Google Sheets offers a plethora of built-in functions to help you perform calculations and find data within your spreadsheets. One essential function, especially when dealing with large and complex spreadsheets, is the VLOOKUP function.
The VLOOKUP function in Google Sheets is a time and effort-saving tool when you’re searching for specific data points or cross-referencing data in your spreadsheets.
So, let’s dive into how it works!
What is the VLOOKUP function in Google Sheets?
VLOOKUP stands for “Vertical Lookup” and is a function in Google Sheets that allows you to search for a specific entry in a data column and retrieve the corresponding data from that row if there’s a match.
Imagine you’re searching for your grade on a displayed list (back in the day when that’s how people checked their grades, anyway). The teacher posts a sheet of paper with two columns: student names and grades. You scroll through the first column to find your name, locate it, and then jump straight to the second column to find your grade. The VLOOKUP function does that manual search for you and automatically returns the information you need, as long as there’s a match for your search.
The formula for the function is: =VLOOKUP(search_key, range, index, [sorted])
It consists of the following four parts:
search_key: The identifying data point you’re searching for (e.g., your name).range: The cells that contain the columns from which you want to extract data—here’s where you tell the formula where to look for your answer.index: The column with the return value—e.g., your grade.sorted: A true or false value where FALSE means an exact match, and TRUE means the closest match (in 99% of cases, FALSE is the preferred parameter).
VLOOKUP can also be used to find data points that may be spread across different sheets to compile your data. For SQL users, this is akin to a left outer join.
Keep reading for examples and step-by-step instructions.
5 Key Things to Know About the VLOOKUP Function in Google Sheets
Although the VLOOKUP formula may seem straightforward at first glance, there are a few tricks to ensure you get the right data in your search results.
1. Search values must be in the first column of the range
With VLOOKUP, your search value must be in the first (leftmost) column of the range you’re working with. If the value is in a column to the right of the information you’re searching for, the function won’t work.
2. VLOOKUP doesn’t differentiate between uppercase and lowercase in Google Sheets
Google Sheets’ VLOOKUP function doesn’t distinguish between uppercase and lowercase letters. For case-sensitive searches, you should use other functions or scripts.
3. VLOOKUP returns the first match
VLOOKUP stops at the first match found. If there are multiple matches in your range, the function will only return the value associated with the first match found.
4. Use absolute cell references when copying to multiple cells
In Google Sheets, you’ll want to use absolute cell references for the range when applying the VLOOKUP function and copying it to other cells. For example, instead of A1:D100, use $A$1:$D$100. Without this, when you drag the formula down or to other cells, Google Sheets will automatically adjust the cell references, resulting in incorrect results.
5. Approximate match and exact match
By default, the VLOOKUP function in Google Sheets performs an approximate match, which requires your first column to be sorted in ascending order. If you want to find an exact match, you need to set the optional fourth argument to FALSE. Without this, VLOOKUP might return unexpected results if an exact match isn’t found.
How to Create Your Own VLOOKUP Function in Google Sheets
To create your own VLOOKUP function, open a Google Sheets spreadsheet. Ensure all your data is organized into clearly labeled columns, and know what you’re searching for. Then, put the function to work. Here’s how:
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Set up your spreadsheet.
Stay organized by typing two labels below or next to your data: “Search Keyword” and the label for the return value you’re searching for (e.g., “Agreement Size” in this example). Type (or copy) your search term into the cell next to the label. In this example, we’re searching for data related to the company “Chopped” in our list, so we’re using that as our search term. Make sure your search term matches exactly what appears in your dataset. -
Add a VLOOKUP formula.
In the next cell, start typing your formula with an equals sign, followed by VLOOKUP, and an opening parenthesis. -
Specify what to search for.
Thesearch_keypart of the formula indicates what you want to find.
To select the search_key, click on the cell containing your search term. In our example, that’s the cell containing “Chopped”. When you type a different value into the search_key cell, the VLOOKUP function will search for results matching that value. Google Sheets will highlight the cell you selected by surrounding it with a colored dotted line, and the cell number will automatically be added to your formula. You can also type the cell number, e.g., “B22”.
Type a comma to separate values in the formula.
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Specify where to search.
Therangetells your formula where to search by specifying which data to consider in the search. Enter the range by clicking and dragging on the spreadsheet to select all the data you want to include in your search. In this case, it’s the five data columns in the spreadsheet. Add a comma to move to the next entry. -
Enter your index.
