What is the VLOOKUP in Excel with Easy Steps to Learn?

What is the VLOOKUP in Excel? If you’ve ever worked with Excel, you’ve likely heard this term thrown around. But what does it mean?

VLOOKUP is one of the most powerful functions in Excel. It helps you find specific information in large sets of data. Imagine having thousands of rows in a spreadsheet and needing to find a particular detail fast. That’s where VLOOKUP shines.

In fact, millions of professionals rely on this function daily. A recent survey showed that over 80% of Excel users use VLOOKUP to streamline their work. It’s an essential tool for analysts, accountants, and anyone handling large datasets. With just a few clicks, VLOOKUP can search for data across columns, making it invaluable for cross-referencing.

If you’ve wondered what the VLOOKUP in Excel is used for, it’s simple. It’s about efficiency. Instead of manually searching for values, VLOOKUP does the heavy lifting. For example, if you have a product inventory and want to find the price of a specific item, VLOOKUP retrieves it instantly.

VLOOKUP stands for “Vertical Lookup,” and its ability to locate and pull data saves time. Mastering this function is key to improving your Excel skills. So, let’s explore the VLOOKUP in Excel and make your tasks smoother.

Table of Contents:

1. What is the VLOOKUP in Excel?
2. How to Use VLOOKUP in Excel?
3. How to Do VLOOKUP in Excel with Two Spreadsheets?
4. How to Do VLOOKUP in Excel with Two Workbooks?
5. How to Analyze Data Using VLOOKUP in Excel?
6. What are the Tips for Using the VLOOKUP Function in Excel Efficiently?
7. What are the Limitations of VLOOKUP for Excel?
8. Wrap Up

First…

What is the VLOOKUP in Excel?

Definition: VLOOKUP in Excel is a function that helps find specific data in a spreadsheet.

VLOOKUP stands for “Vertical Lookup”. It searches for values in a column and retrieves matching data from another column. This tool is widely used in finance, sales, and data analysis.

VLOOKUP saves time by automating the process of looking up information in large datasets. Therefore, understanding VLOOKUP in Excel can boost your efficiency when working with data and identifying the best-suited graph for large datasets to visualize trends effectively.

How to Use VLOOKUP in Excel?

Here’s how to use VLOOKUP in Excel, step by step:

1. Select the cell where you want the result to appear.
2. Enter =VLOOKUP(lookup value, table array, column index, range lookup).
3. Press Enter.

Now, let’s break it down in detail.

We’re using VLOOKUP to find Andy Jones’s employee ID based on his last name.

First, ensure the lookup value (Jones) is in the first column of your data range. For example, the name “Jones” is in cell B4, and the employee data is in the range B2.

If your lookup value isn’t in the first column, you’ll need to reorganize your data. Alternatively, you can copy and paste the relevant columns elsewhere in the worksheet.

Once your data is ready, follow these steps:

1. Click the cell where the result will go, like B13.
2. Type =VLOOKUP.
3. Hit Enter for Excel to add the parenthesis like this: =VLOOKUP(.
4. Enter the following parameters after the parenthesis:

• • Lookup value: B4.
  • Table array: B2:D10.
  • Column index: 3 (because the employee ID is in column 3).
  • Range lookup: FALSE for an exact match.

5. Close the formula with a parenthesis: =VLOOKUP(B4, B2,3, FALSE).

6. Press Enter.

7. Excel will return the employee ID: 456789.

How to Do VLOOKUP in Excel with Two Spreadsheets?

Here’s how to do a VLOOKUP in Excel using two spreadsheets.

Assume you have two sheets: Sheet 1 with employee data and Sheet 2 with updated email addresses. You want to update the email addresses in Sheet 1 using VLOOKUP.

First, you’ll adjust the VLOOKUP formula to reference the second sheet.

Here’s the formula structure:

=VLOOKUP(lookup value, sheet!range, column index, range lookup)

Let’s update the email in cell E2 of Sheet 1 using data from Sheet 2.

1. Click cell E2 in Sheet 1.
2. Enter this formula: =VLOOKUP(B2,Sheet2!$A$2:$C$10,3,FALSE).

• • B2 is the lookup value (employee name).
  • Sheet 2! tells Excel to look at Sheet 2.
  • $A$2:$C$10 is the range in Sheet 2 containing names and emails.
  • 3 is the column number with the new emails.
  • FALSE ensures an exact match.

