ExcelLookupFunctionsSeries1-15

Three basic LOOKUP functions and INDEX and CHOOSE and MATCH:

VLOOKUP

HLOOKUP

LOOKUP

INDEX

CHOOSE

MATCH

VLOOKUP: Looks at a cell, then takes that value and goes over to a look up table where it looks in the first column, and when it

finds the corresponding value in the first columns, it moves to the left in that row and retrieves a value from one of the tables

columns and brings it back to the cell.

Arguments

lookup_value

table_array

col_index_num

range_lookup

steps

1

2

3

4

Three

Most common because most lookup tables like tax tables and price tables are orientated vertically

Most tables are vertical, not horizontal, so using HLOOKUP is rare.

Although LOOKUP was one of the first functions in a spreadsheet, the VLOOKUP can do almost everything that

the LOOKUP does and more. The one thing that the LOOKUP can do that the VLOOKUP (or HLOOKUP) can't do is

retrieve a value to the left or above a lookup_value column or row; it can also have a column and a row area.

LOOKUP function must have the lookup_vector sorted in ascending order. LOOKUP looks up the greatest value

that does not exceed a specified value anywhere in a table or range .

Good when you have more than one table to look values up in. (non-contiguous ranges must be in parenthesis

and stored all on the same worksheet). You can also have a table with intersection lookup values where INDEX

and MATCH can be used together to look up labels and return intersection of two labels. Also can be used as a

replacement for VLOOKUP when the data you want to retrieve is to the left of the lookup column.

CHOOSE can return a value or a range from a list of 1 to 254 arguments.

This function tells you the ordinal position of an item in a list

VLOOKUP:

Looks at a

cell, then Descriptions

The date you want to look up. This value can be a number, text, a logical value, or a name or cell reference that

refers to a value.

The lookup table. The first column must have the values to look up such as part number, part name, tax bracket

wage figures, grade number intervals. The other columns can have data that you want to retrieve such as part

price, tax rates, tax paid from earlier brackets.

The number of the column containing the data you want to retrieve. The number 1 indicates that first column; 2

indicates the second column.The type of lookup you want to perform: TRUE or FALSE. With TRUE (the default), the VLOOKUP function

finds the greatest value that does not exceed the lookup_value value . When the lookup type is TRUE, the

first column must be sorted in ascending order, otherwise the VLOOKUP might not retrieve the correct value. With

FALSE, the VLOOKUP looks for an exact match of the lookup_value.

VLOOKUP Algorithm

Looks for an exact match. If duplicate values it ignores the second value. If no match it goes to step 2

If the lookup_value is smaller than the first value in the first column, #N/A error is displayed. If the value is

greater than the first value in the first column, it goes to step 3

The VLOOKUP function continues checking until it sees a value bigger than the lookup_value, then it uses the

previous row and retrieves a value from that row.

It looks to see if the next value is the last value in the table, if it is it retrieves a value from this row, otherwise it

repeats step 3

1) The V in VLOOKUP means Vertical.

2) VLOOKUP function returns something to a cell or formula that it found in a lookup table.

3)

VLOOKUP(cell you want to lookup, Lookup Table, Column Designation of value you want to return to the cell, Exact

Match = 0 or approximate value = 1 (default))

4)

Approximate value means that when the function sees a value that is bigger than the lookup_value, it stops and uses

that row above that value.

5)

For approximate value, VLOOKUP takes the value you tell it to look at, goes to the first column of the lookup table

(sorted ascending) and if the first value is less than the lookup_value it returns #N/A otherwise it races down the

column until it sees a value bigger than the lookup_value and then it uses the row above, then it goes to the column

that you specified and gets that value, then brings it back to the cell or formula.

6)

Using named ranges for lookup table is usually efficient. Using Data Validation for the lookup cell helps the accuracy of

your task.

7)

When creating the lookup_table in the formula itself: 1) enclose the table in curly brackets { }; 2) column elements are

separated by commas ,; 3) row elements are separated by semicolons ;.

1

Example 1: Deliver value to cell. Find approximate

value from column 2 of lookup table.

0 F

0.65 D

0.75 C

0.85 B

0.95 A

Score Grade

0.75

2

Example 2: Deliver value to cell. Find exact value

from column 2 of lookup table.

Product 1 20.00$

Product 2 25.00$

Product 3 15.00$

Product 4 15.00$

Product 5 16.00$

Product Price

Product 2

3

Example 3: Deliver value to cell. Find value from column 2 & 3. Use

COLUMN function (tells you what column you are in).

