What is we look up in excel

This Excel tutorial explains how to use the Excel LOOKUP function with syntax and examples.

Description

The Microsoft Excel LOOKUP function returns a value from a range (one row or one column) or from an array.

The LOOKUP function is a built-in function in Excel that is categorized as a Lookup/Reference Function. It can be used as a worksheet function (WS) in Excel. As a worksheet function, the LOOKUP function can be entered as part of a formula in a cell of a worksheet.

There are 2 different syntaxes for the LOOKUP function:

LOOKUP Function (Syntax #1)

In Syntax #1, the LOOKUP function searches for value in the lookup_range and returns the value in the result_range that is in the same position.

The syntax for the LOOKUP function in Microsoft Excel is:

LOOKUP( value, lookup_range, [result_range] )

Parameters or Arguments

value

The value to search for in the lookup_range.

lookup_range

A single row or single column of data that is sorted in ascending order. The LOOKUP function searches for value in this range.

result_range

Optional. It is a single row or single column of data that is the same size as the lookup_range. The LOOKUP function searches for the value in the lookup_range and returns the value from the same position in the result_range. If this parameter is omitted, it will return the first column of data.

Returns

The LOOKUP function returns any datatype such as a string, numeric, date, etc.
If the LOOKUP function can not find an exact match, it chooses the largest value in the lookup_range that is less than or equal to the value.
If the value is smaller than all of the values in the lookup_range, then the LOOKUP function will return #N/A.
If the values in the LOOKUP_range are not sorted in ascending order, the LOOKUP function will return the incorrect value.

Example (as Worksheet Function)

Let’s look at some Excel LOOKUP function examples and explore how to use the LOOKUP function as a worksheet function in Microsoft Excel:

Based on the Excel spreadsheet above, the following LOOKUP examples would return:

=LOOKUP(10251, A1:A6, B1:B6)
Result: "Pears"

=LOOKUP(10251, A1:A6)
Result: 10251

=LOOKUP(10246, A1:A6, B1:B6)
Result: #N/A

=LOOKUP(10248, A1:A6, B1:B6)
Result: "Apples"

LOOKUP Function (Syntax #2)

In Syntax #2, the LOOKUP function searches for the value in the first row or column of the array and returns the corresponding value in the last row or column of the array.

The syntax for the LOOKUP function in Microsoft Excel is:

LOOKUP( value, array )

Parameters or Arguments

value

The value to search for in the array. The values must be in ascending order.

array

An array of values that contains both the values to search for and return.

Returns

The LOOKUP function returns any datatype such as a string, numeric, date, etc.
If the LOOKUP function can not find an exact match, it chooses the largest value in the lookup_range that is less than or equal to the value.
If the value is smaller than all of the values in the lookup_range, then the LOOKUP function will return #N/A.
If the values in the array are not sorted in ascending order, the LOOKUP function will return the incorrect value.

Example (as Worksheet Function)

Let’s look at some Excel LOOKUP function examples and explore how to use the LOOKUP function as a worksheet function in Microsoft Excel:

=LOOKUP("T", {"s","t","u","v";10,11,12,13})
Result: 11

=LOOKUP("Tech on the Net", {"s","t","u","v";10,11,12,13})
Result: 11

=LOOKUP("t", {"s","t","u","v";"a","b","c","d"})
Result: "b"

=LOOKUP("r", {"s","t","u","v";"a","b","c","d"})
Result: #N/A

=LOOKUP(2, {1,2,3,4;511,512,513,514})
Result: 512

Frequently Asked Questions

Question: In Microsoft Excel, I have a table of data in cells A2:D5. I’ve tried to create a simple LOOKUP to find CB2 in the data, but it always returns 0. What am I doing wrong?

Answer: Using the LOOKUP function can sometimes be a bit tricky so let’s look at an example. Below we have a spreadsheet with the data that you described.

In cell F1, we’ve placed the following formula:

=LOOKUP("CB2",A2:A5,D2:D5)

And yes, even though CB2 exists in the data, the LOOKUP function returns 0.

Now, let’s explain what is happening. At first, it looks like the function isn’t finding CB2 in the list, but in fact, it is finding something else. Let’s fill in the empty cells in D3:D5 to explain better.

