If you’re diving into Excel, mastering the VLOOKUP function can be a game-changer. Although VLOOKUP may seem tricky at first, once you get the hang of it, you’ll wonder how you ever survived without it. Today, I’m going to break it down step-by-step, making it as straightforward as possible.

The VLOOKUP Function in Excel allows you to search for specific data in a list and return the corresponding value from another column. This could be locating a name in a list and returning their ID or finding a product and getting its price. The possibilities are endless, and understanding how to use VLOOKUP can save you tons of time and effort when working with large datasets.

Check out the video below to follow along with the tutorial:

Understanding the VLOOKUP Function in Excel

The VLOOKUP function stands for “Vertical Lookup.” It searches for a value in the first column of a table and returns a value in the same row from another column in that table.

Here’s how it works:

  1. Lookup value: The data you want to find (e.g., “Jordan”).
  2. Table array: The range of cells where the lookup will happen.
  3. Column index number: The column number in the table array from which to retrieve the value.
  4. Range lookup: This tells Excel whether to look for an exact match (FALSE) or the closest match (TRUE).

Step-by-Step Guide to Using the VLOOKUP Function in Excel

Let’s jump into a real example to better understand how this works.

Step 1: Prepare Your Data

Before you can start using VLOOKUP, you need a data set. In this example, we have two lists:

  1. A list of names with corresponding IDs.
  2. Another list of names where we want to pull the corresponding IDs.

Make sure your data is organized in columns, with each column representing a different data type (like names in one column, IDs in another).

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Step 2: Insert the VLOOKUP Function in Excel

Start by clicking the cell where you want the VLOOKUP result to appear. Then, go to the “Formulas” tab and select “Insert Function.” If VLOOKUP doesn’t appear in your most recently used functions, search for it in the search box.

Step 3: Input the Lookup Value

When you select VLOOKUP, a pop-up box will ask for the following:

  • Lookup value: This is what you’re searching for. Click on the cell with the value or type it in manually. For our example, we’re looking up “Jordan,” so you would reference the cell containing “Jordan,” let’s say cell E2.

Step 4: Define the Table Array

Next, you need to define where Excel will search for this value. Select the range of cells that include both the names and the IDs. Avoid selecting headers—only highlight the actual data.

Step 5: Set the Column Index Number

Determine the column from which you want Excel to return a value. Remember, VLOOKUP function in Excel counts columns numerically from the left side of your table array. So if your table starts with names in column 1 and IDs in column 2, you would enter 2 as the column index number.

Step 6: Choose the Range Lookup Option

Lastly, decide whether you want an exact match or an approximate match:

  • TRUE – Finds the closest match.
  • FALSE – Finds the exact match.

Since we want to find the exact ID for “Jordan,” you will use FALSE.

Step 7: Drag the Formula Down

Once you’re done, hit OK. Excel will display the result in the selected cell. If you need to copy this formula to other cells, simply drag the formula down to populate the corresponding values for other names.

Handling Errors with IFERROR

Sometimes, VLOOKUP can’t find the value you’re searching for, and it returns an #N/A error. To handle this more gracefully, wrap your VLOOKUP function in Excel with an IFERROR function. This way, if VLOOKUP can’t find something, it can return a custom message like “Not Found” instead of the unsightly #N/A.

To do this:

  • Type =IFERROR( before your VLOOKUP function.
  • Add a comma after the VLOOKUP and type your custom message in quotes, like "Not Found".
  • Close it off with a parenthesis and hit Enter.

Then drag the formula down as before to apply it to other cells. Now, any missing data will trigger a “Not Found” message instead of showing an error.

Conclusion

The VLOOKUP Function is an essential tool in Excel that can streamline your workflow, especially when dealing with large datasets. Whether you’re pulling information from hundreds of rows or just a handful, VLOOKUP can make your life easier. Remember to always check your range lookup option—using the exact (FALSE) or approximate (TRUE) mode, depending on your needs.

Don’t forget to experiment with it, and soon, you’ll be using VLOOKUP Function in Excel in your sleep! If you’ve found this guide helpful, feel free to like the video, subscribe to my channel, and stay tuned for more Excel tutorials.

Happy VLOOKUP-ing!

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