How to do a vlookup excel

The Function VLOOKUP in Excel allows rearranging data from one table to the corresponding cells in another one.

It’s very handy and frequently used. As it’s a problematic thing to compare manually ranges with tens of thousands of names.



How to use The Function VLOOKUP in Excel

For example, the warehouse of the enterprise for the production of packaging received materials in a certain amount. The cost of materials is in the price list. This is a separate table.

It is necessary to find out the cost of materials received at the warehouse. To do this we should substitute the price of the second table in the first. And by ordinary multiplication we will find the title.

Algorithm:

1. Here is the first table (for the warehouse) in the required view. Add columns «Per unit price» and total «Price». Establish a currency format for the new cells.
2. Select the first cell in the «Price» column. In our example it’s D2. Call the «Insert Function» using the «FX» button (at the beginning of the formula bar) or by pressing the hot key combination SHIFT + F3. In the category «Lookup & Reference» we find the function =VLOOKUP(), and click OK. This function can be called up by clicking on the «FORMULAS» tab and choose from the drop-down list of «Lookup & Reference».



3. A window with the function arguments will be opened. In the field «Lookup_value» — the first column of the range of data from the table with the number of received materials. These are the values that Excel should find in the second table.
4. The next argument is «Table_array». This is our price list. Put the cursor in the field of argument than go to the list prices. Select the range with the names of materials and prices. Show what value the function should match.
5. For Excel to refer directly to these data, it is necessary to fix the link. Select «Table_array» field value and press F4. $ Icon appears.
6. In the argument «Col_index_num» put the number «2». Here are the data that you need to get in the first table. «Range_lookup» is FALSE. As we need specific, not approximate.

Click OK. And then copy the function of that column: we catch a mouse bottom right corner and drag down. We get the necessary result.

Now to find the cost of materials is not difficult: the number of * cost.

Function VLOOKUP linked the two tables. If you change the price, and then change the value of the materials received at the warehouse (now received). To avoid this, use the «Paste Special».

1. Select the column with inserted prices.
2. Use the right mouse button – «Copy».
3. Still selected use the right mouse button – «Paste Special».
4. Put a tick next to «Values». OK.

The formulas in the cells disappear. Only values remain.



A quick comparison of the two tables with the help of VLOOKUP

The function helps to compare the values in large tables. In case of the price has changed. We need to compare the old prices with the new prices.

1. In the old price list do the column «NEW Price».



2. Select the first cell and select the function VLOOKUP. The given examples (see. Above). For example:

This means that you need to take the name of the material from the range A2: A15, look it up in the «new prices» in column A. Then take the data from the second column of the new price (Per unit price) and substitute them in cell C2 under «NEW Price».

The data presented in this way, can be compared. We can find the numeral and percentage difference.

The function VLOOKUP in Excel with multiple conditions

Until now, we have offered for the analysis of only one condition — the name of the material. In practice, it often requires several bands to compare and select the data value 2, 3 and other criteria.

Table for example:

Guessing we need to find, what is the price of the corrugated cardboard of JSC «Magnet». It is necessary to set two conditions to search the name of the material and the vendor.

The matter is complicated by the fact that one supplier receives several names.

1. Adding to the table the leftmost column (important!), combining the «Provider» and «Materials».



2. We combine the required criteria the same way:
3. Put the cursor in the right place H3 and set arguments for function:

Excel finds the right price.

Consider the formula in detail:

1. What we are looking for – request the addition of a criterion F3&G3.
2. Where to look for – range of data A2:D15.
3. What data to take – column number 4 in the range A2:D15.

The Function VLOOKUP and drop-down list

For example, some data is made in the form of a drop-down list. In our example it is «Materials». It is necessary to configure the function so that when choosing names appeared prices.

First do drop-down list:

1. Go to sheet «price list» and create a table for requests in the range E1:G2.



2. Put the cursor in cell F3, where will be this list and go to the tab «DATA». «Data Validation» menu.



3. Select the type of data – «List». Source is the range with the names of materials.



4. When press the OK the dropdown list is formed.

Now you need to make the way when choosing a particular material in the column price corresponding figure appeared. Put the cursor in the F2 cell (which will have to appear the price).

1. Open the window «Insert Function» and select VLOOKUP.
2. The first argument is «Lookup_value» – the box with drop-down list. The table is a range of materials with names and prices. And column 2. Function has acquired the following form:
3. In a cell G2, enter the formula (formula different column number 3):
4. Press ENTER and enjoy the result.

Change the material — the price changes:

Download this example VLOOKUP in Excel

This is how the drop down list in Excel with the function of the VLOOKUP. Everything happens automatically within a few seconds. Everything works quickly and accurately. It is necessary to deal with this function.

