How to Do VLOOKUP in Excel

Last Updated 13-Feb-2021 by Anne Hennegar

Spreadsheets are known for having many formulas and functions. One that
continually fascinates users is the VLOOKUP formula because of its ability to link
to other data columns. While Microsoft provides helpful information, including
VLOOKUP syntax, sometimes it’s best to learn by example. This Excel VLOOKUP
tutorial provides two examples using different approximate match and exact
match types. (Includes Excel spreadsheet examples.)

 — If you’re using Google Sheets, please see Using Google Sheets &

VLOOKUP.

When I first heard about this powerful Excel function in 2005, I took a look at the
help file and syntax. I then rolled my eyes.

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

It looked too difficult, and I couldn’t see the immediate benefit. But sometimes,
pushing through difficulties can make things easier in the long run.

When it comes to learning Microsoft Excel formulas and functions, I like to start
with an easy example. This VLOOKUP tutorial will provide two examples using
different arguments and lookup values.

Article Contents
 What is Excel VLOOKUP Function?
 Example 1 - Approximate Match
 Understanding the Arguments
 Table Array Rules & Caveats
 Using VLOOKUP in Our Formula
 Example 2 - Multiple Sheets & Exact Match
 Defining the Argument Values
 Additional VLOOKUP Example Resources

What is Excel VLOOKUP Function?

VLOOKUP is an Excel function that allows you to search and retrieve a cell’s
content from one column and use it in another location to retrieve data. As you
might guess, the “V” stands for vertical and relies on looking up data from the
leftmost column of a lookup table.

This lookup column could be on the same worksheet you’re viewing or another
within your workbook. The function requires a common field or key and
four arguments. The function allows you to specify whether to use an exact
match or an approximate match.

Let’s put these terms in context and give a real example of where and how they
might be used. When I do website analysis, I use several tools. I export data from
each service into a .CSV file or Excel .XLSX file. Each tool has its own file that I use
to create a sheet within a workbook.

The problem is I have five worksheets in this workbook. I don’t want to be

switching between each sheet because that’s not efficient. Moreover, I want to do
some of my own calculations using other Excel formulas.

The solution is to find a common denominator or key between these worksheets.

In this case, all the data files from my analysis tools have a field for the page URL.
Using this common key, I can create a new spreadsheet and pull only the needed
columns from each tool using the VLOOKUP function. Excel does all the heavy
lifting. This allows me to concentrate on one worksheet with just the data I need.

VLOOKUP Example 1 – Approximate

Match
Periodically, I’ve volunteered to work on local elections. I often get assigned the
data analysis of the voter registration file. These files are massive.

One cell reference contains the voter’s birth date. However, I didn’t want the
voter’s birth date to show on the final distributed files. But, I did want to do some
age analysis.
Instead, I decided to create a segment based on age ranges and a lookup
formula. Excel would do a vertical lookup that returns the matching value from
one column to the desired cell. Rather than showing a voter was 28, I would
define them as “Young.”

Using VLOOKUP to determine Age Segments

Let’s refer to the screenshot above with my first fictitious voter, Sophia Collins. If
you scan across to Column D (Age), you’ll see she is 39 years old and in the
“Mature” segment. The value of “Mature” in Column E was dynamically pulled in
using Excel’s VLOOKUP function.

The small table in columns H and I with blue headings is the lookup table.
Microsoft refers to this as a table_array. This is where I’ve defined my 4 age
segments.

The way “Segment” works is if a voter is under 21, they are “New.” From 21-38,
they are “Young.” From 39-59, they are “Mature.” And if they are 60 or older, they
are “Senior.”

In Sophia’s case, Excel would take her age of 39 from cell D2 and return the
closest match from Column H. Both these columns contain age data, which is our
common key.

When Excel found a match, it would go to Column I and get the Label. The
returned value was then copied to cell E2, the Segment. It might help to think of
columns as being vertical. After all, this is a vertical lookup.

