Look up a word in a cell

sample files

1. ADDRESS Function

The ADDRESS Function returns a valid cell reference as per the column and row address. In simple words, you can create an address of a cell by using its row number and column number.

Syntax

ADDRESS(row_num,column_num,abs_num,A1,sheet_text)

Arguments

• row_num: A number to specify row number.
• column_num: A number to specify column number.
• [abs_num]: Reference type.
• [A1]: Reference style.
• [sheet_text]: A text value as a sheet name.

Notes

• By default, the ADDRESS function returns absolute reference in the result.

Example

In the below example, we have used different arguments to get all types of results.

With R1C1 reference style:

• Relative reference.
• Relative row and absolute column reference.
• Absolute row and relative column reference.
• Absolute reference.

With A1 reference style:

• Relative reference.
• Relative row and absolute column reference.
• Absolute row and relative column reference.
• Absolute reference.

2. AREAS Function

The AREAS Function returns a number that represents the number of ranges in the reference you have specified. In simple words, it actually counts the different worksheet areas you have referred to the function.

syntax

AREAS(reference)

Arguments

• reference: A Reference to a cell or a range of cells.

Notes

• Reference can be a cell, a range of cells or a named range.
• If you want to refer to more than one cell reference, you have to enclose all those references in more than one set of parentheses and use commas to separate each reference from others.

Example

In the below example, we have used areas function to get the number reference in a named range.

As you can see there are three columns in the range and it has returned 3 in the result.

3. CHOOSE Function

The CHOOSE function returns a value from the list of values based on the position number specified. In simple words, it looks for a value from a list based on its position and returns it in the result.

Syntax

CHOOSE(index_num,value1,value2,…)

Arguments

• index_num: A number for specifying the position of the value in the list.
• value1: A range of cells or an input value from which you can choose.
• [value2]: A range of cells or an input value from which you can choose.

Notes

• You can refer to a cell or you can also insert values directly in the function.

Example

In the below example, we have used CHOOSE function with a drop-down list to calculate four(sum, average, max, and mix) different things. So, we have used the below formula to calculate all four things:

=CHOOSE(VLOOKUP(K2,Q1:R4,2,FALSE),SUM(O2:O9),AVERAGE(O2:O9),MAX(O2:O9),MIN(O2:O9))

We have this small table with the name of all four calculations which we want and a serial number to each in the corresponding cell.

After that, we have a drop-down list for all four calculations. Now, to get index number in the choose function from that small table we have a lookup formula which will returns serial number as per the value selected from the drop-down list.

And instead of values, we have used four formulas for 4 different calculations.

4. COLUMN Function

The COLUMN function returns the column number for the given cell reference. As you know, every cell reference is made up of a column number and a row number. So it takes the column number and returns it in the result.

Syntax

COLUMN([reference])

Arguments

• reference: A cell reference for which you want to get the column number.

Notes

• You cannot refer to multiple references.
• If you refer to an array, the column function will also return the column numbers in an array.
• If you refer to a range of more than one cell, it will return the column number of the leftmost cell. For example, if you refer to the range A1:C10, it will return the column number of the cell A1.
• If you skip specifying a reference, it will return the column number of the current cell.

Example

In the below example, we have used COLUMN to get the column number of the cell A1.

As I have already mentioned, if you skip specifying cell reference it will return the column number of the current cell. In the below example, we have used COLUMN to create a header with serial numbers.

5. COLUMNS Function

The COLUMNS function returns the number of columns referred to in the given reference. In simple words, it counts how many columns are there in the supplied range and returns that count.

Syntax

COLUMNS(array)

Arguments

• array: An array or range of cells from which you want to get the number of columns.

Notes

• You can also use a named range.
• COLUMNS function is not concerned with the values in the cells, it will simply return the number of columns in a reference.

Example

In the below example, we have used COLUMN to get the number of columns from range A1:F1.

6. FORMULATEXT Function

The FORMULATEXT function returns the formula from the referred cell. And if there’s no formula in the referred cell, a value, or a blank, it will return a #N/A.

Syntax

FORMULATEXT(reference)

Arguments

• reference: The cell reference from which you want formula as a text.

Notes

• If you refer to another workbook that workbook should be open, otherwise it will not show the formula.
• If you refer to a range more than a single cell, it will return formula from the upper-left cell of the given range.
• It will return an “#N/A” error value if the cell you are using as a reference does not contain any formula, has a formula with more than 8192 characters, a cell is protected, or an external workbook is not opened.
• If you refer two cells in circular reference it will return results from both.

Example

In the below example, we have used formula text with different types of references. When you refer to a cell that doesn’t have any formula, it will return “#N/A” error value.

7. HLOOKUP Function

The HLOOKUP function lookups for a value in the top row of a table and returns the value from the same column of the matched value using the index number. In simple words, it performs a horizontal lookup.

Syntax

HLOOKUP(lookup_value, table_array, row_index_num, [range_lookup])

Arguments

• lookup_value: The value you want to lookup.
• table_array: The data table or an array from which you want to the lookup value.
• row_index_num: A numeric value representing a number of rows below from the top row from which you want the value. For example, if you specify 2 and your lookup value is in A10 in the data table, it will return value from cell B10.
• [range_lookup]: A logical value to specify the type of lookup. If you want to perform an exact match search use FALSE and if you want to perform a non-exact match use TRUE (Default).

Notes

• You can use wildcard characters.
• You can perform an exact match and an approximate match.
• While performing an approximate match make sure to sort data in ascending order from left to right, and if data is not in ascending order then it would return an inaccurate result.
• If range_lookup is true or omitted, it will perform a non-exact match but return an exact match if the lookup value exists in the lookup range.
• If range_lookup is true or omitted, and the lookup value is not in the lookup range, it will return the nearest value which is less than the lookup value.
• If range_lookup is false, then there is no need to sort data range.

Example

In the below example, we have used the HLOOKUP function with MATCH to create a dynamic formula and then we have used a drop-down list to change the lookup value from the cell.

The zone name from cell C7 is used as a lookup value. Range B1: F5 as table array and for row_index_num we have used match function to get the row number.

Whenever you change the value in cell C9, it will return the row number from the table array. You don’t have to change your formula again and again. Just change values with the drop-down list and you will get value for that.

8. HYPERLINK Function

The HYPERLINK function returns a string with a hyperlink attached to it. In simple words, like the HYPERLINK option you have in Excel, the HYPERLINK function helps you to create a hyperlink.

