Excel - VLOOKUP: How and when to use it Tutorial

In this video, you will learn about VLOOKUP and how and when to use it.
The video covers the VLOOKUP function, which is similar to a phone book, where you start with a piece of data and use it to find other related information.
The video demonstrates how to use VLOOKUP to find prices based on part numbers in a large spreadsheet.
By entering the part number in a specific cell, you can retrieve the corresponding price.
This will help you efficiently find information in a large dataset and save time.

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Available in Microsoft365

Objectifs :

Understand how to use the VLOOKUP function in Excel to efficiently find information in a spreadsheet, similar to using a phone book.

Chapitres :

Introduction to VLOOKUP
The VLOOKUP function is a powerful tool in Excel that allows users to search for specific data within a large spreadsheet. It operates similarly to a phone book, where you start with a known piece of information (like a name) to find unknown information (like a phone number). This function is particularly useful when you frequently need to retrieve the same type of information.
Using VLOOKUP: A Step-by-Step Guide
To demonstrate how to use VLOOKUP, let's consider an example where we want to find prices based on part numbers. Follow these steps: 1. **Select the Cell**: Click on the cell where you want the price to appear. 2. **Enter the VLOOKUP Function**: Type `=VLOOKUP(` to start the function. 3. **Input the First Argument**: Enter `H2` as the first argument, which is the cell containing the part number you want to look up. 4. **Define the Data Range**: After a comma, specify the range of cells that contains the data you want to search. For example, if the part numbers start in cell B3 and the status values end at cell E52, your range would be `B3:E52`. 5. **Specify the Column Index**: Type another comma and enter the number `3`. This indicates that the values you want to retrieve are in the third column of the specified range. 6. **Exact Match Requirement**: Add another comma and type `FALSE` to ensure that VLOOKUP looks for an exact match between the part number and the price. 7. **Complete the Function**: Press Enter to finalize the function.
Understanding VLOOKUP Arguments
The VLOOKUP function requires specific arguments to operate correctly: - **Lookup Value**: The value you want to search for (e.g., part number in cell H2). - **Table Array**: The range of cells that contains the data (e.g., B3:E52). - **Column Index Number**: The column number in the table array from which to retrieve the value (e.g., 3 for the price). - **Range Lookup**: A logical value that specifies whether you want an exact match (FALSE) or an approximate match (TRUE). By understanding these arguments, you can effectively use VLOOKUP to find the information you need.
Practical Example
For instance, if you enter a part number in cell H2, the VLOOKUP function will search through the specified range and return the corresponding price from the third column. This process is akin to looking up a name in a phone book to find the associated phone number.
Conclusion
In summary, the VLOOKUP function is an essential tool for anyone working with large datasets in Excel. By following the steps outlined above and understanding the function's arguments, you can streamline your data retrieval process and enhance your productivity.

FAQ :

What is the VLOOKUP function used for?

The VLOOKUP function is used to search for a specific value in the first column of a range and return a corresponding value from another column in the same row.

How do I use the VLOOKUP function in Excel?

To use VLOOKUP, enter the function in a cell, followed by the required arguments: the lookup value, the range of cells to search, the column index number, and the match type (TRUE for approximate match or FALSE for exact match).

What do the arguments in VLOOKUP mean?

The first argument is the value you want to look up, the second is the range of cells to search, the third is the column number from which to return a value, and the fourth specifies whether to find an exact match or an approximate match.

Can VLOOKUP return values from columns to the left of the lookup column?

No, VLOOKUP can only return values from columns to the right of the lookup column. If you need to look up values to the left, consider using the INDEX and MATCH functions instead.

What happens if VLOOKUP doesn't find a match?

If VLOOKUP does not find a match, it will return an error value (#N/A) unless you use an IFERROR function to handle the error.

Quelques cas d'usages :

Inventory Management

In inventory management, VLOOKUP can be used to quickly find the price of an item based on its part number, allowing for efficient stock management and pricing updates.

Sales Reporting

Sales teams can use VLOOKUP to match customer IDs with their corresponding sales data, enabling quick access to sales figures and performance metrics.

Data Analysis

Analysts can apply VLOOKUP to merge data from different sources, such as combining customer information with transaction records to create comprehensive reports.

Project Management

Project managers can utilize VLOOKUP to track project costs by linking task IDs with their respective budgeted amounts, ensuring accurate financial oversight.

Human Resources

HR departments can implement VLOOKUP to match employee IDs with their details, such as department and salary, streamlining employee data management.

Glossaire :

VLOOKUP

A function in Excel that allows users to search for a value in the first column of a range and return a value in the same row from a specified column.

Argument

A piece of data that a function requires to execute. In the context of VLOOKUP, arguments include the lookup value, the range of cells, the column index number, and the match type.

Cell

The intersection of a row and a column in a spreadsheet, identified by a unique address (e.g., A1, B2).

Range

A selection of two or more cells in a spreadsheet, which can be used in functions like VLOOKUP to define where to search for data.

Column Index Number

The number that specifies which column's value to return in a VLOOKUP function, counting from the leftmost column of the specified range.

Exact Match

A setting in VLOOKUP that specifies the function should only return a result if it finds an exact match for the lookup value.

00:00:06

or you're always looking for the same kind of information,

00:00:10

use the VLOOKUP function.

00:00:12

VLOOKUP works a lot like a phone book, where you start

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with a piece of data you know, someone's name, in order

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to find out what you don't know: their phone number.

00:00:23

So as an example, I'll enter part numbers,

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the thing I know, and find out prices, the thing I don't know.

00:00:31

To do that, I'll click the cell where I want to see the prices.

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I'll enter an =, VLOOKUP, and ().

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These parentheses will contain a set of arguments,

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and an argument is just a piece of data that the function needs in order to run.

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I'll enter H2 as the first argument, because

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that's where I'll type the part numbers.

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Follow that with a comma,

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and then I'll enter the range of cells that contains the data I want to search;

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that's this block of data here.

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The part numbers start in cell B3.

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And if I scroll down, you can see the status values end at cell E52;

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so I'll enter B3:E52.

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Then I'll type another comma.

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And you need to do that because the functions won't work

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without the colons and commas.

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Next, I'll type the number 3.

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This tells VLOOKUP that the values I want to see are in

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the third column from the left in the range of cells I want to search.

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In other words, it's the third column over from the part numbers,

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the data I know.

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Another comma, and I enter False, because that gives me

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an exact match between part number and price,

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and don't worry, I'll explain how that works later.

00:01:59

When I press enter to tell Excel I'm done, you can see

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I get an error message because I haven't entered a value in cell H2.

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But when I enter a part number, I get a price.

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So what just happened?

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I told Excel: here's a value in the left hand column of my data.

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Now look through this range of cells and, in the third

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column to the right, find the value on the same row.

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A lot like a phone book.

00:02:29

So up next, I'll explain each of the arguments,

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the values inside the parentheses, along with rules for using VLOOKUP.

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