How to Use the TAKE Function to Extract Data from Arrays
=TAKE(array, rows, [columns])The TAKE function is a powerful dynamic array formula introduced in Excel 365 that allows you to extract a specified number of rows and columns from an array. This function revolutionizes how users work with data manipulation tasks, eliminating the need for complex INDEX or OFFSET combinations. Whether you're working with large datasets, creating flexible reports, or building dynamic dashboards, TAKE provides an intuitive and efficient solution. Understanding TAKE is essential for modern Excel users who need to extract portions of data arrays quickly and accurately. The function works seamlessly with other dynamic array functions like DROP, FILTER, and SORT, making it a cornerstone of contemporary Excel workflows. By mastering TAKE, you'll significantly improve your data manipulation capabilities and create more maintainable, readable formulas that other users can easily understand and modify. The TAKE function supports both positive values (extracting from the beginning) and negative values (extracting from the end), providing flexibility for various data extraction scenarios. This guide will walk you through the syntax, practical applications, and advanced techniques to maximize your productivity with this essential Excel 365 function.
Syntax & Parameters
The TAKE function follows the syntax: =TAKE(array, rows, [columns]). The first parameter, 'array', is required and represents the source data you want to extract from—this can be a cell range, named range, or result from another formula. The 'rows' parameter is also required and specifies how many rows to extract. Use positive numbers to take rows from the beginning of the array (1 takes the first row, 2 takes the first two rows), or negative numbers to take rows from the end (−1 takes the last row, −2 takes the last two rows). The optional 'columns' parameter works similarly to 'rows' but applies to columns instead. If omitted, TAKE returns all columns from the extracted rows. Like the rows parameter, you can use positive numbers to extract columns from the left or negative numbers from the right. For example, =TAKE(A1:D10, 3, 2) extracts the first 3 rows and first 2 columns, while =TAKE(A1:D10, −2, −1) extracts the last 2 rows and last column only. One critical aspect of TAKE is that it returns a dynamic array, meaning the result automatically spills into adjacent cells. This spill behavior is automatic in Excel 365 and requires no additional syntax. If the requested range exceeds the available data, TAKE returns an error. Understanding these parameters allows you to build flexible, maintainable formulas that adapt to changing data structures.
arrayrowscolumnsPractical Examples
Extract Top Sales Records
=TAKE(A1:C50, 5)This formula extracts the first 5 rows (including header) from the range A1:C50, returning all columns. The result displays a 5-row array with complete customer information for quick analysis.
Get Last Quarter Results
=TAKE(A1:L1, 1, -3)This formula takes 1 row and the last 3 columns (negative value), returning October, November, and December revenue data. This is more efficient than manually selecting cells.
Create Dynamic Report Header
=TAKE(DataTable, 11, 4)Using a named range 'DataTable', this formula extracts 11 rows (1 header + 10 data rows) and 4 columns. As new data is added to DataTable, the formula automatically includes it without modification.
Key Takeaways
- TAKE is an Excel 365-exclusive dynamic array function that extracts specified rows and columns from an array with intuitive positive/negative value syntax
- Use positive numbers to extract from the beginning and negative numbers from the end, providing flexible data extraction for various scenarios
- TAKE automatically spills results into adjacent cells without requiring array formula entry (Ctrl+Shift+Enter)
- Combining TAKE with SORT, FILTER, and DROP creates powerful multi-step data transformations in single formulas
- TAKE eliminates the need for complex INDEX/OFFSET combinations, making formulas more readable and maintainable for collaborative spreadsheets
Pro Tips
Use TAKE with negative values to create 'last N rows' dashboards that automatically update as new data is added, without modifying the formula.
Impact : Saves time on maintenance and ensures reports always show the most recent data without manual intervention.
Combine TAKE with COUNTA to dynamically extract all rows: =TAKE(A1:D1000, COUNTA(A:A)-1) extracts all non-empty rows minus the header.
Impact : Creates truly dynamic formulas that work regardless of how many rows of data exist, eliminating the need to adjust ranges.
Use TAKE inside conditional statements with IF to create flexible extraction logic: =IF(A1>100, TAKE(B1:D50, 10), TAKE(B1:D50, 5))
Impact : Enables intelligent data extraction based on business rules or parameters, making your spreadsheets more responsive to changing conditions.
