How to VLOOKUP Excel

Microsoft Excel is one of the most widely used spreadsheet applications for data analysis, manipulation, and visualization. One of the Excel’s powerful functions that every data analyst, finance specialist, or business user should know is VLOOKUP. VLOOKUP is a lookup and reference formula that allows you to search for a specific value in a data table, and return the corresponding value from a different column in the same row.

The VLOOKUP function is indispensable if you need to extract data from a large dataset quickly and accurately without manually scanning the data. It is especially useful when you are dealing with multiple sheets or workbooks in Excel. In this blog post, we will show you how to use VLOOKUP in Excel, step

Step 1: Understand the Syntax and Usage of VLOOKUP

Before we dive into the practical application of VLOOKUP, let’s first understand how Excel’s VLOOKUP function is structured and what each argument represents.

Syntax:

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

Arguments:

• lookup_value: The value you want to look up in the first column of the table.

• table_array: The range of cells in the table from which to retrieve a value.

• col_index_num: The column number in the table from which to retrieve a value.

• range_lookup: Optional. Enter FALSE for an exact match or TRUE for an approximate match.

Step 2: Prepare Your Data Table

To use VLOOKUP, you must first have a properly formatted data table. Your data should have a column of unique values that you want to look up and another column with the corresponding values you want to retrieve. The lookup column should always be on the left side of the table, and the retrieved data can be in any column to the right.

Step 3: Apply the VLOOKUP Formula

Here’s how to apply VLOOKUP in Excel:

• Select the cell where you want to display the retrieved value

• Type the formula “=VLOOKUP(lookup_value, table_array, col_index_num, [range_lookup])”

• Replace the arguments in the parentheses () with your specific data. Remember to add the range_lookup parameter, FALSE or 0, for an exact match.

• Press Enter

Step 4: Practice Using VLOOKUP with Examples

The best way to learn how to use VLOOKUP in Excel is to practice. Try these examples:

Example 1:

Use VLOOKUP to get the price of an item based on its item code:

Assuming you have a table with two columns: Item_Code and Price, and you want to find the price for Item_Code “001”. You would enter the following formula:

“=VLOOKUP(“001″, A2:B100, 2, FALSE)”

Example 2:

Use VLOOKUP to get the employee’s salary based on their employee ID:

Assuming you have a data table with three columns: Employee_ID, Employee_Name, and Salary, and you want to find the salary for Employee_ID “003”. You would enter the following formula:

“=VLOOKUP(“003″, A2:C100, 3, FALSE)”

By following these steps, you should now be able to use VLOOKUP in Excel to search for and retrieve data quickly, easily, and effectively!

Best Practices for Using VLOOKUP in Excel

While VLOOKUP is a powerful function that can simplify your data analysis, there are some best practices that can help you maximize its effectiveness:

• Ensure data integrity: Double-check your data entry and formatting to avoid typos or inconsistencies that might cause your VLOOKUP formula to fail.

• Use named ranges: Instead of using cell references, consider using named ranges that will make your formula more readable and easier to modify.

• Avoid blank cells: If your data table has blank cells, be sure to use the formula argument “IFError” to avoid errors in your formula. For example, instead of “=VLOOKUP(A2, B:C, 2, FALSE)”, use “=IFERROR(VLOOKUP(A2, B:C, 2, FALSE), “”)”.

• Sort your table: VLOOKUP requires that the lookup value be in the first column of the table. To avoid errors, always ensure that your table is sorted in ascending order.

• Use wildcard characters: If your table has a variable match value, use wildcard characters like * or ? to avoid errors. For example, instead of using “=VLOOKUP(“John”, B:C, 2, FALSE)”, use “=VLOOKUP(“*John*”, B:C, 2, FALSE)”

VLOOKUP Alternatives in Excel

While VLOOKUP is an essential function in Excel, there are some alternatives that you might find useful:

INDEX and MATCH

The INDEX-MATCH function is an alternative to VLOOKUP that allows you to perform more complex and flexible searches. Unlike VLOOKUP, INDEX-MATCH can search on the left side of the table and return the matching value from any column in the table.

XLOOKUP

XLOOKUP is a new function available in Excel 365 that offers more advanced features than VLOOKUP and INDEX-MATCH. XLOOKUP can search for a value in any column, search in descending or ascending order, and return an array or range of data, not just a single value.

VLOOKUP is a powerful function in Excel that can save you time and effort if you properly implement it in your data analysis. This guide has shown you the basics of VLOOKUP, how to use it step-by-step, best practices, and possible alternatives. By incorporating VLOOKUP into your Excel workflow and implementing these tips, you can take control of your data and improve your productivity in no time.

FAQ

Here are some frequently asked questions about VLOOKUP in Excel:

What is the difference between VLOOKUP and HLOOKUP?

VLOOKUP searches vertically in a data table for a specific value and then returns the corresponding value in the same row. HLOOKUP searches horizontally and retrieves the value in the corresponding column.

What does the “range_lookup” argument in VLOOKUP signify?

The range_lookup argument indicates whether to look for an exact match or an approximate match in the data table.

What are some common mistakes to avoid when using VLOOKUP?

Some common mistakes to avoid when using VLOOKUP include not sorting the table by the lookup value, not using a proper lookup value, and not using absolute cell referencing in the formula.

Can VLOOKUP be used across multiple sheets?

Yes, VLOOKUP can be used across multiple sheets, but you need to reference the range using the sheet name.

Is there a limit to how many columns VLOOKUP can search?

Yes, VLOOKUP can search up to 256 columns. If you need to extend beyond this, consider using a combination of INDEX and MATCH instead.