Excel VLOOKUP Function - Excel Guide for Beginners

How to do VLOOKUP in Excel - Quick Steps

• Prepare Your Data
• Enter the VLOOKUP Formula >> Press Enter
• Use a Cell Reference for Flexibility
• Copy the Formula for Multiple Rows

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What is the VLOOKUP Function in Excel

The term VLOOKUP stands for Vertical Lookup. It is designed to search for a specific value in the first column of a table (lookup column) and retrieve corresponding data from a different column in the same row.

Syntax of VLOOKUP Formula

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

Arguments:

1. lookup_value: The value you want to search for (e.g., a specific ID, name, or product code).

2. table_array: The range of cells that contains the data (the table you're searching through).

3. col_index_num: The column number (from the table array) that contains the data you want to retrieve. The first column is 1, the second is 2, and so on.

4. [range_lookup] (optional): If TRUE (or omitted), it searches for an approximate match. If FALSE, it searches for an exact match.

• TRUE indicates an approximate match, and it's the default value if this argument is omitted.
• FALSE indicates an exact match.

Note: If nothing is specified by the user, by default this value is set to be 'True' and it searches for an approximate match. This argument is completely optional.

How VLOOKUP Works

VLOOKUP operates by scanning the first column of a table vertically until it finds a match for the lookup value. Once it finds this match, it returns a value from the same row, but from another column, which is specified by the user. This makes it particularly useful for pulling associated information, like retrieving a price from a product ID or a name from an employee ID.

How to Use Excel VLOOKUP Function with Example (For Beginners)

Managing inventory can be tough, especially when you need to quickly find product prices during sales. Instead of manually searching through long lists, Excel's VLOOKUP function makes it easy. Simply input a product ID, and VLOOKUP retrieves the matching price or related details instantly, saving you time and reducing errors.

Step 1: Prepare Your Data

Make sure your data is arranged with the lookup column (the column you will search) as the first column of your table. For example, if you’re looking up product prices by ID, the IDs should be in the first column:

• List all product IDs in the first column (A).
• Product Name in second column (B).
• Ensure the corresponding prices are in a column to the right of the IDs and Product Name, here we have mentioned that in column (C).

Why Proper Organization Matters:

Having the lookup column as the first column ensures VLOOKUP works correctly. Incorrect table organization can lead to errors or incorrect results.

Step 2: Enter the VLOOKUP Formula

Select a cell where you want the price to appear when you type a product ID.

• Select a Cell for the Result: Click in the cell where you want the VLOOKUP result to appear, here we have selected D2.
• Start the Formula: Type =VLOOKUP( in cell D2.

Step 3: Define the Lookup Value

Enter the value you want to search for in the formula:

• Use a cell reference, like A2, or type a value directly in quotes, such as "001".
• Example: If searching for a product ID in cell D2, start the formula as:
  =VLOOKUP(A2, or =VLOOKUP("001",
• Add a comma after the lookup value to move to the next part of the formula.

Step 4: Specify the Table Array

• Select the data range where you want to search, e.g., A1:C4 (IDs in column A and Prices in column C).
• Highlight the range by clicking and dragging.
• Add a comma after selecting the table array.

Step 5: Indicate the Column Index Number

• Enter the column number from which you want to retrieve the data.
• For example, if prices are in the third column (C), type 3 in the formula: =VLOOKUP(D2, A1:C4, 3,.
• Add a comma after the column number.

Purpose of col_index_num: The col_index_num in a VLOOKUP formula specifies which column in the table_array to pull the data from, once a match is found for the lookup_value in the first column of that array.

Why Use 3?
In the range A1:C4:

• Column A has Product IDs.
• Column B has Product Names.
• Column C has Prices.

The number 3 tells Excel to return data from the third column (Prices).

This instructs Excel to look within the range A1 to C4 and return the value from the third column of the range when it finds a match.

Step 6: Choose the Range Lookup Type

• Decide if you need an exact match or an approximate match for your search.
• For exact matches (e.g., finding the exact price for a product ID), type FALSE in the formula.
• Add a closing parenthesis ) to complete the formula.

Purpose of range_lookup:

• FALSE: Ensures VLOOKUP finds an exact match for the lookup value.
• TRUE: Allows approximate matches, typically used when the data is sorted.

