Excel lookup functions transform how we analyze and retrieve data from large datasets. Whether you’re managing financial reports or analyzing customer data, mastering advanced lookup techniques will significantly improve your spreadsheet efficiency. This comprehensive guide walks you through powerful lookup methods, from the versatile INDEX/MATCH combination to the modern XLOOKUP function.

Create Dynamic Multi-Column Lookups with INDEX/MATCH

The INDEX/MATCH combination offers more flexibility than traditional VLOOKUP, allowing for dynamic column references and left-to-right searches.

Setting Up Basic INDEX/MATCH

Command: Create a basic INDEX/MATCH formula

1. Open your spreadsheet with the source data
2. Select the cell where you want the result
3. Use this formula structure:

=INDEX(return_array, MATCH(lookup_value, lookup_array, 0))

Example:

To look up a product name based on ID:

=INDEX(B2:B4, MATCH(“A102”, A2:A4, 0))

Building Nested INDEX/MATCH

Command: Create a two-way lookup formula

1. Structure your data in a table format
2. Use this nested formula:

=INDEX(return_array, MATCH(row_criteria, row_lookup_array, 0), MATCH(column_criteria, column_lookup_array, 0))

Example using sales data:

To find sales for East in Q2:

=INDEX(B2:E4, MATCH(“East”, A2:A4, 0), MATCH(“Q2”, B1:E1, 0))

Implement XLOOKUP for Bi-directional Data Retrieval

XLOOKUP modernizes lookup functionality with built-in error handling and reverse search capabilities.

How XLOOKUP Differs from VLOOKUP

Command: Convert VLOOKUP to XLOOKUP

1. Identify your lookup value, lookup array, and return array
2. Use this structure:

=XLOOKUP(lookup_value, lookup_array, return_array, [if_not_found], [match_mode], [search_mode])

Example with customer data:

Customer ID	Name	Email	Status
1001	John Doe	john@email.com	Active Try the Free Spreadsheet Extension Over 500,000 Pros Are Raving About Stop exporting data manually. Sync data from your business systems into Google Sheets or Excel with Coefficient and set it on a refresh schedule. Get Started
1002	Jane Smith	jane@email.com	Inactive
1003	Bob Wilson	bob@email.com	Active

To look up email by ID:

=XLOOKUP(1002, A2:A4, C2:C4, “Not Found”, 0, 1)

Using Wildcards and Approximate Matches

Command: Create a flexible XLOOKUP with wildcards

1. Use “*” for multiple characters or “?” for single character matches
2. Set match_mode to 2 for wildcard support

Example:

=XLOOKUP(“A10*”, A2:A4, B2:B4, “Not Found”, 2)

Build Complex Lookup Formulas for Large Datasets

Combining Lookup Functions with Arrays

Command: Create an array-based lookup

1. Use MATCH with array operations
2. Wrap formula in curly braces for array processing

Example with multiple criteria:

To find employees in Sales with sales > 40000:

=INDEX(A2:A4, MATCH(1, (B2:B4=”Sales”)*(C2:C4>40000), 0))

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