How Do I Count Distinct Records in an Excel Pivot Table?

Written by anthony smith
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How Do I Count Distinct Records in an Excel Pivot Table?
Use Excel's advanced features to count distinct records for you. (computer image by Ewe Degiampietro from

Microsoft Excel is a powerful spreadsheet software program that is often used to compile and manipulate large amounts of data. Excel offers a feature known as the Pivot Table, which is an interactive table that will automatically extract, organise and summarise data for you. You can utilise Excel to count all the distinct records that occur in any of the Pivot Tables you create.

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  1. 1

    Add a column to the database with which you are working; give it a text heading of your choice and add this field to your pivot table.

  2. 2

    Enter the following formula in the first cell of the column you created:


    where A is the column which you are searching and 2 is the first row of data in your pivot table.

  3. 3

    Copy the formula down the entire column you created and the cells in that column will display the number of distinct records in that row.

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