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Excel’s VLOOKUP vs. HLOOKUP: When and How to Use Each

by | Excel

Excel Content Article

Table of Contents

Setting up Your Excel Workbook

Unit 1: Introduction and Workbook Setup

Step 1: Open Excel

  1. Launch the Excel application.

Step 2: Create a New Workbook

  1. Click on "File" in the top-left corner.
  2. Select "New".
  3. Choose "Blank Workbook".

Step 3: Set Up Sheets

  1. Rename Sheet1 to "Data"

    • Right-click on the "Sheet1" tab at the bottom.
    • Select "Rename".
    • Type Data and press Enter.

  2. Add a New Sheet for Lookup Tables

    • Click the "+" icon next to "Data" to add a new sheet.
    • Rename this new sheet to LookupTables.

Step 4: Data Entry

  1. Enter Sample Data in "Data" Sheet

    • In column A, enter Sample IDs: ID001, ID002, ID003.
    • In column B, enter corresponding values: Value1, Value2, Value3.
    A B
    ID001 Value1
    ID002 Value2
    ID003 Value3

  2. Enter Lookup Table in "LookupTables" Sheet

    • In column A, enter IDs: ID001, ID002, ID003.
    • In column B, enter corresponding values you want to lookup: LookupValue1, LookupValue2, LookupValue3.
    A B
    ID001 LookupValue1
    ID002 LookupValue2
    ID003 LookupValue3

Step 5: Save the Workbook

  1. Click on "File".
  2. Select "Save As".
  3. Choose a location.
  4. Enter a file name, e.g., VLookup_HLookup_Demo.
  5. Click "Save".

Summary

You have successfully set up the initial Excel workbook required for the upcoming lessons on VLOOKUP and HLOOKUP. Now, you are ready to proceed to the next unit focusing on how to use these functions effectively.

Understanding VLOOKUP and Its Syntax

Practical Implementation

VLOOKUP Syntax

VLOOKUP(lookup_value, table_array, col_index_num, [range_lookup])

Step-by-Step Application

1. Sample Data

Imagine you have the following table in your Excel Workbook:

Sales Now On Advertisement
ID Name Department Salary
101 John Doe Sales 40000
102 Jane Smith Marketing 50000
103 Emily Davis IT 60000
104 Michael Brown Sales 45000

2. Using VLOOKUP for Data Retrieval

To find the Department and Salary of the employee with ID 102, enter the following formulas in your Excel sheet.

  1. Find Department

    =VLOOKUP(102, A2:D5, 3, FALSE)
    • 102 is the lookup_value
    • A2:D5 is the table_array
    • 3 is the col_index_num (Department column)
    • FALSE indicates exact match

  2. Find Salary

    =VLOOKUP(102, A2:D5, 4, FALSE)
    • 4 is the col_index_num (Salary column)

Example Result

Assuming you entered the first formula in cell F1 for Department and the second formula in cell F2 for Salary, the result should be:

  • In cell F1: Marketing
  • In cell F2: 50000

Real-life Application

Use the above formulas directly by copying them into your Excel sheets, modifying the lookup_value, table_array, and col_index_num according to your specific data structure and lookup requirements.

Implementing VLOOKUP with Practical Examples

Example 1: Basic VLOOKUP

# Suppose you have a table in the range A2:B6
# A         | B
# ----------|--------
# 101       | Apple
# 102       | Banana
# 103       | Cherry
# 104       | Date
# 105       | Elderberry

# Formula to find the fruit name for ID 103
=VLOOKUP(103, A2:B6, 2, FALSE)

Example 2: VLOOKUP with Named Ranges

# Define the table A2:B6 as 'FruitTable'

# Formula to find the fruit name for ID 104 using named range
=VLOOKUP(104, FruitTable, 2, FALSE)

Example 3: VLOOKUP with Approximate Match

# Suppose you have a table in the range A2:B6
# A         | B
# ----------|--------
# 100       | Low
# 200       | Medium
# 300       | High
# 400       | Very High