3. Press Enter or return.

Excel will return the updated email from Sheet 2 to Sheet 1.

To update all emails, drag the fill handle down from cell E2. Excel will apply the formula to the other rows automatically.

How to Do VLOOKUP in Excel with Two Workbooks?

To retrieve data from another workbook, include the file name in square brackets, followed by the sheet name and cell range. The formula looks like this:

=VLOOKUP(lookup value, [file_name.xlsx]Sheet!range, column index, range lookup)

For example, if updated email addresses are in new_employee_emails.xlsx, use VLOOKUP to pull the data into your main workbook.

Click cell E2 in your primary spreadsheet.

Enter this formula: =VLOOKUP(B2, [new_employee_emails.xlsx]Sheet1!$A$2:$C$10, 3, FALSE).

• B2 is the lookup value.
• [new_employee_emails.xlsx]Sheet1! points to the file and sheet with the data.
• $A$2:$C$10 is the cell range with employee names and emails.
• 3 specifies that emails are in the third column.
• FALSE ensures an exact match.

Press Enter.

Excel will pull the corresponding email from the second workbook into cell E2.

How to Analyze Data Using VLOOKUP in Excel?

Analyzing and interpreting data with VLOOKUP in Excel is a smart way to find what you need fast. But when it comes to trend analysis and making your data visually appealing? That’s where Excel falls short. Sure, you can crunch numbers, but visualize trends and patterns effectively. Not so much.

Data analysis isn’t complete without clear, compelling visuals. That’s why we bring ChartExpo to you. This tool transforms raw data into stunning data visualization. It picks up where Excel drops the ball, bringing your data to life and making insights more accessible.

Let’s learn how to install ChartExpo in Excel.

1. Open your Excel application.
2. Open the worksheet and click the “Insert” menu.
3. You’ll see the “My Apps” option.
4. In the Office Add-ins window, click “Store” and search for ChartExpo on my Apps Store.
5. Click the “Add” button to install ChartExpo in your Excel.

ChartExpo charts are available both in Google Sheets and Microsoft Excel. Please use the following CTAs to install the tool of your choice and create beautiful visualizations with a few clicks in your favorite tool.

VLOOKUP Example Analysis in Excel

Let’s analyze the VLOOKUP for Excel data below using ChartExpo.

Months	Orders	Sales	Profit Margin
Jan	713	23695	19
Feb	504	17457	21
Mar	507	23771	27
Apr	634	16936	19
May	538	19181	29
Jun	842	21755	28
Jul	497	19406	29
Aug	562	21689	21
Sep	769	23370	27
Oct	874	20006	26
Nov	661	22677	21
Dec	591	23229	25

• To get started with ChartExpo, install ChartExpo in Excel.
• Now Click on My Apps from the INSERT menu.

• Choose ChartExpo from My Apps, then click Insert.

• Once it loads, scroll through the charts list to locate and choose the “Multi Axis Line Chart”.

• You will see a Multi Axis Line Chart on the screen.

• Click the “Create Chart From Selection” button after selecting the data from the sheet, as shown.

• ChartExpo will generate the visualization below for you.

• Click on Settings and change the “Data Representation” as follows.

• If you want to add anything to the chart, click the Edit Chart button:

• Click the pencil icon next to the Chart Header to change the title.
• It will open the properties dialog. Under the Text section, you can add a heading in Line 1 and enable Show.
• Give the appropriate title of your chart and click the Apply button.

• You can add the dollar sign with (Sales) value as follows:

• You can change the precision value of Orders to zero as follows:

• You can change the precision value of the Profit Margin to zero as follows:

• You can add the percentage sign with Profit Margin as follows:

• Enable the show button. Then, change the Legend shape of “Sales” into a Line and Circle and click the “Apply” button.

• Change the Legend shape of “Orders” to Column and click the “Apply” button.

• Click the “Save Changes” button to persist the changes made to the chart.

• Your final Multi Axis Line Chart will look like the one below.

Insights

• Monthly sales and orders fluctuate throughout the year.
• The highest sales occur in January, totalling $23,695.
• October sees the most orders, reaching 874.
• Profit margins peaked at 29% in both May and July.
• June stands out with a strong performance:
  • Solid orders: 842
  • High sales: $21,755

Drive Insights and Efficiency with Microsoft Excel:

1. Open your Excel Application.
2. Install ChartExpo Add-in for Excel from Microsoft AppSource to create interactive visualizations.
3. Select the Multi-Axis Line Chart from the list of charts.
4. Select your data.
5. Click on the “Create Chart from Selection” button.
6. Customize your chart properties to add header, axis, legends, and other required information.

