Essential Lookup Functions in Excel
VLOOKUP, HLOOKUP, INDEX & MATCH, XLOOKUP, and Multiple-
Criteria Lookups
A Comprehensive Guide
VLOOKUP and HLOOKUP
• EXPLANATION:
– • VLOOKUP: Searches vertically in the leftmost column and returns value from specified column
– • HLOOKUP: Searches horizontally in the topmost row and returns value from specified row
• SYNTAX:
– =VLOOKUP(lookup_value, table_array, col_index_num, [range_lookup])
– =HLOOKUP(lookup_value, table_array, row_index_num, [range_lookup])
• LIMITATIONS:
– • Can only search to the right (VLOOKUP) or down (HLOOKUP)
– • Lookup value must be in the first column/row
– • Static column/row numbers break when layout changes
– • Performance issues with large datasets
• BEST PRACTICES:
– • Use exact match (FALSE) for reliable lookups
– • Avoid hardcoded column/row numbers when possible
– • Consider alternatives for flexible data layouts
INDEX and MATCH
• EXPLANATION:
– • INDEX: Returns value at specified row and column intersection
– • MATCH: Finds position of value within a range
– • Combined: Flexible alternative to VLOOKUP/HLOOKUP
• WHY BETTER THAN VLOOKUP:
– • Can lookup values to the left or right
– • More resilient to column insertions/deletions
– • Better performance with large datasets
– • Works with any data layout
• SYNTAX:
– =INDEX(array, row_num, [col_num])
– =MATCH(lookup_value, lookup_array, [match_type])
– Combined: =INDEX(return_range, MATCH(lookup_value, lookup_range, 0))
• EXAMPLE:
– Table: Product | Part No | Price
XLOOKUP (Excel 365/2021)
• EXPLANATION:
– • Modern replacement for VLOOKUP, HLOOKUP, and INDEX+MATCH
– • Available in Excel 365 and Excel 2021
– • Can search in any direction with advanced features
• SYNTAX:
– =XLOOKUP(lookup_value, lookup_array, return_array,
– [if_not_found], [match_mode], [search_mode])
• ADVANTAGES OVER VLOOKUP AND INDEX+MATCH:
– • Simpler syntax with only 3 required arguments
– • Defaults to exact match (no need for FALSE)
– • Can lookup in any direction (left, right, up, down)
– • Built-in error handling with custom messages
– • Can return arrays from multiple columns
– • Supports reverse and binary search modes
• EXAMPLE:
Multiple-Criteria Lookups
• EXPLANATION:
– • Lookup values based on multiple conditions simultaneously
– • Useful when single criteria don't provide unique results
– • Can be achieved with array formulas or helper columns
• METHODS:
– • Array Formula with INDEX+MATCH:
– =INDEX(return_range, MATCH(1, (criteria1_range=criteria1)*
– (criteria2_range=criteria2), 0))
– • Helper column combining criteria with ampersand (&)
– • XLOOKUP with concatenated criteria
– • FILTER function (Excel 365) for multiple results
• ARRAY FORMULA EXAMPLE:
– Table: Name | Dept | Salary
– John | HR | $50K
– Jane | IT | $60K
– John | IT | $65K
Summary and Best Practices
• KEY TAKEAWAYS:
– • VLOOKUP/HLOOKUP: Good for simple, basic lookups
– • INDEX+MATCH: Most flexible, works in all Excel versions
– • XLOOKUP: Best modern option with advanced features
– • Multiple criteria: Essential for complex data analysis
• WHEN TO USE EACH:
– • Use VLOOKUP for simple, one-time lookups
– • Use INDEX+MATCH for flexibility and compatibility
– • Use XLOOKUP for new projects with Excel 365/2021
– • Use multiple criteria when unique identifiers aren't available
• BEST PRACTICES:
– • Always use exact match unless approximate is specifically needed
– • Consider data structure when choosing lookup method
– • Test formulas with edge cases and error conditions
– • Document complex formulas for future maintenance
