*This tutorial will teach you a few quick ways to randomly select names, numbers or any other data. You will also learn how to get a random sample without duplicates and how to randomly select a specified number or percentage of cells, rows or columns in a mouse click.*

Whether you do market research for a new product launch or evaluating the results of your marketing campaign, it is important that you use an unbiased sample of data for your analysis. And the easiest way to achieve this is to get random selection in Excel.

Before discussing sampling techniques, let's provide a bit of background information about random selection and when you might want to use it.

In probability theory and statistics, a **random sample** is a subset of data selected from a larger data set, aka *population*. Each element of a random sample is chosen entirely by chance and has an equal probability of being selected. Why would you need one? Basically, to get a non-biased representation of the total population.

For example, you want to conduct a little survey among your customers. Obviously, it would be unwise to send out a questionnaire to each single person in your multi-thousand database. So, whom do your survey? Will that be 100 newest customers, or the first 100 customers listed alphabetically, or 100 people with the shortest names? None of these approaches fit your needs because they are innately biased. To get an impartial sample where everyone carries an equal opportunity of being chosen, do a random selection by using one of the methods described below.

There's no built-in function to randomly pick cells in Excel, but you can use one of the functions to generate random numbers as a workaround. These probably cannot be called simple intuitive formulas, but they do work.

Supposing you have a list of names in cells A2:A10 and you want to randomly select one name from the list. This can be done by using one of the following formulas:

`=INDEX($A$2:$A$10,RANDBETWEEN(1,COUNTA($A$2:$A$10)),1)`

or

`=INDEX($A$2:$A$10,RANDBETWEEN(1,ROWS($A$2:$A$10)),1)`

That's it! Your random name picker for Excel is all set up and ready to serve:

Naturally, these formulas can not only pick random names, but also select random numbers, dates, or any other random cells.

In a nutshell, you use the INDEX function to extract a value from the list based on a random row number returned by RANDBETWEEN.

More specifically, the RANDBETWEEN function generates a random integer between the two values you specify. For the lower value, you supply the number 1. For the upper value, you use either COUNTA or ROWS to get the total row count. As the result, RANDBETWEEN returns a random number between 1 and the total count of rows in your dataset. This number goes to the *row_num* argument of the INDEX function telling it which row to pick. For the *column_num* argument, we use 1 since we want to extract a value from the first column.

There are a few ways to select random data without duplicates in Excel. Generally, you'd use the RAND function to assign a random number to each cell, and then you pick a few cells by using an Index Rank formula.

With the list of names in cells A2:A16, please follow these steps to extract a few random names:

- Enter the Rand formula in B2, and copy it down the column:

`=RAND()`

- Put the below formula in C2 to extract a random value from column A:
`=INDEX($A$2:$A$16, RANK(B2,$B$2:$B$16), 1)`

- Copy the above formula to as many cells as many random values you want to pick. In our case, we copy the formula to four more cells (C2:C6).

That's it! Five random names are extracted without duplicates:

Like in the previous example, you use the INDEX function to extract a value from column A based on a random row coordinate. In this case, it takes two different functions to get it:

- The RAND formula populates column B with random numbers.
- The RANK function returns the rank a random number in the same row. For example, RANK(B2,$B$2:$B$16) in cell C2 gets the rank of the number in B2. When copied to C3, the relative reference B2 changes to B3 and returns the rank of the number in B3, and so on.

The number returned by RANK is fed into the *row_num* argument of the INDEX function. In the *column_num* argument, you supply 1 because you want to extract a value from the first column.

**A word of caution!** As shown in the screenshot above, our Excel random selection contains only unique values. But theoretically, there is a slim chance of duplicates appearing in your sample. Here's why: on a very large dataset, RAND might generate duplicate random numbers, and RANK will return the same rank for those numbers. Personally, I've never got any duplicates during my tests, but in theory, such probability does exist.

If you are looking for a bulletproof formula to get a random selection with only unique values, then use RANK.EQ + COUNTIF instead of RANK. The complete formula is a bit cumbersome, but 100% duplicate-free:

`=INDEX($A$2:$A$16, RANK.EQ(B2, $B$2:$B$16) + COUNTIF($B$2:B2, B2) - 1, 1)`

- Like RANDBETWEEN, the Excel RAND function also generates new random numbers with each recalculation of your worksheet, causing the random selection to change. To keep your sample unchanged, copy it and paste somewhere else as values (
*Paste**Special*>*Values*). - If the same name (number, date, or any other value) appears more than once in your original data set, a random sample might also contain several occurrences of the same value.

In case your worksheet contains more than one column of data, you can select a random sample in this way: assign a random number to each row, sort those numbers, and select the required number of rows. The detailed steps follow below.