Syntax

HYPERLINK(link_location,[friendly_name])

Arguments

• Link_Location: The location for which you want to add a HYPERLINK. It can be further split into two terms.
  1. link: It can be an address of a cell or range of cells in the same worksheet or in any other worksheet or in any other workbook. We can also link a bookmark from a word document.
  2. location: It can be a link to a hard drive, a server using the UNC path, or any URL from the internet or intranet. (In Excel online you can only use web address for HYPERLINK function). You can insert a link to the function by inserting it as a text with quotation marks or by referring to a cell containing the link as a text. Make sure to use “HTTPS://” before a web address.
• [friendly_name]: It is an optional part of this function. It acts as the face of the connecting link.
  1. You can use any type of text, number, or both.
  2. You also refer to a cell which contains the friendly_name.
  3. If you skip it, the function will use the link address to display.
  4. If friendly_name returns an error, the function will display error.

Notes

• Link a file saved on a Web Address: You can use a file that is saved on a web address. This helps us to share the file in an effective way.
• Link a file saved on a Hard Drive: You can also use this function while working offline. You can link a file that is stored on your hard drive and access them through your single excel sheet, no need to go to every single folder to open them.
• Link a Word Document File: This is also an awesome feature of HYPERLINK function. You can link a Word document file or a specific place in word document file using a bookmark.
• Link a file without using Friendly Name: If you want to show the actual link to the file or place to the user. In this situation, you just need to skip the friendly name declaration in the HYPERLINK Function.

9. INDEX Function

The INDEX function returns a value from a list of values based on its index number. In simple words, INDEX returns a value from a list of values and you need to specify that value’s position.

Syntax

INDEX has two different syntaxes.

In the first, you can use an array form of an index to simply get a value from a list using its position.

INDEX(array, row_num, [column_num]) 

In the second, you can use a referral form that is less used in real life but you can use it if you have more than one range to get value from.

INDEX(reference, row_num, [column_num], [area_num])

Arguments

• array: A range of cells or an array constant.
• reference: A range of cells or multiple ranges.
• row_number: The number of the row from which you want to get the value.
• [col_number]: The number of the column from which you want to get the value.
• [area_number]: If you are referring to more than one range of cells (using reference syntax), specify a number to refer to a range from all those.

Notes

• When both the row_num and column_num arguments are specified, it will return the value in the cell at the intersection of both.
• If you specify row_num or column_num as 0 (zero), it will return the array of values for the entire column or row, respectively.
• When row_num and column_num are out the range, it will return an error #REF!.
• If area_number is greater than the number ranges you have specified then it will return #REF!.

Example

1. Using ARRAY – Getting Value from a List

In the below example, we have used the INDEX function to get the quantity of June month. In the list, Jun is in 6th position (6th row) that’s why I have specified 6 in row_number. INDEX has returned the value 1904 in the result.

And if you referring to a range with more than one column you have to specify the column number.

2. Using REFERENCE – Getting Value from Multiple Lists

In the below example, instead of selecting all the range in one go, I have selected it as three different ranges. In the last argument, we have specified 2 in area_number which will define the range to use from these three different ranges.

Now in the second range, we are referring to the 5th row and 1st column. INDEX has returned the value 172 which in the 5th row in the 2nd range.

10. INDIRECT Function

The INDIRECT function returns a valid reference from a text string which represents a cell reference. In simple words, you can refer to a cell range by using the cell address as a text value.

Syntax

INDIRECT(ref_text, [a1])

Arguments

• ref_text: A text which represents the address of a cell, an address of a range of cells, a named range, or a table name. For example, A1, B10:B20, or MyRange.
• [a1]: A number or a boolean value to represent the type of cell reference you are specifying in ref_text. For example, if you want to use A1 reference style use TRUE or 1 and if you want to use R1C1 reference style use FALSE or 0 for R1C reference style. And if you omit to specify the cell reference type, it will use A1 style as default.

Notes

• When you referred to another workbook, that workbook should be opened.
• If you insert a row or a column in the range which you have referred, INDIRECT will not update that reference.
• If you want to insert text directly into the function you have to put it in double quotation marks or you can also refer to a cell that has the text you want to use as a reference.

Example

1. Reference to Another Worksheet

You can also refer to another worksheet using the INDIRECT and you have to insert the worksheet name in it. In the below example, we have used the indirect function to refer to another worksheet and have the sheet name in cell A2 and cell reference in cell B2.

In cell C2, we have used the following formula to combine the text.

=INDIRECT(“‘”&A2&”‘!”&B2)

This combination creates a text which is used by the INDIRECT function to refer to the cell A1 in sheet1 and the best part is when you change the worksheet name or cell address the reference will automatically change.

Cell A1 in “Sheet1” has the value “Yes” and that’s why indirect returns the value “Yes”.

2. Reference to Another Workbook

You can also refer to another workbook, in the same way, we did for another worksheet. All you have to do, just add a workbook name in your text which you are using as a reference.

In the above example, we have used the following formula to get the value from the cell A1 of the workbook “Book1”.

=INDIRECT(“[“&A2&”]”&B2&”!”&C2)

As we have the workbook name in cell “A2”, worksheet name in cell “B2” and cell name in cell “C2”. We have combined them to use as an input text in indirect function.

Note: While combining cell reference as a text make sure to follow the right reference structure.

3. Using with Named Ranges

Yes, you can also refer to a named range using the indirect function. It’s just simple. Once you create a named range you have to enter that named range as a text in INDIRECT.

In the above example, we have a drop-down in cell E1 which has a list of named ranges, and in cell E2 we have used that name. As range B2:B5 is named as “Quantity” and range C2:C5 is named as “Amount”.

When you select quantity from drop-down indirect function instantly refers to the named range. And when you select the amount from the drop-down, you will have the sum of cell range C2:C5.

11. LOOKUP Function

The LOOKUP function returns a value (which you are looking up) from a row, column, or from an array. In simple words, you can look up for a value, and LOOKUP will return that value if it’s there in that row, column, or array.

Syntax

LOOKUP(value, lookup_range, [result_range])

There are two types of LOOKUP functions.

• Vector Form
• Array Form

Arguments

• value: The value that you want to search from a column or a row.
• lookup_range: The column or row from which you want to lookup for the value.
• [result_range]: The column or row from which you want to return a value. This is an optional argument.

