[Excel] Using the VLOOKUP Function

VLOOKUP is a built-in function in excel that allows users to look up a value in a column vertically based on exact or approximate match types.

FORMULA

=VLOOKUP (value, table, col_index, [range_lookup])

ARGUMENTS

Value - the value that you want to search in the first column.

Table - the range where you want to find the value.

Col_index_num - the number of the column from which you want to fetch the matching value.

Range_lookup - allows you to search for approximate or exact match. Set True for approximate and False for exact.

LIMITATIONS OF VLOOKUP

1. It can only look values at the columns to the right.

2. It will only retrieve the data of the first value if the columns contain duplicate values.

3. It is not case sensitive.

4. It uses approximate match by default.

5. Inserting a column in the vlook up table/range will cause incorrect results.

VLOOKUP Sample

Let's say you receive a list of all employees in your group who completed the annual mandatory training. You have 5 new members in your team and you want to find out when they completed their training using the VLOOKUP function in excel.

Column 1 shows the name of the employees who completed the training.

Column 2 shows the date when the employees completed the training.

1. Enter the names of your members beside the range in a vertical position.

2. Select the range (column 1 & 2) and right-click. Select Define Name.

3. Enter a name for the range and click OK.

4. Select on the cell beside the name list of your members.

5. Click Insert Function under Formulas tab.

6. Type VLOOKUP in the search bar or select it from the category list.

7. The Function Arguments dialog box will appear. Specify the cell that you want to find the matching value in the lookup_value box or click the arrow beside it to supply the data.

8. If you click the arrow, the function arguments box will ask for a cell reference. Click on the cell where the name of your member is located.

9. Click the arrow that points below to go back to the Function Arguments dialog box.

10. Enter the name of the range (Training) you defined in the Table_array box. 

11. Type number 2 in Col_Index_num box.

12. Type FALSE in Range_lookup box to find the exact match.

13. Click OK.

14. You will see that a value appears on the cell where you enter the formula. However, it's not the completion date.

15. Highlight the cell and right-click. Select Format Cells.

16. Click Date under Category and select the date format.

17. Click OK.

18. You will now see that it displays the correct completion date.

19. Drag the fill handle down over the cells to look for the completion dates of other members.