Using vlookup in excel


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Using vlookup in excel

  1. 2. <ul><li>VLOOKUP is an Excel function that can pull data from one worksheet to another, based on a primary key. </li></ul><ul><li>Ex: given a spreadsheet of usage data and a spreadsheet of pricing data, prices can be pulled into the usage spreadsheet using the ISSN for each item. </li></ul>
  2. 3. <ul><li>Source spreadsheet: the spreadsheet from which you will pull data. (in our example, the pricing data) </li></ul><ul><li>Destination spreadsheet: the spreadsheet into which you are adding data. (the usage data) </li></ul><ul><li>Primary key: the column that uniquely identifies each row and is present in both spreadsheets. (the ISSN) </li></ul><ul><li>Source table: the subset of the spreadsheet that contains both the primary key column and all columns from which you are pulling information. </li></ul>
  3. 4. <ul><li>Decide what column you are going to use for your primary key. </li></ul><ul><ul><li>A value that is included in both spreadsheets </li></ul></ul><ul><ul><li>Unique for each row </li></ul></ul><ul><ul><li>ISSNs or other numeric identifiers are good </li></ul></ul><ul><ul><li>Titles or other long strings that can vary slightly are not as good, because it can be hard to match them exactly. </li></ul></ul>
  4. 5. <ul><li>Identify your source table </li></ul><ul><ul><li>A selection of your source spreadsheet </li></ul></ul><ul><ul><li>Contains all the information you want to pull into the destination spreadsheet </li></ul></ul><ul><ul><li>Also contains primary key column </li></ul></ul><ul><ul><li>It might be the entire source spreadsheet, or it might just be a few columns. </li></ul></ul>
  5. 6. <ul><li>Make sure that your primary key column is the left-most column of your source table. </li></ul><ul><ul><li>This might involve moving some columns around. </li></ul></ul>Source Table Primary Key Column
  6. 7. <ul><li>Copy the column titles for your source table from the source spreadsheet to the destination spreadsheet. </li></ul>
  7. 8. <ul><li>Click on the first cell of the first column in your destination spreadsheet where you would like to insert data from your source spreadsheet. </li></ul>
  8. 9. <ul><li>From the Formulas tab, under Lookup & Reference, choose VLOOKUP </li></ul>
  9. 10. <ul><li>The Function Arguments window opens. </li></ul><ul><li>Click on the first input box (lookup_value), then click the box in your DESTINATION sheet that contains the PRIMARY KEY for that row. </li></ul>Primary Key
  10. 11. <ul><li>Click in the Table_array box, then switch to the source worksheet and select the entire source table. </li></ul><ul><li>You can now hand-edit the selection further if you need to in the box. </li></ul>
  11. 12. <ul><li>In the col_index_num box, put the column number that you want to pull data from in the source spreadsheet, not the letter. </li></ul><ul><li>For example, if you want data from Column D, and your Primary Key (first column of your source table) is in Column B, you’ll put in 3. (column B is 1, C is 2, D is 3). </li></ul>
  12. 13. <ul><li>For Range_lookup, enter “FALSE” to indicate that only exact matches for the primary key should be returned. Click OK. </li></ul>
  13. 14. <ul><li>Once the formula is entered once, you can use fill down to finish the column, but first you need to fix some variables. </li></ul><ul><li>Put a $ before the column (letter) label indicating lookup value. </li></ul><ul><li>Put a $ before the column (letter) AND row (number) labels indicating source table </li></ul>
  14. 15. <ul><li>You can now use fill-down to pull in values for the rest of the column </li></ul><ul><li>To use the formula for other columns, copy and paste the first row, changing only the col_index_num variable, then fill-down as necessary. </li></ul>