Notes

• Instead of using array form it’s better to use VLOOKUP or HLOOKUP.

12. MATCH Function

The MATCH function returns the index number of the value from an array. In simple words, the MATCH function looks up for a value in the list and returns the position number of that value in the list.

Syntax

MATCH (lookup_value, lookup_array, [match_type])

Arguments

• lookup_value: The value whose position you want to get from a list of values.
• lookup_array: The range of cell or an array contains values.
• [match_type]: The number (-1, 0 & 1) to specify how excel look for the value from the list of values.
  1. If you use 1, it will return the largest value which is equal or less than the lookup value. The values in the list must be sorted in ascending order.
  2. If you use -1, it will return the smallest value which is equal or greater than the lookup value. The values in the list must be sorted in ascending order.
  3. If you use 0, it will return the exact match from the list.

Notes

• You can use wildcard characters.
• If there is no matching value in the list if will return #N/A.
• The match function is non-case sensitive.

Example

In the below example, we have used 1 as match type and we are looking for value 5.

As I have already mentioned if you use 1 in match type it returns the largest value which is equal or smaller than the lookup value. In the entire list, there are 3 values that are smaller than 5 and 4 is the highest in them.

That’s why in the result it has returned 3 which is the position of value 4.

13. OFFSET Function

The OFFSET function returns a reference to a range which is a specific number of rows and columns away from a cell or range of cells. In simple words, you can refer to a cell or a range of cells by using rows and columns from a starting cell.

Syntax

OFFSET(reference, rows, cols, [height], [width])

Arguments

• reference: The reference from which you want to offset to start. It can be a cell or range of adjacent cells.
• rows: The number of rows that tell OFFSET to move up or down from the reference. To go downward you need a positive number and for going upwards you need a negative number.
• cols: The number of columns tells OFFSET to move to the left or right from the reference. To go right you need a positive number and for going left you need a negative number.
• [height]: A number to specify the rows to include in the reference.
• [width]: A number to specify the columns to include in the reference.

Notes

• OFFSET is a “volatile” function, it recalculates whenever there is any change to a worksheet.
• It displays the #REF! error value if the offset is outside the edge of the worksheet.
• If height or width is omitted, the height and width of reference are used.

Example

In the below example, we have used SUM with OFFSET to create a dynamic range which sums the values from all the months for a particular product.

14. ROW Function

The ROW function returns the row number of the referred cell. In simple words, with the ROW function, you can get the row number of a cell and if you don’t refer to any cell then it returns the row number for the cell where you insert it.

Syntax

ROW([reference])

Arguments

• reference: A cell reference or a range of cells for which you want to check the row number.

Notes

• It will include all types of sheets (Chart Sheet, Worksheet or Macro Sheet).
• You can refer to sheets even if they are visible, hidden or very hidden.
• If you skip specifying any value in the function it will give you the sheet number of the sheet in which you have applied the function.
• If you specify an invalid sheet name, it will return a #N/A.
• If you specify an invalid sheet reference, it will return a #REF!.

Example

In the below example, we have used the row function check the row number of the same cell where we have used the function.

In the below example, we have referred to another cell to get the row number of that cell.

You can use the row function to create a serial number list in your worksheet. All you have to do is just enter row functions in a cell and drag it up to the cell you want to add serial numbers.

15. ROWS Function

The ROWS function returns a count of the rows from the referred range. In simple words, with the ROWS function you can count how many rows are in the range you have referred to.

Syntax

ROWS(array)

Arguments

• array: A cell reference or an array to check the number of rows.

Notes

• You can also use a named range.
• It is not concerned with the values in the cells, it will simply return the number of rows in a reference.

Example

In the below example, we have referred to a vertical range of 10 cells and it has returned 10 in the result as the range includes 10 rows.

16. TRANSPOSE Function

The TRANSPOSE function changes the orientation of a range. In simple words, by using this function you can change the data from a row into a column and from a column into a row.

Syntax

TRANSPOSE (array)

Arguments

• array: An array or a range you want to transpose.

Notes

• You have to apply TRANSPOSE as an array function, using the same number of cells as you have in your source range by pressing Ctrl + Shift + Enter.
• If you select cells less than source range, it will transpose data only for those cells.

Example

Here we need to transpose data from range B2:D4 to range G2 to I4:

For this, first, we need to go to the cell G2 and select cell range up to I4.

Next is to enter (=TRANSPOSE(B2:D4)) in cell G2 and press Ctrl+Shift+Enter.

TRANSPOSE will convert the data from the rows into columns, and the formula which we have applied is an array formula, you cannot change a single cell from it.

17. VLOOKUP Function

The VLOOKUP function lookups for a value in the first column of a table and returns the value from the same row of the matched value using the index number. In simple words, it performs a vertical lookup.

Syntax

VLOOKUP(lookup_value,table_array,col_index_num,range_lookup)

Arguments

• lookup_value: A value that you want to search in a column. You can refer to a cell that has the lookup value or you can directly enter that value into the function.
• table_array: A range of cells, a named range from which you want to look up the value.
• col_index_num: A number represents the column number from which you want to retrieve the value.
• range_lookup: Use false or 0 to make an exact match and true or 1 for an appropriate match. The default is True.

Notes

• If VLOOKUP cannot find the value you are looking for, it will return an #N/A.
• VLOOKUP is only able to give you the value which is on the right side of the lookup value. If you want to look upon the right side, you can use INDEX and MATCH for that.
• If you are using an exact match then it will only match the value which is first in the column.
• You can also use wildcard characters with VLOOKUP.
• You can use TRUE or 1 if you want an appropriate match and FALSE or 0 for an exact match.
• If you are using an appropriate match (True): It will return the next smallest value from the list if there is no exact match.
• If the value which you are looking for is smaller than the smallest value in the list, VLOOKUP will return #N/A.
• If there is an exact value exists which you are looking for, it will give you that exact value.
• Make sure you have sorted the list in ascending order.

Example

1. Using VLOOKUP for Categories

In the below example, we have a list of students with marks they have scored, and in the remarks column, we want to a grade according to their marks.

In the above marks list, we want to add remarks as per the below category range.

In this, we have two options to use.

FIRST is to create a nesting formula with IF which is a little bit time-consuming, and the SECOND option is to create a formula with VLOOKUP with an appropriate match. And, the formula will be:

=VLOOKUP(B2,$E$2:$G$5,3,TRUE)

How it works

I am using the “MIN MARKS” column to match the lookup value and I am getting value in return from the “Remarks” column.

