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Three basic LOOKUP functions and INDEX and CHOOSE and

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

lookup_value

table_array
col_index_num

range_lookup
steps
1
2
3
4

Three basic LOOKUP functions and INDEX and CHOOSE and MATCH:
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 everyth
more. The one thing that the LOOKUP can do that the VLOOKUP (or HLOOKUP) can't do is retrieve a value
column or row; it can also have a column and a row area. LOOKUP function must have the lookup_vector sorte
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 pa
same worksheet). You can also have a table with intersection lookup values where INDEX and MATCH
labels and return intersection of two labels. Also can be used as a replacement for VLOOKUP when the
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

UP: Looks at a cell, then takes that value and goes over to a look up table where it looks in the first column, and
lue in the first columns, it moves to the left in that row and retrieves a value from one of the tables columns an
Descriptions

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

The lookup table. The first column must have the values to look up such as part number, part name, t
number intervals. The other columns can have data that you want to retrieve such as part price, tax r
brackets.

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

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

the lookup_value value. When the lookup type is TRUE, the first column must be sorted in ascending order, otherwise the VL
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 val
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 u
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, o

1)
2)

The V in VLOOKUP means Vertical.


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

3)

VLOOKUP(cell you want to lookup, Lookup Table, Column Designation of value you want to return
= 0 or approximate value = 1 (default))

4)

Approximate value means that when the function sees a value that is bigger than the lookup_v
that row above that value.

5)

For approximate value, VLOOKUP takes the value you tell it to look at, goes to the first column
(sorted ascending) and if the first value is less than the lookup_value it returns #N/A otherwise it
until it sees a value bigger than the lookup_value and then it uses the row above, then it goes t
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 ce
your task.

7)

When creating the lookup_table in the formula itself: 1) enclose the table in curly brackets { }; 2
separated by commas ,; 3) row elements are separated by semicolons ;.

Example 1: Deliver value to cell. Find approximate


value from column 2 of lookup table.
0F
0.65 D
0.75 C
0.85 B
0.95 A
Score

Grade
0.75

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
Product 2

Price

Example 3: Deliver value to cell. Find value from column 2 & 3. Use
3
COLUMN function (tells you what column you are in).
Product
Price
Description
Boom01
$15.00 Flying Range is 10
Boom02
$30.00 Flying Range is 20
Boom03
$40.00 Flying Range is 50

Boom04
Boom05
Boom06
Boom07
Boom08
Boom09
Product
Boom07

Price

Flying
Flying
Flying
Flying
Flying
Flying

Range
Range
Range
Range
Range
Range

is
is
is
is
is
is

60
70
80
85
110
160

Description

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

$45.00
$65.00
$69.00
$100.00
$110.00
$165.00

Balance
Late Charge
89
$500.00

Example 5: Use multiple VLOOKUPs in 1 formula to deliver mutiple values to a formula. Also, U
solve #N/A error problem

Manufacturers Plus
Income Statement
Projected Net Income For The Years Ended December 31

Net Revenues
Expenses
Net Income Before Income Taxes
Tax Expense
Net Income

2003

2004

$450,000.00
500,000.00
(50,000.00)

$495,000.00
510,000.00
(15,000.00)

($50,000.00)

($15,000.00)

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
6 Tools menu, Add-ins, then check Analysis ToolPak".)
1 Suix
2 Fred
3 Chin
4 Sheliadawn
Find Name Randomly
Find Name Randomly

ns Vertical.
ormula that it found in a lookup table.

on of value you want to return to the cell, Exact Match


= 1 (default))

at is bigger than the lookup_value, it stops and uses


value.

ook at, goes to the first column of the lookup table


ue it returns #N/A otherwise it races down the column
s the row above, then it goes to the column that you
it back to the cell or formula.

ta Validation for the lookup cell helps the accuracy of

e table in curly brackets { }; 2) column elements are


re separated by semicolons ;.

le values to a formula. Also, Use IF function or IFERROR function to


error problem

turers Plus
Statement
he Years Ended December 31
2005

2006

2007

2008

$544,500.00
520,200.00
24,300.00

$598,950.00
530,604.00
68,346.00

$658,845.00
541,216.08
117,628.92

$724,729.50
552,040.40
172,689.10

$24,300.00

$68,346.00

$117,628.92

$172,689.10
Tax Tables 2004
If Taxable Income Is:

