-Shift-Enter (Cmd+Return for Mac)
<table border=1 cellspacing=0>
<tr align="center" bgcolor=#A0A0A0><td width=25> <td width=25>A<td width=25>B<td width=25>C<td width=25>D<td width=25>E<td width=25>F</tr>
<tr><td align="center" bgcolor=#A0A0A0>1<td align="left" bgcolor=#FFFFFF>x<td align="left" bgcolor=#FFFFFF>b<td align="left" bgcolor=#FFFFFF>Grape<td align="left" bgcolor=#FFFFFF>Grape<td align="left" bgcolor=#FFFFFF><td align="left" bgcolor=#FF99CC>Grape</tr>
<tr><td align="center" bgcolor=#A0A0A0>2<td align="left" bgcolor=#FFFFFF>x<td align="left" bgcolor=#FFFFFF>b<td align="left" bgcolor=#FFFFFF>Banana<td align="left" bgcolor=#FFFFFF><td align="left" bgcolor=#FFFFFF><td align="left" bgcolor=#FF99CC>Strawberry</tr>
<tr><td align="center" bgcolor=#A0A0A0>3<td align="left" bgcolor=#FFFFFF>x<td align="left" bgcolor=#FFFFFF>b<td align="left" bgcolor=#FFFFFF>Apple<td align="left" bgcolor=#FFFFFF><td align="left" bgcolor=#FFFFFF><td align="left" bgcolor=#FF99CC>Grape Two Two</tr>
<tr><td align="center" bgcolor=#A0A0A0>4<td align="left" bgcolor=#FFFFFF>x<td align="left" bgcolor=#FFFFFF>b<td align="left" bgcolor=#FFFFFF>Strawberry<td align="left" bgcolor=#FFFFFF>Strawberry<td align="left" bgcolor=#FFFFFF><td align="left" bgcolor=#FF99CC>Strawberry</tr>
<tr><td align="center" bgcolor=#A0A0A0>5<td align="left" bgcolor=#FFFFFF>x<td align="left" bgcolor=#FFFFFF>b<td align="left" bgcolor=#FFFFFF>Grape<td align="left" bgcolor=#FFFFFF>Grape Two Two<td align="left" bgcolor=#FFFFFF><td align="left" bgcolor=#FF99CC>Grape</tr>
<tr><td align="center" bgcolor=#A0A0A0>6<td align="left" bgcolor=#FFFFFF>x<td align="left" bgcolor=#FFFFFF>b<td align="left" bgcolor=#FFFFFF>Banana<td align="left" bgcolor=#FFFFFF><td align="left" bgcolor=#FFFFFF><td align="left" bgcolor=#FF99CC>Strawberry</tr>
<tr><td align="center" bgcolor=#A0A0A0>7<td align="left" bgcolor=#FFFFFF>x<td align="left" bgcolor=#FFFFFF>b<td align="left" bgcolor=#FFFFFF>Apple<td align="left" bgcolor=#FFFFFF><td align="left" bgcolor=#FFFFFF><td align="left" bgcolor=#FF99CC>Grape</tr>
<tr><td align="center" bgcolor=#A0A0A0>8<td align="left" bgcolor=#FFFFFF>x<td align="left" bgcolor=#FFFFFF>b<td align="left" bgcolor=#FFFFFF>Strawberry<td align="left" bgcolor=#FFFFFF>Strawberry<td align="left" bgcolor=#FFFFFF><td align="left" bgcolor=#FF99CC>Strawberry</tr>
<tr><td align="center" bgcolor=#A0A0A0>9<td align="left" bgcolor=#FFFFFF>x<td align="left" bgcolor=#FFFFFF>b<td align="left" bgcolor=#FFFFFF>Grape<td align="left" bgcolor=#FFFFFF>Grape<td align="left" bgcolor=#FFFFFF><td align="left" bgcolor=#FF99CC></tr>
<tr><td align="center" bgcolor=#A0A0A0>10<td align="left" bgcolor=#FFFFFF>x<td align="left" bgcolor=#FFFFFF>b<td align="left" bgcolor=#FFFFFF>Banana<td align="left" bgcolor=#FFFFFF><td align="left" bgcolor=#FFFFFF><td align="left" bgcolor=#FF99CC></tr>
<tr><td align="center" bgcolor=#A0A0A0>11<td align="left" bgcolor=#FFFFFF>x<td align="left" bgcolor=#FFFFFF>b<td align="left" bgcolor=#FFFFFF>Apple<td align="left" bgcolor=#FFFFFF><td align="left" bgcolor=#FFFFFF><td align="left" bgcolor=#FF99CC></tr>
<tr><td align="center" bgcolor=#A0A0A0>12<td align="left" bgcolor=#FFFFFF>x<td align="left" bgcolor=#FFFFFF>b<td align="left" bgcolor=#FFFFFF>Strawberry<td align="left" bgcolor=#FFFFFF>Strawberry<td align="left" bgcolor=#FFFFFF><td align="left" bgcolor=#FF99CC></tr>
<tr><td align="center" bgcolor=#A0A0A0>13<td align="left" bgcolor=#FFFFFF>x<td align="left" bgcolor=#FFFFFF>b<td align="left" bgcolor=#FFFFFF>Grape<td align="left" bgcolor=#FFFFFF>Grape<td align="left" bgcolor=#FFFFFF><td align="left" bgcolor=#FF99CC></tr>
<tr><td align="center" bgcolor=#A0A0A0>14<td align="left" bgcolor=#FFFFFF>x<td align="left" bgcolor=#FFFFFF>b<td align="left" bgcolor=#FFFFFF>Banana<td align="left" bgcolor=#FFFFFF><td align="left" bgcolor=#FFFFFF><td align="left" bgcolor=#FF99CC></tr>
<tr><td align="center" bgcolor=#A0A0A0>15<td align="left" bgcolor=#FFFFFF>x<td align="left" bgcolor=#FFFFFF>b<td align="left" bgcolor=#FFFFFF>Apple<td align="left" bgcolor=#FFFFFF><td align="left" bgcolor=#FFFFFF><td align="left" bgcolor=#FFFFFF></tr>
<tr><td align="center" bgcolor=#A0A0A0>16<td align="left" bgcolor=#FFFFFF>x<td align="left" bgcolor=#FFFFFF>b<td align="left" bgcolor=#FFFFFF>Strawberry<td align="left" bgcolor=#FFFFFF>Strawberry<td align="left" bgcolor=#FFFFFF><td align="left" bgcolor=#FFFFFF></tr>
</table>

johnwhite · Jul 26, 2010

Gentlemen,

two superb answers, thank you very much indeed. I have chosen to go with the first one, only by virtue of the fact I can just about understand it!

Much appreciated,

John

Create a list from another list but removing gaps

johnwhite

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Excel Facts

SteveO59L

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johnwhite

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Aladin Akyurek

MrExcel MVP

mikerickson

MrExcel MVP

johnwhite

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Create a list from another list but removing gaps

johnwhite

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Excel Facts

SteveO59L

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johnwhite

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Aladin Akyurek

MrExcel MVP

mikerickson

MrExcel MVP

johnwhite

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