I have already mentioned that when you use TRUE and there is no exact match lookup value then it will return the next smallest value from the lookup value. For example, when we are looking for a value 77 from the category table, 65 is the next smallest value after 77.

That is why we got “Good” in remarks.

2. Handling Errors in VLOOKUP Function

One of the most common problems which come when you are using VLOOKUP is that you’ll get #N/A whenever there is no match is found by it. But the solution to this problem is simple and easy. Let me show with an easy example.

In the below example, we have a list of names and their age and in cell E6, we are using the VLOOKUP function to look up a name from the list. Whenever I type a name that is not on the list I am getting #N/A.

But what I want here is to show a meaningful message instead of the error. The formula will be: =IFNA(VLOOKUP(D6,Sheet3!$A$1:$B$14,2,0),”Not Found”)

How it works: IFNA can test a value for #N/A and if there is an error you can specify a value instead of the error.

The SEARCH function can take a range as input. So one solution would be this, with a helper column.
Assuming you have 50 words in Sheet2, and that words in the comments are separated by space, and that you are OK to only return the first found word:

C1:

=SEARCH(Sheet2!$A$1:$A$50,A1)

B1:

=MID(A1,C1,FIND(" ",A1,C1)-C1)

The formula in C gives you the location of the first found word within the comment. You then use it to extract that word from your comment by finding the first space after the word’s location.
There should exist a more elegant solution though!

Edit:
When applied to comment «123 excellent», my formula will give «excellent» although your word list only contains «excel». See @barry’s answer for a better solution that ingeniously uses a property of the LOOKUP function (If LOOKUP cannot find the lookup_value, it matches the largest value in lookup_vector that is less than or equal to lookup_value).

In Excel you may need to lookup just part of the text in a cell. For example, if you have a cell that contains a transaction description and within that description there is a product name.

You want to lookup the price of that product from a table. Let’s look at three possibilities:

1. 1. When the product name is just randomly placed within the lookup text: “Sold WHEEL to John’s Motors Ltd”
   2. As 1. above but there are always defined characters before and after the product name: “Sold –WHEEL– to John’s Motors Ltd”
   3. The product name is always in the same part of the string: “AA2 WHL Sold – JM1″

Obviously the third possibility in the list is the easiest to solve in Excel so lets begin there.

Lookup Part of Text in Cell: Consistent Start and End Points

The VLOOKUP (or HLOOKUP) function has the following arguments: LOOKUP VALUE, TABLE, COLUMNS INDEX NUMBER, EXACT/NON-EXACT MATCH. As the LOOKUP VALUE is only part of the cell, we need to consider how we can extract the text we want from the cell.

Check FIG(a1) for the LOOKUP VALUE sources and TABLE ARRAY.

Find the LOOKUP VALUE Part of the Cell

Since in this case the start point in each source cell is consistently character 5 and the length of the LOOKUP VALUE will always be 3 characters (such as “WHL” in cell D8), we can use the MID function to extract the LOOKUP VALUE. The MID function just needs the TEXT, START CHARACTER NUMBER and NUMBER OF CHARACTERS.

In our example lets start by inputting the MID function in cell F8. You can see the result in FIG(a2).

The result of this we now just need to use in our VLOOKUP formula. The LOOKUP TABLE being in range $H$8:$I$10, COLUMN INDEX NUMBER is 2 (the second column in the table) and in this case we only want to return exact matches so the final argument will be ‘FALSE’.

Finalize the Formula to Lookup Part of the Cell

Putting that formula together in our cell F8 is:

=VLOOKUP(MID($D8, 5, 3), $H$8:$I$10, 2, FALSE)

Copying down that formula next to our transactions completes the lookup of prices FIG(a3).

Moving on to our next scenario.

Lookup Part of Text: Using a Consistent Character as Separator

In this case we will use the separator ‘-‘ to define the start and end of the LOOKUP VALUES in the source cells. This method works as long as the separator character is only used to identify the Product Name. If appears elsewhere in the text then you can proceed to scenario 3 which can handle the LOOKUP VALUE anywhere in the cell.

Use the Dashes to Separate the LOOKUP VALUE

You can see in FIG(b1) that if we find the dashes ‘-‘ we will be able to extract the needed text using the MID function. To do this we will need to know the starting character for “Wheel” and the number of characters in “Wheel”. We will use the FIND function to identify the placement of our separators and do these calculations.

FIND first separator

In FIG(b2) you can see the make up of the FIND function to locate the start of “Wheel”. The FIND function has the following arguments: FIND TEXT, WITHIN TEXT and an optional CHARACTER START NUMBER. This third optional argument is useful when you are looking for the second or subsequent separator. We will use it later but for now we can ignore it.

So putting our FIND function in cell F17. [FIG(b2)] you can see it has returned the placement of the of the first dash.

=FIND(“-“,   $D17)

FIND second separator

Now, lets find the second separator so we can find the end of our LOOKUP VALUE. We are going to do this by doing another FIND formula. This time though we will need to use the START NUMBER to make sure we skip past the separator we’ve already discovered.

In FIG(b3) you can see the first two arguments of the second FIND are exactly the same. But to skip over the first separator we need to get the number for this from cell F17 (+1 to jump past it).

=FIND(“-“,   $D17,  F17+1)

Use MID Function to Get the LOOKUP VALUE

Now we have those results we can put together a MID function (as used in the first scenario).

FIG(b4). The first argument of the MID function is just our transaction description. Second is the start point which is our first FIND function. Next we need the number of characters to extract. We can calculate this as our second FIND result less the first. You can see we have extracted the LOOKUP VALUE.

=MID($D17,   F17+1,   G17-1-F17)

Before going on to the last step lets combine our functions. You can do this by editing the cell with the first FIND and copying everything after the “=”. Leave this cell then edit our MID function in cell …. highlight the reference to cell …. and paste. Repeat this for the second FIND function. Great, that’s our MID function complete.

You should end up with this:

=MID($D17,  FIND(“-“,   $D17)+1,  FIND(“-“, $D17,FIND(“-“,$D17)+1)   -1    -FIND(“-“,   $D17))

VLOOKUP part of text

Finally we can do our VLOOKUP using this MID function as the LOOKUP VALUE. In FIG(b6) you can see we’ve referenced this cell, input our table, selected the second column and indicated we want exact match (FALSE).