Theindextells your VLOOKUP which column to extract the answers from. Enter the number (in numeral form) of the column from which you want to extract the data, followed by a comma. Since the “Agreement Size” information is in the fifth column from the left, we’ll enter the number “5”. Don’t highlight the column or enter the column name here—the formula won’t recognize those forms.
Type another comma for your final formula value.
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Exact match vs. approximate match
For an exact match with your search term, enter FALSE or 0. Enter TRUE or 1 for an approximate match, but this is generally unnecessary. Finish the formula by closing the parenthesis. -
Complete your formula.
Press Enter to see the results of your search. In this example, the function returned an estimated amount of $1,200 for Chopped. -
Check your answers.
The first few times you use the function, you may want to manually check your results to ensure you’re entering all the information correctly.
For this example, a manual search shows that the function returned the correct agreement size for Chopped.
Copying a VLOOKUP Formula to Multiple Cells and Compiling Data from Multiple Sheets
Once you know how to create a VLOOKUP formula, it can be a powerful tool for spreadsheet users. One common problem it helps solve is compiling or matching data across multiple spreadsheets.
For instance, let’s say a sales manager has two spreadsheets. Spreadsheet A contains sales data with a list of product IDs and quantities sold, while Spreadsheet B contains detailed information about each product, including the product ID, product name, and price.
To calculate the total revenue for each sold product in Spreadsheet A, they need to know the price of each product. Instead of manually searching and copying the price of each product from Spreadsheet B, they can use VLOOKUP to populate the data into Spreadsheet A.
VLOOKUP across multiple spreadsheet cells
To achieve this, the VLOOKUP function can be copied to multiple cells in Spreadsheet A and use a range in Spreadsheet B.
Here’s how:
- Prepare your spreadsheet.
Start with a single spreadsheet document with all your data in separate columns or sheets (tabs) within the same document, as in the example above.
Ensure the column containing the search_key is to the left of the column that contains the index (search results).
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Create a VLOOKUP formula.
Write the VLOOKUP formula in a cell in Spreadsheet A. -
Add a
search_key.
Include thesearch_key, which could be the product ID or A2. -
Select your range.
To reference a range in another sheet, simply open the other sheet and drag your cursor over the range you want to select. The VLOOKUP formula will also be copied, allowing you to continue working on it in that sheet. You can also type the sheet name in single quotes before selecting the range. For example: ‘Products’!A2:C6. -
Enter your index.
Enter the column number where you’ll find the search results. -
Exact match or approximate match?
In most cases, you’ll want an exact match, so yoursortedshould be FALSE.
Add a closing parenthesis.
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Check the results.
Enter your formula and check that you’re getting the correct result in Spreadsheet A. -
Copy your VLOOKUP formula to multiple cells.
To copy the formula to multiple cells, click on the blue dot in the bottom right of the cell containing your VLOOKUP formula and drag it down to each cell where you want a result.
The function will be replicated in each of the selected cells, updating relative cell references based on their position. This feature allows you to perform the same search operation in an entire column or row of data, saving you valuable time and effort when working with large data sets.
Keep in mind that if you need to keep certain fixed cell references (ones that don’t change when the formula is copied to other cells), you should use absolute references by adding a dollar sign ($) before the column letter and/or row number in the reference (e.g., $A$1). This will prevent those references from changing when you copy the formula to other cells.
At first glance, the VLOOKUP function may seem like an abstract concept. To understand how powerful it can be, discover how you can actually use Google Sheets’ VLOOKUP function in your workflow.
Whenever you have a large and complex spreadsheet and need to find specific data points, VLOOKUP comes in handy. By using the function, you save time and effort by avoiding manually searching through all your data to find the necessary information.
Unleash the Power of VLOOKUP in Your Workflow
The VLOOKUP function in Google Sheets is particularly valuable when dealing with large amounts of data or managing datasets spread across multiple sources, as it enables quick and accurate data matching. This function not only saves you time but also reduces the risk of errors that can occur with manual data searches.
A good understanding of VLOOKUP can greatly enhance your data processing capabilities, making analysis and reporting processes more efficient and reliable. Instead of spending time manually searching for data in spreadsheets, use the VLOOKUP function to pinpoint the data you need with just a few clicks.
And there you have it—your ultimate guide to mastering the art of VLOOKUP in Google Sheets.
Happy Spreadsheet-ing!