If we place the values TEST1, TEST2, TEST3 in cells D3, D4, 5, respectively, we can see that the LOOKUP function is in fact returning the value TEST2. So we ask ourselves, when we are looking up CB2 in the data and CB2 exists in the data, why is it returning the value for CB19? Good question. The LOOKUP function assumes that the data in column A is sorted in ascending order.

If you look closer at column A, it is not in fact sorted in ascending order. If we quickly sorted column A, it would look like this:

Now the LOOKUP function correctly returns 3A when it is looking up CB2 in the data.

To avoid these sorting problems with your data, we recommend using VLOOKUP function in this case. Let’s show you how we would do this. If we changed our formula below (but left our data in column A in the original sort order):

The following VLOOKUP formula would return the correct value of 3A.

=VLOOKUP("CB2",$A$2:$D$5,4,FALSE)

The VLOOKUP function does not require us to have the data sorted in ascending order since we used FALSE as the last parameter — which means that it is looking for an exact match.

Question: I have the following LOOKUP formula:

=LOOKUP(C2,{"A","B","C","D","E","F","G","H","I","K","X","Z"}, {"1","2","3","4","5","6","7","8","9","10","12","1"})

I also need to add zero to the lookup vector and result vector. How do I do this?

Answer: Using numbers in Excel can be tricky, as you can enter them either as numeric or text values. Because of this, there are 2 possible solutions.

Numeric Solution

If you have entered your zero as a numeric value, then the following formula will work:

=LOOKUP(C2,{0,"A","B","C","D","E","F","G","H","I","K","X","Z"}, {0,"1","2","3","4","5","6","7","8","9","10","12","1"})

Text Solution

If you have entered your zero as a text value, then the following formula will work:

=LOOKUP(C2,{"0","A","B","C","D","E","F","G","H","I","K","X","Z"}, {"0","1","2","3","4","5","6","7","8","9","10","12","1"})

Question: For the following function in Microsoft Excel:

=LOOKUP(M14,Sheet2!A2:A2240,Sheet2!B2:B2240)

How do I get it to return a blank cell if the LOOKUP value (M14) is blank?

Answer: To check for a blank value in cell M14, you can use the IF function and ISBLANK function as follows:

=IF(ISBLANK(M14),"",LOOKUP(M14,Sheet2!A2:A2240,Sheet2!B2:B2240))

Now if the value in cell M14 is blank, the formula will return a blank. Otherwise it will perform the LOOKUP function as before.

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LOOKUPS in Excel Explained

Lookup functions are some of the most used Excel functions.

What is a Lookup?

I’m glad you asked. Lookups effectively search for a particular value in a row or column and return a corresponding value from another row or column. A Lookup allows you to search for specific values based on neighboring values.

They can be incredibly useful when you have large datasets or many worksheets that you need to search across.

In this guide to Lookups, we explain the different Lookup functions. We start with LOOKUP, then move onto Vertical Lookup (VLOOKUP), Horizontal Lookup (HLOOKUP), and end with the incredibly powerful XLOOKUP and INDEX-MATCH functions.

First, we’ll look at the syntax for the basic LOOKUP function and how those parameters break down.

Table of Contents

1. LOOKUP

The LOOKUP function searches for a value in the lookup_vector and returns the corresponding value in the result_vector.

Syntax

=LOOKUP (lookup_value, lookup_vector, [result_vector])

If that sounds confusing, don’t worry, we’ll explain everything with a few examples in a moment.

The best way to look at any function is to work through its syntax. By breaking down the function like this, we start to understand how it operates.

Parameters

• lookup_value – Specifies the value to search for in the lookup range (lookup_vector).
• lookup_vector – Specifies a single row or column of data in ascending order that you want the function to search in.
• result_vector – This is optional. The information in the result_vector is returned if the result_vector parameter is used!

Example 1

Here we are looking up the salary of employee Number 23. Our Lookup value is 23, our lookup vector is A2 to A5, and our results vector is D2 to D5.

Example 2

The LOOKUP function comes into its own when you understand how it matches values when it cannot find an exact match.

In this example, the LOOKUP function cannot find an exact match:

=LOOKUP(1010, A3:A6, B3:B6)

Therefore, it chooses the next highest value in the lookup_vector that is less than or equal to the lookup_value.