Product Price Description

Boom01 $15.00 Flying Range is 10










Boom07

4

Example 4: Use VLOOKUP to deliver a value to a

formula.

Days Late % Late Fee

0 1%

30 2%

60 3%

90 5%

Days Late Balance Late Charge

89 $500.00

5

Example 5: Use multiple VLOOKUPs in 1 formula to deliver mutiple values to a formula. Also, Use IF function or IFERROR function to

solve #N/A error problem

Manufacturers Plus

Income Statement

Projected Net Income For The Years Ended December 31

2003 2004 2005 2006

Net Revenues $450,000.00 $495,000.00 $544,500.00 $598,950.00

Expenses 500,000.00 510,000.00 520,200.00 530,604.00

Net Income Before Income Taxes (50,000.00) (15,000.00) 24,300.00 68,346.00

Tax Expense

Net Income ($50,000.00) ($15,000.00) $24,300.00 $68,346.00

6

Example 6: Create lookup_table in formula itself

"hard code table into formula": 1) enclose the table

in curly brackets { }; 2) column elements are

separated by commas ,; 3) row elements are

separated by semicolons ;. Use RANDBETWEEN to

generate random integers (in 2003 you have to go to

Tools menu, Add-ins, then check Analysis ToolPak".)

1 Suix

2 Fred

3 Chin

4 Sheliadawn

Find Name Randomly

Find Name Randomly

The V in VLOOKUP means Vertical.

VLOOKUP function returns something to a cell or formula that it found in a

VLOOKUP(cell you want to lookup, Lookup Table, Column Designation of value

you want to return to the cell, Exact Match = 0 or approximate value = 1

Approximate value means that when the function sees a value that is bigger than

the lookup_value, it stops and uses that row above that value.

For approximate value, VLOOKUP takes the value you tell it to look at, goes to

the first column of the lookup table (sorted ascending) and if the first value is

less than the lookup_value it returns #N/A otherwise it races down the column

until it sees a value bigger than the lookup_value and then it uses the row above,

then it goes to the column that you specified and gets that value, then brings it

Using named ranges for lookup table is usually efficient. Using Data Validation

for the lookup cell helps the accuracy of your task.

When creating the lookup_table in the formula itself: 1) enclose the table in

curly brackets { }; 2) column elements are separated by commas ,; 3) row

Example 5: Use multiple VLOOKUPs in 1 formula to deliver mutiple values to a formula. Also,

Use IF function or IFERROR function to solve #N/A error problem

Manufacturers Plus

Income Statement

Projected Net Income For The Years Ended December 31

2007 2008

$658,845.00 $724,729.50

541,216.08 552,040.40

117,628.92 172,689.10

$117,628.92 $172,689.10

Tax Tables 2004

If Taxable Income Is:

VLOOKUP

Reference Over - But Not Over

Tax Amount From

Previous Bracket

0 0$ 50,000$

50,001 50,000 75,000 7,500

75,001 75,000 100,000 13,750

100,001 100,000 335,000 22,250

335,001 335,000 10,000,000 113,900

10,000,001 10,000,000 15,000,000 3,400,000

15,000,001 15,000,000 18,333,333 5,150,000

18,333,334 18,333,333 6,416,667

AssumptionsIncrease In Sales 10%

Increase in Expenses 2%

Tax Rate For

Remaining Amount

15%

25%

34%

39%

34%

35%

38%

35%

1) HLOOKUP is the same as VLOOKUP except the H means Horizontal

2) Most tables are vertical, not horizontal, so using HLOOKUP is rare.

Product 1 Product 2 Product 3 Product 4 Product 5 Product Product 2

20.00$ 25.00$ 15.00$ 15.00$ 16.00$ Price

1)

Although LOOKUP was one of the first functions in a spreadsheet, the VLOOKUP

can do almost everything that the LOOKUP does and more. The one thing that

the LOOKUP can do that the VLOOKUP (or HLOOKUP) can't do is retrieve a value

to the left or above a lookup_value column or row; it can also have a column

and a row area. LOOKUP function must have the lookup_vector sorted in

ascending order. LOOKUP looks up the greatest value that does not exceed a

specified value anywhere in a table or range.

2)











Description Product

Flying Range is 60

1)

The MATCH function looks up a value and tells you what relative position it is

in the list.

