Excel TAKE Function: Grab the First or Last N Rows/Columns with One Dynamic Formula

5Oct

Excel TAKE Function: Grab the First or Last N Rows/Columns with One Dynamic Formula

The TAKE function extracts a specified number of rows or columns from the beginning or end of an array. Whether you need the top 10 sales records, the last 5 transactions, or specific columns from a dataset, TAKE delivers precisely the data you need with a single dynamic formula – no helper columns or complex indexing required.

Table of Contents

What Does the TAKE Function Do?

TAKE selects a subset of an array by extracting a specified count of rows or columns from either the beginning or end. This function is essential for data slicing, ranking operations, trend analysis, and any situation where you need to isolate a portion of a larger dataset. Unlike manual selection or copying, TAKE creates a live formula that automatically updates when your source data changes.

TAKE excels at creating focused views of large datasets – showing top performers, recent transactions, or key columns without modifying the underlying data. It’s particularly powerful when combined with SORT, FILTER, and other dynamic array functions to create sophisticated data pipelines in seconds.

TAKE Syntax and Arguments

=TAKE(array, rows, [columns])

array (required): The source array or range from which to extract data. This can be a cell range (like A1:D100) or an array returned by another dynamic array function (like SORT, FILTER, or VSTACK).
rows (required): The number of rows to extract. Use positive numbers to take from the beginning (top rows); use negative numbers to take from the end (bottom rows).
columns (optional): The number of columns to extract. Use positive numbers to take from the left; use negative numbers to take from the right. If omitted, all columns are included.

Key Rules:

Positive row/column values extract from the beginning (top/left).
Negative row/column values extract from the end (bottom/right).
If the requested count exceeds the array size, TAKE returns the entire array dimension.
TAKE spills automatically; ensure adequate empty space for output.
TAKE works with single or multi-dimensional arrays.

Key Behaviors and Important Notes

Row direction: Positive rows take from the top; negative rows take from the bottom. TAKE(A1:A100, 5) takes the first 5 rows, while TAKE(A1:A100, -5) takes the last 5 rows.
Column direction: Positive columns take from the left; negative columns take from the right. TAKE(A1:D10, 10, 2) takes the first 2 columns, while TAKE(A1:D10, 10, -1) takes only the rightmost column.
Oversized requests: If you request more rows or columns than exist, TAKE returns the entire available dimension. TAKE(A1:A5, 100) returns all 5 rows, not an error.
Spill behavior: TAKE is a dynamic array function that automatically spills. Occupied cells cause #SPILL! error.
Zero values: Using 0 for rows or columns returns #NUM! error. Minimum/maximum is -array_size to +array_size.
Combined row and column extraction: You can extract a rectangular subset by specifying both rows and columns simultaneously.
Live updates: When source data changes, TAKE automatically reflects the new subset.

Basic Examples

Example 1: Extract first N rows

You have 100 sales records in A1:D100 and want the top 10 records:

=TAKE(A1:D100, 10)

Result: A 10×4 array with the first 10 rows from A1:D100, all columns included.

Example 2: Extract last N rows

You want the 5 most recent transactions from the same range:

=TAKE(A1:D100, -5)

Result: A 5×4 array with the last 5 rows from A1:D100.

Example 3: Extract first N columns

You have a wide dataset and want only the first 3 columns:

=TAKE(A1:Z50, 50, 3)

Result: A 50×3 array taking all 50 rows but only the first 3 columns (A, B, C).

Example 4: Extract last N columns

You want the rightmost 2 columns:

=TAKE(A1:Z50, 50, -2)

Result: A 50×2 array taking all 50 rows but only the last 2 columns (Y, Z).

Example 5: Extract rectangular subset (rows AND columns)

You want the top-left corner: first 5 rows and first 3 columns:

=TAKE(A1:Z100, 5, 3)

Result: A 5×3 array from positions A1:C5.

Example 6: Extract bottom-right corner (last rows and last columns)

You want the last 10 rows and rightmost 4 columns:

=TAKE(A1:Z100, -10, -4)

Result: A 10×4 array from the bottom-right portion of your dataset.