In this instance, as the value 1010 is not available in the lookup_range, Excel chooses the highest value below 1010, which in this case is 1008. As we have a result_range in this example, the corresponding value is ORANGE. Therefore, ORANGE is our result in G1.

2. VLOOKUP

VLOOKUP stands for ‘Vertical Lookup’. It searches for a specified value in a column and returns the result from another column in the same row. VLOOKUP is probably the most famous of the Lookup family and is likely to be a Lookup you use often.

Syntax

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

Parameters

• lookup_value – This is the same as in the LOOKUP function. It’s the value we are searching for in our lookup_range.
• table_array – This is the column range in which we are looking for our lookup_value. This can be an entire column, a fixed range, a table range or a named range.
• col_index_num – This numerical value represents how many columns you want the formula to look from your table_array. For example, if your lookup range is column A, and you put ‘3’ as your column index number, you will return the corresponding value in column ‘C’.
• range _lookup – It accepts two values, one is TRUE, and another is FALSE.
  • If you are happy with the closest match, rather than an exact match, then use TRUE.
  • If you want an exact match, then use FALSE.

Note : This parameter is optional and returns TRUE by default if you do not select one in the formula.

Example

In this example, our lookup_value is C7, our lookup range (table_array) is B2 to B5, and we’re looking three columns across to the salary column and asking for an exact match (FALSE). The VLOOKUP formula returns Andrew’s salary as a result.

3. HLOOKUP

The HLOOKUP function in excel searches for a value in a table horizontally. HLOOKUP looks for a value in the top row of a specified table, or array, and then returns the corresponding value in a lower row, based on how many rows you specify. It’s identical to a VLOOKUP but works horizontally instead of vertically!

Syntax

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

Parameters

• lookup_value – Again, this is the value we are searching for in our table_array.
• table_array – This is the row range in which we are looking for our lookup_value. This can be an entire row, a fixed range, a table range or a named range.
• row_index_num – This numerical value represents how many rows you want the formula to look from your table_array.
• range_lookup – This is an optional parameter that returns an exact match when FALSE is used and an approximate match or closest match when TRUE is used.

Example

In this example, we are looking for the author of a particular subject. We look up C2 and ask HLOOKUP to return the author from row three.

4. XLOOKUP

The XLOOKUP function was introduced as an improvement over the older functions like LOOKUP, VLOOKUP, HLOOKUP. You can only access the XLOOKUP function if you have Microsoft 365 (previously Office 365), or Microsoft Excel 2021 or later.

XLOOKUP is awesome, and a big improvement on the VLOOKUP, LOOKUP and HLOOKUP options because it can look up data anywhere in a table_array or lookup_range. VLOOKUP is restricting as it can only look for data from left to right, and HLOOKUP can only look for data from top to bottom. XLOOKUP makes looking up in any direction possible!

Syntax

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

Parameters

• lookup_value – This is the value we are looking for in our lookup_array.
• lookup_array – This is the table range where we search for our lookup_value.
• return_array – This is the array that we want a return from. We’re asking XLOOKUP to match the value in the lookup_array and return the corresponding value in the return_array.
• if_not_found – This is an optional parameter. It dictates what we want XLOOKUP to return if there is no match. If it is not specified and no match is found, it generates a N/A error.

match_mode and search_mode extend the capabilities of XLOOKUP and allow you to add options to return the next smaller items or perform a return search. The uses here are broad, so we’ll cover how to use them in an article dedicated to XLOOKUP!

Example

In this example, we’re looking up the first name of someone in column B, based on their last name in column C. XLOOKUP allows us to look vertically from right to left in this instance. Something not possible with a VLOOKUP!

5. INDEX and MATCH

INDEX and MATCH combined are two of the most valuable functions in Excel for performing more advanced lookups. For example, you can use INDEX MATCH to perform horizontal and vertical lookups. If you want to be a master in Excel, learning INDEX and MATCH is a must.

INDEX MATCH is also available on most versions of Excel, unlike XLOOKUP. INDEX and MATCH are two separate functions that you can combine to achieve a look-up effect. Let’s take a look at them separately before combining them.

