“This is the quickest I have come across!!!! You are a big help.” Ron

**Do you hate going home late? **

**Do you want to make your job easier? **

If you answered yes to either of these questions, then read on.

But before we proceed, many of you have been asking for a step by step tutorial on Pivot Tables, which is now here: Pivot Tables in Excel. We’ve also launched Working with Numbers.

We’ve also just created a video version of the tutorial which you can watch here.

Use this file to go try out what is shown in the video tutorial.

**The vlookup is the most useful, yet most mis-understood function in Excel. Learning how to vlookup in Excel 2007/2010/2013 can be very useful **

**This is a step by step vlookup tutorial (only 7 steps) suitable for beginners. It’s the quickest and simplest way to do a vlookup! It works in Excel 2003, Excel 2007, Excel 2010 and Excel 2013 (you just need to find the fx button above column B as shown in the example below). **

**LEARN HOW TO USE THE VLOOKUP FUNCTION IN EXCEL AND SAVE YOURSELF HOURS WITH ANALYSIS!!**

vlookups are usually done between different spreadsheets, but to make it easier to show how they work, I’ve put the data on to one spreadsheet (see image below).

The tables in the spreadsheet have some of the most famous 100m runners in the world – including Usain Bolt (the World Champion!). The runners are numbered from 1 to 10 in column B (the numbers are for illustrative purposes only).

I’ve put the names of the runners / athletes in column C.

IMPORTANT: You should note that the table on the LEFT HAND SIDE is set in ASCENDING NUMERCIAL order ie numbers 1 to 10.

However, the table on the RIGHT HAND SIDE is arranged in ALPHABETICAL order of the names of the athletes. So the numbers in that table DO NOT go from 1 to 10 in ascending order.

We’ll use the vlookup function to get the ‘Prize Money’ each athlete has won in column J in the second table into column D in the first table.

If you want to actually test out the instructions below with exactly the same data in Excel, then we have included a link to the file with the data here –

vlookup specimen file – Usain Bolt, etc.

**STEP 1**

First, click into cell D2 – as this is where we want the first vlookup result to appear.

**STEP 2**

Click on the ‘fx’ button above column B – many people start by typing “=vlookup…” but you don’t have to! Clicking the “fx” button is much quicker!

(you will see the ‘Insert Function’ table pop up – screenshot below)

From this window, we will select the vlookup function, as it is one of the ‘most recently used’ functions in the category here.

If the vlookup function isn’t one of the ‘most recently used’ functions, then change the “Or Select a Category” field to ‘All, then scroll to the bottom, where you will see the word ‘vlookup’ and click on it.

Click ‘ok’ and the function arguments window will pop up. This table will show the Syntax (a fancy word for the format of the formula) and it will display the different parts of the syntax ie VLOOKUP(lookup_value,table_array,col_index_num,range_lookup)

**STEP 3**

Here, you should click into cell ‘B2’ because that’s the first number or reference for which you want to lookup a value. The ‘look up value’ is the corresponding value we want to find in the first column of the second table – so we want to find out what ‘Prize Money’ the runner in position 1 got in the table that spans columns H to J.

**STEP 4**

Now click in the next field, the ‘table array’ field (the table array consists of two or more columns of data and the first column in the table array – in this case col. H – has the corresponding numbers that the ‘lookup value is looking at ie the runner positions in this case).

**STEP 5**

After clicking in the ‘table array’ field, you then need to highlight the columns that that you want to look up data from; so here, we will highlight columns H to J, because our lookup value column starts from column H in the second table, and the Prize Money which we want to check is in col. J

An alternative way to populate the “Table_array” field is to highlight the range of data you’re looking up, starting with your first unique value – in this case cell H2. So you’d highlight cells H2 to J11, because J11 is the last cell in the range. You’d then need to FIX this table array by putting dollar signs in before the H, before the 2, before the J and before the 11, so your formula at the end looks like this: =VLOOKUP(B2,$H$2:$J$11,3,FALSE). If you’re in the table array field and you press F4, then Excel will do this automatically for you. This is useful to know if the spreadsheet doesn’t allow you to highlight cells H to J because some cells are merged or you’re getting an invalid error. But for now, just leave it, ensure, you’re fields look the same as those in the screenshot above then proceed to Step 6, the second last step.

**STEP 6**

When you highlight the columns, you should note that column J is the 3^{rd} column from column H. We then move onto the next step, Col_index_num, which is the column Index number. Click in that field and type the number 3) – this is because column J is three columns away from column H.