=VLOOKUP(F17,   $J$17:$K$19,   2,   FALSE)

We will just replace the reference to cell F17 with the formula in that cell. Copy that down and we’re done FIG(b7).

=VLOOKUP(MID($D17,  FIND(“-“,   $D17)+1,  FIND(“-“, $D17,FIND(“-“,$D17)+1)   -1    -FIND(“-“,   $D17)),   $J$17:$K$19,   2,   FALSE)

There are a few steps there but hopefully the logic makes sense. Now lets move on to the final scenario where you can lookup pretty much any of the possible Product Names wherever they appear in our source text.

Lookup Part of Text: Randomly Placed Text in Cell

In order to lookup part of text in a cell that is randomly placed; we are going to need something other than the VLOOKUP function. Instead we are going to create a fairly complicated ARRAY FORMULA that uses INDEX, MATCH, ISERROR and FIND. If any of these functions are unfamiliar, don’t worry. Just follow it through. Once you’ve built the array formula hopefully you can understand the logic in those functions.

The Logic In This Solution

Lets consider the logic of this approach to look up part of the cell. We are going to use what I’ll call a reverse lookup. I.e. we’re going to try each of the items in column H (the first column of our lookup table) to see if the text in those cells is anywhere in our source cell (the descriptions in column D). Once we’ve found one that matches, we’ll look down the corresponding data in column I and get the result.

Ok, lets begin by seeing if we can find an item in column H that is in our lookup source cells.

ARRAY Formulas

An ARRAY formula allows us to use an array of values (compared with a standard equivalent formula where we’d just be able to use a single value).

You may be aware that the FIND function returns an error if it can’t locate the searched text. E.g. =FIND(“C”,  “ABD”) returns an error.

So as part of an ARRAY formula, =FIND({“A”,”B”,”C”,”D”},     “SAMPLE TEXT”) would return {2,ERROR,ERROR,ERROR}.

Applying that to our data would result be: =FIND({“Chrome Wheel”,”Bearings”,”Wheel”,”Tyre”},     “Sold Wheel to John’s Motors Ltd”) and return {ERROR,ERROR,6,ERROR}

Hopefully you can see this may be useful. If we can identify where the first non-error occurs we can find the position in the table for our result.

MATCH Function In ARRAY FORMULA

To find the non-error we can use MATCH function to look through the results of the FIND array.

Before we do that lets use the ISERROR function to convert {ERROR,ERROR,6,ERROR} to {TRUE,TRUE,FALSE,TRUE}.

Now instead of numbers we have FALSE to look for.

The FALSE results are the nuggets we’re looking for.

To find the placement of the FALSE we can use the MATCH function. So “=MATCH(FALSE,  {TRUE,TRUE,FALSE,TRUE},   0)” in an ARRAY formula is going to return 3.

Lets try inputting the ARRAY FORMULA so far to make sure it is working as expected. See FIG(c1) for the formula.

{=MATCH(FALSE, ISERROR(SEARCH($H$31:$H$34, $D31)), 0)}

To enter an ARRAY formula, press SHIFT+CTRL+ENTER (rather than just ENTER). This tells Excel you want an array formula. You don’t type the leading and ending {}. Hitting SHIFT+CTRL+ENTER will put these in. Make sure you check these are shown once you’ve done the SHIFT+CTRL+ENTER.

You can see this is returning 3 which is the correct row in our table for “Wheel”.

Complete the Lookup with INDEX Function

We’re almost done with the tutorial. All we need to do now is use this result in an INDEX function.

If you’re not familiar with the INDEX function the arguments are: ARRAY, ROW NUMBER, and optional COLUMN number. We can complete this with one column so the final argument won’t be needed for this example.

So our INDEX function looks at the lookup table and identify the cell you want from the table by identifying which row to select from it.

Putting this altogether you can see the result in FIG(c2). So we’re looking down our table in column I by the number of rows identified by the MATCH function.

{=INDEX($I$31:$I$34, MATCH(FALSE, ISERROR(SEARCH($H$31:$H$34, $D31)), 0))}

We can copy this down and we have results for all our lookups.

What To Watch Out For

1. The FIND function is case sensitive. To remove this sensitivity, you can either keep the data in column H in upper case and amend the formula to: INDEX($I$31:$I$34, MATCH(FALSE, ISERROR(FIND($H$31:$H$34, UPPER($D31))), 0)). Fig(c3). Or you can replace FIND with SEARCH. The SEARCH function is not case sensitive.
2. You need to think about the order of your data in the lookup table. As Excel is going to run down the data in column H it will find the first match. A cell with the words “….CHROME WHEEL…” could match to both “WHEEL” and “CHROME WHEEL”. So in this case you’d want to ensure “CHROME WHEEL” was above “WHEEL” in your table. You

   

   Fig(c3)

   may resolve this problem by sorting your list by length of “Product Name”.

Hopefully you find this functionality useful. If you have any questions or comments please post them below.

You can also learn how to create a hyperlink to VLOOKUP or SUMIF results.

And if you’re looking to include wildcards in the ‘lookup what’ then check out these wildcard examples.

Watch Video – Excel XLOOKUP Function (10 XLOOKUP Examples)

Excel XLOOKUP function has finally arrived.

If you have been using VLOOKUP or INDEX/MATCH, I am sure you’ll love the flexibility that the XLOOKUP function provides.

In this tutorial, I will cover everything there is to know about the XLOOKUP function and some examples that will help you know how to best use it.

So let’s get started!

What is XLOOKUP?

XLOOKUP is a new function is Office 365 and is a new and improved version of the VLOOKUP/HLOOKUP function.

It does everything VLOOKUP used to do, and much more.

XLOOKUP is a function that allows you to quickly look for a value in a dataset (vertical or horizontal) and return the corresponding value in some other row/column.

For example, if you’ve got the scores for students in an exam, you can use XLOOKUP to quickly check how much a student has scored using the name of the student.

The power of this function will become even more clear as I deep dive into some XLOOKUP examples later in this tutorial.

But before I get into the examples, there is a big question – how do I get access to XLOOKUP?

How to Get Access to XLOOKUP?

As of now, XLOOKUP is only available for the users of Office 365.

So, if you’re using prior versions of Excel (2010/2013/2016/2019), you won’t be able to use this function.

I am also not sure if this would ever be released for prior versions or not (maybe Microsoft can create an add-in the way they did for Power Query). But as of now, you only get to use it if you’re on Office 365.