INDEX

The INDEX function returns a value based on the table_range specified.

Syntax

=INDEX(array,row_number)

Parameters

• array – This is the lookup range where the value is present. It’s where we want the formula to look.
• row_number – This is the row number from the starting index.

Example

In this example, we are looking at range B1 to B4 and asking Excel to return the value from the third row. In this case, cell B3.

The INDEX function can also return a value from two or more columns. In this instance, you have to include the row index and the column index.

=INDEX(array,row_number,[col_number])

MATCH

The MATCH function finds the position of a value in a given range and returns that value. It searches for a value both horizontally and vertically.

Syntax

=MATCH(lookup_value,lookup_array)

Parameters

• lookup_value – Explicitly mention the value here. If it is a text, enclose it in double-quotes.
• lookup_array – This is the lookup range.

Example 1

In this example, we ask Excel to look for the word “Grapes” in the range B2 to B5. “Grapes” is in the fourth row, so MATCH returns 4.

Example 2

If the exact value you are looking for is inside the formula, enclose it within double quotes. Otherwise, you can refer to a cell reference.

In this example, we refer to cell B8 as our lookup_value to complete our MATCH.

INDEX and MATCH Combined

You can use the MATCH function in combination with the INDEX function. When used together, you nest (embed) the MATCH function within an INDEX formula so that the MATCH element looks up which row the INDEX function should index.

Syntax

=INDEX(array,MATCH(lookup_value,lookup_array,0))

If that doesn’t make sense, here’s an example to help!

Example

In this example, we index the range D2 to D5 and then deploy our MATCH function to look up where within the range A2:A5 the value in C7 is. In this case, it’s looking up the value ’23’. This combination of INDEX and MATCH returns the adjacent value in column D for us – 15,000.

Frequently Asked Questions

1. How do you differentiate between VLOOKUP and LOOKUP?

The simplest difference between VLOOKUP and LOOKUP is the cross-functionality that LOOKUP has. VLOOKUP is limited to vertical lookups.

2. How do you define a LOOKUP Vector?

A LOOKUP Vector is used to look up a value in a one row/range area (Vector) and returns it from the exact position in a second one-row or one-column range.

3. How is XLOOKUP better than the INDEX_MATCH function in Excel?

The problem with the INDEX-MATCH function is that the formula is long and complex, whereas the XLOOKUP function has a simple syntax.

Wrapping Up

This guide explains what Lookup Functions do and walks you through the most common Lookups available.

We started with the basic LOOKUP function and then walked you through VLOOKUP and HLOOKUP.

LOOKUP, VLOOKUP and HLOOKUP all have limitations. So, we looked at some alternatives in the form of XLOOKUP and INDEX MATCH.

In summary, if you need to use a Lookup and have the option to use XLOOKUP, we recommend sticking with that. It’s more flexible than the other Lookup functions and less complicated than INDEX MATCH. XLOOKUP also allows you to add many additional conditions, making it far more valuable as your lookups become more complex.

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The functions VLOOKUP and HLOOKUP among Excel users are very popular. The first function is used for vertical analysis, comparison. That is, it is used when the information is concentrated in columns.

HLOOKUP, respectively, is used for horizontal analysis. Inasmuch as there are rarely more rows in tables than columns, this function is rarely called.



The syntax of the VLOOKUP and HLOOKUP functions

The functions have 4 arguments:

1. Lookup value: WHAT we are looking for – the desired parameter (numbers and / or text) or a reference to the cell with the desired value;
2. Table array: WHERE we are looking for – an array of data where the search will be performed (for VLOOKUP – the searching of the value is carried out in the FIRST column of the table, for the HLOOKUP – from the FIRST line);
3. Row index number: The NUMBER of the column / row – where exactly the corresponding value is returned (1 – from the first column or the first line, 2 – from the second one, etc.).
4. Range lookup: The INTERVAL VIEW – the exact or approximate value should be found by the function (FALSE / 0 – the exact value, TRUE / 1 / not specified – the approximate value).

Attention! If the values in the range are sorted in ascending order (or alphabetically), we specify TRUE / 1. Otherwise – there is FALSE / 0.



