Apr
5

Excel LOOKUP function with formula examples

The tutorial explains the vector and array forms of the Excel LOOKUP function and demonstrates typical and non-trivial uses of LOOKUP in Excel with formula examples.

One of the most frequent questions that every Excel user asks once in a while is this: "How do I look up a value on one sheet and pull a matching value to another sheet?". Of course, there can be many variations of the basic scenario: you may be looking for the closest match rather than exact match, you may want to search vertically in a column or horizontally in a row, evaluate one or multiple criteria, etc. However, the essence is the same - you need to know how to look up in Excel.

Microsoft Excel provides a handful of different ways to do lookup. To begin with, let's learn a function that is designed to handle the simplest cases of vertical and horizontal lookup. As you can easily guess, I am talking about the LOOKUP function.

Excel LOOKUP function - syntax and uses

At the most basic level, the LOOKUP function in Excel searches a value in one column or row and returns a matching value from the same position in another column or row.

There are two forms of LOOKUP in Excel: Vector and Array. Each form is explained individually below.

Excel LOOKUP function - vector form

In this context, a vector refers to a one-column or one-row range. Consequently, you use the vector form of LOOKUP to search one row or one column of data for a specified value, and pull a value from the same position in another row or column.

The syntax of the vector Lookup is as follows:

LOOKUP(lookup_value, lookup_vector, [result_vector])

Where:

  • Lookup_value(required) - a value to search for. It can be a number, text, logical value of TRUE or FALSE, or a reference to a cell containing the lookup value.
  • Lookup_vector(required) - one-row or one-column range to be searched. It must be sorted in ascending order.
  • Result_vector(optional) - one-row or one-column range from which you want to return the result - a value in the same position as the lookup value. Result_vector must be the same size as lookup_range. If omitted, the result is returned from lookup_vector.

The following examples demonstrate two simple Lookup formulas in action.

Vertical Lookup formula - search in one-column range

Let's say, you have a list of sellers in column D (D2:D5) and the products they sold in column E (E2:E5). You are creating a dashboard where your users will enter the seller's name in B2 and you need a formula that would pull a corresponding product in B3. The task can be easily accomplished with this formula:

=LOOKUP(B2,D2:D5,E2:E5)

Excel LOOKUP function to search in one-column range

To better understand the arguments, please have a look at this screenshot:
Excel LOOKUP formula in detail

Horizontal Lookup formula - search in one-row range

If your source data has a horizontal layout, i.e. the entries reside in rows rather than columns, then supply a one-row range in the lookup_vector and result_vector arguments, like this:

=LOOKUP(B2,E1:H1,E2:H2)

LOOKUP formula to search in one-row range

In the second part of this tutorial, you will find a few more Excel Lookup examples that solve more complex tasks. In the meantime, please remember the following simple facts that will help you bypass possible pitfalls and prevent common errors.

5 things you should know about vector form of Excel LOOKUP

  1. Values in lookup_vector should be sorted in ascending order, i.e. from largest to smallest or from A to Z, otherwise your Excel Lookup formula may return an error or incorrect result. If you need to do lookup on unsorted data, then use either INDEX MATCH or OFFSET MATCH.
  2. Lookup_vector and result_vector must be a one-row or one-column range of the same size.
  3. The LOOKUP function in Excel is case-insensitive, it does not differentiate uppercase and lowercase text.
  4. Excel LOOKUP works based on approximate match. More precisely, a Lookup formula searches for exact match first. If it cannot find the lookup value exactly, it looks up the next smallest value, i.e. the largest value in lookup_vector that is less than or equal to lookup_value.

    For example, if your lookup value is "5", the formula will search it first. If "5" is not found, it will search "4". If "4" is not found, it will search "3", and so on.

  5. If lookup_value is smaller than the smallest value in lookup_vector, Excel LOOKUP returns the #N/A error.

Excel LOOKUP function - array form

The array form of the LOOKUP function searches the specified value in the first column or row of the array and retrieves a value from the same position in the last column or row of the array.

The array Lookup has 2 arguments, both of which are required:

LOOKUP(lookup_value, array)

Where:

  • Lookup_value - a value to search for in an array.
  • Array - a range of cells where you want to search for the lookup value. The values in the first column or row of the array (depending on whether you do V-lookup or H-lookup) must be sorted in ascending order. Uppercase and lowercase characters are deemed equivalent.