Click here to upgrade to Office 365

In case you’re already on Office 365 (Home, Personal, or University edition) and don’t have access to it, you can go to the File tab and then click on Account.

There would be an Office Insider program and you can click and join the Office Insider Program. This will give you access to the XLOOKUP function.

I expect XLOOKUP to be available on all Office 365 versions soon.

Note: XLOOKUP is also available for Office 365 for Mac and Excel for the Web (Excel online)

XLOOKUP Function Syntax

Below is the syntax of the XLOOKUP function:

=XLOOKUP(lookup_value, lookup_array, return_array, [if_not_found], [match_mode], [search_mode])

If you’ve used VLOOKUP, you’ll notice that the syntax is quite similar, with some awesome additional features of course.

Don’t worry if the syntax and argument look a bit too much. I cover these with some easy XLOOKUP examples later in this tutorial that will make it crystal clear.

XLOOKUP function can tale 6 arguments (3 mandatory and 3 optional):

1. lookup_value – the value that you’re looking for
2. lookup_array – the array in which you’re looking for the lookup value
3. return_array – the array from which you want to fetch and return the value (corresponding to the position where the lookup value is found)
4. [if_not_found] – the value to return in case the lookup value is not found. In case you don’t specify this argument, a #N/A error would be returned
5. [match_mode] – Here you can specify the type of match you want:
   • 0 – Exact match, where the lookup_value should exactly match the value in the lookup_array. This is the default option.
   • -1 – Looks for the exact match, but if it’s found, returns the next smaller item/value
   • 1 – Looks for the exact match, but if it’s found, returns the next larger item/value
   • 2 – To do partial matching using wildcards (* or ~)
6. [search_mode] – Here you specify how the XLOOKUP function should search the lookup_array
   • 1 – This is the default option where the function starts looking for the lookup_value from the top (first item) to the bottom (last item) in the lookup_array
   • -1 – Does the search from bottom to top. Useful when you want to find the last matching value in the lookup_array
   • 2 – Performs a binary search where the data needs to be sorted in ascending order. If not sorted, this can give error or wrong results
   • -2 – Performs a binary search where the data needs to be sorted in descending order. If not sorted, this can give error or wrong results

XLOOKUP Function Examples

Now let’s get to the interesting part – some practical XLOOKUP examples.

These examples will help you better understand how XLOOKUP works, how it’s different from VLOOKUP and INDEX/MATCH and some enhancements and limitations of this function.

Click here to download the example file and follow along

Example 1: Fetch a Lookup Value

Suppose you have the following dataset and you want to fetch the math score for Greg (the lookup value).

Below is the formula that does this:

=XLOOKUP(F2,A2:A15,B2:B15)

In the above formula, I have just used the mandatory arguments where it looks for the name (from top to bottom), finds an exact match, and returns the corresponding value from B2:B15.

One obvious difference the XLOOKUP and VLOOKUP function has is the way they handle lookup array. In VLOOKUP, you have the entire array where the lookup value is in the left-most column and then you specify the column number from where you want to fetch the result. XLOOKUP, on the other hand, allows you to choose lookup_array and return_array separately

One instant benefit of having the lookup_array and return_array as separate arguments means that now you can look to the left. VLOOKUP had this limitation where you can only look up and find a value that is to the right. But with XLOOKUP, that limitation is gone.

Here is an example. I have the same dataset, where the name is on the right and the return_range is on the left.

Below is the formula that I can use to get the score for Greg in Math (which means looking to the left of the lookup_value)

=XLOOKUP(F2,D2:D15,A2:A15)

XLOOKUP solves another major issue –  In case you insert a new column, or move columns around, the resulting data would still be correct. VLOOKUP would likely break or give an incorrect result in such cases as most times the column index value is hard-coded.

Example 2: Lookup and Fetch an Entire Record

Let’s take the same data as an example.

In this case, I don’t want to just fetch Greg’s score in Math. I want to get the scores in all the subjects.

In this case, I can use the below formula:

=XLOOKUP(F2,A2:A15,B2:D15)

The above formula uses a return_array range that is more than a column (B2:D15). So when the lookup value is found in A2:A15, the formula returns the entire row from the return_array.

Also, you can not delete just cells that are part of the array that were automatically populated. In this example, you can not delete H2 or I2. If you try, nothing would happen. If you select these cells, the formula in the formula bar would be grayed out (indicating that it can not be changed)

You can delete the formula in cell G2 (where we originally entered it), it will delete the entire result.

This is a useful enhancement as earlier with VLOOKUP, you will have to specify the column number separately for each formula.

Example 3: Two Way Lookup Using XLOOKUP (Horizontal & Vertical Lookup)

Below is a dataset where I want to know the score of Greg in Math (the subject in cell G2).

This can be done using a two-way lookup where I look for the name in column A and the subject name in row 1. The benefit of this two-way lookup is that the result is independent of the student name of the subject name. If I change the subject name to Chemistry, this two-way XLOOKUP formula would still work and give me the correct result.

Below is the formula that will perform the two-way lookup and give the correct result:

=XLOOKUP(G1,B1:D1,XLOOKUP(F2,A2:A15,B2:D15))

This formula uses a Nested XLOOKUP, where first I use it to fetch all the marks of the student in cell F2.

So the result of XLOOKUP(F2,A2:A15,B2:D15) is {21,94,81}, which is an array of marks scored by Greg in this case.

This is then used again within the outer XLOOKUP formula as the return array. In the outer XLOOKUP formula, I look for the subject name (which is in cell G1) and the lookup array is B1:D1.

If the subject name is Math, this outer XLOOKUP formula fetches the first value from the return array – which is {21,94,81} in this example.

This does the same that was, until now, achieved using the INDEX and MATCH combo

Click here to download the example file and follow along

Example 4: When Lookup Value is Not Found (Error Handling)

Error handling has now been added to the XLOOKUP formula.

The fourth argument in the XLOOKUP function is [if_not_found], where you can specify what you want in case the lookup can not be found.

Suppose you have the dataset as shown below where you want to get the Math score in case if the match, and in case the name is not found, you want to return – ‘Did not appear’

The below formula will do this:

=XLOOKUP(F2,A2:A15,B2:B15,"Did not appear")

In this case, I have hard-coded what I want to get in case there is no match. You can also use a cell reference to a cell or a formula.

Example 5: Nested XLOOKUP (Lookup in Multiple Ranges)

The genius of having the [if_not_found] argument is that it allows you to use nested XLOOKUP formula.