How to use the VLOOKUP function in Excel: examples

For the educational purposes, let’s take the table with the data:

Formula	Description
=VLOOKUP(D2,A2:C10,3,FALSE)	The function searches for the value of the cell F5 in the range A2:C10 and returns the value of the cell F5, that was found in the column 3, the exact match.
=IF(VLOOKUP(D2,A$2:C$10,3,FALSE)=»bananas»,»Found», «Not found»)	We need to find out whether bananas were sold 04. 08. 15. If bananas sold, the word «Found» appears in the corresponding cell. If bananas weren`t sold – «Not found».
=IF(VLOOKUP(D2,A2:C10,3,FALSE)=»pears»,»Found», «Not found»)	If the «bananas» are changed to «pears», the result will be «Found»
=IFERROR(VLOOKUP(D2,A2:C10,3,FALSE),0)	When the VLOOKUP function can not find a value, it gives an error message # N/A. To avoid this, we use the function IFERROR.
We will find out whether there were sales 08.05.15
=VLOOKUP(A2,[employees.xlsx]Sheet1!A2:B10,2,FALSE)	If it`s necessary to implement for the search value in the another Excel workbook, then when filling out the «table» argument, we go to another workbook and select the desired range with the data.
We wanted to know who worked 06. 08.15.
=VLOOKUP(D2,B2:C10,2,TRUE)	The searching of the approximate value.

It is important:

1. The VLOOKUP function always searches for data in the leftmost column of the table with values.
2. The register is not taken into account: small and large letters for Excel are the same.
3. If the sought after is less than the minimum value in the array, the program will return the error # N/D.
4. If you set the column number to 0, the function will show #VALUE. If the third argument is greater than the number of columns in the table — #REFERENCE.
5. To copy the correct array, we apply to the absolute references (F4 key).

How to use by the HLOOKUP function in Excel: examples

For educational purposes, let`s take the following table:

Formula	Description
=HLOOKUP(A6,A1:F4,3,FALSE)	Find the value of the cell |16 and return of the value from the third row of the same column.

The application of HLOOKUP in practice is limited, inasmuch as the horizontal representation of the information is used very rarely.

The symbols of substitution in VLOOKUP and HLOOKUP functions

It happens that the user does not remember the exact name. By specifying the desired value, he can apply the wildcard characters:

• «?» – replaces any character in text or digital information;
• «*» – for replacing any sequence of characters.

1. Let`s find the text that begins or ends with a certain set of characters. For example we need to find the name of the company. We forgot it, but remember that it starts with Kol. The problem will be solved by the following formula:



2. We need to find the name of the company that ends with – «uda». The following formula will help:



3. Let`s find a company which name begins with «Ce» and ends with «sef». The formula of the VLOOKUP will look like this:

When the problems with memory are eliminated, you can work with data using all of the same functions.

How to compare sheets with the helping of VLOOKUP and HLOOKUP?

We have data about sales for January and February. These tables need to be compared using the formulas VLOOKUP and HLOOKUP. For clarity, we’ll put them in one sheet for now, but we will work in conditions when the ranges are in different sheets.

How can I compare sheets using VLOOKUP in Excel?

Let`s solve the problem 1: we compare the names of goods in January and February. Inasmuch as there are more of them in February, we will enter the formula on the «February» sheet.

Let`s solve the problem 2: we compare the sales by positions in January and February. We use the following formula:

How can I compare sheets with HLOOKUP in Excel?

To demonstrate the action of the HLOOKUP function, we take two «horizontal» tables, located on different sheets.

The task – is to compare sales by positions for January and February.

We create the new «Compare» sheet. This is not the obligatory condition. You can compare the data and display the difference on any sheet («January» or «February»).

The formula:

The result:

Let analyze the parts of the formula:

«Half» up to the sign «-»:

=IF(ISNA(HLOOKUP(Compare!B1,February!$B$1:$G$2,2,FALSE)),0,HLOOKUP(
Compare!B1,February!$B$1:$G$2,2,FALSE))-

The desired value – is the first cell in the table for comparison. The analyzed range – is the table with sales for February. The HLOOKUP function «takes» data from the second line in «accurate» reproduction.