- Insert a new column to the right or to the left of your table (column D in this example).
- In the first cell of the inserted column, excluding the column headers, enter the RAND formula:
`=RAND()`

- Double-click the fill handle to copy the formula down the column. As the result, you will have a random number assigned to each row.
- Sort the random numbers
**largest to smallest**(sorting in ascending order would move the column headers at the bottom of the table, so be sure to sort descending). For this, head over to the*Data*tab >*Sort & Filter*group, and click the ZA button. Excel will automatically expand the selection and sort the entire rows in random order.If you are not quite satisfied with how your table has been randomized, hit the sort button again to resort it. For the detailed instructions, please see How to randomly sort in Excel.

- Finally, select the required number of rows for your sample, copy them and paste to wherever you like.

To have a closer look at the formulas discussed in this tutorial, you are welcome to download our sample workbook to Excel Random Selection.

Now that you know a handful of formulas to get a random sample in Excel, let's see how you can achieve the same result in a mouse click.

With our Ultimate Suite installed in your Excel, here's what you do:

- Select any cell in your table.
- Go to the
*Ablebits Tools*tab >*Utilities*group, and click**Randomize**>**Select Randomly**:

- On the add-in's pane, choose what to select: random rows, random columns or random cells.
- Specify the number or percentage for the desired sample size.
- Click the
**Select**button. Done!

For example, this is how we can select 5 random rows from our sample data set:

And you will get a random selection in a second:

Now, you can press Ctrl + C to copy your random sample, and then press Ctrl + V to paste it to location in the same or another sheet.

If you'd like to test the Randomize tool in your worksheets, feel free to download a 14-day trial version of the Ultimate Suite for Excel. If the tool meets your needs and you decide to get a license, don't miss the **15% off** coupon code that we provide especially for our blog readers: AB14-BlogSpo

I thank you for reading and hope to see you on our blog next week!

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## 47 Responses to "How to select random sample in Excel"

I need your help

Like the first example, I have a list of document numbers (700) that I need to randomly select 80 samples from. Can the same formula be applied? When I do the Randbetween, it only selects the first 80, and although they are in random order, it's the first 80 of the 700 and I need it to be 80 throughout. Is it possible to do a random 80 that cover the range I'm looking for? Thanks in advance!

Hi Jose,

Please see the How to randomly select in Excel without duplicates example. Copy the INDEX RANK formula in 80 cells, and you will get a random selection of 80 numbers from your list.

Hi,

Used your formula with the rank.eq and count if. It doesn't work on a large data set. Instead of picking random numbers it takes the first x amount of numbers and puts them in a random order.

Hi,

I have not tried the RANK.EQ + COUNTIF() although I had suspected it might not work because of the set up. However, if you multiply two RAND() functions, you get less likelihood of duplication in a large list.

Do you know how to extract a random list of numbers from a list of numbers (2nd column), these numbers belong to different products, it is possible to this extraction of numbers per style?

Thank you

Hi,

How can we select one random sample from raw data for specific person to another sheet from one sheet where we have multiple sample for each person?

Thanks! This was super helpful, I used it to make a custom Bingo game from a list of phrases.

It was a bit tricky getting it into a grid form without duplicates, but since there were only 5 columns I only had to make some minor manual adjustments.

Which Excel book would you recommend on

How to use excel to randomize multiple choice questions

Step by Step.

Thanks.

here's how i did on getting random without duplicates:

on b2 type your population or numbers 1,2,3,4,5,etc

on A1 type =rand() drag crosshair down to the number of selection next to b2 down.

on c1 type formula: =LARGE($A$1:$A$9,ROW(A1)) doubleclick crosshair

on D1 type =VLOOKUP(C1,$A$1:$B$9,2,0) doubleclick croshair

press delete on any blank cell to generate new random group

b2 column is your numbers you want ei. bingo numbers 1,2,3,...15

you assign random to each number =rand() on A1 downward for each number

on c1 column type formula to get the largest random number using formula =LARGE($A$1:$A$15,ROW(A1)) and double click crosshair to copy downward

vlookup top five numbers

press delete to generate new top five numbers

Thank you all for this a very good steer indeed.

For some reason I cannot get the "LARGE" function to work where the "n" of its arguments is 9 or more . . . .

Odd Eh!

(Office 385 by the way)

Sorry, I clicke Send too soon.

Here is the link to the on-line MS help re: "LARGE"

https://support.office.com/en-us/article/large-function-3af0af19-1190-42bb-bb8b-01672ec00a64?NS=EXCEL&Version=90&SysLcid=1033&UiLcid=1033&AppVer=ZXL900&HelpId=xlmain11.chm60373&ui=en-US&rs=en-US&ad=US

This was super helpful - thank you for the well written 'how to.'

