VLOOKUP Examples And Videos

How to use a VLOOKUP formula to get data from an Excel list. Troubleshoot VLOOKUP when things go wrong. Step-by-step videos and Excel workbooks with VLOOKUP examples.

VLOOKUP Video

Watch the steps for creating a VLOOKUP formula in the Product Price lookup video, show below. The written instructions are below the video. Get the Product Price Lookup sample file to follow along with the video (download file #4).

Select a Location for a Lookup Table

It's a good idea to store each lookup table on a separate worksheet in the workbook. Then, as you add and delete rows in the lookup tables, you won't accidentally add or delete rows in any other table.

In this example, the lookup table is on a sheet named Products.

Create a Lookup Table

Lookup formulas can work vertically, looking for values down a column, or they can work horizontally, looking for values across a row. In this example, the information will be stored vertically, with values down a column, and later we'll use a VLookup formula to do a vertical lookup.

1. Enter the headings in the first row
2. The first column should contain the unique key values on which you will base the lookup. In this example, you can find the price for a specific product code.
3. If you have other data on the worksheet, leave at least one blank row at the bottom of the table, and one blank column at the right of the table, to separate the lookup table from the other data.

Note: To make it easier to refer to the table, you can name the range. There are instructions here: Naming a Range    ▲TOP

VLOOKUP Function Arguments

The VLOOKUP function has four arguments:

1. lookup_value: What value do you want to look up? In this example, the product code is in cell A7, and you want to find its product name.
2. table_array: Where is the lookup table? If you use an absolute reference ($A$2:$C$5), instead of a relative reference (A2:C5), it will be easier to copy to formula to other cells. Or, name the lookup table, and refer to it by name.
3. col_index_num: Which column has the value you want returned? In this example, the product names are in the second column of the lookup table.
4. [range_lookup]: Do you want an exact match? Is an approximate match okay?
   If you use TRUE as the last argument, or omit the last argument, an approximate match can be returned. This example has FALSE as the last argument, so if the product code is not found, the result will be #N/A. (Note: Excel is rather forgiving, and will accept 0 instead of FALSE, and 1 instead of TRUE.)  ▲TOP

Create a VLookup formula

Once you have created the lookup table, you can create other formulas in the workbook, and pull information from the product list. For example, to prepare an invoice, you can enter a product code, and formulas will get the product name or price from the product table.

In this example, the invoice is created on a sheet named Invoice. The VLOOKUP formula should find an exact match for the product code, and return the product name.

To create the VLOOKUP formula that calculates the product price, follow these steps:

1. Select the Invoice sheet
2. Enter product code A23 in cell A7
3. In cell B7, start the VLOOKUP formula:
     =VLOOKUP(
4. Click on cell A7 to enter its reference.
5. Type a comma, to end the first argument
6. Select the Products sheet
7. Select cells A2:C5 (the product list)
8. Press the F4 key, to change the cell references to absolute. The formula should now look like this: 
      =VLOOKUP(A7, Products!$A$2:$C$5
9. Type a comma to end the second argument.
10. Type a 2, which is the column in the lookup table that contains the Product name.
11. Type a comma to end the third argument.
12. Type FALSE, to specify that an exact match for the product code is found, and add the closing bracket.
13. The formula should now look like this: 
       =VLOOKUP(A7, Products!$A$2:$C$5,2,FALSE)
14. Press the Enter key to complete the formula. The product name will be displayed.

Note: To return the product price, create a VLOOKUP formula that refers to column 3 of the lookup table. For example, enter the following formula in cell C7:
          =VLOOKUP(A7, Products!$A$2:$C$5,3,FALSE)      ▲TOP

VLOOKUP Formula for Range of Values

In some situations, an approximate match is preferred, so several values will return the same result. For example, when grading student papers, all papers with a grade of 85 or over should receive an A grade.

To view the steps for creating this formula, please watch the VLOOKUP video shown below. The written instructions are below the video.

In this example, the lookup table is created on a sheet named Grades. To create the lookup table, enter the minimum score for each grade in column A. Enter the matching Grade in column B. Sort the Scores in Ascending order.

Cells A2:B6 were named GradeList.

The scores are entered on a sheet named Report Card, where a VLOOKUP formula calculates the grade.