After the «-» sign:

-IF(ISNA(HLOOKUP(B1,January!
$B$1:$G$2,2,FALSE)),0,HLOOKUP(Compare!B1,January!$B$1:$G$2,2,FALSE))

There are all the same in addition to the range. Here we take the table with sales for January.

Download example functions VLOOKUP and HLOOKUP

When we enter a formula, Excel prompts about: what the argument you need to enter now.

Use the LOOKUP function to look up a value in a one-column or one-row range, and retrieve a value from the same position in another one-column or one-row range. The lookup function has two forms, vector and array. The majority of this article describes the vector form, but the last example below illustrates the array form.

The LOOKUP function accepts three arguments: lookup_value, lookup_vector, and result_vector. The first argument, lookup_value, is the value to look for. The second argument, lookup_vector, is a one-row, or one-column range to search. LOOKUP assumes that lookup_vector is sorted in ascending order. The third argument, result_vector, is a one-row, or one-column range of results. Result_vector is optional. When result_vector is provided, LOOKUP locates a match in the lookup_vector, and returns the corresponding value from result_vector. If result_vector is not provided, LOOKUP returns the value of the match found in lookup_vector.

LOOKUP has default behaviors that make it useful when solving certain problems. For example, LOOKUP can be used to retrieve an approximate-matched value instead of a position and to find the last value in a row or column. LOOKUP assumes that values in lookup_vector are sorted in ascending order and always performs an approximate match. When LOOKUP can’t find a match, it will match the next smallest value.

Example #1 — basic usage

In the example shown above, the formula in cell F5 returns the value of the match found in column B. Note that result_vector is not provided:

=LOOKUP(F4,B5:B9) // returns match in level

The formula in cell F6 returns the corresponding Tier value from column C. Notice in this case, both lookup_vector and result_vector are provided:

=LOOKUP(F4,B5:B9,C5:C9) // returns corresponding tier 

In both formulas, LOOKUP automatically performs an approximate match and it is therefore important that lookup_vector is sorted in ascending order.

Example #2 — last non-empty cell

LOOKUP can be used to get the value of the last filled (non-empty) cell in a column. In the screen below, the formula in F6 is:

=LOOKUP(2,1/(B:B<>""),B:B)

Note the use of a full column reference. This is not an intuitive formula, but it works well. The key to understanding this formula is to recognize that the lookup_value of 2 is deliberately larger than any values that will appear in the lookup_vector. Detailed explanation here.

Example #3 — latest price

Similar to the above example, the lookup function can be used to look up the latest price in data sorted in ascending order by date. In the screen below, the formula in G5 is:

=LOOKUP(2,1/(item=F5),price)

where item (B5:B12) and price (D5:D12) are named ranges. 

When lookup_value is greater than all values in lookup_array, default behavior is to «fall back» to the previous value. This formula exploits this behavior by creating an array that contains only 1s and errors, then deliberately looking for the value 2, which will never be found. More details here.

Example #4 — array form

The LOOKUP function has an array form as well. In the array configuration, LOOKUP takes just two arguments: the lookup_value, and a single two-dimensional array:

LOOKUP(lookup_value, array) // array form

In the array form, LOOKUP evaluates the array and automatically changes behavior based on the array dimensions. If the array is wider than tall, LOOKUP looks for the lookup value in the first row of the array (like HLOOKUP). If the array is taller than wide (or square), LOOKUP looks for the lookup value in the first column (like VLOOKUP). In either case, LOOKUP returns a value at the same position from the last row or column in the array. The example below shows how the array form works. The formula in F5 is configured to use a vertical array and the formula in F6 is configured to use a horizontal array:

=LOOKUP(E5,B5:C9) // vertical array
=LOOKUP(E6,C11:G12) // horizontal array

The vertical and horizontal arrays contain the same values; only the orientation is different.

Note: Microsoft discourages the use of the array form and suggests VLOOKUP and HLOOKUP as better options.

Notes

• LOOKUP assumes that lookup_vector is sorted in ascending order.
• When lookup_value can’t be found, LOOKUP will match the next smallest value.
• When lookup_value is greater than all values in lookup_vector, LOOKUP matches the last value.
• When lookup_value is less than the first value in lookup_vector, LOOKUP returns #N/A.
• Result_vector must be the same size as lookup_vector.
• LOOKUP is not case-sensitive