2)

If match_type is 1, MATCH finds the largest value that is less than or equal to

lookup_value. Lookup_array must be placed in ascending order: ...-2, -1, 0, 1,

2, ..., A-Z, FALSE, TRUE.

3)

If match_type is 0, MATCH finds the first value that is exactly equal to

lookup_value. Lookup_array can be in any order.

4)

If match_type is -1, MATCH finds the smallest value that is greater than or

equal to lookup_value. Lookup_array must be placed in descending order:

TRUE, FALSE, Z-A, ...2, 1, 0, -1, -2, ..., and so on.

5) If match_type is omitted, it is assumed to be 1.

Allowances

0 1 2 3 4 5

0 $6.00 $5.00 $4.00 $3.00 $2.00 $1.00

100 $7.00 $6.00 $5.00 $4.00 $3.00 $2.00

200 $8.00 $7.00 $6.00 $5.00 $4.00 $3.00

300 $9.00 $8.00 $7.00 $6.00 $5.00 $4.00

400 $10.00 $9.00 $8.00 $7.00 $6.00 $5.00

500 $11.00 $10.00 $9.00 $8.00 $7.00 $6.00

600 $12.00 $11.00 $10.00 $9.00 $8.00 $7.00

700 $13.00 $12.00 $11.00 $10.00 $9.00 $8.00

Relative Position

in list

Income 250

Allowances 2

Inco

me

1)

INDEX has 2 different uses: 1) look up a value that is at the

intersection of a row and column, or 2) look up a specific table and

then within that specific table look up a value that is at the

intersection of a row and column.

2)

Good when you have more than one table to look values up in. (non-

contiguous ranges must be in parenthesis and stored all on the

same worksheet). You can also have a table with intersection

lookup values where INDEX and MATCH can be used together to

look up labels and return intersection of two labels. Also can be

used as a replacement for VLOOKUP when the data you want to

retrieve is to the left of the lookup column.

3)

Example 1: Look up a value that is at the intersection of a row and

column.

4)

Example 2: Look up a specific table and then within that specific

table look up a value that is at the intersection of a row and column.

1 Allowances

0 1 2 3 4 5

0 $6.00 $5.00 $4.00 $3.00 $2.00 $1.00

100 $7.00 $6.00 $5.00 $4.00 $3.00 $2.00

200 $8.00 $7.00 $6.00 $5.00 $4.00 $3.00

300 $9.00 $8.00 $7.00 $6.00 $5.00 $4.00

400 $10.00 $9.00 $8.00 $7.00 $6.00 $5.00

500 $11.00 $10.00 $9.00 $8.00 $7.00 $6.00

600 $12.00 $11.00 $10.00 $9.00 $8.00 $7.00

700 $13.00 $12.00 $11.00 $10.00 $9.00 $8.00

Relative

Position in

list Tax

Income 250 3

Allowances 2 3

2 Customer Type 10 Region Shipping Method

Shipping Method - Standard NW Rail

Region Rail Truck Plane Ship West Truck

NW 0.125$ 0.135$ 1.525$ 0.225$ SW Plane

West 0.205$ 0.145$ 2.025$ 0.245$ MidWest Ship

SW 0.265$ 0.165$ 2.125$ 0.225$ East

MidWest 0.305$ 0.185$ 2.275$ 0.225$

East 0.475$ 0.425$ 3.525$ 0.375$ Region

WestCustomer Type 20 Shipping Method

Truck

Region Rail Truck Plane Ship Customer Type

Inco

me

Shipping Method - Preferred

NW 0.115$ 0.125$ 1.375$ 0.205$ Customer Type 20

West 0.185$ 0.135$ 1.825$ 0.215$ Shipping per Unit

SW 0.245$ 0.155$ 1.915$ 0.205$

MidWest 0.275$ 0.165$ 2.055$ 0.205$

East 0.435$ 0.385$ 3.175$ 0.345$

Customer Type 30

Region Rail Truck Plane Ship

NW 0.105$ 0.115$ 1.245$ 0.175$

West 0.175$ 0.125$ 1.645$ 0.165$

SW 0.215$ 0.135$ 1.725$ 0.185$

MidWest 0.255$ 0.155$ 1.845$ 0.185$

East 0.385$ 0.345$ 2.865$ 0.305$

Shipping Method - Most Preferred

Customer Type

Customer Type 10

Customer Type 20

Customer Type 30

1)

INDEX has 2 different uses: 1) look up a value that is at the intersection of a

row and column, or 2) look up a specific table and then within that specific

table look up a value that is at the intersection of a row and column.