For example, with the seller names located in the first column of the array (column A) and order dates in the last column of the array (column C), you can use the following formula to search the name and pull the matching date:

=LOOKUP(B2,D2:F5)

An example of the array form of Excel LOOKUP

Note. The array form of the Excel LOOKUP function should not be confused with Excel array formulas. Although it operates on arrays, LOOKUP is still a regular formula, which is completed in the usual way by pressing the Enter key.

4 things you should know about array form of Excel LOOKUP

  1. If array has more rows than columns or the same number of columns and rows, a Lookup formula searches in the first column (horizontal lookup).
  2. If array has more columns than rows, Excel LOOKUP searches in the first row (vertical lookup).
  3. If a formula can't find the lookup value, it uses the largest value in the array that is less than or equal to lookup_value.
  4. If the lookup value is smaller than the smallest value in the first column or row of the array (depending on the array dimensions), a Lookup formula returns the #N/A error.

Important note! The functionality of the Excel LOOKUP array form is limited and we don't recommend using it. Instead, you can use the VLOOKUP or HLOOKUP function, which are the improved versions to do vertical and horizontal lookup, respectively.

How to use LOOKUP function in Excel - formula examples

Although there exist more powerful functions to look up and match in Excel (which is the subject of our next tutorial), LOOKUP comes in handy in many situations, and the following examples demonstrate a couple of non-trivial uses. Please note, all of the below formulas use the vector form of Excel LOOKUP.

Look up a value of the last non-blank cell in a column

If you have a column of dynamically populated data, you may want to pick the most recently added entry, i.e. get the last non-empty cell in a column. For this, use this generic formula:

LOOKUP(2,1/(column<>""), column)

In the above formula, all arguments except for the column reference are constants. So, to retrieve the last value in a specific column, you just need to supply the corresponding column reference. For example, to extract the value of the last non-blank cell in column A, use this formula:

=LOOKUP(2,1/(A:A<>""), A:A)

To get the last value from other columns, modify the column references like shown in the screenshot below - first reference is the column to be checked for blank/non-blank cells, and the second reference is the column to return the value from:

Lookup formula to get a value of the last non-blank cell in a column

How this formula works

In the lookup_value argument, you supply 2 or any other number greater than 1 (in a moment, you will understand why).

In the lookup_vector argument, you put this expression: 1/(A:A<>"")

  • First, you perform the logical operation A:A<>"" that compares each cell in column A with an empty string and returns TRUE for empty cells and FALSE for non-empty cells. In the above example, the formula in F2 returns this array: {TRUE;TRUE;TRUE;TRUE;FALSE...}
  • Then, you divide the number 1 by each element of the above array. With TRUE equating to 1 and FALSE equating to 0, you get a new array consisting of 1's and #DIV/0! errors (the result of dividing by 0), and this array is used as lookup_vector. In this example, it's {1;1;1;1;#DIV/0!...}

Now, how it comes that the formula returns the last non-empty value in a column, given that lookup_value does not match any element of lookup_vector? The key to understanding the logic is that Excel LOOKUP searches with approximate match, i.e. when the exact lookup value is not found, it matches the next biggest value in lookup_vector that is smaller than lookup_value. In our case, lookup_value is 2 and the largest value in lookup_vector is 1, so LOOKUP matches the last 1 in the array, which is the last non-empty cell!

In the result_vector argument, you reference the column from which you want to return a value, and your Lookup formula will fetch the value in the same position as the lookup value.

Tip. If you wish to get the number of the row holding the last value, then use the ROW function to retrieve it. For example: =LOOKUP(2,1/(A:A<>""),ROW(A:A))

Look up a value of the last non-blank cell in a row

If your source data is laid out in rows rather than columns, you can get the value of the last non-empty cell using this formula:

LOOKUP(2,1/(row<>""), row)

In fact, this formula is nothing else but a slight modification of the previous formula, with the only difference that you use the row reference instead of the column reference.

