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Do NOT Drag Down to Create Numbered Lists in Excel! Here's Why.

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You want to create a dynamic numbered list in Excel? You have different ways of creating numbered lists. The one most people use is to input numbers in the first two cells and then drag down the fill handle to fill up the next sequence of numbers. That's not always the best approach. In this video, I'll show you 3 reasons why you don't want to just drag down to create a numbered list in Excel. Especially if you have long repeated lists that frequently change. In this case, it's much better to create a dynamic solution that updates automatically. I'll show you how to use the SEQUENCE function in Microsoft Excel to do just that. You'll also learn how to combine SEQUENCE with Excel's custom number formatting to get text before the numbers for example "No.1", "No.2" etc.
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00:00 Creating Automatically Numbered Lists in Excel
00:09 3 Reasons Not To Drag
01:05 How to Use SEQUENCE
03:14 Wrap Up
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Опубликовано:

18 авг 2024

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Комментарии : 2,7 тыс.

@LeilaGharani Год назад

Grab the file I used in the video from here 👉 pages.xelplus.com/numbered-lists-file If you're using a table, you can use =row()-1

@karenroem3757 Год назад

Yet another reason to use Tables 😉

@kenhaley4 Год назад

I just tried that. Unfortunately, the numbers change if you move the table vertically.

@kenhaley4 Год назад

OK, I just fixed that. Use =ROW()-ROW(Table1[#Headers]) (Replace "Table1" with the name of your table.) That anchors the number to the row that the table headers are in, and so the numbers never change if the table is moved.

@HarpreetSingh1991 Год назад

Damn my 2016 version doesn't have it. "The SEQUENCE function is only available with Microsoft 365 subscriptions and Excel 2021. In Excel 2019, Excel 2016 and earlier versions, it does not work since those versions do not support dynamic arrays"

@andidegn Год назад

Only issue is that it doesn't respect sorting. So if you're using it as an index and sort by a different column then the index doesn't follow the row data. Or am I missing something?

@triplex86 Год назад

Was a dragger in the past but I never knew anything better. Now I'm a dynamic. Great video Leila - nice to learn little tips and tricks like this . Thank you.

@jimmychandra1657 Год назад

@adrianpalmer3077 Год назад

I am a dragger and I will continue to drag in certain circumstances. The most important one is when I want to sort rows by different other columns, but I want to keep the order when I want to come back to the original table. But I will adopt the sequence function for other situations. Thank you, Leila! 🙂

@RobertFCM Год назад

Very smart

@Oldnose63 Год назад

Same here

@fuzzylon Год назад

Good point. This is the same reason *why* I usually have a numbered sequence in column A.

@thinkingoutloud6741 Год назад

Exactly. I’m a big fan of tables, and often use numbering to get back to the original sequence.

@disengronkulifactice Год назад

This is exactly why I drag, but it occurs to me that using SEQUENCE() and then pasting the result as “values only” when you want to lock in the numbering may sometimes be the best of both worlds.

@junyc85 Год назад

I do both, but in most circumstances, I prefer a static rather than a dynamic index. It helps in going back to prior states of ordering/sorting, as well as serve as a permanent index number for look ups. The dynamic option is helpful only for end-state presentation.

@CarlGillstrom Год назад

agreed. I usually have numbering/sortering in an order for a reason. If 1 switches to 204 or w/e that would distort the result. I personally strongly dislike many of these automate functions because they limit how I can work.

@Xubono Год назад

I was a “dragger” for 25 years. After this video I am going to become a “dynamic”. I use equations everywhere else and thanks to this video, I shall convert asap! Thank you. It looks like I am also subscribing to this channel!

@EmlynFlint Год назад

Dragger/autofiller. And for large matrices that don't have existing columns, I use the FIll --> Series option. The problem with the SEQUENCE function, or any *dynamic* formula-based numbering system, is that the COUNTA with entire row (B:B) as input is a lot of unnecessary computation overhead, especially when you have multiple output tables across sheets. It doesn't matter for small books or those without much calculation, but this is exactly the use-case where dragging (or Fill -> Series) is sufficient. Then, for those cases when you have large tables or a lot of dynamic formulas and UDFs linked to user interactions, streamlining unnecessary formulae becomes imperative.

