How to Use the VLOOKUP Function in Excel

The VLOOKUP function in Excel is a powerful tool that allows you to search for a specific value in a column and retrieve corresponding data from another column. It is commonly used for tasks such as data analysis, data validation, and merging datasets.

What is VLOOKUP and what does it do?

It stands for “Vertical Lookup” and is commonly used for tasks such as data analysis, data validation, and merging datasets. VLOOKUP is a powerful function in Excel used for looking up data within a table. It searches for a specific value (lookup value) in the first column of a table array and returns the corresponding information from a different column (based on the column index number).

Steps on How to Use the VLOOKUP Function in Excel

Below are the steps on how to successfully use the VLOOKUP function in Excel:

Step 1: Understand the Syntax of the VLOOKUP Function

The syntax of the VLOOKUP function is as follows:

VLOOKUP(lookup_value, table_array, col_index_num, [range_lookup])
  • lookup_value: The value you want to search for.
  • table_array: The range of cells that contains the data you want to search in. It should include the lookup value and the column from which you want to retrieve the data.
  • col_index_num: The column number (starting from 1) from which you want to retrieve the data.
  • [range_lookup]: An optional argument that specifies whether you want an exact match or an approximate match. Enter FALSE for an exact match or TRUE for an approximate match. If omitted, it defaults to TRUE.

Step 2: Enter the VLOOKUP Formula

  1. Select the cell where you want to display the result of the VLOOKUP.
  2. Type the equal sign (=) to start the formula.
  3. Enter the VLOOKUP function with the appropriate arguments. For example:
=VLOOKUP(A2, B2:D10, 3, FALSE)

This formula searches for the value in cell A2 in the range B2:D10 and retrieves the data from the third column.

How to Use the VLOOKUP Function in Excel

Step 3: Adjust the Arguments Based on Your Data

  • Replace “A2” with the cell reference of the lookup value you want to search for.
  • Replace “B2:D10” with the range of cells that contains your data.
  • Replace “3” with the appropriate column number from which you want to retrieve the data.

Step 4: Press Enter to Display the Result

After entering the formula, press Enter to execute it. The result will be displayed in the selected cell.

Step 5: Extend the Formula

If you want to apply the VLOOKUP formula to multiple cells, you can simply drag the fill handle (a small square at the bottom-right corner of the selected cell) across the range where you want to apply the formula. Excel will automatically adjust the cell references accordingly.

That’s it! You have successfully used the VLOOKUP function in Excel to search for a value and retrieve data from another column. Experiment with different lookup values, table arrays, and column numbers to meet your specific data analysis needs. The VLOOKUP function is a versatile tool that can greatly simplify and speed up your data analysis tasks in Excel.

Alternatively, if your lookup value is in rows, then you should instead learn How to use the HLOOKUP Function in Excel.

Frequently Asked Questions and Answers

How do I write a VLOOKUP formula?

The basic syntax of VLOOKUP is:

=VLOOKUP(lookup_value, table_array, col_index_num, range_lookup)

  • lookup_value: The cell reference containing the data you want to search for.
  • table_array: The range of cells containing the table where you want to search.
  • col_index_num: The number of the column in the table_array that holds the information you want to retrieve.
  • range_lookup (TRUE or FALSE): TRUE allows for partial matches in the lookup value, FALSE insists on an exact match.

My VLOOKUP is returning #N/A. What’s wrong?

There are several reasons why VLOOKUP might return #N/A. Here are some common culprits:

  • Typos: Double-check your formula and data for any spelling mistakes.
  • Lookup value not in first column: Ensure the lookup value is in the leftmost column of the table array.
  • Incorrect column index number: Verify that the column index number points to the correct column containing your desired information.
  • Missing data: If the lookup value doesn’t exist in the table, VLOOKUP will return #N/A (consider using IFERROR to handle this).

Can VLOOKUP handle partial matches?

Yes, VLOOKUP can handle partial matches by setting the range_lookup argument to TRUE. However, be cautious with partial matches, as it might return unexpected results if your data isn’t well-structured.

Are there alternatives to VLOOKUP?

While VLOOKUP is a popular choice, there are other options for lookups in Excel:

  • INDEX & MATCH: This combination offers more flexibility and can handle situations where the lookup value isn’t in the first column.
  • XLOOKUP (Excel 365): This newer function provides a more user-friendly syntax and can search left-to-right or right-to-left.

How can I improve the performance of my VLOOKUP formula?

  • Sort the table array in ascending order based on the lookup column for faster searching (especially with large datasets).
  • Use absolute cell references when copying the formula across rows or columns to avoid unnecessary recalculations.

Can I use the VLOOKUP function to search for values in a different worksheet?

Yes, you can use the VLOOKUP function to search for values in a different worksheet. Simply include the worksheet name followed by an exclamation mark (!) before specifying the range of cells in the table array argument.

Can I use the VLOOKUP function to search for values in multiple columns?

No, the VLOOKUP function can only retrieve data from a single column. If you need to retrieve data from multiple columns, you can use additional VLOOKUP functions or consider using other functions like INDEX and MATCH for more complex lookups.

Read Also: Mastering the VLOOKUP Function in Excel