For example, suppose you have two separate lists as shown below. While I have these two tables on the same sheet, you can have these in separate sheets or even workbooks.

Below is the nested XLOOKUP formula that will check for the name in both the tables and return the corresponding value from the specified column.

=XLOOKUP(A12,A2:A8,B2:B8,XLOOKUP(A12,F2:F8,G2:G8))

In the above formula, I have used the [if_not_found] argument to use another XLOOKUP formula. This allows you to add the second XLOOKUP in the same formula and scan two tables with a single formula.

I am not sure how many nested XLOOKUPs you can use in a formula. I tried till 10 and it worked, then I gave up 🙂

Example 6: Find the Last Matching Value

This one was badly needed and XLOOKUP made this possible. Now you don’t need to find convoluted ways to get the last matching value in a range.

Suppose you have the dataset as shown below and you want to check when was the last person hired in each department and what was the hire date.

The below formula will lookup the last value for each department and give the name of the last hire:

=XLOOKUP(F1,$B$2:$B$15,$A$2:$A$15,,,-1)

And the below formula will give the hire date of the last hire for each department:

=XLOOKUP(F1,$B$2:$B$15,$C$2:$C$15,,,-1)

Since XLOOKUP has an inbuilt feature to specify the direction of the lookup (first to last or last to first), this is done with a simple formula. With vertical data, VLOOKUP and INDEX/MATCH always look from top to bottom, but with XLOOKUP and can specify the direction as bottom to top as well.

Example 7: Approximate Match with XLOOKUP (Find Tax Rate)

Another notable improvement with XLOOKUP is that now there are four match modes (VLOOKUP has 2 and MATCH has 3).

You can specify any one of the four arguments to decide how the lookup value should be matched:

• 0 – Exact match, where the lookup_value should exactly match the value in the lookup_array. This is the default option.
• -1 – Looks for the exact match, but if it’s found, returns the next smaller item/value
• 1 – Looks for the exact match, but if it’s found, returns the next larger item/value
• 2 – To do partial matching using wildcards (* or ~)

But the best part is that you don’t need to worry whether your data is sorted in an ascending order or descending order. Even if the data is not sorted, XLOOKUP will take care of it.

Below I have a dataset where I want to find the commission of each person – and the commission needs to be calculated using the table on the right.

Below is the formula that will do this:

=XLOOKUP(B2,$E$2:$E$6,$F$2:$F$6,0,-1)*B2

This simply uses the sales value as the lookup and looks through the lookup table on the right. In this formula, I have used -1 as the fifth argument ([match_mode]), which means that it will look for an exact match, and when it doesn’t find one, it will return the value just smaller than the lookup value.

And as I said, you don’t need to worry whether your data is sorted on not.

Click here to download the example file and follow along

Example 8: Horizontal Lookup

XLOOKUP can do vertical as well as a horizontal lookup.

Below I have a dataset where I have student names and their scores in rows, and I want to fetch the score for the name in cell B7.

The below formula will do this:

=XLOOKUP(B7,B1:O1,B2:O2)

This is nothing but a simple lookup (similar to what we saw in Example 1), but horizontal.

All the examples that I cover about vertical lookup can also be done with a horizontal lookup using XLOOKUP (farewell to VLOOKUP and HLOOKUP).

Example 9: Conditional Lookup (Using XLOOKUP with Other Formulas)

This one is a slightly advanced example, and also shows the power of XLOOKUP when you need to do complex lookups.

Below is a data set where I have the names of students and their scores, and I want to know the name of the student who has scored the maximum in each subject and the count of students who has scored more than 80 in each subject.

Below is the formula that will give the name of the student with the highest marks in each subject:

=XLOOKUP(MAX(XLOOKUP(G1,$B$1:$D$1,$B$2:$D$15)),XLOOKUP(G1,$B$1:$D$1,$B$2:$D$15),$A$2:$A$15)

Since XLOOKUP can be used to return an entire array, I have used it to first get all the marks for the required subject.

For example, for Math, when I use XLOOKUP(G1,$B$1:$D$1,$B$2:$D$15), it gives me all the scores in math. I can then use the MAX function to find the maximum score in this range.

This maximum score then becomes my lookup value, and the lookup range would be the array returned by XLOOKUP(G1,$B$1:$D$1,$B$2:$D$15)

I use this within another XLOOKUP formula to fetch the name of the student who has scored the maximum marks.

And to count the number of students who have scored more than 80, use the below formula:

=COUNTIF(XLOOKUP(G1,$B$1:$D$1,$B$2:$D$15),">80")

This one simply uses the XLOOKUP formula to get a range of all the values for the given subject. It then wraps it in COUNTIF function to get the number of scores that are more than 80.

Example 10: Using Wildcard in XLOOKUP

Just like you can use wildcard characters in VLOOKUP and MATCH, you can also do this with XLOOKUP.

But there is a difference.

In XLOOKUP, you need to specify that you’re using wildcard characters (in the fifth argument). If you don’t specify this, XLOOKUP will give you an error.

Below is a dataset where I have company names and their market capitalization.

I want to look up a company name in column D, and fetch the market capitalization from the table on the left. And since the names in Column D are not exact matches, I will have to use wildcard characters.

Below is the formula that will do this:

=XLOOKUP("*"&D2&"*",$A$2:$A$11,$B$2:$B$11,,2)

In the above formula, I have used asterisk (*) wildcard character before as after D2 (it needs to be within double quotes and joined with D2 using ampersand).

This tells the formula to look through all the cells, and if it contains the word in cell D2 (which is Apple), consider it an exact match. No matter how many and what characters are before and after the text in cell D2.

And to make sure XLOOKUP accepts wildcard characters, the fifth argument has been set to 2 (wildcard character match).

Example 11: Find the Last Value in the Column

Since XLOOKUP allows you to search from bottom to top, you can easily find the last value in a list, as well as fetch the corresponding value from a column.

Suppose you have a dataset as shown below and you want to know what’s the last company and what’s the market capitalization of this last company.

The below formula will give you the name of the last company:

=XLOOKUP("*",A2:A11,A2:A11,,2,-1)

And the below formula will give the market cap of the last company in the list:

=XLOOKUP("*",A2:A11,B2:B11,,2,-1)

These formulas again use wildcard characters. In these, I have used asterisk (*) as the lookup value, which means that this would consider the first cell it encounters as an exact match (as asterisk could be any character and any number of characters).