@MrSupernova111 Год назад

Yep. A lot of these new Excel functions appear to be for casual users. I posted a comment that allows me to do the exact thing that "=sequence()" does with an "=if" statement. I prefer my way if I needed a dynamic count. But in the end I copy over the formulas with values only to eliminate the unnecessary calculations.

@GeoGuy388 Год назад

@@bussinessname7717 They were just answering the question at the end of the video, which is what Leila ASKED the viewer to do. You should stop being so combative and rude for no reason.

@largpack Год назад

just make sure the "used range" only of the worksheet is not bigger then necessary. Computation is okay then. if you don't know what i mean, then you should try to search it on the web and increase your knowledge

@snjpverma Год назад

@Bussiness Name stop finding fault in others and stop preaching.

@mulisaurus Год назад

@Bussiness Name Someone doesn't excel.

@himodyuti Год назад

I use reference to the previous number + 1. If we remove something from the middle, we have to fix 1 ref error and we are back on track. Please note that in both of these methods, we aren't relying on the number/serial as unique key for lookups/index/match as the numbers will update with the changes in list structure. They have to be hard coded for correct results in lookups.

@sunshynea5151 Год назад

I am a dragger and I never had an issue with dragging but that's because I didn't know any other way...definitely becoming dynamic from today. Thanks Leila this tutorial was great!!!

@sunshynea5151 Год назад

I tried it today on my To Do spreadsheet..its going to make my 1-2-1 meetings so much easier. My colleague saw my spreadsheet and she wanted the same for hers so, I shared the formula and your video. Many thanks!!!!

@GpD79 Год назад

I'm a dragger for short lists and a double clicker for longer lists. I like to double click on the bottom right corner to get that drag effect, w/o having to drag. It's very helpful when you have a long list that extends beyond what's visible on the screen. The only issue is that it will stop once it gets to an empty cell, which is normally not an issue, but it is when not all cells in a data range are populated. I can see this sequence function being useful in a table as well.

@richtiff Год назад

Use both depending on circumstances. With a large existing list where I want to use these as an index to the original order of the list (ie sortable), typing 1 then 2 and then double clicking on the small black square instead of dragging automatically fills in all the numbers for each active row of data. Simple but effective. For a more dynamic or increasing list, the dynamic option is great 😀

@markanthony7078 Год назад

Yup agree with you, same here... 🙂 like minds think the same lol

@kalibrerad Год назад

I agree. Or just type the 1, double click it down and then use "Fill series". Depending on your screen size and swiftness with the cursor i could be faster. Dragging, in my opinion, is only ment for when the data set is visible without scrolling.

@chrislaf2011 Год назад

The double-click of the little black square is a new one for me, and a great tip. Thanks! (And I've been using Excel for 25 years or so!)

@ShazEire Год назад

I was a dragger (hold down the ctrl key when dragging the fill handle to increase any number x1) BUT I'm Absolutely gonna go dynamic now! this is great!!

@JasonMilner Год назад

It depends on the list. Drag is quicker and simpler for lists that are (A) no taller than the height of a screen and (B) unlikely to have items removed/inserted, and also simpler to remember. That said, I do have a large task list spreadsheet that is regularly updated - this will be perfect for that, so many thanks for the tip!

@hankgrimes1806 Год назад

Hi, Leila. I've never been a fan of dragging numbers down a column, so I wrote these formulas to address to inconvenience: First cell =IF([@Date]"","1","") / subsequent cells =IF(D6"",C5+1,""). Even these formulas don't work dynamically, but they were in improvement over dragging. Now that I've seen how you use the SEQUENCE function + custom formatting, I'm squarely in the dynamic column. As always, you've been a lifesaver. THANKS!

@sergeralay2873 Год назад

I used to be a dragger during years but I moved to the dynamic team a few months ago ;-) Whenever I can, I try to make my formulas dynamic. I have wasted so much time in the past manually updating my lists. Now, I'm trying to take advantage of Excel functionalities. Thank you Leila !

@ahmedjana6067 Год назад

Thank you so much for this new function; I used to be an If’er. Loved it!😊

@OrdinarilyBob Год назад

This video just saved me a ton of time by learning at 2:50 that CTRL-1 brings up the cell format menu! OMG, that's amazing to know! Edit to add: I'm a dragger, but I right-click-drag on that little square in the corner of a cell.