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VLOOKUP is an Excel function to get data from a table organized vertically. Lookup values must appear in the first column of the table passed into VLOOKUP.  VLOOKUP supports approximate and exact matching, and wildcards (* ?) for partial matches. 

Vertical data | Column Numbers | Only looks right | Matching Modes | Exact Match | Approximate Match | First Match | Wildcard Match | Two-way Lookup | Multiple Criteria | #N/A Errors | Videos

Introduction

VLOOKUP is probably the most famous function in Excel, for reasons both good and bad. On the good side, VLOOKUP is easy to use and does something very useful. For new users in particular, it is immensely satisfying to watch VLOOKUP scan a table, find a match, and return a correct result. Using VLOOKUP successfully is a rite of passage for many Excel users.

On the bad side, VLOOKUP is limited and has dangerous defaults. Unlike INDEX and MATCH (or XLOOKUP), VLOOKUP needs a complete table with lookup values in the first column. This makes it hard to use VLOOKUP with multiple criteria. In addition, VLOOKUP’s default matching behavior makes it easy to get incorrect results. Fear not. The key to using VLOOKUP successfully is mastering the basics. Read on for a complete overview.

Arguments

VLOOKUP takes four arguments: lookup_value, table_array, column_index_num, and range_lookup. Lookup_value is the value to look for, and table_array is the range of vertical data to look inside. The first column of table_array must contain the lookup values to search. The column_index_num argument is the column number of the value to retrieve, where the first column of table_array is column 1. Finally, range_lookup controls match behavior. If range_lookup is TRUE, VLOOKUP will perform an approximate match. If range_lookup is FALSE, VLOOKUP will perform an exact match. Important: range_lookup is optional and defaults to TRUE, so VLOOKUP will perform an approximate match by default. See below for more information on matching.

V is for vertical

The purpose of VLOOKUP is to look up information in a table like this:

With the Order number in column B as the lookup_value, VLOOKUP can get the Cust. ID, Amount, Name, and State for any order. For example, to get the name for order 1004, the formula is:

=VLOOKUP(1004,B5:F9,4,FALSE) // returns "Sue Martin"

To look up horizontal data, you can use HLOOKUP, INDEX and MATCH, or XLOOKUP.

VLOOKUP is based on column numbers

When you use VLOOKUP, imagine that every column in the table_array is numbered, starting from the left. To get a value from a given column, provide the number for column_index_num. For example, the column index to retrieve the first name below is 2:

By changing only column_index_num, you can look up columns 2, 3, and 4:

=VLOOKUP(H3,B4:E13,2,FALSE) // first name
=VLOOKUP(H3,B4:E13,3,FALSE) // last name
=VLOOKUP(H3,B4:E13,4,FALSE) // email address

Note: normally, we would use an absolute reference for H3 ($H$3) and B4:E13 ($B$4:$E$13) to prevent these from changing when the formula is copied. Above, the references are relative to make them easier to read.

VLOOKUP only looks right

VLOOKUP can only look to the right. In other words, you can only retrieve data to the right of the column that holds lookup values:

To lookup values to the left, see INDEX and MATCH, or XLOOKUP.

Match modes

VLOOKUP has two modes of matching, exact and approximate, controlled by the fourth argument, range_lookup. The word «range» in this case refers to «range of values» – when range_lookup is TRUE, VLOOKUP will match a range of values rather than an exact value. A good example of this is using VLOOKUP to calculate grades. When range_lookup is FALSE, VLOOKUP performs an exact match, as in the example above.

Important: range_lookup is optional defaults to TRUE. This means approximate match is the default behavior, which can be dangerous. Set range_lookup to FALSE to force exact matching:

=VLOOKUP(value,table,col_index) // approximate match (default)
=VLOOKUP(value,table,col_index,TRUE) // approximate match
=VLOOKUP(value,table,col_index,FALSE) // exact match

Tip: always supply a value for range_lookup as a reminder of expected behavior.

Note: You can also supply zero (0) for an exact match, and 1 for approximate match.

Exact match example

In most cases, you’ll probably want to use VLOOKUP in exact match mode. This makes sense when you have a unique key to use as a lookup value, for example, the movie title in this data:

The formula in H6 to find Year, based on an exact match of movie title, is:

=VLOOKUP(H4,B5:E9,2,FALSE) // FALSE = exact match

Approximate match example

When you want the best match, not necessarily an exact match, you’ll want to use approximate mode. For example, below we want to look up a commission rate in the table G5:H10. The lookup values come from column C. In this example, we need to use VLOOKUP in approximate match mode, because in most cases an exact match will never be found. The VLOOKUP formula in D5 is configured to perform an approximate match by setting the last argument to TRUE:

=VLOOKUP(C5,$G$5:$H$10,2,TRUE) // TRUE = approximate match

VLOOKUP will scan values in column G for the lookup value. If an exact match is found, VLOOKUP will use it. If not, VLOOKUP will «step back» and match the previous row. This means table_array must be sorted in ascending order by lookup value to use approximate match.