You might notice that the lookup table doesn’t list every age. It doesn’t have to
because I’m using an approximate match. I’m telling Excel to find me the closest
age.

For example, the next voter Evelyn Bennett is 51, but there is no value for 51 in
Column H. In this case, 51 falls between 39 and 59, so she is also labeled
“Mature.”
As we stated, to use the VLOOKUP function, there needs to be a common key. In
this case, it’s age. Both columns D and H contain ages. The column headings and
cell contents can be different and don’t have to be an exact match.

Understanding the Arguments

Let’s peel away some of the mystery and display how VLOOKUP shows in the
Excel formula bar. In this illustration, I’ve clicked cell D2.

Showing VLOOKUP in the Formula bar

[A] – This represents the VLOOKUP formula for Cell D2

=VLOOKUP(D2,$H$2:I$5,2,TRUE)

[B] – Cell D2 is our first argument called Lookup_value.

[C] – The cell range $H2$2:$I$5 is our Table_array and the second argument.

[D] – 2 is the Col_index_num from our Table_array and the third

argument. Label is the 2nd column.

[E] – TRUE is the Range_lookup and the fourth argument.

The good news is the VLOOKUP Function Arguments dialog guides you
through these elements, so you don’t need to type the long string in Excel’s
formula bar.

The term “argument” isn’t as complicated or negative as it sounds. If you’re

familiar with the Excel formula bar, an argument is what goes in between the
parentheses  (   ) . It provides an input value for the Excel function.
Some functions have required arguments, and others don’t need arguments. For
example, to compute the voter’s age, I also used the TODAY
function =TODAY(), which doesn’t use any arguments. Some common argument
examples include:

 cell range
 true/false logical value
 number
Using the formula from cell D2, here’s how these four arguments work.

1. Lookup_value – Think of this field as your starting point. In this example, I

want to look up Sophia’s Age from cell D2.

2. Table_array – This is the cell range for your lookup table. This range lookup
can be on your existing worksheet or another worksheet. In this example, I have a
small table with the age groupings and corresponding labels.

3. Col_index_num – This is a column number on your lookup table with the

information you need. In our example, we want column 2, which has the column
heading of Label. This will be our voter’s Segment name.

When we count, we’re counting the columns on the lookup table. Even though
the “Label” column is Column I or the 9th column, it’s the 2nd column on the
lookup table. Some people call this a Column Index.

4. Range-lookup – this field defines how close a match should exist between
your Lookup_value (D2) and the value in the leftmost column on our lookup
table. In our case, we want an approximate match, so we’ll use “TRUE.”
Table Array Rules & Caveats
There are several rules to remember about this table array.

 Rule 1 – The left column must contain the values being referenced.

Leftmost doesn’t mean it has to be in Column A. It’s just the leftmost or
first column on the table_array. For example, on the lookup table above,
the leftmost column is H.
 Rule 2 – You can’t have duplicate values in the leftmost column of the
lookup range. I couldn’t have two entries with the value “39”, with one
being “Mature” and another “39” for “Go Getter.” Excel would complain.
 Rule 3 – When referring to the lookup table, you want absolute cell
references when you copy the VLOOKUP formula to other cells.
For example, if I want to use the same formula in cells E3 through E11, I don’t
want my lookup cell references shifting each time I move down to the next cell. I
need the cell references to be constant. This is called an absolute cell reference.

After you define your lookup range of cells, you can press F4. This will cycle
through absolute and relative cell references. You want to select the option that
includes a $ before your Column and Row. You can get around this if you know
how to use Excel name ranges.

Using VLOOKUP in Our Formula

1. Add in the column where you’ll enter the formula. In my case, I added
Column E – Segment.
2. Click cell E2.
3. Click your Formulas tab from the top menu.
4. Click the Insert Function button.
5. From the Insert Function dialog, type “vlookup” in the Search for a
function textbox. You may also select it from the Lookup &
Reference category.
6. Click Go.