Working with Dynamic Array Formulas

TAKE’s true power emerges when combined with other dynamic array functions. You can create sophisticated data pipelines that automatically adapt to changing data.

Top 10 sales with SORT

=TAKE(SORT(A2:D100, 4, -1), 10)

Sorts sales data by the 4th column (revenue) descending, then extracts the top 10 records. This automatically updates as sales data changes.

Last 5 matching records with FILTER

=TAKE(FILTER(A2:D100, A2:A100 = "Completed"), -5)

Filters for completed orders, then takes the last 5 matching records for recent activity review.

Top performers with SORT and FILTER

=TAKE(
  SORT(
    FILTER(Sales!A:D, Sales!C:C > 10000),
    4, -1
  ),
  15
)

Filters sales over $10,000, sorts by amount descending, extracts top 15 records.

Recent transactions with VSTACK and SORT

=TAKE(
  SORT(
    VSTACK(Jan_Transactions, Feb_Transactions, Mar_Transactions),
    1, -1
  ),
  -20
)

Consolidates three months of transactions, sorts by date descending, takes the 20 most recent.

Key columns from filtered data

=TAKE(
  FILTER(A1:Z100, A1:A100 <> ""),
  100,
  5
)

Filters to exclude blanks, then takes only the first 5 columns from matching records.

Excluding headers with TAKE

=VSTACK(
  {"Name", "Amount", "Date"},
  TAKE(SORT(A2:C100, 3, -1), 10)
)

Adds custom headers above the top 10 sorted records (sorting excluded headers).

Real-World Applications

Executive Dashboard: Top 10 Customers

Display the highest-value customers for quick insight:

=VSTACK(
  {"Top 10 Customers"},
  TAKE(SORT(CustomerDB[Customer, Revenue], 2, -1), 10)
)

Automatically shows your most valuable customers, updated as sales data changes.

Recent Order Review

Show the 20 most recent orders for status tracking:

=TAKE(
  SORT(Orders!A:E, 1, -1),
  -20
)

Sorts by date descending, takes the last 20 (most recent) orders for daily standup.

KPI Performance Table

Extract only key performance columns from a wide report:

=HSTACK(
  TAKE(Report_Data, 50, 2),
  TAKE(Report_Data, 50, -3)
)

Takes first 2 columns (identifiers) plus last 3 columns (KPIs), creating a focused report.

Month-End Summary: Top 5 Issues

Automatically highlight the most critical problems:

=TAKE(
  SORT(
    FILTER(Issues!A:D, Issues!Status = "Open"),
    4, -1
  ),
  5
)

Filters open issues, sorts by priority descending, shows top 5 for management review.

Inventory: Last Received Items

Track recently added inventory:

=VSTACK(
  {"Recent Additions"},
  TAKE(SORT(Inventory!A:F, 1, -1), -10)
)

Shows 10 most recently added items for stock verification.

Trend Analysis: First vs. Last Quarters

Compare beginning and ending quarters:

=HSTACK(
  VSTACK({"Q1 Data"}, TAKE(Q1_Sales, 5, 4)),
  VSTACK({"Q4 Data"}, TAKE(Q4_Sales, -5, 4))
)

Extracts top 5 Q1 records and bottom 5 Q4 records side-by-side for comparison.

TAKE vs. DROP: When to Use Each

TAKE and DROP are complementary functions. TAKE extracts what you want; DROP removes what you don’t want.

Scenario	Best Function	Example
Get first 5 rows	TAKE	=TAKE(A1:D100, 5)
Skip first 5 rows, get rest	DROP	=DROP(A1:D100, 5)
Get last 10 rows	TAKE	=TAKE(A1:D100, -10)
Skip last 10 rows, get rest	DROP	=DROP(A1:D100, -10)
Extract specific columns	TAKE or DROP depending on position	TAKE for first columns, DROP for middle removal

Advanced Function Combinations

TAKE + DROP for middle extraction

=TAKE(DROP(A1:A100, 10), 20)

Skips the first 10 rows, then takes the next 20 rows (rows 11-30).

