How to use VLOOKUP in Excel for Mac

Edited 3 weeks ago by ExtremeHow Editorial Team

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Excel is a powerful spreadsheet tool that is widely used for data analysis and manipulation. One of the most useful functions within Excel is the VLOOKUP function. This function allows users to find a specific value in one column and return the corresponding value in another column. In this guide, we will learn how to use the VLOOKUP function in Excel for Mac. We will discuss everything from the basics to advanced usage, explaining each aspect in simple English.

What is VLOOKUP?

VLOOKUP stands for "vertical lookup." It's designed to find a specific value downward in a column, then return a value in the same row from the specified column. This function is incredibly useful when dealing with large datasets where you need to find and cross-reference data. It helps to efficiently bring together data scattered across multiple columns in a tabular layout.

Basic syntax of VLOOKUP

Understanding the basic syntax of VLOOKUP is the first step to mastering it. The VLOOKUP function in Excel takes four arguments:

1. Lookup_value: This is the value you are looking for in the first column of your data range.
2. table_array: The range of cells that contains the data. It is important to include the column containing the lookup value and the column containing the return value.
3. col_index_num: The column number in table_array from which to get the value. The first column is 1.
4. range_lookup: This is a logical value that specifies whether you want an exact match (FALSE) or an approximate match (TRUE).

The VLOOKUP function looks like this:

=VLOOKUP(lookup_value, table_array, col_index_num, range_lookup)

Step-by-step example

Set up your data

Consider the following scenario: You have a list of products in a spreadsheet with their ID numbers and prices, and another list of sales transactions according to the product IDs. You want to find out the price of each product and calculate the total sales. Your data is organized like this:

Product Table

Sales Transactions

Using VLOOKUP

To find the value of each product sold, follow these steps:

1. Open your Excel for Mac spreadsheet.
2. Click the cell where you want the value to appear.
3. Type the VLOOKUP formula in the formula bar. For the first transaction:

   =VLOOKUP(B2, Products!$A$2:$C$4, 3, FALSE)

4. Press Enter. The formula searches for the product ID in Sales Transactions, looks it up in Products Table, and returns the price.

Explanation of the formula

In the formula, B2 is the cell reference where the product ID is located in the Sales Transactions table. Products!$A$2:$C$4 specifies the range in Products Table. The dollar signs ($) lock the range so it does not change when the formula is copied. 3 indicates that the returned value should be from the third column of the range, and FALSE requests an exact match for the product ID.

Tips for using VLOOKUP more effectively

• Use named ranges: Instead of a fixed range like $A$2:$C$4, consider using named ranges for easier management. You can set a name for the range by selecting the range, clicking the "Name Box" on the left side of the formula bar, and typing the name you want.
• Column Number Care: Remember that the column number in the VLOOKUP function refers to your table_array, not your worksheet. Make sure you are correctly counting the columns in your selected range.
• Exact vs. Approximate: The fourth argument can change the results substantially. Use TRUE for the closest match (useful for ranges of numbers) and FALSE for an exact match (typical for product names or IDs).
• Troubleshooting #N/A Errors: This error occurs when the function cannot find the lookup value. Make sure your lookup_value exists in the first column of the table_array and there are no trailing or leading blank spaces.

Advanced VLOOKUP usage

VLOOKUP can perform more complex tasks beyond simple lookups. Below are situations where you might use VLOOKUP in more complex scenarios:

Handling large datasets

For large datasets where performance is a factor, consider sorting your data and using approximate matching. This speeds up the search process considerably.

Combination with other works

You can nest VLOOKUP within other functions for more advanced calculations. For example, you might want to apply a discount using the IF function combined with VLOOKUP.

=IF(VLOOKUP(B2, Products!$A$2:$C$4, 3, FALSE) > 500, "Discount Applicable", "No Discount")

Matrix Lookup with MATCH

Combine VLOOKUP with MATCH to dynamically perform lookup tasks when a column condition changes.

=VLOOKUP(B2, Products!$A$2:$C$4, MATCH("Price", Products!$A$1:$C$1, 0), FALSE)

Limitations of VLOOKUP

• Searches only to the right: VLOOKUP can only search for values located to the right of the lookup column. If you need to search to the left, consider using INDEX and MATCH.
• Static reference: VLOOKUP returns static values and does not automatically update when the source data changes. This requires the formula to be adjusted or recalculated.
• First column only: The lookup value must always be in the first column of the table array, which is a limitation in some more complex scenarios.

Conclusion

The VLOOKUP function is an indispensable tool in Excel, especially for Mac users who often handle extensive datasets. By understanding its syntax, employing it in various scenarios, and knowing its limitations, you can effectively leverage VLOOKUP to streamline your data tasks and make your workflow more efficient.

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