@nullcycle Год назад

Used to drag, but seeing this I am all for dynamic. Great tips!!

@deltawing9 Год назад

Amazing content, as always. Working on older versions of Excel I'm afraid this function was not available back then. I used to add +1 to the previous row's number and drag down this simple formula.

@amjan Год назад

Ja tak samo ;)

@ldmlhome Год назад

DYNAMIC! You just saved me so many brain cells, you are my HERO!!!

@robertwatford7425 Год назад

I'm a dragger but I use it for more than numbering lists: Sequential dates, for example. Patterns are detected so that if you have 110.75 and under it 120.75 and select both to copy it will add 130.75, 140.75 etc.This works with dates as well so you can increment just by month or year if you like. Also if you select a single cell with a single number such as '5' and then copy down with the CTRL key pressed it will increment from that number, you don't have to use a pattern.

@nkalisvaart Год назад

I was a dragger ('cause I didn't know any better) but I am forever changed by this video. Fantastic. Thank you.

@darylweaver9342 Год назад

I use the fill series button lots, also for calendar functions. However, the dynamic sequence concept is great!

@troyrgrant Год назад

Dragger. Teaching others about the black dot in the lower right corner was a treat, but this is WAY more dynamic. Cool succinct tip! (I wish so many other Excel users knew "Ctrl + Home" and "Ctrl + End" instead of scrolling...)

@OneTrueBadShoe Год назад

I'm a recovering dragger. More often than not I would use ROW() and then fill down the number of cells I wanted. That way I could delete rows without problems. I've only known about these new methods for about a year. But I now look for a way to use sequence, let, etc. as much as possible. I have saved so much effort by minimizing the number of times I need VBA.

@AndreZA979 Год назад

What a great tip. I usually use a formula for changing numbers, adding 1 in the first cell followed by a =A1+1 in cell A2

@fireman194 Год назад

I have done this too

@joelajuluchukwu9798 Год назад

The problem with this method is when you have to delete

@natejenkins786 Год назад

Hi Leila, I love your videos, I've learned many helpful tips, just for the record you viewers should know that if they're dragging to get a sequence of numbers incrementing by one, they only need hold down ctrl while dragging. But I prefer your method with sequence or maybe the row function. Anyway thanks for introducing that sequence function.

@captainsawdust1 Год назад

Thank you so much. I didn't know about the Ctrl option. I used to type 1 down 2 highlight both then drag or double click

@awishalapierre9950 Год назад

Dynamic… I absolute appreciate your channel, it helps me tremendously in my everyday job, which is a Category Manager in the CPG industry. Please continue what you do… your helping folks like me in more ways than you can imagine.

@SandoshParavoor Год назад

Your presentation and language are amazing Ms. Leila. My way of numbering is 1 in the first cell, and then, =sum(cell value+1) in the following cells. Again, it need to be dragged if I have a long list. Thanks a lot, Leila. Sandosh

@rodrigoribeirodeazevedo9238 Год назад

You could also use the row() function to be dynamic and still saving resources, since you don't have to select a full column of data

@benjaminnzioki8815 Год назад

Row() or Rows() works if in a ListObject; otherwise, you still have to drag. The 2 functions are also problematic in ListObjects.

@rodrigoribeirodeazevedo9238 Год назад

@@benjaminnzioki8815 An option is to transform the data into a table. This way both row() or sequence() can be used without spending too much resource and it will not require you to drag anything down as the list expands

@rachk2839 Год назад

@@rodrigoribeirodeazevedo9238 Agreed, data in a table with Row() function.

@johncooper4187 Год назад

Depends

@gsternklar Год назад

I use both. Usually, I use =row() and maybe subtract the headings (row() -1). This is dynamic and if you delete, it renumbers the other rows.

@mattleon734 Год назад

Ex-dragger, thanks Leila. I’ve also used a row() formula in tables to achieve similar results. Custom format is my good old favourite. 😊

@rodwestonable Год назад

Former dragger, now dynamic - thank to you! Thanks!!