2)

The MATCH function looks up a value and tells you what relative position it is

in the list.

3)

Good when you have more than one table to look values up in. (non-

contiguous ranges must be in parenthesis and stored all on the same

worksheet). You can also have a table with intersection lookup values where

INDEX and MATCH can be used together to look up labels and return

intersection of two labels. Also can be used as a replacement for VLOOKUP

when the data you want to retrieve is to the left of the lookup column.

1

Example 1: INDEX and MATCH can be used together to look up labels and return

intersection of two labels

Allowances

0 1 2 3 4 5

0 $6.00 $5.00 $4.00 $3.00 $2.00 $1.00

100 $7.00 $6.00 $5.00 $4.00 $3.00 $2.00

200 $8.00 $7.00 $6.00 $5.00 $4.00 $3.00

300 $9.00 $8.00 $7.00 $6.00 $5.00 $4.00

400 $10.00 $9.00 $8.00 $7.00 $6.00 $5.00

500 $11.00 $10.00 $9.00 $8.00 $7.00 $6.00

600 $12.00 $11.00 $10.00 $9.00 $8.00 $7.00

700 $13.00 $12.00 $11.00 $10.00 $9.00 $8.00

Tax

Income 250

Allowances 2

2

Example 2: Use INDEX as a substitute for VLOOKUP when the value you want

to return is to the left of the lookup column.











Description Product

Flying Range is 60

Inco

me

3

Example 3: Use INDEX and MATCH for looking up a specific table and then within that specific table looking up a value that is at the intersection of a row and

column.Customer Type 10 Region

Shipping Method - Standard NW

Region Rail Truck Plane Ship West

NW 0.125$ 0.135$ 1.525$ 0.225$ SW

West 0.205$ 0.145$ 2.025$ 0.245$ MidWest

SW 0.265$ 0.165$ 2.125$ 0.225$ East

MidWest 0.305$ 0.185$ 2.275$ 0.225$

East 0.475$ 0.425$ 3.525$ 0.375$

Customer Type 20


NW 0.115$ 0.125$ 1.375$ 0.205$

West 0.185$ 0.135$ 1.825$ 0.215$

SW 0.245$ 0.155$ 1.915$ 0.205$

MidWest 0.275$ 0.165$ 2.055$ 0.205$

East 0.435$ 0.385$ 3.175$ 0.345$

Customer Type 30


NW 0.105$ 0.115$ 1.245$ 0.175$

West 0.175$ 0.125$ 1.645$ 0.165$

SW 0.215$ 0.135$ 1.725$ 0.185$

MidWest 0.255$ 0.155$ 1.845$ 0.185$

East 0.385$ 0.345$ 2.865$ 0.305$

Shipping Method - Preferred

Shipping Method - Most Preferred

Example 3: Use INDEX and MATCH for looking up a specific table and then within that specific table looking up a value that is at the intersection

of a row and column.

Shipping Method Customer Type

Rail Customer Type 10

Truck Customer Type 20

Plane Customer Type 30

Ship

Region

West

Shipping Method

Truck

Customer Type

Customer Type 20

Shipping per Unit

1) CHOOSE can return a value or a range from a list of 1 to 254 arguments.

2)

Select Garbage Duty for Week

Select Garbage Duty for Week Suix

1) Ctrl + Shift + F3 "Create Names From Selection"

2) A space is the intersector operator

3)

4)

5)

Dept01 Dept02 Dept03 Dept04 Dept05

Jan $4,875 $3,742 $2,808 $1,677 $528

Feb $5,749 $4,922 $3,904 $2,624 $1,646

Mar $6,725 $5,856 $4,745 $3,665 $2,724

Apr $7,573 $6,619 $5,712 $4,916 $3,568

May $8,908 $7,684 $6,532 $5,567 $4,893

Jun $9,700 $8,681 $7,833 $6,786 $5,567

Jul $10,811 $9,604 $8,509 $7,854 $6,593

Aug $11,920 $10,978 $9,845 $8,714 $7,874

Sep $12,584 $11,685 $10,988 $9,576 $8,905

Oct $13,971 $12,662 $11,548 $10,592 $9,733

Nov $14,798 $13,776 $12,834 $11,791 $10,915

Dec $15,553 $14,789 $13,773 $12,640 $11,793

Type Intersection in:

Apr

Dept04

ExcelLookupFunctionsSeries1-15

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