LookUp function in Excel

One of the most typical inquiries given by Excel users is: "How do I locate a value on one sheet and retrieve a matching value from another sheet?"

For this, users may seek the closest match instead of an exact match, select to search vertically inside a column or horizontally across a row, or even analyze numerous criteria concurrently. Despite these variances, the underlying task remains constant: mastering the art of the LookUp function in Excel.

So, through this tutorial that I have curated based on my certified expertise in this software, I’ll let you delve deep into the subtleties of Excel's LookUp functions.

Key Terminologies 

As we move to the central part of the blog, I would like to give you the key terms to go through. These terms are required to understand LookUp functions in Excel.

1. Lookup Function: The LookUp and reference function in Excel searches for a value in a range or table and retrieves a matching value from another column.

2. Index: The location of a value inside a range or array.

3. Match: A function that returns the relative position of an item in a range or array.

4. Range Lookup: An optional input in LookUp routines that defines whether to locate an exact or approximate match.

5. Exact Match: A LookUp that returns only results that precisely match the LookUp value.

6. Approximate Match: A LookUp that returns the closest value equal to or less than the LookUp value.

7. Lookup Value: The LookUp value in Excel searches for the data collection.

8. Lookup Vector: This is the range of cells holding the data you wish to search.

9. Result Vector: The range of cells holding the appropriate values you wish to obtain.

10. Table Array: The range of cells holding the data to be searched.

11. VLookUp: This function returns a value from a specified column in the same row after searching a table array's first column for a value.

12. HLookUp: It retrieves a value from a specified row in the same column after searching for a value in the table array's initial row.

What is the LookUp function?

The LookUp function in Excel is a great tool that lets you identify precise information amid a sea of numbers and text. When you work with big spreadsheets, you will need to target a specific value or piece of information rapidly. 

That's where LookUp comes in. 

You tell it what you're looking for, and it scours your data to discover the closest match. It saves you time and effort when browsing through your Excel files.

Usage of Excel LookUp function 

Let me introduce you to the Excel LookUp function in this part and which function is best used to look up and retrieve data. It is a flexible tool to search for a value in a defined range or array and return a similar value from the same point in a different column or row. 

The LOOKUP function has two primary forms: 

• Vector forms: In the Vector form, LookUp looks for the LookUp value in one row or column. 

• Array forms. In the Array form, LookUp in Excel looks for the LookUp value in an array or range of cells. 

The INDEX MATCH function combination is the finest approach for searching and retrieving Excel data. It gives additional flexibility and resilience compared to other LookUp methods like VLOOKUP or HLOOKUP. Using INDEX MATCH enables precise searching in either direction (rows or columns) and managing data in any order. Additionally, INDEX MATCH can handle non-contiguous data ranges and is an effective tool for data search and retrieval jobs.

You must also develop your Excel skills along with the LookUp function in Excel by going through quick and easy online tutorials and courses. 

Types of LOOKUP in Excel

Let’s look at the various LookUp functions and explain how you may effectively apply them to your search queries.

Vertical Lookup in Columns

You can use this LookUp function in Excel when you want to locate specific items inside a table or range based on their position in a row. 

You will need the information listed below to execute this function:

1. The desired value you want to search for is the LookUp value.

2. The interval in which the search value is situated. The value being searched for must always be located in the first column of the specified range.

3. The column number in the range that includes the return value. 

4. To allow imprecise matching, set the optional parameter to TRUE; for exact matches, use FALSE. If left unspecified, TRUE is the default for a near match.

Now integrate all of the previously mentioned elements in the syntax below: 

=VLOOKUP(LookUp value, range including the LookUp value, the column number in the range including the return value, Approximate match (TRUE) or Accurate match (FALSE)).

Here’s an example:

Source - MS Excel

Horizontal LookUp in Row

The Excel HLOOKUP function comes in handy when finding values based on where they are in a column. To create the HLOOKUP syntax as a LookUp function in Excel, you'll need:

1. The LookUp value you're looking for.

2. The range where the LookUp value is placed. The LookUp value must always be in the first row of this range.

3. The row number in the range that includes the return value.

4. Optionally, indicate TRUE for an approximate match or FALSE for an exact match of the return value. If omitted, the default value is TRUE for an approximate match.

Combine these items in the following LookUp formula in Excel:

=HLOOKUP(LookUp value, range containing the LookUp value, row number in the range including the return value, Imprecise match (TRUE) or Exact match (FALSE))

Here’s an example:

Source - MS Excel

Three-Dimensional LookUp

You may employ Excel's vital three-dimensional LookUp feature when your data is arranged over numerous sheets or in a three-dimensional format. This feature lets you search for values based on their location in rows and columns across many sheets or ranges.