This will not work. I am trying to pick a word from a list. This formula just comes up with NAME?

Hi, Julie,

the NAME error usually means that you accidentally misspelled the name of the function.

Please make sure that everything in your formula is spelled correctly. If it is, please let me know what formula you used.

I'll try to help.

Hi Julie,

To make things easier, you can download our sample workbook with all the formulas discussed in this tutorial and try them on your list.

how to generate random number from a Range of column, where the range has numbers and empty cells as well. - Excel

Hello,

I'm trying to create a randomly generated shopping list from a list of ingredients and the only limiting factor is the overall cost. Do you have any idea how i would do that?

Yes Nikko, I have made an excel sheet with macros built, where you have the limiting factor of samples for starting and ending numbers,

Excellent article, saw it today, used it right away without issues.

Very appreciated!

Thanks!

//Magnus

hey, thank you for your tutorials. I just noticed that (using the =RAND() function) the tutorial on this page tells you to sort in DESCENDING order. However, your related tutorial on the =RAND() function tells you to sort in ASCENDING order. Fyi. (Btw, if you make an extra column, give it a header –e.g., "randomized numbers"– and overlay a filter, then it doesn't really matter whether you choose ascending or descending, does it?)

Svetlana, Thank you for the clear instruction to this random sampling of excel function. I also download the trial version of Ablebits Ultimate Suite and enjoy learning more of add-ins features. By the way, I have one more question to your help. If the sample list with individual probability value specified (overall sum up totally to be 100%) , how to get the random samples that are consistent with the probability distribution? Thanks in advance.

Hi,

I'm trying to create a randomly generated participant list from the database. I would like to select the few names based on the cities and gender. Do you have any idea how i would do that?

Thanks

Hi,

The selection process may be based on applying Ablebits’ ‘Random Generator’ and filtering. If you are working with a properly organized Excel table which has built-in filters, let them do that part of your task for you. If not, you can use Ablebits’ ‘Filter’ instead.

Hi,

I am trying to generate random names from a list using random numbers for 5 teams.

when I am trying to generate, there was repetition of same names in all the teams.

how to remove these repetition ?

Thanks

Hi Venkat,

If by coincidence some of the team members have identical names and you want to avoid any misunderstanding, it may be a good idea to put an index number into each cell where a player’s name is typed. It can easily be done with the help of an extra column containing numbers (from 1 to 10 if we are discussing a team of ten, for example) and the Ablebits ‘Merge Columns into One’ tool. Then I would advise you to opt for ‘Random Generator’ from the Ablebits ‘Randomize’ drop-down menu and make a ‘Custom list’ consisting of names accompanied by index numbers. Please note that the tool needs some empty cells reserved by you to complete the process. There won’t be any duplicates in the selection results if you click a small empty box next to ‘Unique values’ in the ‘Custom list’ menu marking it with a tick.

hi Svetlana,

i would like to ask you that how to select entire column from a huge data sheet . ANY quick or short key for it. kindly reply to this message .

Hi Jeeson,

To select an entire column, simply click on its letter.

To select only the cells with data in a column, click on the topmost cell and press Ctrl + Shift + down arrow.

Hi Svetlana,

This was very helpful. I used the following formula to obtain random numbers from a long list:

=INDEX($A$2:$A$16, RANK.EQ(B2, $B$2:$B$16) + COUNTIF($B$2:B2, B2) - 1, 1)

How can I cite the procedure in a manuscript I am writing?

Thanks!

Celia

Hi Svetlana,

This was very helpful. I used the following formula to obtain random numbers from a long list:

=INDEX($A$2:$A$16, RANK.EQ(B2, $B$2:$B$16) + COUNTIF($B$2:B2, B2) - 1, 1)

How can I cite the procedure in a manuscript I am writing?

Thanks!

Celia

Hi,

I liked the way you select for the random value form a row.

Now I would like to extend the example to select a random value within a given range in column values.

For example, a column 21 has the following values in cells,

13, 62, 18,2,12,45,9,16 --> then the selection should a random value from them.

I would like to experiment with Coulumns in the formula.

Thank you so much for this. We had a giveaway for our podcast and needed a quick way to pick a random person from our sign up list on excel.

hi,

I have a list of 8 people and game where two people get paired together against two other people, like volleyball; 2 v 2. How would I get a random list of games where each of the people play with each of the other people one time? For example, Joe would play 7 games; each of the 7 games he would play with a different person. The same goes for the other 7 people. Each of them would play 7 games; each game having a different partner.