For example, to get the value of the last non-empty cell in row 1, use this formula:

=LOOKUP(2,1/(1:1<>""),1:1)

The following screenshot shows the result:
Lookup formula to get a value of the last non-empty cell in a row

Get a value associated with the last entry in a row

With just a little creativity, the above formula can easily be customized for solving other similar tasks. For instance, it can be used to get a value associated with the last instance of a specific value in a row. This may sound a bit obscure, but the following example will make things easier to understand.

Assuming you have a summary table where column A contains the seller names and subsequent columns contain data of some kind for each month. In this example, a cell contain "yes" if a given seller has closed at least one deal in a given month. Our goal is to get a month associated with the last "yes" entry in a row.

The task can be solved by using the following LOOKUP formula:

=LOOKUP(2,1/(B2:H2="yes"), $B$1:$H$1)

The formula's logic is basically the same as described in the first example. The difference is that you use the "equal to" operator ("=") instead of "not equal to" ("<>") and operate on rows instead of columns.

The following screenshot demonstrates a result:
Lookup formula to get a value associated with the last entry in a row

Lookup as alternative to nested IFs

In all of the Lookup formulas we've discussed so far, the lookup_vector and result_vector arguments were represented by range references. However, the syntax of the Excel LOOKUP function allows supplying the vectors in the form of a vertical array constant, which enables you to replicate the functionality of nested IF with a more compact and easy-to-read formula.

Let's say, you have a list of abbreviations in column A and you want to replace them with full names, where "C" stands for "Completed", "D" is "Development, and "T" is "Testing". The task can be accomplished with the following nested IF function:

=IF(A2="c", "Completed", IF(A2="d", "Development", IF(A2="t", "Testing", "")))

Or, by using this Lookup formula:

=LOOKUP(A2, {"c";"d";"t"}, {"Completed";"Development";"Testing"})

As shown in the screenshot below, both formulas yield identical results:
A Lookup formula as alternative to nested IFs

Note. For an Excel Lookup formula to work correctly, the values in lookup_array should be sorted from A to Z or from smallest to largest.

If you are pulling values from a lookup table, then you can embed a Vlookup function in the lookup_value argument to retrieve a match.

Assuming the lookup value is in cell E2, the lookup table is A2:C7, and the column of interest ("Status") is the 3rd column in the lookup table, the following formula does the job:

=LOOKUP(VLOOKUP(E2, $A$2:$C$7, 3, FALSE), {"c";"d";"t"}, {"Completed";"Development";"Testing"})

As demonstrated in the screenshot below, the formula retrieves the project status from the lookup table and replaces an abbreviation with the corresponding word:
A Lookup formula with vectors represented by array constants.

Tip. If you are using Excel 2016 as part of an Office 365 subscription, you can use the SWITCH function for similar purposes.

I hope these examples have shed some light on how the LOOKUP function works. To better understand the formulas, you are welcome to download these Excel Lookup examples. In the next tutorial, we will discuss a few other ways to do lookup in Excel and explain which Lookup formula is best to be used in which situation. I thank you for reading and hope to see you on our blog next week!

You may also be interested in:

19 Responses to "Excel LOOKUP function with formula examples"

  1. Gopi says:

    Hi Svetlana,

    Good morning!

    I want excel formula for remove duplicate and get unique values without any reference. Which is like remove duplicate option in excel function. Please suggest me...

    Thank you!

  2. MM says:

    Svetlana, the formula for the horizontal lookup needs fixed. It is the same as the vertical formula. The screen capture has it typed correctly.

    Thanks again for these helpful posts. I learn something new every time I visit!

  3. Sivakumar says:

    Hi Svetlana,

    Can we use multiple if conditions, in the above mentioned formula?
    I mean in lieu of checking the status column, want to check all the three columns by using if conditions. If the criteria in the column 1 is correct means,it has go to column 2 and should check and if the column 2 is also correct means it has go to the column 3 should display the results like Development, testing and completed.

  4. sivakumar says:

    Hi Svetlana,

    Thanks for your reply.
    I tried. But, i got answers for all the conditions. I want only one answer either it should be any one of the answers or else should be false.

    I am preparing the accounts of the non-profit organization i.e,it is a council. Their main activity is issuing new licence to engineers or renewal. But, there are 4 types of company they are handling 1.contractor 2.foreign branches 3.joint venture and 4.local engineers.

    Above all, types of engineers is 4, viz Category A,B,C & D. It is applicable to all types of above mentioned companies.