TAKE with UNIQUE and FILTER

=TAKE(
  UNIQUE(FILTER(Products!A:A, Products!Category = "Electronics")),
  10
)

Filters electronics, removes duplicates, takes first 10 unique products.

TAKE with VSTACK and SORT

=TAKE(
  SORT(
    VSTACK(
      January_Sales,
      February_Sales,
      March_Sales
    ),
    3, -1
  ),
  10
)

Consolidates quarterly sales, sorts by revenue descending, takes top 10.

TAKE for top and bottom comparison

=HSTACK(
  VSTACK({"Top 5"}, TAKE(SORT(A2:D100, 4, -1), 5, -2)),
  VSTACK({"Bottom 5"}, TAKE(SORT(A2:D100, 4, 1), 5, -2))
)

Shows highest and lowest performers side-by-side for analysis.

TAKE with conditional formatting via IF

=TAKE(
  IF(A2:A100 > 1000, HSTACK(A2:A100, "High"), ""),
  20
)

Takes first 20 rows where values exceed threshold, with flag column.

Multi-step pipeline with TAKE

=SORT(
  TAKE(
    FILTER(
      SORT(Raw_Data, 2, -1),
      SORT(Raw_Data, 2, -1)[Status] = "Active"
    ),
    100,
    5
  ),
  1, 1
)

Sorts incoming data, filters for active records, takes top 100 with 5 columns, then re-sorts alphabetically.

Practical TAKE Patterns

Pattern 1: Top N Report

=VSTACK(
  {"Top 10 Performers"},
  TAKE(SORT(Employee_Sales, 3, -1), 10)
)

Pattern 2: Recent Activity

=TAKE(SORT(Activity_Log, 1, -1), -25)

Pattern 3: First and Last Comparison

=HSTACK(
  VSTACK({"First"}, TAKE(Data, 1, 3)),
  VSTACK({"Last"}, TAKE(Data, -1, 3))
)

Pattern 4: Summary Columns

=HSTACK(
  TAKE(Summary, 100, 2),
  TAKE(Summary, 100, -1)
)

Pattern 5: Data Validation List

=TAKE(UNIQUE(SORT(Master_List)), 20)

Common Mistakes and How to Avoid Them

Mistake 1: Confusing positive/negative direction

Positive takes from the beginning; negative takes from the end.

Wrong: TAKE(A1:A100, -10) expecting first 10 → Actually gets last 10

Correct thinking: Use positive for top/left; negative for bottom/right

Mistake 2: Using zero for row/column count

Zero values trigger #NUM! error.

Wrong: =TAKE(A1:D100, 0)

Correct: Use positive or negative integers only

Mistake 3: Requesting more rows/columns than exist

While TAKE handles this gracefully by returning the entire dimension, it might not be what you intended.

Example: TAKE(A1:A10, 50) returns all 10 rows, not 50

Solution: Verify array size before writing formula

Mistake 4: Forgetting header rows when sorting

Including headers in data before TAKE+SORT causes them to participate in sorting.

Wrong: =TAKE(SORT(A1:D100, 4, -1), 10) (includes header row in sorting)

Correct: =TAKE(SORT(A2:D100, 4, -1), 10) (excludes header, or add header back with VSTACK)

Mistake 5: Not accounting for #SPILL! errors

Occupied cells below or to the right block spilling.

Solution: Place TAKE formula in a location with adequate empty space

Mistake 6: Overcomplicating when TAKE alone suffices

Wrapping TAKE in unnecessary functions when simpler syntax works.