Why Use FALSE?

Using FALSE ensures VLOOKUP only returns a value if the exact Product ID exists in the first column (e.g., column A).

• If no match is found, it shows #N/A, preventing incorrect results.
• This is important for precise searches, like finding exact prices or IDs.

By setting the parameter to FALSE, your formula ensures accuracy and avoids errors caused by approximate matches.

This ensures that the exact Product ID entered in cell D2 is matched in column A, and the corresponding price from column C is returned. If no exact match is found, the function will display an #N/A error, indicating the ID is not in the list. This is safer than returning an incorrect or approximate price.

Step 7: Complete and Execute the Formula

• Press Enter: Your complete formula in cell D2 should look like this:

=VLOOKUP(A2, A1:C4, 3, FALSE)

• View the Result: After pressing Enter, cell D2 should display $1, which is the price of the product with ID 001.

How to VLOOKUP between two Excel Spreadsheets

Using the VLOOKUP function to connect data between two Excel sheets within the same workbook is a powerful way to improve efficiency and smooth your workflow. Here’s an easy step-by-step guide to help you use VLOOKUP across two sheets.

Example:

Imagine you have an Excel workbook with two sheets.

Sheet1 ("Employee Info") contains a list of employee IDs and their names.

Sheet2 ("Contact Details") contains a list of employee IDs and their corresponding email addresses.

Goal:

Use VLOOKUP to display employee email addresses in Sheet1 based on their IDs.

Step 1: Set Up VLOOKUP in Sheet1

Navigate to Sheet1 ("Employee Info") and click on cell C2 (right next to the first Employee ID).

Step 2: Enter the VLOOKUP Formula

Type in the following formula in cell C2 of Sheet1:

=VLOOKUP(A2, Sheet2!A:B, 2, FALSE)

Here’s a simple explanation of each part of the formula:

• A2: Refers to the cell in Sheet1 containing the Employee ID you want to look up.
• Sheet2!A:B: Tells Excel to search in columns A to B of Sheet2. The "Sheet2!" notation indicates the data is on another sheet.
• 2: Specifies that the result you want (the email address) is in the second column of the range in Sheet2.
• FALSE: Ensures the formula returns an exact match for the Employee ID.

Step 3: Apply and Copy the Formula

• Press Enter: After typing the formula in cell C2, press Enter. The result, "[email protected]" will appear for Employee ID 101.
• Copy the Formula: Click on cell C2.
• Drag the Fill Handle: Use the small square at the bottom-right corner of the cell. Drag it down to copy the formula to the other cells in Column C.
• Auto-Adjust: Excel will automatically adjust the formula for each row, showing the corresponding email addresses for the other Employee IDs (C3, C4, etc.).

Step 4: Verify the Results

Check that the correct email addresses appear next to the corresponding employee names in Sheet1. The complete "Employee Info" table should now look like this:

Troubleshooting

• If you get an #N/A error, check to ensure that the Employee IDs match exactly between Sheet1 and Sheet2. Verify that there are no extra spaces or different formats (e.g., numbers stored as text).
• Ensure that the VLOOKUP range includes all rows in Sheet2 if new data is added later.

How to VLOOKUP between two Workbooks

VLOOKUP is a powerful tool that can pull data from one workbook to another, making it easy to consolidate and analyze information stored in separate files. Here’s a step-by-step guide on how to use VLOOKUP across two Excel workbooks.

Example:

Suppose you're working with sales data and you have two Excel workbooks:

Workbook1 ("Sales Data.xlsx") contains sales transaction details including Transaction IDs and the amounts.

Workbook2 ("Employee Sales.xlsx") contains Transaction IDs and the corresponding employee names who made the sales.

Goal

You want to add a third column to the "Sales Data.xlsx" workbook that displays each employee's name associated with the transactions by linking the data using the Transaction ID.

Step 1: Open Both Workbooks

• Open "Sales Data.xlsx" (Workbook1) and "Employee Sales.xlsx" (Workbook2) simultaneously.
• This ensures Excel can reference the second workbook while creating the VLOOKUP formula.