**STEP 7**

Now, for the last bit, simply click in the ‘range lookup’ field and type in the word false. You should always type in the word false here, because we want the vlookup to return an exact match for what we‘re looking for, and if it doesn’t then we want it to return the word false.

Now click ‘Ok’, and like magic, you will notice that the vlookup has returned the figure of $1,000,000 against Usain Bolt’s name in the first table. If you look at the second table, the figure of $1,000,000 is also against Usain Bolt’s name, so we know the vlookup has worked. And that’s how you string together the vlookup formula in excel.

Now all you have to do is drag down the formula, so that the cells below cell D2 populate, and you save yourself the hassle of manually finding the corresponding Prize Money value for each and every athlete in the first table. In a work scenario, if you had hundreds of rows of data, this would literally save you hours of work!

IMPORTANT point to note – the numbers in the “lookup value” column MUST precede the data you’re looking up! The same is true for the table that you are looking up data from (you must ALWAYS move from the left to the right, when using vlookups!)

Congratulations on finishing the tutorial! If you want to try out a vlookup between two separate workbooks, you can do so here: http://howtovlookupinexcel.com/vlookup-between-two-workbooks

If you want to learn about Pivot Tables, you can do so via this website we created following user demand: http://pivottablesinexcel.com/

**If you have problems with your vlookup click here – 13 common problems:**

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I have two sets of data and managed to use vlookup to return the correct information. However, when there is not a match on some items, which I expected, the formula returns #N/A. How can I get it to return a blank cell, or nothing?

You need to add *=iferror(* at the beginning and *,””)* at the end (excluding the stars).

It’s covered under the “New Update” section under problem 10 on this page: http://howtovlookupinexcel.com/13-common-problems-with-vlookups/

Just put down two inverted commas ie “” instead of the zero described in the update, if you want to return a blank.

Thanks for the great tutorial. Can you use VLOOKUP function and skip columns in the table array? My table array will be to the right of the lookup value, but I don’t need data from each column.

Hi John

You certainly can.

You just need to make sure your table array covers all the columns you want to look up, then select the relevant “col_index_num” or column index number.

If you need more detail, let me know.

Analyst

Been ignoring this function for long. This made it easy to understand and use it quickly. Thanks !

Thank you that was very helpful

You’re welcome.

Brilliant….now I finally understand how Vlook up works!

i liked the idea its very great but i have a question though, suppose in your given example i only had positions that means i only have numbers so if i type “1” in position column then name of runner and his respective prize should be shown can that be done?

thanks for reading it

Hi

I’m not sure why you’d want to manually type in numbers – the point of it is to automate the process.

But, yes, you’d just have to do a vlookup with the two columns you’ve described – position and runner.

Analyst

how can i do a vlookup with the two columns that’s what i wanted to know sir because i tried but there was some sort of syntax error.

Send me the file with the syntax error that you got.

Analyst,

Igot the formula worked out in the first column in the sample demo filed you provided.

But I don’t know how I can drag the formula in rest of the columns. I tried to copy & paste the formula but it did not work.

Can you please guide me? Thank you so much,

Vijay

Hi

To drag the formula down the column, all you need to do is hover over the cell until you see a black cross, then drag it down.

Analyst

Hello,

Thank you. Very simple and easy to understand. It just took 5 mins as you indicated

That is awesome, Sam! Glad to hear that the tutorial helped!

I have two worksheets with a matching ID code for our employees. One sheet tracks all our employees and there relevant data. The other simply tracks the hypos and what school they graduated from. If they had multiple schools, the ID code is listed for each school they graduated from. I have been able to use Vlookup to add the school to the master spreadsheet. The issue I have is that some of our employees got a BS from one school, Masters from another and a doctorate from another. Vlookup only gives you the last match. How can I get it to add all the schools listed?

Hi Walter

I haven’t seen your spreadsheet, so I can only make assumptions here. If an employee has been to more than one school and the schools are listed in separate rows, then it won’t be possible to use the vlookup to return different results for each school.

You may be better off doing a pivot table. If you send dummy data, I can have a look for you. But please only send info if it is NOT confidential and you have permission to do so.

Rgds

Analyst

thank you sir i learnt much needed vlookup for my job

You’re welcome Sandeep.

Great work and many thanks. This is the best tutorial have I come across on Vlookup and Pivots. Are there other Excel tutorials from you?

Hi Clarence

Thanks for the feedback – it’s much appreciated.

I don’t have any other tutorials, at present, but will let you know if and when I do create some additional ones.

Analyst

Is there a free tool one can download to “annonymize” Excel data? I have a large spreadsheet but can not “annonymize” the data manually, as there is too much.