Overcomplicated: =IFERROR(TAKE(A1:D100, 10), "") (TAKE doesn’t produce errors in normal use)

Simple: =TAKE(A1:D100, 10)

TAKE vs. Alternative Methods

Method	Pros	Cons
TAKE Formula	One-line solution, dynamic, works with formulas, instantly adapts to changes	Requires Microsoft 365, less familiar to traditional Excel users
Manual Selection	Works in all Excel versions	Time-consuming, error-prone, doesn’t update, requires manual refresh
INDEX/OFFSET Formulas	Works in older Excel versions, familiar to experienced users	Complex syntax, difficult to maintain, harder to combine with other functions
Pivot Table	Powerful for analysis and summarization	Overkill for simple extraction, requires manual refresh
Power Query	Powerful for complex transformations	Steeper learning curve, less transparent

Availability and Compatibility

TAKE is available in Microsoft 365 for Windows, Mac, and Excel for the web. It is not available in perpetual versions like Excel 2019, 2016, or earlier. For older Excel versions, use INDEX, OFFSET, or manual selection as alternatives.

Tips for Mastering TAKE

Remember the sign convention: Positive = beginning (top/left); Negative = end (bottom/right).
Combine with SORT first: Sort your data before TAKE to ensure you’re extracting the right subset.
Use with FILTER for precision: Filter to your criteria first, then TAKE the top N of the filtered results.
Add headers with VSTACK: When extracting data, use VSTACK to add meaningful column headers above.
Test dimensions before deploying: Verify your row and column counts match expected output.
Combine row and column extraction: Use both parameters simultaneously for rectangular subsets.
Place formulas strategically: Ensure adequate empty space below and to the right for spilling.
Document your logic: Explain why you’re taking N items – for dashboards, it’s often top performers or recent activity.

Troubleshooting Guide

Error	Cause	Solution
#SPILL!	Cells to the right or below are occupied	Clear cells in the spill range or move formula to a location with empty space
#NUM!	row or column argument is 0 or exceeds valid range	Use non-zero positive or negative integers; verify array size
#REF!	Array reference is invalid or deleted	Check that the source range exists and is correctly referenced
#NAME?	Function not recognized	Verify Microsoft 365 subscription; update Excel to latest version
Unexpected fewer rows than requested	Requested count exceeds array size	This is normal behavior – TAKE returns entire dimension if overrequested; verify array size with ROWS()
Headers included in output unintentionally	Source range included headers	Use A2:D100 instead of A1:D100, or add headers back with VSTACK

Performance Considerations

Large arrays: Extracting from very large arrays (100,000+ rows) is efficient, but combined with SORT/FILTER can impact speed. Test with real data volumes.
Nested functions: Deep nesting of TAKE with SORT, FILTER, and other dynamic functions may reduce performance on enterprise datasets.
Spill range size: Large output ranges consume memory. Monitor spreadsheet responsiveness.
External references: Extracting from external files increases recalculation time.
Dependent formulas: Many formulas referencing TAKE output can compound impact.

Advanced Scenarios

Dynamic leaderboard with rank tracking

=HSTACK(
  SEQUENCE(10),
  TAKE(SORT(PlayerScores, 2, -1), 10, -2)
)

Creates a ranked list of top 10 players with rank numbers and scores.

Multi-tier dashboard extraction

=VSTACK(
  {"Executive Summary - Top 5"},
  TAKE(SORT(SalesData, 4, -1), 5),
  {"Regional Leaders"},
  TAKE(SORT(RegionalData, 3, -1), 10)
)

Creates a two-level dashboard with executive summary and regional details.

Comparative analysis: Best vs. Worst

=HSTACK(
  VSTACK({"Top Performers"}, TAKE(SORT(Employees, 4, -1), 5)),
  VSTACK({"Needs Development"}, TAKE(SORT(Employees, 4, 1), 5))
)

Shows high and low performers side-by-side for HR review.

Rolling period comparison with dates

=HSTACK(
  VSTACK({"Last 7 Days"}, TAKE(SORT(Daily_Sales, 1, -1), -7)),
  VSTACK({"Previous 7 Days"}, TAKE(SORT(Daily_Sales, 1, -1), -14, 14))
)

Compares performance between current and previous weeks.

Threshold-based top N extraction

=TAKE(
  SORT(
    FILTER(
      Transactions,
      Transactions[Amount] > Threshold_Parameter
    ),
    3, -1
  ),
  20
)

Filters transactions above threshold, sorts by date descending, takes 20 most recent.

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