This chapter discusses lookup and reference functions in Microsoft Excel for retrieving data from tables. It covers basic functions like VLOOKUP and HLOOKUP. It also covers more complex functions and techniques like nested formulas, INDEX, MATCH and CHOOSE for retrieving data from multiple worksheets and multidimensional tables. The chapter provides examples and step-by-step instructions for using these functions to perform calculations on an order form.

1. Chapter 5
Retrieving Data for Computation,
Analysis, and Reference

2. Chapter Introduction
• Reference and Lookup functions
– Look up data based on its location in a table
– Retrieve corresponding value that matches specified
criteria
• Functions covered in this chapter: CHOOSE,
HLOOKUP, IFERROR, INDEX, ISBLANK, LOOKUP,
MATCH, VLOOKUP
To go to Level 1, click here
To go to Level 2, click here
To go to Level 3, click here
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3. Functions Covered in this Chapter
• CHOOSE
• HLOOKUP
• IFERROR
• INDEX
• ISBLANK
• LOOKUP
• MATCH
• VLOOKUP
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4. Level 1 Objectives:
Performing Basic Lookups to Calculate and Evaluate
Data
• Organize and evaluate data in vertical and
horizontal lookup tables
• Understand the VLOOKUP and HLOOKUP
algorithms
• Retrieve data from a vertical lookup table
• Retrieve data from a horizontal lookup table
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5. Working with Lookup Tables
• Contain data that can be used to create
worksheets that list items, and then perform
calculations
• Automate the process of looking up data to
use in calculating unit and total prices
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6. Working with Lookup Tables
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7. Retrieving Data from a Vertical Lookup Table
• VLOOKUP function
– Most effective and flexible way to retrieve data
organized in columns
– Searches specified part of worksheet for data,
starting with the first column
– =VLOOKUP(lookup_value,table_array,
col_index_num,range_lookup)
– Must specify col_index_num
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8. VLOOKUP Function Arguments
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9. Results of Using the VLOOKUP Function
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10. Examining the VLOOKUP Algorithm
• Steps that Excel performs when VLOOKUP
type is TRUE and key data is sorted in
ascending order:
1. Look for an exact match
2. Check first value in lookup table
3. Check next value in lookup table
4. Check last value in lookup table
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11. Retrieving an Exact Match
• If using lookup type of FALSE, VLOOKUP
function looks only for an exact match of the
lookup value
• Values in lookup table need not need be
sorted in ascending order
• VLOOKUP function displays #N/A in cell if
exact match is not found
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12. VLOOKUP Function with a FALSE Lookup Type
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13. Retrieving Data from a Horizontal Lookup Table
• HLOOKUP function
– Looks up a value by testing for a criterion across a
row
– HLOOKUP(lookup_value,table_array,
row_index_num,range_lookup)
– Must specify row_index_num
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14. HLOOKUP Function Arguments
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15. HLOOKUP Type TRUE Algorithm
• Works in same way as for VLOOKUP function,
except that values are tested across the row
(instead of down the first column)
• First row of lookup table must be sorted in
ascending order
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16. Using HLOOKUP Function
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17. Level 1 Summary
• VLOOKUP function
– Use when first column of lookup table contains
the key data, and information you want to retrieve
is in a column to the right of key data column
• HLOOKUP function
– Similar to VLOOKUP, except that it retrieves data
stored in horizontal lookup tables
– Use when first row of lookup table contains the
key data, and the information you want to retrieve
is in a row before the key data row
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18. Level 2 Objectives:
Performing More Complex Lookups Involving Multiple
Worksheets & Multidimensional Tables
• Analyze and retrieve data from multiple
worksheets
• Look up data in a one-row or one-column
range
• Use named range references in formulas
• Retrieve data from multidimensional tables
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19. Retrieving Data from Multiple Worksheets
• Use VLOOKUP and HLOOKUP formulas
– This is especially useful when lookup tables are
long
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20. Retrieving Data from Multiple Worksheets
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21. Using VLOOKUP with Multiple Worksheets
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22. Retrieving Data from Multiple Worksheets
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23. Looking Up Data in a One-Row or One-Column
Range
• Use LOOKUP function
– Looks up the greatest value that does not exceed
a specified value anywhere in a table or range
– Can retrieve data from a lookup table with a
vertical or horizontal orientation
– Uses only a TRUE lookup type; column or row
containing lookup values must be in ascending
order
– LOOKUP(lookup_value,lookup_vector,
result vector)
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24. LOOKUP Function Arguments
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25. Using the LOOKUP Function
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26. Retrieving Data from Multidimensional Tables
• Use INDEX function with two- or three-
dimensional tables
– Returns the value in a table based on row and
column numbers that you specify
– =INDEX(reference,row_num,column_num,
area_num)
– Has several guidelines
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27. INDEX Function Arguments
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28. Using an INDEX Function with a Two-
Dimensional Table
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29. Using an INDEX Function with a Three-
Dimensional Table
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30. INDEX function guidelines
• Follow the guidelines on page 322 when using
the INDEX function.