And since the direction is from bottom to top (for the vertically arranged data), it will return the last value in the list.

And the second formula since uses a separate return_range to get the market cap of the last name in the list.

Click here to download the example file and follow along

What if You don’t have XLOOKUP?

Since XLOOKUP will likely only be available to Office 365 users, one way to get it is to upgrade to Office 365.

If you already have Office 365 Home, Personal, or University edition, you already have access to XLOOKUP. All you need to do is join the Office Insider program.

To do this, go to the File tab, click on Account and then click on the Office insider option. There would be an option to join the insider program.

In case you have other Office 365 subscriptions (such as Enterprise), I am sure XLOOKUP and other awesome features (such as dynamic arrays, formulas such as SORT and FILTER) would become available soon.

In case you’re using Excel 2010/2013/2016/2019, you won’t have XLOOKUP, and you will have to continue to use VLOOKUP, HLOOKUP, and INDEX/MATCH combo to get the best out of lookup formulas.

XLOOKUP Backward Compatibility

This is one thing you need to be careful about – XLOOKUP is NOT backward compatible.

This means that if you create a file and use the XLOOKUP formula, and then open it in a version that doesn’t have XLOOKUP, it will show errors.

Since XLOOKUP is a huge step forward in the right direction, I believe this will become the default lookup formula, but it will surely take a few years before getting widely adopted. After all, I still see some people using Excel 2003.

So these are 11 XLOOKUP Examples that can help you do all the lookup and reference stuff done faster and also make it easy to use.

Hope you found this tutorial useful!

You may also like the following Excel tutorials:

• How to Compare Two Excel Sheets (for differences)
• How to Compare Two Columns in Excel (for matches & differences)
• Find the Last Occurrence of a Lookup Value a List in Excel
• Lookup the Second, the Third, or the Nth Value in Excel

In this article, we will learn How to look up cells having certain text and return the Certain Text in Excel.

Scenario :

Identify particular text in a cell or different word in given cells. For example finding the department ID from a database. I think you must have thought to do it manually but time constraint. You are here at the right place to learn How to check if a cell contains specific text.

Generic formula:

The text you are looking for can either be exact or case insensitive. Case insensitive means formula looks for AG can return ag, Ag, AG or aG.

Case insensitive formula:

=ISNUMBER(SEARCH(find_text,within_text)

find_text : text to find

within_text : to find in text

Case sensitive formula:

=ISNUMBER(FIND(find_text,within_text)

find_text : text to find

within_text : to find in text

Note:

The above formulas will return True or False. Use the IF function with formula to return YES or NO. Use the below formula to get the certain required result format.

Case insensitive formula:

=IF(ISNUMBER(SEARCH(find_text,within_text)),»value_if_true»,value_if_false)

find_text : text to find

within_text : to find in text

Case sensitive formula:

=IF(ISNUMBER(FIND(find_text,within_text)),»value_if_true»,value_if_false)

find_text : text to find

within_text : to find in text

Note: In The above mentioned formula you can input values like YES/NO or Found/Notfound.

Example :

All of these might be confusing to understand. Let’s understand how to use the function using an example. Here we have some employees to look up by the given department Id. Employee id has name, department id and particular id. Here lookup text is in column D and within text is in Column C.

Use the formula:

As you can see the formula finds AB when you looked for

AB using the Search function. Copy the formula to the rest of the cells using the Ctrl + D or dragging it down from the right bottom (tiny box) of the applied cell.

As you can see we found all the given department id employees using the above method. Now we will check if all cells contain specific text.

Another Example: (Case Sensitive)

Here we have been given a list of Employee Id information in  column A and the look up department is «XG». Here we need to find the department «XG» in all cells. «XG» must be exact as there are two different departments that go by «Xg». So check only «XG» in all cells and return «Yes» if found and return «No» If not.

Use the formula:

As you can see First employee doesn’t belong to «XG» so the formula returns «No» using the FIND function. Copy the formula to the rest of the cells using the Ctrl + D or dragging it down from the right bottom (tiny box) of the applied cell.

As you can see there is only one employee in «XG» department. This formula is useful wherever the database contains multiple information of a row in one cell.

Check if cell Matches multiple text

In the above example we lookup one given text in cells. If we have multiple texts then we use the SUMPRODUCT function, This formula returns TRUE/FALSE as per the value found/ Not found.

Use the formula:

=SUMPRODUCT(—ISNUMBER(SEARCH(,A1)))>0

Learn more about this formula. Follow this link How to Check if a string contains one of many texts in Excel.

Here are all the observational notes using the above explained formulas in Excel
Notes :

1. Use the «find_text» in quotes when using hard coded values. Or else use cell reference as explained in the first example.
2. SEARCH is case insensitive function whereas FIND is the case Sensitive dunction.
3. Use the IF function, if you want to get the result in required forms like YES/NO or Found/Notfound.

Hope this article about How to lookup cells having certain text and returns the Certain Text in Excel is explanatory. Find more articles on calculating values and related Excel formulas here. If you liked our blogs, share it with your friends on Facebook. And also you can follow us on Twitter and Facebook. We would love to hear from you, do let us know how we can improve, complement or innovate our work and make it better for you. Write to us at info@exceltip.com.

Related Articles :

Searching a String for a Specific Substring in Excel : Find cells if cell contains given word in Excel using the FIND or SEARCH function.

Highlight cells that contain specific text : Highlight cells if cell contains given word in Excel using the formula under Conditional formatting

How to Check if a string contains one of many texts in Excel : lookup cells if cell contains from given multiple words in Excel using the FIND or SEARCH function.

Count Cells that contain specific text : Count number of cells if cell contains given text using one formula in Excel.

How to lookup cells having certain text and returns the Certain Text in Excel : find cells if cell contains certain text and returns required results using the IF function in Excel.

Popular Articles :

How to use the IF Function in Excel : The IF statement in Excel checks the condition and returns a specific value if the condition is TRUE or returns another specific value if FALSE.

How to use the VLOOKUP Function in Excel : This is one of the most used and popular functions of excel that is used to lookup value from different ranges and sheets.

How to use the SUMIF Function in Excel : This is another dashboard essential function. This helps you sum up values on specific conditions.

How to use the COUNTIF Function in Excel : Count values with conditions using this amazing function. You don’t need to filter your data to count specific values. Countif function is essential to prepare your dashboard.