@carlwummel9050 Год назад

It depends on the purpose. I often introduce lists that are meant to grow. So they should have an id that is not the row number and they should NOT dynamicslly change because the whole purpose of the row id is to have single simple and stable identifier. Adding an indicator like auto format for duplicate ids plus a hinting field with the max value often helps avoiding messing up the ids. In other cases we use timestamps or arbitrary strings (cat walks over keyboard) just to get unique but stable ids. No one of us has ever figured out a nice dynamic and trustworthy way but I bet vba could serve that. Really, if you just need an ordered list sequence is probably the best. If you want to keep track of your rows you shouldnt go too dynamic as you'll lose track. Like that email telling you to do step 302. Well, that was when step 302 was "eat lunch" in the current version of the file 302 is "go for a walk". Hard fail in any work done based on excel lists! So, it depends on the application. No one does sequence or drag for the sequence or the drag but for the purpose it should serve.

@NWRIBronco6 Год назад

I recall trying something like this to de-identify documents but maintain a key of their source. It was a pain! I think the only real solution I had was to use a random function on a large range, then paste values only. Not elegant or dynamic, but quick and functional.

@joagj1978 Год назад

I've always used row() within tables for this. It looks like this is a better way to do it. Simply count the databodyrange of the table.

@vramarathnam 4 месяца назад

Thank You. Learnt this one today. I am a dragger! and from now on should be doing what you taught.

@Rjtucker60 Год назад

I was a dragger in the past…this is a game changer! Outstanding!! 👏👍👊

@robjchristopher Год назад

I’ve been a dragger until now - can see myself becoming a sequencer. This was helpful - especially the custom format - will try to remember that! Thanks.

@colinjarrett8592 Год назад

Dragger :) Thanks for this video, Leila. 1. How would I sequence a list in descending order? 2. How would I ensure the ID number stays with its respective item, especially when sorting or deleting rows?

@user-zc7xb2qr3d Год назад

I’m a dragger. Till now. I’m definitely going to use your great advice. Thanks 😊

@mwkloh Год назад

Dragging is annoying... learned something new from you, dynamic sequencing is my go to method now! Thanks!

@karenroem3757 Год назад

I normally drag while holding down the CTRL key, so it automatically increments. I have used =ROW()-1 in the past, but if I’d ever go the dynamic way again I’d definitely use your tip. Thanks, Leila.

@webwizard65 Год назад

I think it depends on the use. If you plat to create a "fixed" table, that you do not plan to expand in the immediate future, you may find dragging more immediate. Planning a more "liquid" table instead, may be worth an additional work in order to eleminate a concern later on. As old Obi Wan kenoby used to say, "many of the truths we cling to depend greatly on our own point of view": it works for Star Wars, for life and, it seems, for Excel too. PS: another little trick (nothing exciting), derived from the suggestion from Umlas: try ="No. " & SEQUENCE(COUNTA(B:B)-1) & " of " & COUNTA(B:B)-1" ...

@morenofranco9235 Год назад

BEAUTIFUL! Leila! I wish I had known THIS function, back in the stone-age of Excel. The Time I could have saved! Thank you for this gem.

@abuena73 Год назад

You’ve got me on dragger or dynamic. I burst into so much laugh! Haha, nice one Leila! Keep it up!

@kate_z317 Год назад

I was a dragger, but I became a dynamic after your tip. Thank you! 😀

@republikadugave420 Год назад

I have been using x2= x1+1 for ages. Now switched to sequence and it is great

@collinsomoregbe2630 Год назад

The way I love this woman I can't explain... Please Leila Gharani can organize an excel bootcamp for us from amateur to expert level I don't mind paying. There are tones of that online but no one does it better than you.... You make our life easy.

@marvinsamuels1237 Год назад

I’ve spent so many years dragging, but no more!! Thank you Leila! 👍🏾

@l00d3r Год назад

You don't really have to drag down. Instead of dragging, after you select the first two cells for 1 and 2, just double-click the bottom right corner of the 2-cell. Excel will then fill all the rows below as if you had dragged it down yourself.

@popenieafantome9527 Год назад

This is what i do for the most. Although it does not always work for me.

@l00d3r Год назад

@@popenieafantome9527 Adjacent cells (left or right) need to have non-blank values for this to work. If you are on column B, either column A or C need to have values, and then it will fill in B up to the last non-blank value.