1. On the Report Card sheet, in cell B4, enter the score 77.
2. In cell C4, enter the VLOOKUP formula:
     =VLOOKUP(B4, GradeList,2, TRUE)
   
3. Press the Enter key, and the grade for English -- B -- is returned.

In the screen shot below, the formula has been copied down to row 6, and the you can see the formula in cell C6.

Combine VLOOKUP With MATCH

Instead of typing the column number into a VLOOKUP formula, use the MATCH function to find the correct column in the lookup table. This has a couple of benefits:

• Makes the formula flexible, so it's easier to copy the formula across a worksheet.
• Can prevent problems if new columns are added in the lookup table, or if the lookup columns are rearranged.

This video shows the steps, and there are written instructions for another example, below the video.

VLOOKUP With MATCH for Order Details

In this example, a VLOOKUP formula will return the order details from a lookup table, based on the order ID number. Here is the lookup table, named tblOrders.

NOTE: This example is in Sample Workbook #1, on the sheet named OrdersMATCH.

Here is the worksheet with the VLOOKUP formulas. We want the Region, Order Date and Order Amount for each order, so 3 VLOOKUP formulas are needed.

If the column numbers are typed in the formula, a different formula is needed in each column:

• Region: =VLOOKUP($B6, tblOrdersALL, 2,0)
• OrderDate: =VLOOKUP($B6, tblOrdersALL,3,0)
• OrderAmt: =VLOOKUP($B6, tblOrdersALL,4,0)

The MATCH Function

Instead of typing the column number in the VLOOKUP formula, we can use the MATCH function. The MATCH function finds the position of an item in a list, and returns the position number.

In the screen shot below, the MATCH formula returns 2 as the position of "Region", in the heading cells (A1:D1) for the lookup table.

=MATCH(C5, Orders_ALL!$A$1:$D$1, 0)

NOTE: For this technique to work correctly, the headings on the VLOOKUP sheet must match the lookup table headings exactly. To ensure an exact match, the VLOOKUP heading cells are linked to the lookup table heading cells.

Add MATCH to VLOOKUP

To add the MATCH function to the VLOOKUP formula, just replace the typed column number

=VLOOKUP($B6,tblOrdersALL,2,0)

with the MATCH formula:

=VLOOKUP($B6, tblOrdersALL, MATCH(C5, Orders_ALL!$A$1:$D$1, 0),0)

Copy the VLOOKUP Formula Across

Now, instead of needing a different formula in each column, you can copy the formula across, and use the same formula in all the columns. In each column, it will refer to the heading cell in that column, and find its position in the lookup table.

NOTE: If you are filling the formula across columns with different formatting, follow these steps:

1. Select the cell with the formula that you want to copy
2. Point to the fill handle on the selected cell (small square at the bottom right corner)
3. Press the RIGHT mouse button, and drag across to the last cell that needs the formula
4. Release the mouse button, and click on Fill Without Formatting

Combine IF and VLOOKUP

You can use an IF formula with a VLookup formula, to return exact values if found, and an empty string if not found.

To see the steps for setting up the IF and VLOOKUP formula, you can watch this short video. The written instructions are below the video.

To hide errors by combining IF with VLOOKUP, follow these steps:

1. On the Invoice sheet, in cell A8, enter the product code A28. If the VLookup formula in cell B8 has FALSE as the fourth argument, the result is #N/A, because there is no exact match for the product code in the lookup table.
2. Wrap the VLookup formula with an IF formula (in this example the product list has been named), using the ISNA function to check for an #N/A error:

  =IF(ISNA(VLOOKUP(A8, ProductList,2,FALSE)), "",VLOOKUP(A8, ProductList,2,FALSE))

3. Press the Enter key, and cell appears blank. Because no exact match was found, the VLookup formula returned an #N/A, so the ISNA function result is TRUE. The IF formula converted this to an empty string.

If the lookup table contains any blank cells, a VLOOKUP formula will return a zero, instead of a blank cell. You can use nested IFs to handle the #N/A results, and the empty cell results. For example:
      =IF(ISNA(VLOOKUP(A8, ProductList,2,FALSE)),"",
            IF(VLOOKUP(A8, ProductList,2,FALSE)="","",
              VLOOKUP(A8, ProductList,2,FALSE)))

Combine IFERROR and VLOOKUP

Thanks to Chip Pearson for suggesting this formula.

In Excel 2007, a new function, IFERROR, was introduced. You could use an IFERROR formula with VLookup to check several tables for a value, and return the related information when found. In this example, three regions, West, East and Central, have order sheets. On each sheet is a named range -- OrdersW, OrdersE and OrdersC.