The following video will help you create a Multi-Axis Line Chart in Microsoft Excel.

What are the Tips for Using the VLOOKUP Function in Excel Efficiently?

Here are some tips to help you use the VLOOKUP function in Excel more efficiently:

• Exact match: Always use FALSE in your formula to get an exact match. If you don’t, Excel might return the closest match, which can lead to mistakes. For example, searching for “Jones” could return “Johnson” if you use TRUE or leave it blank. Using FALSE ensures precise results.
• Lock ranges with absolute references: When copying your VLOOKUP formula across cells, you don’t want your range to shift. Lock your table array with a dollar sign ($). This keeps your range fixed, saving you the trouble of manually adjusting it.
• Use named ranges: Instead of remembering complicated cell ranges, give them a name. For example, name your table “EmployeeData” instead of “A2.” This makes your formulas easier to read and manage, especially with large datasets.
• Keep table sorted: Always keep your table sorted for TRUE match lookups. Excel scans from top to bottom, so sorting ensures it finds the closest match. It’s less important for FALSE match lookups, but for TRUE, it’s crucial.
• Error handling: Mistakes happen, but Excel can help. Use IFERROR around your VLOOKUP to catch errors like missing data. For example, =IFERROR(VLOOKUP(B2, A2:C10, 2, FALSE), “Not Found”) returns “Not Found” instead of showing an error message. This keeps your spreadsheet looking clean and professional.

What are the Limitations of VLOOKUP for Excel?

Here are some key limitations of the VLOOKUP function in Excel:

• Fixed column lookup: VLOOKUP can only search to the right of the lookup value. If the data you need is to the left, it won’t work. You’ll need to rearrange your data or use other functions like INDEX-MATCH.
• Performance with large data: When working with large datasets, VLOOKUP can slow down. The more rows you have, the longer it takes for Excel to process the lookup. This can be frustrating when dealing with thousands of entries.
• Cannot search left: VLOOKUP searches only from left to right. It can’t look to the left of the column with the lookup value. You’ll need a different solution if the data you need is on the left.
• Exact match requirement: VLOOKUP requires exact matches when using FALSE. The function won’t return a result if there’s a small difference, like a typo. This can cause problems if your data isn’t perfectly consistent.
• Case insensitivity: VLOOKUP doesn’t distinguish between uppercase and lowercase letters. If you need a case-sensitive search, VLOOKUP won’t help. You’d have to find another way to handle that.

FAQs

How to practice VLOOKUP in Excel?

1. Start with a simple data table, like products and prices.
2. Use VLOOKUP to find specific product details.
3. Try different scenarios, such as exact and approximate matches.
4. Practice locking ranges and adding error handling.
5. Experiment to improve your skills.

How do you use VLOOKUP in Excel for dummies?

1. Type =VLOOKUP(lookup_value, table_range, column_number, FALSE) in a cell.
2. Choose what to look for, the table to search, and the column with the answer.
3. Set “FALSE” for exact matches.
4. Press Enter. VLOOKUP finds your data instantly.

What is the fastest way to VLOOKUP in Excel?

The fastest way to use the VLOOKUP formula in Excel is by naming your data range. Type =VLOOKUP(lookup_value, NamedRange, column_number, FALSE). Named ranges simplify the formula, and locking ranges prevent copying errors.

Wrap Up

VLOOKUP in Excel is a powerful tool for finding data quickly. It helps you search for specific values within a large dataset. Whether you’re working with financial records or employee details, VLOOKUP makes your life easier.

The function looks for a value in one column and returns related data from another. It’s especially useful when you have structured data that needs quick cross-referencing.

VLOOKUP works best for simple searches within vertical tables. However, it does have limitations. It can only search from left to right, and large datasets can slow it down. You also need to ensure exact matches in your data to avoid errors.

Despite these limitations, it remains one of Excel’s most widely used functions. Millions of professionals rely on it daily for data management. Therefore, learning VLOOKUP can save you time and improve your workflow.

To enhance your data analysis further, consider using ChartExpo for Excel. ChartExpo offers advanced data visualization and analysis tools that take your Excel experience to the next level. It’s easy to install and provides more insights than standard Excel functions.

Do not hesitate.

Try ChartExpo today to simplify your VLOOKUP tasks and boost your Excel analysis.