@mikatu Год назад

Exactly. But she knew that. Just pretended to "forget" to make her little video work.

@MrZuniboy Год назад

this is what i do almost all the time. i work with lists in the 10K-1M range and often need to number them serially. the double click really saves so much time.

@popenieafantome9527 Год назад

@@l00d3r this i think is only part of what it looks for. Sometimes i do have data on either side but only goes down part way. I think it on occasion looks for similar data and only ends up going down to that similar data. Might also just be old excel quirk. I use excel 2007 which i still have on an old computer.

@ttgy_mlbb3328 Год назад

Was a dragger but, thanks to you, I will now be doing the sequence feom now on. 💕💕💕

@illusion-xiii Год назад

I've been a dragger, but only because I wasn't aware of the "=Sequence()" function. As soon as you started giving the three reasons, I was like, "Yeah, that does make it annoying." Especially the need to select 2 cells to get it to increment, or you can hold [Ctrl] while you drag, either way I always do it wrong first and have to undo and correct myself. I think I'll try getting in the habit of using this function. Thanks.

@felixgar1000 Год назад

I really appreciate all your clases. Thanks. Greetings from Perú.

@_me_sh Год назад

Love the dynamic version. Thanks a lot, it'll be handy in future.

@louiselane806 Год назад

Was a dragged but am always looking for the dynamic answer, thank you for this❤

@thecakeladytm Год назад

Dynamic, but I never knew this before now. I'm love with this easier way! Efficiency is one of my favorite words, lol!

@alandahlstrom7213 Год назад

I was a dragger, but I think I will try to remember to be dynamic. I am also now a subscriber.

@paulnatta8519 Год назад

Great tip! Was a dragger, but dynamic now! Thank you!

@theaveragedad5024 Год назад

Dragger, until today. You’ve made me Dynamic! Thanks!

@syedaltaf2213 Год назад

I am a dragger always now I understand the important of dynamic. Thank you

@ninamodi15 Год назад

I was a dragger but am going to try this tip out. Thanks for the video.

@johncart59 Год назад

Dragger, because I knew no better. Now I've added this to my skillset. Thanks.

@ShooberTimber Год назад

Will continue to drag, but dynamic certainly looks more convenient depending on what needs to be done. Great video!

@kennethdevos8768 Год назад

I am/was a dragger. By seeing thuis video I will try to stop dragging and start using thuis function. Thanks for the video!!!

@alexedwards8994 Год назад

Hmmm, I was using excel on my work computer which isn’t linked to my phone yet I still got suggested this video on my phone. Never looked up anything excel related on my phone. Your video is great and informative, it just boggles my mind how intensely our phones are monitoring our daily routines.

@mikehoyt7592 Год назад

I started off when cell A3 got a formula of A2+1, then copying and pasting the formula over and over again. :) Dragging seemed like a breakthrough! Now I'll try sequence. Old dog learning new tricks

@mariosebastiani3214 Год назад

I WAS a dragger... using the "=(cell)+1 to avoid problems you showed when deleting rows. But I'll give this funcion a try and see if it suits me. Thanks.

@alfredtomiamubiaya3330 Год назад

I used to be a dragger but after watching this video am going dynamic all the way. Many Thanks Leila

@LeilaGharani Год назад

Great to hear!

@fbanjok 10 месяцев назад

I became a converted dynamic acwhuke ago. Tnx for remembering us how useful dynamic formulas are. You rock Leila

@Oxydoz1 Год назад

This is absolutely awesome! I was dragging down lists forever, until now. Plus, dragging down selection is destroying the formatting and borders.

@wayne8797 Год назад

Ok, never knew this. Thanks for the tip. We learn every day.

@ExaltedDuck Год назад

I've been learning more array function lately and enjoying it. I used FILTER a few days to pare down a daily metrics column to just this month's work days, then OFFSET to create dynamic named ranges, and finally created a combo chart using those dynamic named ranges as sources and was able to get my monthly progress chart to update itself each month elegantly (was in response to a manager reminding everyone to update charts due to the month turn... made me want to challenge myself to automate it)

@Flying.Dutchm4n Год назад

And then you took the rest of the day off? And keeping your boss thinking that you worked hard 🤣

@michaelnielsen2870 Год назад

Wow I haven’t know anything else besides dragging down. This is so much better. Thank you

@ebenezerlimitless1907 Год назад

Used to be a dragger, but now I'm going for the dynamic wave Thank you Leila Gharani

@VickiBowers Год назад

Oh my goodness, this is incredibly helpful! Thank you!