On a sheet named Orders, you can enter an Order ID, then use a VLOOKUP with IFERROR to check each named range, and view the information about the selected order.

1. On the Order sheet, in cell B6, enter a 4 as the OrderID. That order was placed in the Central region.
2. To simply check the East region's table, the VLOOKUP formula in cell C6 would be:
     =VLOOKUP(B6, OrdersE,2, FALSE)
   
3. Press the Enter key, and the VLOOKUP formula returns an #N/A, because Order ID 4 is not in the East regions order table.
4. Because an order could have been placed in any of the three regions, you need a formula that will check each table.
   If the order ID is not found in the first table, the formula should check second table. If the order ID is not in the second table, it should check the third table. If the order ID isn't in the third table, then a "Not Found" message should appear in the cell.
5. The IFERROR formula lets you check a value, then specify what to do if an error is found. If you use IFERROR with the existing formula, you can show "Not Found", instead of the #N/A error: 
    =IFERROR(VLOOKUP(B6, OrdersE,2,FALSE), "Not Found")
6. To check all three tables, you can next IFERROR and VLOOKUP formulas:

      =IFERROR(VLOOKUP(B6, OrdersE,2,FALSE),  
              IFERROR(VLOOKUP(B6, OrdersW,2,FALSE),                IFERROR(VLOOKUP(B6, OrdersC,2,FALSE),"Not Found")))

This checks the OrdersE table and if an error is found, checks OrdersW table, then OrdersC. If the OrderID is not found in any of the three tables, the Not Found message is shown in the cell.

You can also check multiple tables in older versions of Excel, where IFERROR is not available, using a longer formula:

      =IF(NOT(ISERROR(VLOOKUP(B8, OrdersE,2,FALSE))),
                VLOOKUP(B8, OrdersE,2, FALSE),
        IF(NOT(ISERROR(VLOOKUP(B8, OrdersW,2,FALSE))),
                VLOOKUP(B8,OrdersW,2, FALSE),
        IF(NOT(ISERROR(VLOOKUP(B8, OrdersC,2,FALSE))),
                VLOOKUP(B8, OrdersC,2,FALSE), "Not Found"))))

VLOOKUP for Combined Values

In some tables, there might not be unique values any column in the lookup table. For example, in the table shown below, Jacket is listed twice in column A. However, there is only one record for each jacket and size combination -- Jacket Medium in row 4 and Jacket Large in row 5.

If you need to find the price for a large jacket, a VLOOKUP based only on column A would return the price for the first jacket listed (Medium). You would be underpricing the jacket -- selling it for 60.00, instead of 65.00.

To create unique lookup values, you can insert a new column at the left side of the table, and use a formula to combine the product and size. In cell A2, the formula combines the value in B2 and the pipe character and the value in C2.

=B2 & "|" &C2

Copy that formula down to the last row of data, so each row has a unique value in column A.

Note: Instead of the pipe character, you could use another character that isn't included in your data.

Then, in a VLOOKUP formula, combine the product and size as the Lookup_value. In cell H1, the formula combines the value in F1 and the pipe character and the value in G1.

=VLOOKUP(F1 & "|" &G1,$A$2:$D$5,4,FALSE)

Note: The price is now in column 4, instead of column 3.   ▲TOP

Troubleshoot the VLOOKUP formula

Your VLOOKUP formula may return an #N/A, even though the value you're looking for appears to be in the lookup table. Common causes for this are:

Text vs. Number

Space Characters

Other Characters

Text vs. Number

A common cause for this error is that one of the values is a number, and the other is text. For example, the lookup table may contain '123 (text), and the value to look up is 123 (a number).

• If possible, convert the text to numbers, using one of the methods shown here: Convert Text to Numbers
• If you can't convert the data, you can convert the lookup value within the VLOOKUP formula, using one of the solutions below:
  1. Lookup values are Text, Table has Numbers
  2. Lookup values are Numbers, Table has Text
• To figure out which values are text, and which are numbers, see the detailed number or text troubleshooting steps

1. Lookup values are Text, and the table contains Numbers

If the lookup table contains numbers, and the value to look up is text, use a formula similar to the following:

=VLOOKUP(--A7, Products!$A$2:$C$5,3, FALSE)

The double unary (--) converts text to a number, and will work correctly even if the lookup values are numbers.