Caution: If range_lookup is omitted or TRUE and table_array is not sorted by the first column in ascending order, VLOOKUP may return incorrect or unexpected results.

First match only

In the case of duplicate matching values, VLOOKUP will find the first match. In the screen below, VLOOKUP is configured to find the price for the color «Green». There are three rows with the color Green, and VLOOKUP returns the price in the first row, $17. The formula in cell F5 is:

=VLOOKUP(E5,B5:C11,2,FALSE) // returns 17

Tip: To retrieve multiple matches with a lookup operation, see the FILTER function.

Wildcard match

The VLOOKUP function supports wildcards, which makes it possible to perform a partial match on a lookup value. For instance, you can use VLOOKUP to retrieve information from a table with a partial lookup_value and wildcard. To use wildcards with VLOOKUP, you must use exact match mode by providing FALSE for range_lookup. In the screen below, the formula in H7 retrieves the first name, «Michael», after typing «Aya» into cell H4. Notice the asterisk (*) wildcard is concatenated to the lookup value inside the VLOOKUP formula:

=VLOOKUP($H$4&"*",$B$5:$E$104,2,FALSE)

Read a more detailed explanation here.

Two-way lookup

Inside the VLOOKUP function, column_index_num is normally hard-coded as a static number. However, you can create a dynamic column index by using the MATCH function to locate the needed column. This technique allows you to create a dynamic two-way lookup, matching on both rows and columns. In the screen below, VLOOKUP is configured to perform a lookup based on Name and Month like this:

=VLOOKUP(H4,B5:E13,MATCH(H5,B4:E4,0),0)

For more details, see this example.

Note: In general, INDEX and MATCH is a more flexible way to perform two-way lookups.

Multiple criteria

The VLOOKUP function does not handle multiple criteria natively. However, you can use a helper column to join multiple fields together, and use these fields like multiple criteria inside VLOOKUP.  In the example below, Column B is a helper column that concatenates first and last names together with this formula:

=C5&D5 // helper column

VLOOKUP is configured to do the same thing to create a lookup value. The formula in H6 is:

=VLOOKUP(H4&H5,B5:E13,4,0)

For details, see this example. For a more advanced, flexible approach, see this example.

Note: INDEX and MATCH and XLOOKUP are better for lookups based on multiple criteria.

VLOOKUP and #N/A errors

If you use VLOOKUP you will inevitably run into the #N/A error. The #N/A error means «not found». For example, in the screen below, the lookup value «Toy Story 2» does not exist in the lookup table, and all three VLOOKUP formulas return #N/A:

The #N/A error is useful because tells you something is wrong. The reason for #N/A might be:

• The lookup value does not exist in the table
• The lookup value is misspelled, or contains extra space
• Match mode is exact, but should be approximate
• The table range is not entered correctly
• You are copying VLOOKUP, and the table reference is not locked

To «trap» the NA error and return a different value, you can use the IFNA function like this:

The formula in H6 is:

=IFNA(VLOOKUP(H4,B5:E9,2,FALSE),"Not found")

The message can be customized as desired. To return nothing (i.e. to display a blank result) when VLOOKUP returns #N/A you can use an empty string («») like this:

=IFNA(VLOOKUP(H4,B5:E9,2,FALSE),"") // no message

You can also use the IFERROR function to trap VLOOKUP #N/A errors. However, be careful with IFERROR, because it will catch any error, not just the #N/A error. Read more: VLOOKUP without #N/A errors 

More about VLOOKUP

• VLOOKUP with multiple criteria (basic)
• VLOOKUP with multiple criteria (advanced)
• How to use VLOOKUP to merge tables
• 23 tips for using VLOOKUP
• More VLOOKUP examples and videos

Other notes

• VLOOKUP performs an approximate match by default.
• VLOOKUP is not case-sensitive.
• Range_lookup controls the match mode. FALSE = exact, TRUE = approximate (default).
• If range_lookup is omitted or TRUE or 1: 
  • VLOOKUP will match the nearest value less than the lookup_value.
  • VLOOKUP will still use an exact match if one exists.
  • The column 1 of table_array must be sorted in ascending order.
• If range_lookup is FALSE or zero:
  • VLOOKUP performs an exact match.
  • Column 1 of table_array does not need to be sorted.