Step 2: Set Up VLOOKUP in Workbook1

• Go to Workbook1 ("Sales Data.xlsx").
• Select cell C2 (next to the first Transaction ID).

Step 3: Enter the VLOOKUP Formula

Type in the following formula in cell C2 of "Sales Data.xlsx":

=VLOOKUP(A2, '[Employee Sales.xlsx]Sheet1'!$A$1:$B$3, 2, FALSE)

Here's what each part of the formula does:

• A2: The cell contains the first Transaction ID in "Sales Data.xlsx" that you are using as the lookup value.
• '[Employee Sales.xlsx]Sheet1'!$A$1:$B$3: Specifies the range in "Employee Sales.xlsx" where the VLOOKUP should search for the Transaction ID. Ensure that the range includes all necessary rows and columns, and it’s important to use absolute references (with $) so the range does not shift when the formula is copied.
• 2: Indicates that the value you want to return (the employee name) is in the second column of the specified range.
• FALSE: Specifies that you need an exact match for the Transaction ID.

Step 4: Execute and Extend the Formula

Press Enter to execute the formula in cell C2. If correctly entered, cell C2 will now display "John Doe", corresponding to Transaction ID T001.

To apply the same formula to the other transactions:

• Click on cell C2.
• Drag the fill handle down through the column to fill the rest of the cells in Column C with the VLOOKUP formula, adjusting it for the subsequent rows (C3, C4, etc.).

Step 5: Verify the Results

Check that the correct employee names appear next to the corresponding transaction IDs in "Sales Data.xlsx". The complete table should look like this:

Troubleshooting

• If you get an #N/A error, ensure that the Transaction IDs match exactly between the two workbooks. Also, verify that both workbooks are open while using VLOOKUP.
• If Workbook2 is closed, Excel may not be able to retrieve the data. In some cases, Excel can store and display the cached result, but it’s best to have both files open during setup.

Common Troubleshooting Tips for VLOOKUP Function in Excel

Sometimes you may find that VLOOKUP not working, so in the below examples, you can find why your VLOOKUP Function not working and how to fix the error.

1. Handling #N/A Errors

• Issue: The #N/A error is commonly returned when VLOOKUP cannot find a match.
• Fix: Ensure that the lookup_value actually exists in the first column of your table_array. Double-check for any typing errors or mismatched data types (e.g., numbers stored as text).

2. Correcting #VALUE! Errors

• Issue: This error typically appears if the col_index_num is less than 1 or greater than the number of columns in the table_array.
• Fix: Make sure the col_index_num accurately reflects the column from which you want to retrieve the data, counting only within the confines of your defined table_array.

3. Resolving #REF! Errors

• Issue: A #REF! error occurs when the col_index_num points to a column outside the range of the table_array.
• Fix: Adjust your table_array to include enough columns or correct the col_index_num to reference a column within the existing array.

4. Troubleshooting Inaccurate Results

• Issue: Sometimes VLOOKUP might return a correct format result, but the data itself is inaccurate or not what was expected.
• Fix: This can happen if the range_lookup argument is set to TRUE, leading to approximate matches. Set the range_lookup to FALSE for exact matches. Also, ensure the table data is sorted correctly if using TRUE for approximate matching.

5. Issues with Text Formatting

• Issue: VLOOKUP is case-insensitive but does consider formatting. Numbers formatted as text or vice versa can cause issues.
• Fix: Ensure that data in the lookup column and the lookup value have consistent formatting. Use Excel’s ‘Text to Columns’ or ‘Format Cells’ features to correct formatting discrepancies.

6. Problems from Merged Cells

• Issue: Merged cells in the lookup column can disrupt VLOOKUP's ability to correctly identify and return results.
• Fix: Avoid using merged cells in the lookup column of your table_array. If merging is necessary for visual purposes, try only merging cells in columns that are not part of the table_array.

7. Performance Issues in Large Sheets

• Issue: In very large datasets, VLOOKUP can slow down Excel’s performance, especially if used multiple times or on large arrays.
• Fix: Consider using Excel’s INDEX and MATCH functions as an alternative, which can be more efficient in handling large datasets. Additionally, optimizing the table_array to include only the necessary rows and columns can improve performance.

Conclusion

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