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31. Level 2 Summary
• LOOKUP function
– Looks up the greatest value that does not exceed
a specified value anywhere in the table or range
– Can retrieve data from a lookup table with a
vertical or horizontal orientation
• INDEX function
– Allows retrieval of data from multidimensional
tables
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32. Level 3 Objectives: Nesting Lookup & Reference
Functions to Retrieve & Calculate Data
• Prevent errors in data retrieval
• Nest lookup and reference functions to
perform more complex calculations
• Choose a value or a range of values for
analysis
• Retrieve data by matching the relative
position of an item in a list
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33. Refining the Order Form
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34. Using the ISBLANK Function
• ISBLANK functions
– Nine functions that test a value or cell reference,
then return a TRUE or FALSE value depending on
results
– Often used in formulas to test the outcome of a
calculation
– When combined with IF function, help locate
data-entry errors
– =ISBLANK(value)
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35. IS Functions
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36. Nesting Lookup Functions to Calculate the Price
Per Unit
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37. Nesting VLOOKUP in an IF Function to Determine the
lookup_value
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38. Using the CHOOSE Function to Determine the
table _array
• A Reference and Lookup function that can
return a value or a range for up to 254
different values
• =CHOOSE(index_num,value1,value2,…)
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39. Using the CHOOSE Function to Determine the
table_array
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40. Determining the col_index_num
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41. Determining the range_lookup
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42. Creating the Nested VLOOKUP Formula
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43. Calculating Totals
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44. Calculating the Discount Amount
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45. Calculating the Shipping Costs Using MATCH and
INDEX Functions
• INDEX function
– =INDEX(reference,row_num,column_num,
area_num)
• MATCH function
– Designed to return relative position of an item in a
list
– MATCH(lookup_value,lookup_array,
match_type)
– Has several guidelines
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46. MATCH Function Arguments
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47. Using the INDEX Function
• Determine reference argument of INDEX
function
• Determine row_num of INDEX function
• Determine col_num of INDEX function by
using MATCH function
• Determine area_num of INDEX function
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48. Creating the Complex INDEX Formula and Completing
the Worksheet
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49. Creating the Complex INDEX Formula and Completing
the Worksheet
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50. Level 3 Summary
• To solve more complex problems, nest
Reference and Lookup functions using IF, IS,
INDEX, CHOOSE, and MATCH functions
• ISBLANK
– One of nine IS functions, which all check for a
condition, then return a TRUE or FALSE value
– Checks whether a specified value refers to an
empty cell
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51. Level 3 Summary (continued)
• INDEX
– Returns the value in a table based on specified
row and column numbers
• CHOOSE
– Returns a value/range for up to 29 corresponding
values
• MATCH
– Returns the relative position of an item in a list
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52. Chapter Summary
• Performing basic lookups to calculate and
evaluate data
• Performing more complex lookups involving
multiple worksheets and multidimensional
tables
• Nesting lookup and reference functions to
retrieve and calculate data
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