2. Lookup values are Numbers, and the table contains Text

If the lookup table contains text, and the value to look up is numeric, use a formula similar to the following:

=VLOOKUP(A7 & ""),Products!$A$2:$C$5,3,FALSE)
OR
=VLOOKUP(TEXT(A7,"00000"), Products!$A$2:$C$5,3,FALSE)

The TEXT function converts a number to text, and will work correctly even if the lookup values are text. In the first example, the & operator creates a text string from an unformatted number. In the second example, a number formatted with leading zeros (e.g. 00123) would match a text "number" with leading zeros.

To see the steps for fixing the VLOOKUP problem when the lookup table has text values, watch this short video tutorial.

Spaces in one value, and not the other

Another potential cause for no matching value being found is a difference in spaces. One of the values may contain leading spaces (or trailing, or embedded spaces), and the other doesn't. To test the values, you can use the LEN function, to check the length of each value.

For example:   =LEN(A7)     will return the number of characters in cell A7. It should be equal to the number of characters in the matching cell in the lookup table.

If possible, remove the unnecessary spaces, and the VLOOKUP formula should work correctly. If you can't remove the spaces, use the TRIM function in the VLOOKUP, to remove leading, trailing or duplicate spaces. For example:

    =VLOOKUP(TRIM(A7), ProductList,2,FALSE)

Other Characters

If TRIM function alone doesn't solve the problem, you can try one of the following suggestions:

• SUBSTITUTE Function
• CLEAN Function
• Macro to Remove Web Characters

SUBSTITUTE Function

Use the SUBSTITUTE function to remove unwanted characters. There is an example on the Contextures blog: Clean Excel Data With TRIM and SUBSTITUTE

CLEAN Function

Another way to fix VLOOKUP problems is with the CLEAN function, which can remove some unwanted characters from the text. There is more information on the CLEAN function in this Contextures blog post: 30 Excel Functions in 30 Days: 29 - CLEAN

Web characters in one value, and not the other

If you copied data from a web page, it may contain HTML non-breaking space (&nbsp) characters. David McRitchie has written a macro to remove them, along with other spaces characters  

Problems When Sorting VLOOKUP formula

A VLOOKUP formula may return the correct results at first, but then shows incorrect results if the list of items is sorted. This can occur if the reference to the Lookup value includes a sheet name. For example:

=VLOOKUP('Order Form'!B5, Products!$B$2:$C$6,2,FALSE)

NOTE: This problem can occur with other functions too, such as an INDEX/MATCH lookup formula.

Watch this video to see the steps for fixing the problem, and download the VLOOKUP Sorting problem sample file to follow along. The written instructions are below the video.

Sheet Names in Reference

This type of reference is created if you click on another sheet while building the formula. As soon as you do that, Excel adds the sheet name to any subsequent references in the formula.

In the screen shot above, Dress is in cell B9, and cell C9 shows the correct price of $30.

However, after sorting the products A-Z, the Dress moves up to cell B5, but the formula in cell C5 continues to refer to cell B9. Because of the sheet names in the references, Excel retains the original references, instead of keeping a reference to the current row. Cell C5 is showing the price for a Sweater, instead of a Dress.  ▲TOP

Fix the Problem

To solve the problem, remove any unnecessary sheet names from the VLOOKUP cell references. Here is the revised formula for cell C5:

=VLOOKUP(B5, Products!$B$2:$C$6,2, FALSE)

After the unnecessary sheet names are removed, the list can be safely sorted, and the correct results will show for each item.

Download the Sample Files

1. Get the VLOOKUP sample workbook (Excel 2007 and later). The zipped file is in xlsx format, and does not contain any macros.

2. For Excel 2003, get this version of the VLOOKUP sample file. The zipped file is in xls format, and does not contain any macros.

3. To see the problem that can occur when sorting with VLOOKUP, get this VLOOKUP Sorting problem sample file. The zipped file is in xlsx format, and does not contain any macros.

4. Get the Product Price Lookup workbook, used in the video tutorial. The zipped file is in xlsx format, and does not contain any macros.  ▲TOP

More Tutorials

VLOOKUP Number/Text Troubleshooting

VLOOKUP from Another Workbook

HLOOKUP

CHOOSE Function

Lookup - 2 Criteria

LOOKUP

INDEX / MATCH

Compare Lookup Functions

Functions List