Finding the VLOOKUP function

 7. Click OK. The Function Arguments dialog will appear with text boxes for
the required arguments.

VLOOKUP Required arguments

8. In Lookup_value type D2. Or, you can click the cell.
9. In Table_array type $H$2:$I$5. Note the $ signs.
10.In Col_index_num type 2.
11.In Range_lookup type true.
12.Your Function Arguments dialog should look like the following. Notice in
the lower left, you can see the Formula result.

Completed VLOOKUP Arguments

13.Click OK. You should now see “Mature” in cell E2.
14.Click cell E2.
15.Click the small green square (fill handle) in the cell’s lower right corner to
copy the VLOOKUP formula down the column.

Click square to autofill cell

VLOOKUP Example 2 – Multiple

Sheets & Exact Match
The second scenario dealt with that same election file. This time there was an
extra worksheet for political parties. The voter’s party was listed as an
alphanumeric value called “Pcode” and not the political party.

This coding wasn’t intuitive. For example, “D” was for the “American Independent
Party,” but some thought it meant “Democratic Party.” Another difference was we
needed an exact match for Party.

Non-intuitive column needing lookup value

Again, the way to solve this problem was to use the worksheet with
the Pcode and translation and have Excel use the VLOOKUP function for
the Party name. I could then add a column called “Political Party” to my original
worksheet to show the lookup table’s information.

Using the Starting VLOOKUP Example File

 1. Download the starting Excel sample file. The file link is at the bottom of this
tutorial.
2. Review Example 2 – Voters worksheet. It has voter first and last names,
but only a PCODE.
3. Review Example 2 -Party Codes worksheet. It has a listing of party codes
and political names. Each of the Party Codes and Names are unique. You’ll
also note that Column A is sorted in ascending order.

Worksheet with Translated Code Names

4. Add your new column on the Voters worksheet that will display the info
pulled from the Lookup table on the Party Codes worksheet. In my
example, I added a column called Political Party in Column D. This is where
I will insert the Excel function.

Add a new Excel column for lookup values

5. Place your cursor in the first blank cell in that column. In my example, this
is cell D2.
6. Follow Steps 3-7 from Example 1.

Defining the Argument Values

After you click OK, Excel’s Function Arguments dialog appears and allows you to
define the four values. You’ll see that your starting cell and the formula bar show
the beginning part of the function =VLOOKUP(). The Function Arguments dialog
adds the needed data elements that will display between ().

For illustration purposes, I have overlaid the Party Codes worksheet on top to
show the relationships.

Mapping the VLOOKUP Function Arguments

After entering the required arguments, my dialog looks like the example below.

Mapped Values from Both Worksheets

You can see in the red outlined formula bar above. I now have more information
based on my entries in the Function Arguments dialog box. You might also
note that when I clicked the Party Codes worksheet to add in my Table_array,
Excel prepended the tab name before the cell range. However, I need to go back
and enter my $ signs.

The other item of interest is that when you build these functions, Excel displays
the result in the Formula result = text line. This is great feedback that can show
if your function is on target. In our example, we can see Excel looked up the
Pcode of “A” and returned the Political Party “Democratic.”

VLOOKUP is a powerful Excel function that can leverage spreadsheet data from
other sources. There are many ways you can benefit from this function. In this
example, I used a 1:1 code translation, but you could also use it for group
assignments. For example, you could assign state codes to a region such as CT,
VT, and MA to a “New England” region.

One important note about using Excel functions and formulas is you want to be
careful when deleting columns. For example, in the final spreadsheet I distributed,
I omitted the Age column. After completing my VLOOKUP and got my segments,
I copied the cell values to a new Excel worksheet. If I had just deleted Column D,
my Excel formula would’ve returned an error.

If you’re trying to do a horizontal lookup, you’ll be happy to learn that Excel has

an HLOOKUP function. I haven’t done an HLOOKUP tutorial yet. If this interests
you, let me know. However, Microsoft has released a new versatile lookup
function called XLOOKUP.