Hi guys,

i am wondering what would be the most efficient way to get the data in my case.

I'm working on reports containing 3000-4000 rows. Every single row is containing the data about the order processed by one of the ~ 80 employees. For our quality assurance we would like to analyze 10 orders per employee per month. Ideally would be if the the formula can select 50% of category X and 50% of category Y ( from column D) and then from the product categorization (column E) one A example, one B example and so on...

Any ideas? Can it be done with using formula or do i need to create VBA for that?

Thanks :)

Below some information about the range

A1:A3000 - Order ID

B1:B3000 - Processed by ( agent name)

C1:C3000 - Order summary

D1:D3000 - Order category ( X,Y)

E1:E3000 - Product categorization (1 out of 10 options A,B,C,D,E,F,G,H,I,J)

I need to select random documents based on certain criteria . For eg. there are 10 documents of party x in every month. Now I want to select 2 documents from each month for party x.

Ok...this may come across as a really silly question. The Randomizer picked the % of names I wanted, but now when I try to copy/paste, it's pasting the entire column, not just the selected names. What am I missing here?

Hi Amy,

Right after selecting the desired percentage of names, press Ctrl + C. This should copy only the selected cells.

I have a list of 8 people to assign to three different jobs where I have ensure that each person gets randomly assign a partner and each person does all three jobs. How would I get a random list of where each of the people are assign a random partner and job task evenly. As an example Joe would Be assigned job 1 with a different person then next week assign either job 2 or 3 with a possible different partner.

Hello Svetlana Cheusheva

I can simply say that i fell in love with your work because i was looking for improve my skills and i found your explanation while searching in google and you provided it some working file too pretty impressive for learns like me and i still found lots of your articles and am definitely go through them you are good at sharing your knowledge thanks for doing that.

Have a wonderful day .

Thank you very much for your feedback, Srinivas! I am glad to hear you've found our tutorials helpful.

Is there a way to stop it from changing the random selection every time anything is edited in the workbook? The formulas work great and I am able to get my random sample, but every time any cell is changed the selection changes. I just want it to generate a list and not change once I have the list. Thanks!

Glad I read comments, I have the exact same question.

Hello Janet! Hello Tim!

If you are using the formula for random selection and can't make the result stay unchanged, there are three possible solutions:

1 - Replace the formulas with values. Just copy the cell(s) with your randomly generated values (CTRL+C), then use Paste Special (CTRL+ALT+V) to insert values.

2 - Disable the automatic calculation in your Excel. Go to File -> Options -> Formulas -> Calculation Options and switch from Automatic to Manual option there.

Note! In this case, you'll need to hit Shift+F9 to recalculate the formulas in any workbook you're working with.

3 - Disable the automatic calculation for the particular sheet. Just press ALT+F11, look through the properties of the sheet you're working with, find EnableCalculation parameter there and set False for it. Thus, all the worksheets will be recalculated automatically while the one you applied these changes for will be updated only when you use the Shift+F9 shortcut.

I hope this will help you. If however, this is not exactly what you meant, please specify and I'll try to find the right solution for you. Thank you.

Thank you! That stopped it from re-selecting each time I work in another cell, but for some reason, the SHIFT+F9 does not work to make a selection. It now returns a "0". The cells I'm trying to select from contain text only. I have a list of local businesses, and I need to choose one each week, till I have gone through all of them. I don't want to choose one twice, before I have chosen all of them. I set one column to place a check mark by once they are chosen, but it recalculates every time I put in my checkmark, and move out of that cell. Also, hopefully I will be adding businesses to my list, in the future. I don't want it to recalculate every time I add one.

This is the formula I'm using to get a random selection

=INDEX($B$2:$B194,RANDBETWEEN(1,COUNTA($B$2:$B$194)),1)

Hello Janet!

Thank you for your reply.

To stop automatic workbook calculation, please try one more method. Please go to File – Options – Formulas – Calculation Options, choose the Manual option and uncheck the box next to "Recalculate workbook before saving". After you do this, the formulas will be recalculated by clicking F9.

To choose random values, you may try to use the following formula:

=INDEX( IFERROR( INDEX($B$2:$B$194, SMALL(IF($C$2:$C$194<>1, ROW(INDIRECT("1:"&ROWS($C$2:$C$194)))), ROW(INDIRECT("1:"&ROWS($C$2:$C$194))))),""), RANDBETWEEN(1,COUNTIF($C$2:$C$194,"<>1")),1)

Suppose, you mark the values that have already been used with number “1” in column C, so they won’t be selected again.

I hope these recommendations will be helpful for you.