    For each type of company, registration and renewal there are some item codes available. I want to bring that item codes in the last column.

    My columns details are 1.purpose - registration or renewal 2.type of company - contractor,foreign brach,joint venture & local engineer 3.engineer type - A,B,C & D.

    So my last column should be any one of the item code, like it is below:-

    ITEM TYPE PURPOSE
    BNEI-A Registration
    BNEI-B Registration
    BNEI-C Registration
    BNEI-D Registration
    BNER-A Renewal
    BNER-B Renewal
    BNER-C Renewal
    BNER-D Renewal
    CONEI-A Registration
    CONEI-B Registration
    CONEI-C Registration
    CONEI-D Registration
    CONGEN-E-A Renewal
    CONGEN-E-B Renewal
    CONGEN-E-C Renewal
    CONGEN-E-D Renewal
    FBEI-A Registration
    FBEI-B Registration
    FBEI-C Registration
    FBEI-D Registration
    FBER-A Renewal
    FBER-B Renewal
    FBER-C Renewal
    FBER-D Renewal
    JVEI-A Registration
    JVEI-B Registration
    JVEI-C Registration
    JVEI-D Registration
    JVER-A Renewal
    JVER-B Renewal
    JVER-C Renewal
    JVER-D Renewal

  5. Sivakumar says:

    Hi Svetlana,

    The formula for the above mentioned requirement is like below

    =IF($A1="REGISTRATION",IF($B1="C",IF($C1="A","CONEI-A",IF($C1="B","CONEI-B",IF($C1="C","CONEI-C",IF($C1="D","CONEI-D"))))))&IF($A1="RENEWAL",IF($B1="C",IF($C1="A","CONGEN-E-A",IF($C1="B","CONGEN-E-B",IF($C1="C","CONGEN-E-C",IF($C1="D","CONGEN-E-D"))))))&IF($A1="REGISTRATION",IF($B1="F",IF($C1="A","FBEI-A",IF($C1="B","FBEI-B",IF($C1="C","FBEI-C",IF($C1="D","FBEI-D"))))))&IF($A1="RENEWAL",IF($B1="F",IF($C1="A","FBER-A",IF($C1="B","FBER-B",IF($C1="C","FBER-C",IF($C1="D","FBER-D"))))))&IF($A1="REGISTRATION",IF($B1="B",IF($C1="A","BNEI-A",IF($C1="B","BNEI-B",IF($C1="C","BNEI-C",IF($C1="D","BNEI-D"))))))&IF($A1="RENEWAL",IF($B1="B",IF($C1="A","BNER-A",IF($C1="B","BNER-B",IF($C1="C","BNER-C",IF($C1="D","BNER-D"))))))

    and the answer is like below

    CONEI-AFALSEFALSEFALSEFALSEFALSE

    • Hello, Sivakumar,

      could you, please, send us the workbook with the data you used and the results you got at support@ablebits.com? It's hard to get a clear understanding from the comment, since the data is in a mess here.
      Thanks!

    • MM says:

      I believe the problem with the formula is the ampersands. What the formula ends up doing is concatenating each of the IF statements that test the $A1 value. You need to include a final negative condition as
      ,""
      in each grouping before the final parenthesis to avoid the "FALSE" output.

      For the quickest fix, CTRL-H and replace )))))) with ))))),"")

  6. Sivakumar says:

    Instead mentioning contractor,foreign branch,local branch i mentioned only c or b or f in column B..

  7. Imran Masud says:

    Hi, Svetlana, thanks for your post. I have learnt about the function of Lookup. Thank you.

  8. Sivakumar says:

    Hi MM,

    Thanks for your reply. Its really worked out. But, still not perfect. But, helped lot.