To develop the syntax for the three-dimensional LookUp function as a LookUp function in Excel, you will need:

1. The LookUp value you're looking for.

2. The range where the LookUp value is placed across various sheets or ranges.

3. The row number in the range(s) that includes the return value.

4. The column number in the range(s) that provides for the return value.

5. Optionally, indicate TRUE for an approximate match or FALSE for an exact match of the return value. If omitted, the default value is TRUE for an approximate match.

Combine these items in the syntax below:

=INDEX(range containing the LookUp value, MATCH(LookUp value, range containing the LookUp value, 0))

This three-dimensional LookUp function in Excel allows you to quickly retrieve data from complicated datasets scattered over numerous sheets or ranges, boosting your data analysis skills inside Excel.

Here’s an example:

Source - MS Excel

LookUp with Multiple Criteria

When discovering particular data based on multiple criteria, Excel provides a robust solution with LookUp functions mixed with logical operators. This LookUp function in Excel lets you search for numbers that fulfill many requirements concurrently, offering more exact results. 

To design the syntax for the LookUp function with many criteria as a LookUp function in Excel, you'll need

1. The LookUp values you're looking for are based on several criteria.

2. The range or ranges where the LookUp values are found.

3. The requirements or conditions must be satisfied to return the intended value.

4. Optionally, provide TRUE for an approximate match or FALSE for an exact match for each condition. If omitted, the default value is TRUE for an approximate match.

Integrate the above-mentioned information in the syntax below:

=INDEX(range containing the LookUp values, MATCH(LookUp value 1 & LookUp value 2, range containing the criterion 1 & range containing the criteria 2, 0))

Here’s an example.

Source- MS Excel

So, these are frequently used LookUps in Excel. Some of the other types include Nested LookUp. Let's take a look at it as well.

Nested LookUp

In sophisticated data analysis scenarios, you may encounter instances where you need to do a nested search utilizing data from two or more LookUp tables. This complex strategy includes employing numerous LookUp functions to search for values across distinct tables and obtain relevant data depending on specific criteria. 

To develop the syntax for the nested LookUp function as a LookUp function in Excel, you'll need to collect the following information:

1. The LookUp values you're looking for are based on several criteria.

2. The range or ranges where each table's LookUp values are located.

3. The requirements or conditions must be satisfied to retrieve the intended value from each LookUp table.

4. Optionally, provide TRUE for an approximate match or FALSE for an exact match for each condition. If omitted, the default value is TRUE for an approximate match.

Combine these parts by layering one or more LookUp functions inside another, ensuring each function is appropriately organized and aligned to execute the necessary searches and obtain the associated data.

=INDEX(Return_range, MATCH(LookUp _value_2, Criteria_range_2, 0), MATCH(LookUp_value_1, Criteria_range_1, 0))

This function lets you rapidly get data from numerous LookUp tables depending on specific criteria. It gives you specialized and accurate answers for your data analysis and decision-making requirements inside Excel. However, here’s a nugget of information; Apart from the LookUp function in Excel, there are several formulas you should get acquainted with more to “excel” more in the field of data analytics. 

In Summary

Mastering the LookUp function in Excel is crucial for effective data management. This blog reviewed how many LookUp functions in Excel are present. This blog also shows examples of harnessing their power for flexible data retrieval needs. From vertical LookUps in columns to horizontal LookUps in rows, we've understood their syntax and proved their use via real-world applications.

Furthermore, we've developed more complex strategies, including three-dimensional search and LookUp with numerous criteria. By combining multiple LookUp functions and logical operators, you may unleash the full power of different types of LookUps in Excel for sophisticated data analysis.

However, to acquire more information about excelling in Excel, you may visit the UpGrad site. A thorough explanation of various Excel-related capabilities will aid you in successfully excelling in the digital era. 

Frequently Asked Questions

1. How do you use the LookUp function in Excel? 

Input the formula, including the LookUp value, LookUp range, and result range, to get the matching value based on predetermined parameters.

2. What is the difference between VLOOKUP and LookUp? 

VLOOKUP is a type of LookUp formula in Excel for vertical searches, and "LookUp" is a general term that defines various LookUp functions, including VLOOKUP.

3. What is a LookUp list in Excel? 

A LookUp list in Excel refers to a range of cells containing data used for LookUp functions. It is organized in columns or rows for easy reference.

4. How do you use the search function in Excel? 

Type the appropriate value into the search box on the ribbon.

5. What is a LookUp table used for? 

A LookUp table in Excel stores data using LookUp functions to retrieve corresponding values based on specified criteria.

6. What is the function of LookUp in a spreadsheet? 

It searches for a value in a specified range or table and returns a related value based on predefined conditions.

7. What is LookUp and types of LookUp? 

The LookUp function in Excel helps finds a value inside a data range and provides a corresponding value. There are two types of LookUp: VLOOKUP and HLOOKUP.