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Microsoft Excel VLOOKUP Function – Looking Up Values in an MS Excel Database or Table

Consider a simple spreadsheet in Microsoft Excel, which contains a table of data in columns A through C as follows:

  • Column A – unique personnel number of an employee
  • Column B – their name
  • Column C – their salary

Let’s say there are 99 people in the table (meaning, counting the column headings, the table ends at number 100). You want to know someone’s salary, but all you have is their personnel number. How can you do this using an Excel function?

The answer is to look up the person’s details in the lookup table (ie the table containing the people’s names and personnel numbers), and return the value in the third column, making sure you specify that only one match is good enough.

To see how this works, let’s imagine that you enter the cell E1 number of personnel (let’s say it is 12345), and in the cell F1 you enter the following formula:

=VLOOKUP(E1,A1:C100,3,FALSE)

Four arguments are used here; Here’s what each one does (an argument is a bit of information you pass in parentheses to a function):

  • E1 – this is the number of personnel we want to see in the table
  • A1: C100 – this is the table in which we are looking for the number of personnel. To make a search table work, what we are looking for is (here the number of personnel) don’t be forced be in the first column of the search table.
  • 3 – the column we return (here is the value of the third column of the table: i.e. salary)
  • WRONG – this means we have to make a proper compromise. If you do not specify this, then Excel may decide that it has found 12344, and this is close enough, with bad results. Many people decide to write WRONG takes too long, and use 0 instead (which has the same effect).

That’s one use of the Excel VLOOKUP function: Returning the value for a specific field in the database. Another use is when we want to search for a value in an array, but that’s a topic for another article.

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