How to use VLOOKUP to find more than one value?

When working with large datasets in Microsoft Excel, it’s common to come across situations where you need to find multiple values using a single lookup value. While the VLOOKUP function in Excel is primarily designed to find a single value, there are a few techniques you can apply to work around this limitation and retrieve multiple values. In this article, we will explore how to use VLOOKUP to find more than one value efficiently.

The VLOOKUP Function

Before diving into finding multiple values, let’s have a quick overview of the VLOOKUP function itself. VLOOKUP is an Excel function used to retrieve information from a table based on a lookup value. It works vertically, searching for values in a specific column and returning a matching result from a corresponding column.

The basic syntax for VLOOKUP is as follows:

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

• lookup_value: The value you want to search for.
• table_array: The range of cells where the lookup value exists along with the corresponding result.
• col_index_num: The column number in the table_array from which to return the result (the numbering starts from 1).
• range_lookup: Optional. Specifies whether you want an approximate match or an exact match.

It’s important to note that the VLOOKUP function only retrieves the first matching result it encounters. To find multiple values, we’ll need to apply some additional techniques.

How to Use VLOOKUP to Find More Than One Value?

To find more than one value using VLOOKUP, we’ll take advantage of an array formula. Array formulas allow us to perform calculations on multiple values in an array. Thus, by modifying the VLOOKUP function to operate on an array, we can retrieve multiple results. Follow the steps below to achieve this:

1. Prepare a column for the lookup values: Suppose you have a range of values in column A that you want to search for in a table.
2. Select an empty range of cells in another column, where you want to display the results.
3. Enter the following formula as an array formula by pressing Ctrl+Shift+Enter instead of just Enter:

=IFERROR(INDEX(result_array, SMALL(IF(lookup_array=lookup_value, ROW(lookup_array)-MIN(ROW(lookup_array))+1), ROWS(A$1:A1))), "")

4. Replace result_array with the range of cells containing the values you want to display for each lookup value.
5. Replace lookup_array with the range of cells containing the lookup values.
6. Replace lookup_value with the cell reference of the first lookup value in the lookup_array.
7. Drag down the formula to populate the remaining cells in the result column.

This modified VLOOKUP formula with the IFERROR, INDEX, and SMALL functions allows us to extract multiple results for the specified lookup values from the result_array.

Frequently Asked Questions (FAQs):

1. Can VLOOKUP retrieve multiple values?

No, VLOOKUP alone can only retrieve the first matching result it finds.

2. What is an array formula in Excel?

Array formulas in Excel perform calculations on multiple values in an array rather than a single value. They are enclosed in curly braces { } and must be entered with Ctrl+Shift+Enter.

3. How do I make an array formula to find multiple values using VLOOKUP?

By modifying the VLOOKUP formula to operate on an array and using additional functions like IF and INDEX, you can retrieve multiple values.

4. What is the purpose of the IFERROR function in the array formula?

The IFERROR function handles any errors that may arise in the formula and replaces them with an empty string (“”).

5. Can I use VLOOKUP to retrieve multiple values horizontally?

Yes, you can modify the array formula by using the TRANSPOSE function to return results horizontally instead of vertically.

6. How does the SMALL function work in the array formula?

The SMALL function is used to retrieve the nth smallest value from an array. In this case, it helps generate the row numbers for the matching values.

7. Does the modified VLOOKUP formula work with approximate matches?

No, the modified formula only works with exact matches. If you need to find approximate matches, you can explore other functions like INDEX and MATCH.

8. Can I use the modified VLOOKUP formula with named ranges?

Yes, you can use named ranges in place of cell references for both the lookup_array and result_array.

9. Is it possible to apply this technique to find multiple values across different sheets?

Yes, you can extend this technique across different sheets by prefixing the sheet name along with the cell reference.

10. Are there any limitations to the number of results this formula can retrieve?

This formula does not have a specific limitation on the number of results it can retrieve. However, it may become slower or less efficient for very large datasets.

11. Can I add additional criteria to the modified VLOOKUP formula?

You can add additional criteria by using logical operators like AND or OR within the IF function to specify multiple conditions for the lookup.

12. How can I avoid entering the array formula for each cell?

Instead of dragging the formula down, you can use the INDEX function’s array functionality to automatically populate the results for the entire range by modifying the row_num argument.

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