@eneadastavri839 7 месяцев назад

I am not a dragger, I was a double clicker but now I am definitely in love with dynamic 😂 Thank you very much!

@ofraberger62 Год назад

Hi Leila, First of all thanks so much for your tp quality videos, I LOVE THEM!!! I am looking for a video that you explained how to copy information from a table and paste it into an existing chart (as an overlapped chart). About dragging, I do both.

@apedanticpeasant1447 Год назад

You absolutely wonderful human being. I didn’t even know that I didn’t know this. Now I know. ❤

@bignerdoncampus4527 Год назад

Best new information I have ever learned. I’m going to use this from now on.

@LeilaGharani Год назад

Glad it was helpful!

@Davidm1956 Год назад

Exactly what I've been looking for!! Only talking to a colleague about this last week!!

@LeilaGharani Год назад

Perfect!

@ghanimaabderrazzak1022 Год назад

I just love what you are presenting as courses. Thank you so much for such generosity 💯👍👍👍

@shibanisa Год назад

Dynamic!!!!! After watching this video i changed from dragger to dynamic!

@LeilaGharani Год назад

👍

@McGregor2688 Год назад

I've been illuminated 😂.... Didn't even know dynamic was an option. I will definitely try it!. Thank you

@martypfeiffer1529 Год назад

I'm trying to get myself to use tables for these types of things. Using Excel Tables for database-type stuff works great!

@jakeselwyn33 Год назад

I was a dagger, but now thanks to you I'm a dynamic!

@vincentferrari Год назад

For one off one shot sheets that won’t change dragging is probably fine but the sequence method is good if a lot of people are going to be working on a sheet or a lot of edits are expected. I love this tip!

@lukaszvolanek Год назад

Super! To be more versatile, the row number shall be COUNTA(B:B) - COUNTA(B1) especially if you have some accompanied text above and your data start at middle of sheet, e.g. So you don't need count in your head the rows above... I always try to avoid any fixed number in formula as much as I can.

@louamato6332 Год назад

Currently a dragged but will try sequence out. Thank you!

@laurenditmar2776 Год назад

Dragger - BUT I never knew about this function OR that you could custom format your number columns that way. I’ll be adding both of these to my repertoire - thank you!

@Coopersmith7718 Год назад

I’m happy to say I was a dragger. Thank you for marking life easier.

@gp917 Год назад

I like your explanation. To the point directly. Not like other You Tubers. In job I don't have to use Excel much (we use software applications, tools). I would like to learn it for reporting.

@giantrobottoys Год назад

I prefer dynamic and this is really helpful. Thank you!

@s1283 Год назад

Spent a year in africa designing a program to better build position schedules for security and this would have saved me so much time!

@bmo3778 Год назад

alternatives to dragging down: - double click (if you already have data in the right columns) - fill series (home>editing>fill) - row(this-offset) function works from office 2013 onwards bonus: you should never drag down if you want to copy same texts. dragging down would sometimes* cause excel to think you want an incremental pattern. just copy+paste, or use ctrl+d. *sometimes= the inconsistency is the real problem.

@markparado1818 Год назад

Im a Dragger and a newbie and excel this teach me a lot. tnx Ms. Leila Greetings from hte philippines :) New Subscriber Here :)

@LeilaGharani Год назад

Welcome aboard!

@marklugo8734 Год назад

Dragger, but after watching this there are a few IMMEDIATE projects for me to try Dynamic. Thank you for this technique.

@jean-francoisgagnon8209 Год назад

Other: I usually use a previous row +1 formula and copy/paste. It works even if some values are empty on other columns next to the index. I usually work with 100k+ rows and it's easier to just select the target range and paste than having to find and remember how many rows I have I almost never need or want a dynamic sequence. The main reasons I usually add a sequence of number are: 1:to be able to get the original order if i sort. 2:to create an index for each rows which allows me to copy a subset of the datas and easily link back to the original source.