# Formula to find the category for ID 250 with approximate match
=VLOOKUP(250, A2:B6, 2, TRUE)

Example 4: VLOOKUP for Multiple Columns

# Suppose you have a table in the range A2:C6
# A         | B         | C
# ----------|-----------|---------
# 101       | Apple     | Red
# 102       | Banana    | Yellow
# 103       | Cherry    | Red
# 104       | Date      | Brown
# 105       | Elderberry| Purple

# Formula to find the color for fruit ID 103
=VLOOKUP(103, A2:C6, 3, FALSE)

Example 5: VLOOKUP with IFERROR for Handling Errors

# Formula to find the fruit name for ID 108 and handle errors
=IFERROR(VLOOKUP(108, A2:B6, 2, FALSE), "Not Found")

Example 6: VLOOKUP to Link Two Sheets

# Suppose you have two sheets: Sheet1 and Sheet2

# In Sheet1, you have a table in the range A2:B6
# A         | B
# ----------|--------
# 101       | Apple
# 102       | Banana
# 103       | Cherry
# 104       | Date
# 105       | Elderberry

# In Sheet2, you want to find the fruit name for ID located in cell A2 of Sheet2

# Formula in Sheet2 to find the fruit name
=VLOOKUP(A2, Sheet1!A2:B6, 2, FALSE)

Example 7: VLOOKUP with Dynamic Range using Table

# Convert the range A2:B6 to an Excel Table named 'FruitTable'
# Now, the table range will automatically expand if you add more rows

# Formula to find the fruit name for ID 102 using the Table
=VLOOKUP(102, FruitTable, 2, FALSE)

Apply these implementations directly into your Excel workbook to perform VLOOKUP operations effectively.

Understanding HLOOKUP and Its Syntax

1. Basic HLOOKUP Syntax

The HLOOKUP function in Excel searches for a value in the top row of a table or array and returns a value in the same column from a row you specify.

Syntax:

HLOOKUP(lookup_value, table_array, row_index_num, [range_lookup])
  • lookup_value: The value you want to search for.
  • table_array: The table where the search is conducted.
  • row_index_num: The row number in the table where the matching value should be retrieved.
  • [range_lookup]: Optional argument; TRUE for an approximate match (default), or FALSE for an exact match.

2. Practical Example

Suppose you have the following table in range A1:D4:

Power BI Tools Advertisement
A B C D
1 "Type" "Apple" "banana" "Cherry"
2 "Count" 50 75 100
3 "Price" $0.5 $0.7 $1.2
4 "Rating" 4.5 4.7 4.9

You want to find out the price of the fruit banana. Use the following formula:

=HLOOKUP("banana", A1:D4, 3, FALSE)
  • lookup_value is "banana".
  • table_array is A1:D4.
  • row_index_num is 3 (since the price is in the third row).
  • range_lookup is FALSE for an exact match.

3. More Complex Example

For a more complex scenario, consider that you need to find the Rating of Cherry.

=HLOOKUP("Cherry", A1:D4, 4, FALSE)
  • lookup_value is "Cherry".
  • table_array is A1:D4.
  • row_index_num is 4 (since the rating is in the fourth row).
  • range_lookup is FALSE for an exact match.

You can apply this HLOOKUP formula directly in a cell in Excel, and it will return the value 4.9.

Conclusion

By following the syntax and implementing the examples listed above, you can effectively utilize the HLOOKUP function to streamline data retrieval and analysis in Excel.

Implementing HLOOKUP with Practical Examples

Example Data

Assume we have the following data in Excel sheet "DataSheet":

A B C D
1 Product Price Stock Color
2 A 100 50 Red
3 B 150 30 Blue
4 C 200 20 Green
5 D 250 10 Yellow

Practical Examples

1. Retrieving Price of a Product

To find the price of product 'B':

=HLOOKUP("B", A1:D5, 2, FALSE)

2. Retrieving Stock of a Product

To find the stock of product 'C':

=HLOOKUP("C", A1:D5, 3, FALSE)

3. Retrieving Color of a Product

To find the color of product 'D':

=HLOOKUP("D", A1:D5, 4, FALSE)

4. Dynamic Product Lookup with Cell Reference

Assuming you have the product name in cell E1, to dynamically find its price:

=HLOOKUP(E1, A1:D5, 2, FALSE)

5. Handling Errors

To handle errors if the product is not found:

=IFERROR(HLOOKUP(E1, A1:D5, 2, FALSE), "Product Not Found")

Conclusion

These HLOOKUP examples provide practical solutions to look up different attributes of a product efficiently. Make sure to adjust cell references according to your data location in your specific workbook.