Combine TAKE with TRANSPOSE to extract specific columns as rows: =TRANSPOSE(TAKE(TRANSPOSE(A1:Z100), 1, 5)) extracts the first 5 columns as rows.
Impact : Provides flexibility in data orientation and layout without creating separate helper columns or manual restructuring.
Useful Combinations
TAKE with SORT for Top Records
=TAKE(SORT(A2:D100, 2, -1), 10)This combination sorts the data by column 2 in descending order, then extracts the top 10 rows. Perfect for displaying top performers or highest values without manual sorting.
TAKE with FILTER for Conditional Extraction
=TAKE(FILTER(A1:D100, B2:B100>1000), 5, 3)First filters rows where column B exceeds 1000, then takes the top 5 rows and first 3 columns. Combines filtering and extraction in a single formula for powerful data manipulation.
TAKE with DROP for Range Exclusion
=TAKE(DROP(A1:D100, 1, 0), 10)Removes the header row using DROP, then extracts the first 10 data rows using TAKE. Useful for working with data ranges that have headers you want to exclude from calculations.
Common Errors
Cause: The rows or columns parameter exceeds the dimensions of the source array, or non-numeric values are provided for row/column parameters.
Solution: Verify that your row and column numbers don't exceed the array size. Use positive values from the start or negative values from the end, but not both. Check that parameters are actual numbers, not text.
Cause: The array parameter references deleted cells or an invalid range that no longer exists in the workbook.
Solution: Verify the array range is still valid and hasn't been deleted. If using named ranges, confirm the named range definition is correct. Update the formula with the correct range reference.
Cause: The result range where the formula would spill is blocked by existing data or formatting that prevents the dynamic array from expanding.
Solution: Clear the cells where the result should spill. Ensure there are no merged cells or protected ranges blocking the spill area. Move the formula to a location with sufficient empty space.
Troubleshooting Checklist
- 1.Verify the array parameter contains valid data and hasn't been deleted or moved to another location
- 2.Confirm row and column parameters are positive or negative integers that don't exceed array dimensions
- 3.Check that the spill range (where results display) is empty and not blocked by merged cells or protected areas
- 4.Ensure you're using Excel 365 or Microsoft 365 subscription—TAKE is not available in earlier Excel versions
- 5.Test with a simple formula first (e.g., =TAKE(A1:D10, 2)) before adding nested functions to isolate issues
- 6.Verify that named ranges used in the formula are correctly defined and haven't been accidentally deleted
Edge Cases
Requesting more rows than exist in the array
Behavior: TAKE returns all available rows without error; if you request 100 rows but only 50 exist, it returns 50 rows
This is actually helpful behavior—it prevents errors when working with variable-sized datasets
Using zero as the rows or columns parameter
Behavior: Returns #VALUE! error; TAKE requires at least 1 row or column to extract
Solution: Use positive or negative integers; if you need no rows, use DROP instead
Zero values are not valid in TAKE; they must be handled with alternative functions
Applying TAKE to a single-cell array
Behavior: =TAKE(A1, 1, 1) returns the single cell value; works correctly for 1×1 arrays
TAKE handles single cells gracefully, making it safe to use on minimal ranges
Limitations
- •TAKE only works with contiguous rectangular ranges; non-contiguous selections must be converted to arrays first using other functions
- •Exclusive to Excel 365 and Google Sheets; not available in Excel 2019, 2016, or earlier versions, limiting use in organizations with legacy systems
- •Cannot extract alternating rows or columns; for complex patterns, combine with FILTER or use array formulas with INDEX
- •Row and column parameters must be integers; decimal values like 2.5 will cause #VALUE! errors, requiring rounding with INT or ROUND functions
Alternatives
Compatibility
✓ Excel
Since Excel 365 (Microsoft 365 subscription)
=TAKE(array, rows, [columns]) - identical syntax across all Excel 365 updates✓Google Sheets
=TAKE(array, rows, [columns]) - fully compatible with Google SheetsGoogle Sheets supports TAKE with identical syntax; results spill automatically like Excel 365
✗LibreOffice
Not available