  9. Sivakumar says:

    Hi MM,

    After inserting the ampersands, out of 5 false 3 disappeared 2 is still appearing. Above all, i added one more condition for application purpose. Now the formula is like

    IF($E3="APPLICATION",IF($F3="B","BNE-INRF-A",IF($F3="C","CONE-INRF-A",IF($F3="F","FBE-INRF-A",IF($F3="G","GCE-INRF-A",IF($F3="J","JVE-INRF-A"))))),"")&IF($E3="REGISTRATION",IF($F3="C",IF($G3="A","CONEI-A",IF($G3="B","CONEI-B",IF($G3="C","CONEI-C",IF($G3="D","CONEI-D"))))),"")&IF($E3="RENEWAL",IF($F3="C",IF($G3="A","CONGEN-E-A",IF($G3="B","CONGEN-E-B",IF($G3="C","CONGEN-E-C",IF($G3="D","CONGEN-E-D"))))),"")&IF($E3="REGISTRATION",IF($F3="B",IF($G3="A","BNEI-A",IF($G3="B","BNEI-B",IF($G3="C","BNEI-C",IF($G3="D","BNEI-D"))))),"")&IF($E3="RENEWAL",IF($F3="B",IF($G3="A","BNER-A",IF($G3="B","BNER-B",IF($G3="C","BNER-C",IF($G3="D","BNER-D"))))),"")&IF($E3="REGISTRATION",IF($F3="F",IF($G3="A","FBEI-A",IF($G3="B","FBEI-B",IF($G3="C","FBEI-C",IF($G3="D","FBEI-D"))))),"")&IF($E3="RENEWAL",IF($F3="F",IF($G3="A","FBER-A",IF($G3="B","FBER-B",IF($G3="C","FBER-C",IF($G3="D","FBER-D"))))),"")

    and the results are like this

    CONEI-DFALSEFALSE

    • MM says:

      My fix was backwards. I avoided a negative result for the first check only. I think if the ,"" goes before the six parentheses it avoids the FALSE outputs.
      so instead of ))))),""), it should be ,")))))) at the end of each IF grouping.

      Have you considered concatenating your columns E,F,G into one string, and using that string to refer to a helper table?

      You could use lookup or the index-match of the concatenated value to find the proper product code, like so:

      "ApplicationB" results "BNE-INRF-A"
      "RenewalCC" results "CONGEN-E-C"

  10. Sivakumar says:

    Hi MM,

    Let me try it.

  11. Sivakumar says:

    Hi MM,

    Finally i solved it through index and match formula in a fraction of seconds. Thanks to the ablebits website.

  12. Ashok Sahu says:

    Hi Svetlana, I have a question, I could not solve this problem, So I need your help.
    I am working a private compny of HR Department.
    My problem is- 1-I have some STAFF OT data from 2014(january to December) to till year in sheet-1.
    2- I have some Operator OT data from 2014 (January to December)to till year in sheet-2.
    3- I have some Labour ot data from 2014(January to December) to till year in sheet-3. My table first column is-
    A2- Employee code.
    B2- Employee Name.
    C2- January
    D2- February like this upto December.
    If I will choose any category (Staff , Operator and Labour)with they're year then enter any Employee code number, automatically show that employee name and january to december OT data which category I had choosen with year.
    Please solve this problem

  13. Ashok Sahu says:

    Hii MM
    Please solve my problem.

Post a comment



Unfortunately, due to the volume of comments received we cannot guarantee that we will be able to give you a timely response. When posting a question, please be very clear and concise. We thank you for understanding!
Ultimate Suite for Excel Professionals
 
 
50+ professional tools for Excel 2016-2007 to do your daily work
Incredible product, even better tech support…AbleBits totally delivers!
Deborah Bryant
Anyone who works with Excel is sure to find their work made easier
Jackie Lee
The best spent money on software I've ever spent!
Patrick Raugh
Ablebits is a fantastic product - easy to use and so efficient.
Debra Celmer
Excel is at its best now
Annie C.
I don't know how to thank you enough for your Excel add-ins
Jennifer Morningstar
Anybody who experiences it, is bound to love it!
Kumar Nepa
AbleBits suite has really helped me when I was in a crunch!
Nelda Fink
I have enjoyed every bit of it and time am using it
Christian Onyekachi Nwosu
It's the best $100 we've ever spent!
Mike Cavanagh
I love the program, and I can't imagine using Excel without it!
Robert Madsen
One word… WOW!
Dave Brown
Love the products!
David Johnston
It is like having an expert at my shoulder helping me…
Linda Shakespeare
Your software really helps make my job easier
Jeannie C.
Thanks for a terrific product that is worth every single cent!
Dianne Young
I love your product
Brad Gibson
Awesome!!!
Sheila Blanchard