Google Sheets is a remarkable product by Google that centers on empowering users with versatile spreadsheet capabilities. In the expansive landscape of data management, Google Sheets stands out as a reliable ally, offering a myriad of features designed to streamline your spreadsheet tasks. Among its standout features, the Google Spreadsheet VLOOKUP function takes center stage in 2023.
What is the “VLOOKUP” function?
In Google Sheets, VLOOKUP is a function that allows you to search for a specific value in the leftmost column of a range and retrieve a corresponding value in the same row from a specified column. It stands for "Vertical Lookup" and is particularly useful for looking up information in large datasets.
Let's take a closer look at the Google Spreadsheet VLOOKUP formula to gain a comprehensive understanding of how to use this function effectively:
Syntax:
=VLOOKUP(search_key, range, index, [is_sorted])
search_key: The value you want to look up in the first column of your data.
range: The table or range of cells that contains your data.
index: The column index from which to retrieve the value (1 for the first column, 2 for the second, and so on).
[is_sorted]: An optional parameter indicating whether the first column in the range is sorted. Use TRUE for sorted and FALSE for unsorted. If omitted, it defaults to TRUE.
How to use VLOOKUP in Google Sheets ( with examples)
Basic Vlookup
Example 1: Vlookup on different search keys
Consider a database containing the age and driving license status of 10 individuals. Let's use the VLOOKUP function in Google Sheets to extract the age of a person:
Step 1: Click on an empty cell to initiate the VLOOKUP function.
Step 2: Start the function with an equal sign, enter “VLOOKUP” and select "VLOOKUP" from the suggestions. Press "Tab" to accept.
Step 3: Choose the cell (e.g., F3) where you will input the names for which you want to retrieve records.
Step 4: Select the table as the range for the next argument.
Step 5: Specify the "Column Index"; since the Age column is the 2nd index column, insert "2" in the function.
Step 6: For the last argument, enter "False" to ensure accurate value retrieval.
Step 7: Press “Enter”; an error may appear if the cell F4 is empty.
Step 8: Enter a record name in cell F3, like "Eli," and the age will be displayed in the VLOOKUP function.
Step 9: Repeat for other records; VLOOKUP will return the age based on the entered record name.
Example 2: Vlookup on different column indexes
To further evaluate the Google Sheets VLOOKUP function, let's use it for different column indexes. In the same example, let's check if a particular record, "Simpson," has an active driving license:
Step 1: Start with an equal sign, type "VLOOKUP," and press "Tab" on the suggestion to accept.
Step 2: For the search key argument, select cell F4, where we'll enter the record name for driving license retrieval.
Step 3: Choose the entire table for the range, press "F4" to make it an absolute reference.
Step 4: In the column index, insert "3" as the driving license is the 3rd column.
Step 5: Insert "False" for accurate results.
Step 6: Press "Enter"; Simpson's driving license record will appear.
Step 7: To search for different records, replace the record name in F4 without entering the VLOOKUP function again.
Other Vlookup
Example 3: Vlookup from a Different Sheet
In Google Sheets, we can use the VLOOKUP function in a more advanced manner, such as looking up values from a different sheet within the same workbook. Consider an airflight database: one sheet contains comprehensive flight details.
And the next sheet holds Passenger Information, including booking details, seat, and flight number.
When using VLOOKUP, a unique identifier column is essential in both sheets. In our example, the "Flight Number" column serves as the unique identifier. Let's use the VLOOKUP function to retrieve and display the Ticket Price for each passenger.
Step 1: Navigate to the "Passenger Information" sheet and enter the "VLOOKUP" function in the Ticket Price column, commencing with an equal sign.
Step 2: For the first argument, use the Flight number cell (D7).
Step 3: Select the entire table in the "Flight Database" sheet, ensuring an absolute reference by pressing the "F4" key on your keyboard.
Step 4: Since the Ticket price is in the 4th column, insert "4" as the column index.
Step 5: Insert "False" for the last argument to ensure accurate values.
Step 6: Press "Enter", and Google Sheets's VLOOKUP function will retrieve the Ticket Price for the specific flight number. Use the "Autofill" handle to populate the remaining cells.
Example 4: Vlookup From Different Workbooks
VLOOKUP can also be employed to search values from a different workbook. However, an additional function is required. In the same example, both "Passenger Information" and "Flight Database" are on different Google workbooks. This time, let's find the Destination of each flight using the Flight number as the lookup key.
Step 1: In the "Passenger Information" sheet, under the Destination column, enter the VLOOKUP function.
Step 2: For the first argument, use the unique identifier, Flight number (D7).
Step 3: For the range argument, employ the "IMPORTDATA" function, with the single argument being the URL of the other workbook.
Step 4: Visit the Flight Database workbook, and copy the URL, using the keyboard shortcut “CTRL + C”.
Step 5: Press “CTRL + P” to paste the URL inside the IMPORTDATA function. Ensure the URL is enclosed in inverted commas and close the parenthesis to continue with the VLOOKUP function.
Step 6: Insert the column index number, “2”, as the 3rd argument in the VLOOKUP function.
Step 7: Insert "False" for accurate results and press "Enter".
Step 8: To populate the remaining cells, use the "Autofill" handle, and all Destinations will appear on the Passenger Information sheet.
This process might initially be challenging for some Excel users, but with some learning, it becomes more intuitive over time.
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FAQS:
Q1. What is the difference between VLOOKUP and lookup in Google Sheets?
The LOOKUP function is like a search tool. It helps you find data in a row or column and obtains related information from another row or column. On the other hand, the VLOOKUP function does something comparable, but it only searches vertically in a row and provides data in a left-to-right manner. So, both are handy, but they have specific ways of retrieving data based on your needs.
Q2. Why does VLOOKUP not work in Google Sheets?
In VLOOKUP, it's crucial that your search value resides in the first (leftmost) column of the specified range. The function may not operate as expected if the value is positioned in a column to the right of the data you intend to retrieve. To ensure the seamless functionality of VLOOKUP, confirm that your lookup value is in the first column of the designated range.
VLOOKUP Mastery: Unlocking Efficient Data Retrieval in Google Sheets
The Google Spreadsheet VLOOKUP function, much like various other functions provided by spreadsheet tools, offers immense convenience, significantly easing the task of handling and presenting data. Performing such functionalities manually can be tedious, making the availability of this function in Google Sheets a fortunate solution.
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