How to Use the VLOOKUP Function in Excel

Microsoft Excel is a powerful tool that offers numerous functions to simplify data analysis. One such function is VLOOKUP, which allows users to search a specific value in a data table and retrieve information from the corresponding row. This function can be incredibly useful in situations where you need to quickly find and analyze data within a large dataset. In this blog post, we will explore how to use the VLOOKUP function in Excel, step-by-step. Whether you’re a seasoned Excel user or just starting out, this guide will help you become proficient in utilizing this function.

Introduction

If you work with data in Microsoft Excel, then you probably already know that there are a lot of functions that you can use to help you manage and analyze your data. One of the most powerful and commonly used of these functions is the VLOOKUP function. By using the VLOOKUP function, you can easily search a table of data in Excel for a specific value and then retrieve information from that table based on the value you searched for. This can save you a lot of time and hassle, especially if you are working with large data sets.

Step 1: Understanding VLOOKUP Syntax

The first step to using the VLOOKUP function is to understand its syntax. The basic syntax of the VLOOKUP function is as follows:

=VLOOKUP(lookup_value, table_array, col_index_num, [range_lookup])

Here’s what each of these arguments does:

• lookup_value: This is the value that you want to search for in the leftmost column of the table.
• table_array: This is the range of cells that contains the entire table that you want to search.
• col_index_num: This is the number of the column in the table_array that contains the data you want to retrieve.
• range_lookup: This is an optional argument that specifies whether you want an exact match or an approximate match. If you omit this argument, Excel will assume that you want an approximate match.

Step 2: Create the Table

The next step is to create the table that you want to search. This can be a range of cells in the same worksheet that you are working in or in a different worksheet within the same Excel workbook. To make things easier, it’s best to ensure that the table has headers that describe the criteria contained in each column.

Step 3: Enter the VLOOKUP Function

Once you have your table set up and you understand the syntax of the VLOOKUP function, you can enter the function into the cell where you want the data to appear. Simply type “=VLOOKUP(” and then enter the arguments for the function.

For example, if you want to retrieve the price for an item based on its name, you would enter the following formula:

=VLOOKUP("Product Name", A2:B6, 2)

Notice that we did not include the range_lookup argument in this example. That’s because we want an exact match for the product name.

Step 4: Test the Formula

After you have entered the VLOOKUP function, test it to make sure that it is working as you expect it to. If the formula is not working properly, check to make sure that you have entered all of the arguments correctly.

Step 5: Modify the Formula as Needed

If the formula is not working as expected, you may need to modify it to get the desired result. For example, if you are getting #N/A errors, you may need to change the range_lookup argument to “FALSE” to force an exact match. Or, you may need to adjust the table range or column index number to get the correct result.

Conclusion

The VLOOKUP function is a powerful tool that can help you quickly search for and retrieve data from a table in Excel. By following these steps, you can become proficient in using this function to simplify your data analysis tasks.

Using VLOOKUP with Wildcards

If you’re working with large datasets, chances are you’ll need to use VLOOKUP with some level of imprecision. One technique is to use wildcards, which allow you you to retrieve data that matches a pattern of text, instead of just a single value.

For example, if you only have a partial name of a product and the full name isn’t available, you can use an asterisk (*) in place of the missing text. Here is an example of a VLOOKUP formula that uses a wildcard:

=VLOOKUP("*partofname*", A2:B6, 2, FALSE)

This formula will return the value in the second column of the table where any cell in the first column contains “partofname”.

Using VLOOKUP with Multiple Criteria and INDEX-MATCH Combinations

What if you need to search for a value in a table using multiple criteria? VLOOKUP does not work in that case, but the INDEX-MATCH combination does. But this combination can be more complicated than the VLOOKUP function.

The basic idea is to use the MATCH function to find the position of a search value in a certain range, and then use the INDEX function to return the value at that position in a different range.

Here’s an example of an INDEX-MATCH formula:

=INDEX(B2:B6,MATCH(D2&E2,A2:A6&B2:B6,0))

This will return the value in the second column of the table where all concatenated values in the first and second column matches the concatenated search criteria in cells D2 and E2.

Cautions when Working with VLOOKUP

Although VLOOKUP is a powerful tool for data analysis, there are a few things you should be aware of when using it.

• Exact Match: Always use “FALSE” or “0” for the range_lookup argument to get an exact match. Otherwise, VLOOKUP may retrieve an incorrect value from the table.
• Non-Contiguous Columns: VLOOKUP only works for contiguous columns (i.e. columns that are adjacent to each other). If the data you’re looking for is not adjacent to the lookup value, you will need to use an alternative method like the INDEX-MATCH combination.
• Sorting: Make sure the data in the lookup table is sorted correctly. VLOOKUP may return an incorrect value if the data is not sorted in ascending order based on the lookup column.

Conclusion

The VLOOKUP function is an essential tool for anyone working with data in Excel. By following these steps and tips, you can streamline your data analysis tasks and uncover insights faster than ever before.

FAQs

Here are some common questions people have about using the VLOOKUP function in Excel.

Can VLOOKUP search for values in multiple columns?

No. The VLOOKUP function only searches for values in the first column of a table. If you need to search for values in multiple columns, you should use the INDEX-MATCH combination instead.

Can I use VLOOKUP to search for values in another worksheet?

Yes. You can use VLOOKUP to search for values in another worksheet within the same workbook. Simply reference the other worksheet’s range of cells in the table_array argument of the function.

What happens if the lookup value is not found in the table?

If the lookup value is not found in the table, VLOOKUP will return an #N/A error. You can handle this error by using the IFERROR function or by adjusting the range_lookup argument to “TRUE” to allow for an approximate match.

What is the difference between “TRUE” and “FALSE” for the range_lookup argument?

The range_lookup argument of VLOOKUP specifies whether you want an approximate match or an exact match. “TRUE” or “1” will allow an approximate match while “FALSE” or “0” forces an exact match. You should always use “FALSE” or “0” to avoid errors or incorrect results.

Can I use VLOOKUP with the CONCATENATE function to search for concatenated values?

Yes. You can use VLOOKUP with the CONCATENATE function to search for concatenated values in a table. Simply concatenate the lookup value with the appropriate columns in the table and use the resulting string as the lookup value.