VLOOKUP in Excel allows you to search for a value in one spreadsheet and use it to find corresponding information in another spreadsheet. In just a few steps, you can make Excel do the heavy lifting for you, retrieving data without breaking a sweat.
How to do VLOOKUP in Excel with Two Spreadsheets
In this section, you’ll learn how to use the VLOOKUP function to find data in one spreadsheet and match it with information in another spreadsheet.
Step 1: Open Both Spreadsheets
Open the spreadsheet that contains the data you want to search for and the spreadsheet where you want to pull the data from.
Step 2: Select the Cell for the VLOOKUP Formula
Click on the cell where you want the result of your VLOOKUP to appear.
The cell you select will now be the home base for your VLOOKUP formula. This is where you’ll type the formula to tell Excel what you want it to find and where to find it.
Step 3: Enter the VLOOKUP Formula
Type =VLOOKUP( in the selected cell.
Starting the formula signals to Excel that you’re about to use the VLOOKUP function. Make sure you get the syntax right to avoid errors.
Step 4: Identify the Lookup Value
Enter the lookup value or the cell reference that contains the value you want to search for, followed by a comma.
This value is the key piece of information that Excel will search for in the other spreadsheet.
Step 5: Select the Range in the Second Spreadsheet
Switch to the second spreadsheet, select the range of cells that contains the data you want to search, and then add a comma.
The range in the second spreadsheet should include the column with the lookup value and the column with the data you need. Make sure to lock the range with dollar signs if you’re copying the formula.
Step 6: Specify the Column Index Number
Enter the column index number of the data you want to retrieve from the range, followed by a comma.
The column index number tells Excel which column in the selected range contains the data you want to pull. For example, if you want data from the second column, you would enter "2".
Step 7: Type FALSE for Exact Match
Enter FALSE for an exact match and close the parentheses.
Typing FALSE ensures that Excel looks for an exact match of your lookup value. If you don’t need an exact match, you could use TRUE instead, but it’s usually safer to go for an exact match.
Step 8: Press Enter
Press the Enter key to complete the formula.
Once you press Enter, Excel will execute the VLOOKUP function and display the result in the cell you selected.
After completing these steps, Excel will search for the lookup value in the specified range of the second spreadsheet and return the corresponding value from the column index you specified.
Tips for VLOOKUP in Excel with Two Spreadsheets
- Ensure both spreadsheets are open: This makes it easier to switch between them when setting up your VLOOKUP formula.
- Use named ranges: Naming your data ranges in the second spreadsheet can make your VLOOKUP formula easier to read and manage.
- Lock your ranges: Use dollar signs to lock your cell ranges, especially if you plan to copy the formula across multiple cells.
- Use error handling: Wrap your VLOOKUP formula in an IFERROR function to handle cases where the lookup value isn’t found.
- Check data types: Ensure that the data types of the lookup value and the values in the second spreadsheet’s range match.
Frequently Asked Questions
What is VLOOKUP used for?
VLOOKUP is used to search for a value in one column and return a value in the same row from another column.
Can I use VLOOKUP with multiple criteria?
VLOOKUP itself doesn’t support multiple criteria, but you can use helper columns or combine functions like INDEX and MATCH for more complex searches.
What does the column index number mean?
The column index number is the number of the column in your selected range from which you want to retrieve data.
What happens if VLOOKUP doesn’t find a match?
If an exact match isn’t found and you specified FALSE for the exact match, VLOOKUP returns an #N/A error.
Can VLOOKUP work with text values?
Yes, VLOOKUP can search for and match text values as well as numbers.
Summary
- Open both spreadsheets.
- Select the cell for the VLOOKUP formula.
- Enter the VLOOKUP formula.
- Identify the lookup value.
- Select the range in the second spreadsheet.
- Specify the column index number.
- Type FALSE for exact match.
- Press Enter.
Conclusion
Using VLOOKUP in Excel with two spreadsheets may initially seem daunting, but it’s a powerful tool that can save you tons of time. By breaking down the steps and understanding how each part of the formula works, you can confidently use VLOOKUP to find and organize data across multiple spreadsheets.
Remember to keep both spreadsheets open, use named ranges for clarity, and always lock your cell references if you’re planning to copy the formula. Whether you’re handling a small project or managing large datasets, mastering VLOOKUP can make your life easier.
So, don’t be afraid to dive in and experiment. The more you practice, the more proficient you’ll become. Happy data hunting!
Matt Jacobs has been working as an IT consultant for small businesses since receiving his Master’s degree in 2003. While he still does some consulting work, his primary focus now is on creating technology support content for SupportYourTech.com.
His work can be found on many websites and focuses on topics such as Microsoft Office, Apple devices, Android devices, Photoshop, and more.