Comparing VLOOKUP and HLOOKUP in Data Analysis

Example Use Case: Comparing Employee Salaries

Data Setup

Employee Data Table

EmployeeID Name Department Salary
001 John Smith Sales 50000
002 Jane Doe HR 55000
003 Emily King IT 60000
004 Mike Brown Marketing 45000

Salary Lookup Table

Lookup_Value 001 002 003 004
Salary 50000 55000 60000 45000

VLOOKUP Usage

Find salary of the employee with EmployeeID "003":

  1. Place the EmployeeID to lookup in a cell, e.g., A10:

    A10: 003

  2. Use VLOOKUP to find the salary:

    =VLOOKUP(A10, A2:D5, 4, FALSE)

    Output in B10: 60000

HLOOKUP Usage

Find salary of the employee with EmployeeID "003":

  1. Place the EmployeeID to lookup in a cell, e.g., A12:

    A12: 003

  2. Use HLOOKUP to find the salary:

    =HLOOKUP(A12, B8:E9, 2, FALSE)

    Output in B12: 60000

Conclusion

Both VLOOKUP and HLOOKUP can achieve similar results but in different orientations. Use VLOOKUP for vertical data structures and HLOOKUP for horizontal data structures.

Advanced Techniques and Common Pitfalls

Advanced Techniques

1. Combining VLOOKUP with MATCH for Dynamic Column Index

=VLOOKUP(A2, B2:E10, MATCH("HeaderName", B1:E1, 0), FALSE)
  • Dynamically finds the column where "HeaderName" is located, reducing hardcoding.

2. Handling Errors with IFERROR

=IFERROR(VLOOKUP(A2, B2:E10, 3, FALSE), "Not Found")
  • Returns "Not Found" if the lookup value does not exist, preventing errors.

3. Using Named Ranges for Clarity

=VLOOKUP(A2, Data_Range, 3, FALSE)
  • Data_Range is a named range (e.g., B2:E10), making formulas more readable.

4. Array Lookup for Multiple Criteria

=INDEX(D2:D10, MATCH(1, (A2:A10 = "Criteria1") * (B2:B10 = "Criteria2"), 0))
  • Uses INDEX and MATCH with an array to look up based on multiple criteria.

Common Pitfalls

1. Forgetting Absolute References

  • Ensure table array has absolute references to prevent errors when copying formulas.
=VLOOKUP(A2, $B$2:$E$10, 3, FALSE)

2. Incorrect Range Size

  • The column index should fall within the table array; if VLOOKUP's index is too large, it returns an error.
=VLOOKUP(A2, B2:C10, 3, FALSE)  # Incorrect if table array doesn't include 3rd column

3. Assuming Sorted Data for Approximate Match

  • When using approximate match (TRUE or omitted in [range_lookup]), ensure the data is sorted in ascending order.
=VLOOKUP(A2, B2:E10, 3, TRUE)

4. Case Sensitivity Issues

  • VLOOKUP and HLOOKUP are case-insensitive. Use EXACT in combination for case-sensitive lookups.
=IF(EXACT(A2, INDEX(B2:B10, MATCH(A2, B2:B10, 0))), VLOOKUP(A2, B2:E10, 3, FALSE), "Not Found")

5. Hidden Characters and Spaces

  • Hidden characters and trailing spaces can cause lookup mismatches. Use TRIM and CLEAN functions.
=VLOOKUP(TRIM(CLEAN(A2)), B2:E10, 3, FALSE)

Conclusion

Incorporate these techniques and be aware of common pitfalls to enhance the efficiency and accuracy of using VLOOKUP and HLOOKUP in your data analysis tasks.

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