Let’s say you want to look up an employee’s phone extension by using their badge number or the correct rate of a commission for a sales amount. You look up data to quickly and efficiently find specific data in a list and to automatically verify that you are using correct data. After you look up the data, you can perform calculations or display results with the values returned. There are several ways to look up values in a list of data and to display the results. There are two Lookup functions: VLOOKUP and HLOOKUP. When to use what:
• Use VLOOKUP when your comparison values are located in a column to the left of the data you want to find. • Use HLOOKUP when your comparison values are located in a row across the top of a table of data, and you want to look down a specified number of rows.
1. VLOOKUP (Look up values vertically in a list. It searches for a value in the first column of a table array and returns a value in the same row from another column in the table array.)
Syntax – VLOOKUP(lookup_value,table_array,col_index_num,range_lookup) Sample – =VLOOKUP(1,A2:C10,2,True) OR =VLOOKUP(1,A2:C10,2,False) Lookup_value (Required): The value to search in the first column of the table. Lookup_value can be a value or a reference. If lookup_value is smaller than the smallest value in the first column of table_array, VLOOKUP returns the #N/A error value. Table_array (Required): Two or more columns of data. Use a reference to a range or a range name. The values in the first column of table_array are the values searched by lookup_value.
These values can be text, numbers, or logical values. Uppercase and lowercase texts are equivalent. You cannot have duplicate values in the leftmost column of the lookup range. Page 2 of 15 MS Excel Advanced Formulas 9/7/2010:mms Col_index_num (Required): The column number in table_array from which the matching value must be returned. A col_index_num of 1 returns the value in the first column in table_array (in the same row); a col_index_num of 2 returns the value in the second column in table_array (in the same row), and so on. If col_index_num is: Less than 1, VLOOKUP returns the #VALUE! error value.
Greater than the number of columns in table_array, VLOOKUP returns the #REF! error value.
Range_lookup (Optional): A logical value that specifies whether you want VLOOKUP to find an exact match or an approximate match: If TRUE or omitted, an exact or approximate match is returned. If an exact match is not found, the next largest value that is less than lookup_value is returned. The values in the first column of table_array must be placed in ascending sort order; otherwise, VLOOKUP may not give the correct value. You can put the values in ascending order by choosing the Sort command from the Data menu and selecting Ascending. If FALSE, VLOOKUP will only find an exact match. In this case, the values in the first column of table_array do not need to be sorted. If there are two or more values in the first column of table_array that match the lookup_value, the first value found is used. If an exact match is not found, the error value #N/A is returned. Remarks
When searching text values in the first column of table_array, ensure that the data in the first column of table_array does not have leading spaces, trailing spaces, inconsistent use of straight ( ‘ or ” ) and curly ( ‘ or “) quotation marks, or nonprinting characters. In these cases, VLOOKUP may give an incorrect or unexpected value. When searching number or date values, ensure that the data in the first column of table_array is not stored as text values. In this case, VLOOKUP may give an incorrect or unexpected value.
If range_lookup is FALSE and lookup_value is text, then you can use the wildcard characters, question mark (?) and asterisk (*), in lookup_value. A question mark matches any single character; an asterisk matches any sequence of characters. If you want to find an actual question mark or asterisk, type a tilde (~) preceding the character. See examples in worksheets “VLOOKUPValue”, “VLOOKUPMatch”, and “VLOOKUPCalculate” under the workbook named “LookUps.xlsx”. 2. HLOOKUP (Look up values horizontally in a list. ) Searches for a value in the top row of a table or an arrayof values, and then returns a value in the same column from a row you