How to Use Lookup in Excel

Microsoft Excel is a powerful software that can be used to perform complex calculations, data analysis, and other spreadsheet-related tasks. One particularly useful feature of Excel is the lookup function, which can help you quickly find information in a large table of data. The lookup function allows you to search for a specific value in a table and return the corresponding value from a different column in the same row. In this blog post, we will explain how to use the lookup function in Excel, step-by-step. Whether you’re a beginner or an advanced user, we’ll provide you with the knowledge you need to effectively use this feature.

Understanding Lookup Function in Excel

The lookup function in Excel is a powerful tool that allows you to match data from different sources, by searching for a specific value in a table. This function can be used in a variety of ways, including identifying the location of an item in a table, comparing data across different sheets, and performing complex calculations.

The Syntax of the Lookup Formula

The syntax for the lookup formula is quite simple:

=LOOKUP(lookup_value, lookup_array, result_array)

The lookup_value is the value you want to search for. The lookup_array is the range of cells where you want to search for the lookup_value, and result_array is the range of cells where you want to return the result.

Simple Example

To understand lookup function better, let us consider a simple example.

Suppose you have a table of item prices and you want to know the price of a particular item. You can use the lookup formula to search for the item in the table and return the corresponding price. Here’s how:

Step-by-Step Guide to Using Lookup Function in Excel

1. Type the table with the item name and their prices (make sure the table is sorted in ascending order).
2. Select an empty cell.
3. Type the lookup formula starting with the equal sign.
4. Type the lookup value (the value you want to search for) in the first parentheses.
5. Type the lookup array (the range of cells you want to search for the lookup value) in the second parentheses. $A$2:$A$10 to search in A2:A10.
6. Type the result array (the range of cells where you want to retrieve the result) in the third parentheses. $B$2:$B$10 to return the corresponding price.
7. Close the parentheses and press enter. You will get the result!
   

   Additional Tips

   Here are a few additional tips to help you make the most of the lookup function in Excel:

   • Always sort the table in ascending order.
   • Make sure that the lookup value is in the first column of the lookup array.
   • Use VLOOKUP function instead of HLOOKUP function if you want to retrieve a value from a table that is arranged in columns rather than in rows.
   • Use INDEX MATCH function as an alternative to VLOOKUP and HLOOKUP functions as it is more powerful and flexible.
   • Always double-check your formulas to ensure they are correctly written and entered.

   
   
   

   Using Lookup with Multiple Criteria in Excel

   Although the basic lookup formula is straightforward, it only works well when you’re searching for a single value. But what if you want to search for a value based on two or more criteria? In this case, you can use the INDEX MATCH formula to perform a more complex lookup.

   The formula works by combining the INDEX function (which retrieves a value at a specific location in a range) with the MATCH function (which returns the position of a value within a range).

   To use the formula, simply list the two or more criteria in separate columns and use the INDEX MATCH formula to find the corresponding data. Here’s how:

   Step-By-Step Guide to Using Lookup with Multiple Criteria in Excel

   1. Type the table of data with multiple columns (make sure you sort the table in ascending order based on the multiple criteria).
   2. Select an empty cell where you want the result to appear.
   3. Type the INDEX MATCH formula starting with the equal sign.
   4. Type the lookup value (the value you want to search for in the first criterion) in the first INDEX parentheses. The corresponding row number is returned by MATCH function.
   5. Type the lookup value (the value you want to search for in the second criterion) in the second MATCH parentheses. The corresponding column number is returned by MATCH function.
   6. Type the entire data range (the range of cells that contains the data you want to retrieve) in the second INDEX parentheses.
   7. Close the parentheses and press enter. You will get the result!
      

      Using the Approximate Match Feature in Excel

      By default, the lookup function in Excel performs an exact match. However, there may be times when you want to perform an approximate match instead. For example, you might use an approximate match to look up a value in a range of data that has been rounded off.

      To perform an approximate match in Excel, you can use the VLOOKUP formula with the TRUE argument. The TRUE argument tells Excel to look for the closest value that is less than or equal to the lookup value.

      Step-by-Step Guide to Using the Approximate Match Feature in Excel

      1. Type the table of data (make sure you sort the table in ascending order).
      2. Select an empty cell.
      3. Type the VLOOKUP function starting with the equal sign.
      4. Type the lookup value (the value you want to search for) in the first parentheses.
      5. Type the data range (the range of cells that contains the data you want to retrieve) in the second parentheses.
      6. Enter 2 for the column index number argument (the column number that contains the data you want to retrieve).
      7. Enter TRUE in the final parentheses.
      8. Close the parentheses and press enter. You will get the result!

         Overall, the lookup function is an essential tool in Excel, and it is often used in many different ways to help you work more efficiently with your data. By using the lookup function with multiple criteria, and/or the approximate match feature, you can ensure that you get the results you need faster and with less effort.

         FAQs about Lookup Function in Excel

         Here are some common questions about Lookup function in Excel that people ask:

         1. How can I use Lookup function when my data is not sorted?

         If your data has not been sorted, the lookup function may not work correctly. To solve this problem, you can sort your data in ascending or descending order using the Sort feature in Excel. Simply select the range of cells you want to sort, click on the Sort button, and choose the order you want to sort by.

         2. Can I use Lookup function with text values?

         Yes, you can use the lookup function with text values. Just keep in mind that the lookup function is case sensitive. So, if you’re searching for a particular text value, make sure that you enter the value exactly as it appears in the table.

         3. Can I use Lookup function with multiple worksheets?

         Yes, you can use Lookup function with multiple worksheets. You can do this by using the sheet name and cell reference in your lookup formula. For example, if you’re searching for a value in a table that’s located in another worksheet, you can use the formula: =LOOKUP(A1,Sheet2!B1:C10)

         4. What should I do if I get a #N/A error?

         If you get a #N/A error, it means that your lookup value was not found in the lookup array. To fix this error, double-check that the data is correctly entered and that the lookup value is spelled correctly. You might also check whether the data is sorted properly. If all else fails, you can try using VLOOKUP or INDEX MATCH functions instead of the basic lookup function.

         5. When should I use INDEX MATCH function instead of VLOOKUP function?

         The INDEX MATCH function is often preferred over the VLOOKUP function because it allows you to search for values in any column of a table. Additionally, the INDEX MATCH function is more flexible, powerful, and less likely to return errors. You can use the INDEX MATCH function when you want to search for values in tables that have multiple columns and rows of data.