VLOOKUP
Reference
0
50,001
75,001
100,001
335,001
10,000,001

15,000,001
18,333,334

Assumptions
Increase In Sales
Increase in Expenses

If Taxable Income Is:

Over $

0
50,000
75,000
100,000
335,000
10,000,000

But Not Over


$

50,000
75,000
100,000
335,000
10,000,000
15,000,000

Tax Amount From


Previous Bracket

7,500
13,750
22,250
113,900
3,400,000

Tax Rate For


Remaining Amount
15%
25%
34%
39%
34%
35%

15,000,000
18,333,333

10%
2%

18,333,333

5,150,000
6,416,667

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
$

20.00

Product 2
$

25.00

Product 3
$

15.00

Product 4
$

15.00

Product 5
$

16.00

Product
Price

Product 2

1)
2)

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.

Product Price
Boom01
$15.00
Boom08 $110.00
Boom09 $165.00
Boom02
$30.00
Boom03
$40.00
Boom04
$45.00
Boom05
$65.00
Boom06
$69.00
Boom07 $100.00

Description
Flying Range
Flying Range
Flying Range
Flying Range
Flying Range
Flying Range
Flying Range
Flying Range
Flying Range

is
is
is
is
is
is
is
is
is

10
110
160
20
50
60
70
80
85

Description
Flying Range is 60

Product

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)
5)

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

Income

1)

0
100
200
300
400
500
600
700

0
$6.00
$7.00
$8.00
$9.00
$10.00
$11.00
$12.00
$13.00

1
$5.00
$6.00
$7.00
$8.00
$9.00
$10.00
$11.00
$12.00
Relative Position
in list

Income
Allowances

250
2

Allowances
2
3
$4.00
$3.00
$5.00
$4.00
$6.00
$5.00
$7.00
$6.00
$8.00
$7.00
$9.00
$8.00
$10.00
$9.00
$11.00
$10.00

4
$2.00
$3.00
$4.00
$5.00
$6.00
$7.00
$8.00
$9.00

5
$1.00
$2.00
$3.00
$4.00
$5.00
$6.00
$7.00
$8.00

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.

Income

1
0
$6.00
$7.00
$8.00
$9.00
$10.00
$11.00
$12.00
$13.00

0
100
200
300
400
500
600
700

Allowances
2
3
$4.00
$3.00
$5.00
$4.00
$6.00
$5.00
$7.00
$6.00
$8.00
$7.00
$9.00
$8.00
$10.00
$9.00
$11.00
$10.00

1
$5.00
$6.00
$7.00
$8.00
$9.00
$10.00
$11.00
$12.00

Relative
Position in
list
250
3
2
3

Income
Allowances
2

NW
West
SW
MidWest
East

Rail
$
$
$
$
$

Truck
0.125
0.205
0.265
0.305
0.475

$
$
$
$
$

Plane
0.135
0.145
0.165
0.185
0.425

5
$1.00
$2.00
$3.00
$4.00
$5.00
$6.00
$7.00
$8.00

Tax

Customer Type 10
Shipping Method - Standard
Region

4
$2.00
$3.00
$4.00
$5.00
$6.00
$7.00
$8.00
$9.00

$
$
$
$
$

Customer Type 20

1.525
2.025
2.125
2.275
3.525

Region

Ship
$
$
$
$
$

0.225
0.245
0.225
0.225
0.375

NW
West
SW
MidWest
East

Shipping Method - Preferred


Region

NW
West
SW
MidWest
East

Rail
$
$
$
$
$

Truck
0.115
0.185
0.245
0.275
0.435

$
$
$
$
$

Plane
0.125
0.135
0.155
0.165
0.385

$
$
$
$
$

1.375
1.825
1.915
2.055
3.175

Ship
$
$
$
$
$

0.205
0.215
0.205
0.205
0.345

Customer Type 30
Shipping Method - Most Preferred
Region

NW
West
SW
MidWest
East

Rail
$
$
$
$
$

Truck
0.105
0.175
0.215
0.255
0.385

$
$
$
$
$

Plane
0.115
0.125
0.135
0.155
0.345

$
$
$
$
$

1.245
1.645
1.725
1.845
2.865

Ship
$
$
$
$
$

0.175
0.165
0.185
0.185
0.305

Shipping Method

Rail
Truck
Plane
Ship

Region

West
Shipping Method

Customer Type
Customer Type 10
Customer Type 20
Customer Type 30

Truck
Customer Type

Customer Type 20
Shipping per Unit

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. (noncontiguous 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.

