If you’ve spent any time working with data in Excel, chances are you’ve come across VLOOKUP or INDEX & MATCH to search for values in your spreadsheet. But have you heard about the new kid on the block, XLOOKUP?
In this guide, we’ll break down the differences between XLOOKUP, VLOOKUP, and INDEX & MATCH—three powerful Excel functions for finding and retrieving data. Each one has its pros and cons, so let’s figure out which one works best for your needs.
VLOOKUP: The Classic Lookup Function 📊
Let’s start with the function we all know: VLOOKUP. It’s been around for a long time and is widely used for looking up values in a table, based on a key in the first column.
How VLOOKUP Works:
You provide a value to look for, and VLOOKUP searches for it vertically in the first column of a range. Once it finds a match, it returns a value from another column in the same row.
Syntax:
=VLOOKUP(lookup_value, table_array, col_index_num, [range_lookup])
- lookup_value: The value you want to search for.
- table_array: The range where you’re looking up the value.
- col_index_num: The column number in the table from which to retrieve the result.
- range_lookup: TRUE for an approximate match, or FALSE for an exact match.
Example:
You have a list of product IDs in column A and product names in column B. To find the name for product ID “12345,” you’d use:
=VLOOKUP(12345, A2:B10, 2, FALSE)
This looks for 12345 in column A and returns the value from column B.
VLOOKUP Limitations:
- Can only search from left to right: It looks for the value in the first column and returns data from columns to the right.
- Fixed column index: If you insert or delete columns, you’ll have to update the column index number in your formula.
- No ability to look up from right to left: If your lookup value is not in the first column, VLOOKUP won’t work.
INDEX & MATCH: The Dynamic Duo
When VLOOKUP falls short, INDEX and MATCH step in as a more flexible and powerful alternative. These two functions work together to look up data from any direction—left, right, up, or down.
How INDEX & MATCH Work:
- MATCH: Finds the position of a value in a column or row.
- INDEX: Retrieves the value at a specific row and column intersection in a table.
Syntax:
MATCH:
=MATCH(lookup_value, lookup_array, [match_type])
INDEX:
=INDEX(array, row_num, [col_num])
When used together:
=INDEX(A2:A10, MATCH(12345, B2:B10, 0))
Example:
Suppose you want to find the product name for product ID “12345,” but this time, your product IDs are in column B and the product names are in column A. VLOOKUP can’t handle this, but INDEX & MATCH can:
=INDEX(A2:A10, MATCH(12345, B2:B10, 0))
Here, MATCH finds the row where “12345” is in column B, and INDEX retrieves the corresponding value from column A.
Why INDEX & MATCH Is Better Than VLOOKUP:
- Search in any direction: It can look up data from left to right, right to left, or any combination.
- More robust to changes: If you add or delete columns, INDEX & MATCH won’t break because it doesn’t rely on a column number.
However, one downside of INDEX & MATCH is that it requires more steps (using two functions) compared to the simplicity of VLOOKUP.
XLOOKUP: The New All-in-One Function
Enter XLOOKUP—a modern function that combines the simplicity of VLOOKUP with the power of INDEX & MATCH. It’s the best of both worlds and a clear upgrade to both traditional methods.
How XLOOKUP Works:
XLOOKUP searches for a value in a range and returns a corresponding value from another range. The cool part? It can search in any direction (up, down, left, or right), and it’s easier to write than INDEX & MATCH.
Syntax:
=XLOOKUP(lookup_value, lookup_array, return_array, [if_not_found], [match_mode], [search_mode])
- lookup_value: The value you’re searching for.
- lookup_array: The range to search in.
- return_array: The range to return the result from.
- if_not_found: Optional. The value to return if no match is found.
- match_mode: 0 for an exact match (default), 1 for an approximate match.
- search_mode: Choose the direction of the search (1 for first-to-last, -1 for last-to-first).
Example:
Using the same product ID example, here’s how you’d use XLOOKUP to find the product name for “12345”:
=XLOOKUP(12345, B2:B10, A2:A10)
No need to worry about column index numbers or the direction of the lookup. It just works!
Why XLOOKUP Is Better:
- Searches in any direction: No more left-to-right limitations.
- No need for column numbers: XLOOKUP references entire ranges, so your formula won’t break if columns are added or moved.
- Built-in error handling: You can specify a value (like “Not Found”) to return if the lookup fails, avoiding the dreaded #N/A error.
Final Verdict: Which One Should You Use?
If you have access to Excel’s latest features, XLOOKUP is hands-down the best option. It’s simple, powerful, and eliminates the limitations of VLOOKUP and the complexity of INDEX & MATCH. For those still using older versions of Excel, INDEX & MATCH offers the flexibility that VLOOKUP lacks, especially when you need to look up data in any direction.
At the end of the day, your choice depends on your specific needs and the version of Excel you’re using. But if you have access to XLOOKUP, go ahead and embrace it—it’s the future of lookups in Excel.