Thank you.

Hi David

I did a quick search on google but couldn’t find anything quick and simple.

What’s the issue you have? If you send a copy of the sheet with two rows and dummy data, ensuring you remove anything confidential, I can have a look.

Analyst

I ended up using this to anonymize the data:

http://www.codematic.net/excel-tools/excel-anonymiser.htm

It still only partially worked for what I needed. I also had a bunch of names I needed to change, so I used search and replace to change much of the names and between that worked for me.

My question is actually not a vLookup question, but a pivot table question. But I asked you as I see you frequently tell people to anonymize the data. Thanks for your help!

Yes, I came across that site as well, but the macro was written for Excel 2003 and earlier versions, and they said it doesn’t work properly for later versions. I thought you may be using Excel 2007 or 2010, as 2003 is quite old now.

What’s the question you have about pivot tables?

how to use vlookup function in excel window 2007. i want to compare tally export data & excel sheet data to

compare. how to use it

Hi Alka

I’m not sure exactly what your question is.

If you can send dummy data, then I can assist.

Analyst

Thanks for the vLookup and Pivot tables step and process. I’ll put this into good use :). Do you have any materials on Macros?

Thanks again!

Hi Rick

I don’t have any material on macros yet, but I’ll let you know when I do.

Analyst

Hi. I am looking for help with a formula in Excel. I have a spreadsheet with many worksheets. Each worksheet contains a document copied into it with tables, sentences, and paragraphs. I have a list for words and numbers in the first worksheet that I need to find in all the others. I am using “IF(ISERROR(VLOOKUP($E16,’148N’!$B$7:$E$5000,1,FALSE)),””,”Yes”) but it is only finding the word at E16 if it is NOT in a sentence and only if it is in Column B (it will not search Column C in tab #148N for that same word. Can you assist? Is vlookup the correct formula for this situation?

Hi Kate

Apologies for the delay in responding.

From what you’ve described, the formula does not appear to be correct.

For example, you don’t need a dollar sign after the bracket after the word “vlookup” in the formula.

Also, is the tab you’re looking up the data from called “148N”? That’s a very unusual name for a tab. If it’s not called that, then that’s another thing that you’d need to correct with the formula.

To give you the correct formula, I’d need to be able to see the spreadsheet, as I don’t know the range of data that you’re looking up.

However, you’d need to create dummy data, if the data is confidential – if you can create dummy data for, say, 5 rows, I can give you a steer.

Analyst

THANKS A TON…!

You’re welcome.

This was so easy and helpful. Now I am using vlook ups for massive spreadsheets that I maintain at my job. Thank you so much!

Any instructions for “dummies” on pivot tables?

Hi Wendy

Thanks for the feedback.

Yes, I created a tutorial for pivot tables here: http://pivottablesinexcel.com/

Let me know if you have any questions about it.

Analyst

Many Thanks

You’re welcome.

This is the best explanation out there and the fact that you go into all the possible errors is so helpful. I have been trying to create this formula all day and your explanation is the only one I could understand and worked for me.

Thank you very much!

That’s great LY! Glad the site helped!

And thank you for your kind words. If you have any queries, let me know.

Analyst

Vlook-up seemed like rocket science to me after I went through tutorials/videos on youtube! BUT you’ve really done a great job of explaining it! I’ve finally learned to use this function!Thanks a bunch!

That is awesome Amna! I’m really glad my tutorial helped.

Let me know if you have any other questions about it.

Excellent tutorial. Thanks soooo much for your help. Its much appreciated

Glad it helped you. Thank you for your kind comments.

Analyst

This was a very simple and easy method to follow. Thanks a lot!

Thank you Hem N.

Very clear instructions

Thanks Benson.

Thanks it works

You’re welcome.

INCREDIBLY helpful! Words can’t express my gratitude that you took the time to put this together for everyone. Had never done a Vlookup in my life (but heard horror stories about them) – I had finished what I needed to do in 10 minutes start to finish thanks to this guideline. You have my complete appreciation.

Thank you for taking your time to put this together.

Thanks dude. That’s the nicest testimonial I’ve ever had about the tutorial!

It’s much appreciated.

Thank u soooooooooo much……for making it so easy for us…………

You’re welcome.

can we do a vlookup on names instead of numbers.

like i have a list of names in one column and some numbers in another. I need to get the numbers to another table using the name as reference.

Yes, you can. But using names is less reliable. You’ll need to make sure that the names match exactly for the vlookups to work.

You’re welcome.