Income

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
0
$6.00
$5.00
$4.00
$3.00
$2.00
100
$7.00
$6.00
$5.00
$4.00
$3.00
200
$8.00
$7.00
$6.00
$5.00
$4.00
300
$9.00
$8.00
$7.00
$6.00
$5.00
400
$10.00
$9.00
$8.00
$7.00
$6.00
500
$11.00
$10.00
$9.00
$8.00
$7.00
600
$12.00
$11.00
$10.00
$9.00
$8.00
700
$13.00
$12.00
$11.00
$10.00
$9.00
Tax
Income
Allowances

250
2

Example 2: Use INDEX as a substitute for VLOOKUP when the value you want
2
to return is to the left of the lookup column.
Product Price
Description
Boom01
$15.00 Flying Range is 10
Boom02
$30.00 Flying Range is 20
Boom03
$40.00 Flying Range is 50
Boom04
$45.00 Flying Range is 60
Boom05
$65.00 Flying Range is 70
Boom06
$69.00 Flying Range is 80
Boom07
$100.00 Flying Range is 85
Boom08
$110.00 Flying Range is 110
Boom09
$165.00 Flying Range is 160
Description

Product

Flying Range is 60

Example 3: Use INDEX and MATCH for looking up a specific table and then within that specific t
and column.
Customer Type 10
Shipping Method - Standard
Region

NW
West
SW
MidWest
East

Rail
$
$
$
$
$

Truck
0.125
0.205
0.265
0.305
0.475

$
$
$
$
$

Plane
0.135
0.145
0.165
0.185
0.425

$
$
$
$
$

1.525
2.025
2.125
2.275
3.525

Ship
$
$
$
$
$

0.225
0.245
0.225
0.225
0.375

Customer Type 20
Shipping Method - Preferred
Region

NW
West
SW
MidWest
East

Rail
$
$
$
$
$

Truck
0.115
0.185
0.245
0.275
0.435

$
$
$
$
$

Plane
0.125
0.135
0.155
0.165
0.385

$
$
$
$
$

1.375
1.825
1.915
2.055
3.175

Ship
$
$
$
$
$

0.205
0.215
0.205
0.205
0.345

Customer Type 30
Shipping Method - Most Preferred
Region

NW
West
SW
MidWest
East

Rail
$
$
$
$
$

Truck
0.105
0.175
0.215
0.255
0.385

$
$
$
$
$

Plane
0.115
0.125
0.135
0.155
0.345

$
$
$
$
$

1.245
1.645
1.725
1.845
2.865

Ship
$
$
$
$
$

0.175
0.165
0.185
0.185
0.305

bels and return

5
$1.00
$2.00
$3.00
$4.00
$5.00
$6.00
$7.00
$8.00

d then within that specific table looking up a value that is at the intersection of a row
and column.
Region

NW
West
SW
MidWest
East

Shipping Method

Rail
Truck
Plane
Ship

Region

West
Shipping Method

Truck
Customer Type

Customer Type 20
Shipping per Unit

Customer Type
Customer Type 10
Customer Type 20
Customer Type 30

1)
2)

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

Select Garbage Duty for Week


Select Garbage Duty for Week

Chin

arguments.

1)
2)
3)
4)
5)

Ctrl + Shift + F3 "Create Names From Selection"


A space is the intersector operator

Jan
Feb
Mar
Apr
May
Jun
Jul
Aug
Sep
Oct
Nov
Dec

Dept01
Dept02
$4,818
$6,000
$6,622
$7,549
$8,999
$9,663
$10,521
$11,760
$12,501
$13,716
$14,814
$15,761

$3,785
$4,747
$5,924
$6,925
$7,538
$8,744
$9,920
$10,628
$11,996
$12,637
$13,909
$14,506

Type Intersection in:


Apr
Dept04

Dept03
Dept04
$2,762
$1,589
$3,838
$2,752
$4,694
$3,718
$5,553
$4,781
$6,760
$5,510
$7,702
$6,681
$8,682
$7,591
$9,917
$8,615
$10,529
$9,731
$11,931
$10,999
$12,745
$11,541
$13,736
$12,972

Dept05
$656
$1,828
$2,748
$3,828
$4,707
$5,854
$6,502
$7,687
$8,639
$9,791
$10,821
$11,996

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