How to Use VLOOKUP in Excel – A Step-by-Step Guide for Beginners.
When working with Excel, you may encounter situations where you need to look up information from a large database. Retrieving this information manually can be time-consuming and error-prone. This is where the VLOOKUP function in Excel comes in handy.
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👉 Read Microsoft's official VLOOKUP guide for reference.
"Vertical Lookup," or
VLOOKUP for short, is one of Excel's most useful and potent functions. It
enables you to retrieve a value from a table's first column and display it in
the second row and column.
In this blog post, we'll explain
what VLOOKUP is, how it works, and how to use vlookup in excel it effectively every day – even
if you're a beginner.
What is VLOOKUP?
VLOOKUP stands for Vertical Lookup.
This method allows you to search for a value in one location and return
information for the same value in another location. This feature is useful for
integrating data across worksheets, sorting symbols, or creating automated
reports.
Imagine retrieving a product name or
price from a list of product IDs and another table. With VLOOKUP, this can be
done in seconds.
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VLOOKUP Syntax Explained
Let’s break down the formula first:
=VLOOKUP(lookup_value,
table_array, col_index_num, [range_lookup])
Here’s what each argument means:
- lookup_value:
The desired value to seek for.
- table_array:
The set of cells containing the information.
- col_index_num: The
column position within the chart from where the data is to be retrieved.
- range_lookup: The
data grid column position from where the entry is to be retrieved.First,
let's break down this formula:
=VLOOKUP (lookup_value, table_array, column_index_num, [lookup_list])
Here's what each word means:
- lookup_value: the selected value.
- table_array: a series of cells.
- The number of data columns that need to fetch the entry is indicated by column_index_number.
- [lookup_range]: acceptable. Use TRUE for a close match and FALSE for an exact match.
Let's simplify this with a concrete
example.
Practical Example - The VLOOKUP Function in Use
Assume that your employee database
looks like this:
S.NO. NAME DEPT
101 Ellis H.R.
102 Bob Finance
103 Charlie Admin
Now, you want to find out which
employee in that department has the number 102.
Here's the VLookup formula you can
use:
=lookup(102, A2:C4, 3, false)
Its function:
• Looks up the number 102 inside the primary field (the label).
• Then returns the value from the
third column, named "Financial."
In detail: The VLOOKUP Function: How to Use It
We'll take you step-by-step through the procedure.
Step 1: Organize Your Data
Before learning how to use VLOOKUP in Excel, Verify that the table format is
appropriate for your data. The first column of the chosen table range should
always contain the lookup value.
Step 2: Start typing the formula
Click the cell where you want to
view the results, and then type:
=VLOOKUP (
Step 3: Enter the lookup value
This is the value you are looking for. It could be a cell location, text, or
number.
Step 4: Select the table array
Select the column you want to search
and the range of cells that contain the column you want to return data for.
Step 5: Specify the column index number
This is
where many users get confused. The first column of the chosen range is where
the calculation begins.
Step 6: Select the match type.
Use:
• Not true
if you're seeking the ideal match, which is what's recommended.
• True for a rough match (rarely
used).
Step 7: Press Enter
When you are finished typing the formula, press Enter. The values are immediately retrieved from the corresponding rows and columns.
Most Common VLOOKUP error.
Even experienced users make
mistakes. Here are some mistakes to avoid.
• The
primary field does not contain the search entry.
Just the
leading column in the specified area is examined by the VLOOKUP function.
• The column
index number is incorrect.
If your table starts in column A and
you want to retrieve data from column C, use "3" instead of
"2".
• Using TRUE instead of ❌ FALSE.
This produced an unexpected
estimate. Use FALSE if you are not sure.
• Adding fields to the table.
Combining fields can affect search
functionality. Avoid that.
Pro Tips to Improve Your VLOOKUP Skills
- Use named ranges to make your formulas cleaner
and easier to read.
- Combine VLOOKUP with IFERROR to hide #N/A
errors:
=IFERROR(VLOOKUP(...),
"Not Found")
- Keep your data sorted and well-formatted for better
accuracy.
- For dynamic tables, consider using Excel tables (Ctrl + T) — they adjust automatically.
The Main Choices for Developing VLOOKUP Skills.
- Use standardized names to make your formula clear and easy to understand.
- Specify VLOOKUP with IFERROR to hide error messages.
- Keep your data secure, safe, and secure.
- Try using the Excel shortcut (Ctrl + T) for the table of contents—it does that automatically.
📌 When Should You Use VLOOKUP?
- Looking up prices, names, or IDs from a master sheet
- Matching customer data with orders
- Combining information from two different tables
- Automating reports in dashboards
🆚 VLOOKUP vs XLOOKUP
If you're using Excel 365 or Excel 2019+, you might also explore XLOOKUP, which is more flexible and doesn't require the lookup column to be first.
👉 Here’s a great comparison of VLOOKUP vs XLOOKUP.
However, understanding how to use VLOOKUP in Excel is still important because it's supported in all Excel versions.
When should you use VLOOKUP?
• Find objects, names, or key
identifiers from a query.
• Match customer information to a
product.
• Insert data into two different
views.
• Use automation in your analysis.
🏁 Conclusion
The VLOOKUP function can be a little
confusing at first, but once you get the hang of it, you’ll find it easy to get
started with Excel. Whether you work in manufacturing, finance, marketing or
accounting, you can save a lot of time if you know how to use VLOOKUP in Excel.
So open up Excel, check out a few
examples, and soon you’ll be using the VLOOKUP function like a pro.
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