How to Use VLOOKUP Function in Excel (8 Suitable Examples)

VLOOKUP Function of Excel (Quick View)

The following image is a quick view of Excel VLOOKUP:

Introduction to Excel VLOOKUP Function (Syntax & Argument)

Summary:

The VLOOKUP function looks for a given value in the leftmost column of a given table and then returns a value in the same row from a specified column.

It is available in Excel 2003 and all newer versions.

Syntax:

The Syntax of the VLOOKUP function is:

Arguments:

Return Value:

Returns the value of the same row from the specified column of the given table, where the value in the leftmost column matches the lookup_value.

Available in:

Excel 365 | Excel 2021 | Excel 2021 for Mac | Excel 2019 | Excel 2019 for Mac | Excel 2016 | Excel 2016 for Mac | Excel 2013, 2010, 2007 | Excel for Mac 2011 | Excel Starter 2010

How to Use the VLOOKUP Function in Excel: 8 Suitable Examples

When the lookup_value is a single value, it searches for the value in the leftmost column of the given table_array.

• If it finds one, it moves to the specified number of columns right given as col_index_num in the same row.
• The function returns the value from the destination cell.

In the following figure, the formula is:

• It searches for “Shane Lee” in the leftmost column B of the table_array B6:D10.
• It finds a result in cell B8. Thus, it moves to column 3 (col_index_num) of the table in the same row, which is cell D8.
• The formula returns the value from that cell. In this case, it is the salary of Shane Lee, $22,000.00.

Example 1 – Finding Out the Holder of Maximum Value from a Dataset

Here we have the employee IDs, employee names, and salaries of a company named Saturn Group in columns B, C, and D respectively. We will find out the holder of the maximum ID using the VLOOKUP function.

• Select a destination cell outside the main table.
• The formula will be:

• We have found the Employee with the highest ID, Angela Mills with an ID of 372.

Example 2 – Finding Out the Holders of Top n Values from a Dataset

Let’s determine the holders of any top N values from a data set using the VLOOKUP function, for example the employees with the top 5 IDs from the same data set.

• The formula will be:

Note:

This is an array formula, so press Ctrl + Shift + Enter to apply it unless you are in Office 365.

Read More: 7 Practical Examples of VLOOKUP Function in Excel

Example 3 – Find an Approximate Match with Excel VLOOKUP Function

In the case of an approximate match (when the [range_lookup] argument is zero), the function always looks for the lowest nearest match.

• In the following example, the formula is:

• The [range_lookup] argument is 1, so it searches for an approximate match.
• The lookup_value is 168. It settles in 135, the lower nearest value to 168, and returns the corresponding Employee Name, Natalia Austin.
• While the upper nearest value 169 is far closer, the formula ignores closeness.

Read More: How to Use VLOOKUP Function with Exact Match in Excel

Example 4 – Match Multiple Lookup Values with Excel VLOOKUP Array Formula

When the lookup_value is an array of values in place of a single value, the function searches for each of the lookup_values in the leftmost column of the table_array one by one.

• In the following figure, the formula is:

• It searches for G4 (Shane Lee) in the table and returns his salary, $22000.
• Then, it searches for H4 (Alfred Moyes) in the table and returns his salary, $22000.

Note:

Note that you have to press Ctrl + Shift + Enter to enter an array Formula unless you are in Office 365.

Example 5 – Combine the CHOOSE Function with Excel VLOOKUP to Match Multiple Conditions

The VLOOKUP function can be used to extract data for multiple criteria lookups when combined with CHOOSE, IF, or MATCH functions. Here we have the Brand, Model, Chipset, RAM, and Price data of some mobile phone companies.

• We set two criteria, Brand and Model, to get the corresponding Price in cell C18.
• The formula will be:

Read More: 10 Best Practices with VLOOKUP in Excel

Example 6 – Use a Helper Column and Merge VLOOKUP with the MATCH Function for Multiple Criteria

Let’s use the same dataset from the previous example.

• Create a helper column to concatenate the Brand and Model columns with the following formula:

• Apply the following formula in the output cell to get the desired result:

Read More: INDEX MATCH vs VLOOKUP Function

Example 7 – Combine VLOOKUP with INDIRECT Function to Lookup Across Spreadsheets

We have 4 sheets named Jan, Feb, Mar, and Apr with the data for the months of January, February, March, and April. Here’s how one of them looks.

• Create another sheet that contains the datasheet names. You have to write the names of the sheets accurately to avoid errors.

• Create a named range for the new range B3:B6.

• Create the named range and name it Lookup_Sheet_List.
• If your name contains multiple words, you have to put underscores in between.

• Go to your main sheet where you want to perform lookup operations. Here, we are looking up Order nos.
• In cell C5, copy the following formula:

• To get Amounts, copy the following formula in the column next to it.

• You have to change the column index number accordingly.

Example 8 – Using the VLOOKUP Function to Lookup to the Left

This time, we want to look up the Employee’s Name and get the corresponding ID.

• The formula will be:

Here, {1,0} inside the IF function is important. If you alter the sequence, i.e. put {0,1} instead, the formula will not work as expected.

Read More: Excel LOOKUP vs VLOOKUP: With 3 Examples

Common Errors with Excel VLOOKUP Function

The VLOOKUP function has the following common errors.

Limitations of Excel VLOOKUP Function

Though VLOOKUP is one of the most used functions in Excel, it has some limitations:

• You can’t use it when the lookup_value is in a column right next to the required value.
  For example, in example 1, you can not use the VLOOKUP function if you are asked to find out the employee with the maximum salary because the salary is in a column right to the required value, the employee name.
  You can use the XLOOKUP or INDEX-MATCH functions of Excel to come out of this limitation.

• If you have the same lookup_value more than once in the table, the VLOOKUP function will only provide you with information about the first one it gets.
  For example, in the data set of example 1, there are two employees named Mathew Rilee. Now if we want to get the salary of Mathew Rilee, we will only get the salary of the first one, $28000.

You can solve this problem using the FILTER function.

• In the case of an approximate match, the VLOOKUP function always settles for the lower nearest value of the lookup_value, even when the upper nearest value is closer.
• The VLOOKUP function does not update automatically when you insert a new column. To get rid of this problem, you can use the INDEX-MATCH function of Excel.

Download Practice Workbook

You can download the following practice workbook that we used to write this article.

Excel VLOOKUP Function: Knowledge Hub

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