---
description: A data search in Excel with our VLOOKUP Tutorial for Beginners. Step-by-step guidance to harness the full potential of this essential function.
title: Excel VLOOKUP Tutorial for Beginners
image: https://www.guru99.com/images/learn-vlookup-step-by-step.png
---

 

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**⚡ Smart Summary**

Excel VLOOKUP Tutorial explains how the vertical lookup function searches the first column of a table and returns a matching value from another column. This guide covers syntax, exact and approximate matches, cross-sheet lookups, common errors, and the modern XLOOKUP alternative.

* ✅ **Core Function:** VLOOKUP takes four arguments — lookup\_value, table\_array, col\_index\_num, and range\_lookup (TRUE or FALSE).
* 🔍 **Exact vs Approximate:** Use FALSE for exact matches such as IDs and TRUE for approximate matches on sorted numeric ranges like discount bands.
* 📑 **Cross-Sheet Lookups:** Reference another sheet with Sheet2!A2:B25 syntax to pull data from one worksheet into another inside the same workbook.
* ⚠️ **Common Errors:** #N/A, #REF!, and #VALUE! signal missing matches, wrong column index, or invalid arguments that you can debug quickly.
* 🤖 **Modern Alternative:** XLOOKUP in Microsoft 365 and Excel 2021 supports left lookups, exact match by default, and cleaner error handling.

[ Read More ](javascript:void%280%29;) 

![Excel VLOOKUP Tutorial](https://www.guru99.com/images/learn-vlookup-step-by-step.png)

## What is VLOOKUP?

VLOOKUP (the V stands for Vertical) is a built-in Excel function that establishes a relationship between columns in a spreadsheet. It allows you to look up a value in one column and return the corresponding value from another column in the same row.

## VLOOKUP Syntax and Arguments

Before applying VLOOKUP, it helps to understand the formula structure. The function takes four arguments and follows a consistent pattern across every Excel version.

\=VLOOKUP(lookup\_value, table\_array, col\_index\_num, \[range\_lookup\])

* **lookup\_value** — the value you want to find (a cell reference or literal).
* **table\_array** — the range of cells containing the lookup column and return column.
* **col\_index\_num** — the column number in table\_array from which to return the value (1 is the leftmost).
* **range\_lookup** — FALSE for an exact match, TRUE (or omitted) for an approximate match on sorted data.

**Important:** The lookup value must sit in the leftmost column of table\_array, and VLOOKUP only searches left to right.

## Usage of VLOOKUP

When you need to find specific information in a large spreadsheet, or to retrieve the same kind of value repeatedly, VLOOKUP saves significant time compared to manual filtering.

Consider a **Company Salary Table** maintained by the finance team. You start with a known piece of information — an index — and use VLOOKUP to fetch the unknown value.

For example, you already know the Employee Name:

[](https://www.guru99.com/images/2-2017/092917%5F0650%5FExcelVLOOKU1.png)

And you want to look up the Employee Salary:

[](https://www.guru99.com/images/2-2017/092917%5F0650%5FExcelVLOOKU2.png)

**Excel spreadsheet for the above instance:**

[](https://www.guru99.com/images/2-2017/092917%5F0650%5FExcelVLOOKU3.png)

[Download the above Excel File](https://docs.google.com/spreadsheets/d/1xXKU16-4LldKhXWGGuIUiV5G9ODzB6ho/export?format=xlsx)

To find the unknown Employee Salary, we enter the Employee Code that is already available.

[](https://www.guru99.com/images/2-2017/092917%5F0650%5FExcelVLOOKU4.png)

By applying VLOOKUP, the salary value corresponding to that Employee Code appears automatically.

[](https://www.guru99.com/images/2-2017/092917%5F0650%5FExcelVLOOKU5.png)

## How to use VLOOKUP function in Excel

Follow this step-by-step guide to apply the VLOOKUP function in Excel:

**Step 1) Navigate to the target cell**

Click the cell where you want the salary of the selected employee to appear — in this example, cell H3.

[](https://www.guru99.com/images/2-2017/092917%5F0650%5FExcelVLOOKU6.png)

**Step 2) Enter the VLOOKUP function =VLOOKUP()**

Type the function in the cell. Begin with an equal sign (which tells Excel a formula follows) and then the VLOOKUP keyword: **\=VLOOKUP()**.

[](https://www.guru99.com/images/2-2017/092917%5F0650%5FExcelVLOOKU7.png)

The parentheses contain the set of arguments (the pieces of data the function needs).

**VLOOKUP requires four arguments:**

**Step 3) First Argument — the lookup value**

The first argument is the cell reference for the value you want to search for. In this case, the Employee Code is the lookup value, so the first argument is H2 — the cell whose contents Excel should match.

[](https://www.guru99.com/images/2-2017/092917%5F0650%5FExcelVLOOKU8.png)

**Step 4) Second Argument — the table array**

This refers to the block of values to be searched, known in Excel as the **table array** or lookup table. In our example, the lookup table runs **from B2 to E25**.

**NOTE:** The lookup column must be the leftmost column of your table array.

[](https://www.guru99.com/images/2-2017/092917%5F0650%5FExcelVLOOKU9.png)

**Step 5) Third Argument — col\_index\_num**

This tells VLOOKUP which column inside the table array holds the return value. The Employee Salary sits in the fourth column, so the column index is 4.

[](https://www.guru99.com/images/2-2017/092917%5F0650%5FExcelVLOOKU10.png)

**Step 6) Fourth Argument — exact or approximate match**

The last argument is the range lookup flag. It controls whether VLOOKUP returns an exact or an approximate match. Here we want an exact match (FALSE).

1. **FALSE** — exact match.
2. **TRUE** — approximate match.

[](https://www.guru99.com/images/2-2017/092917%5F0650%5FExcelVLOOKU11.png)

**Step 7) Press Enter**

Press Enter to complete the formula. You will see an error initially because no Employee Code has been entered in H2 yet.

[](https://www.guru99.com/images/2-2017/092917%5F0650%5FExcelVLOOKU12.png)

Once you enter a valid Employee Code in H2, the cell returns the corresponding Employee Salary.

[](https://www.guru99.com/images/2-2017/092917%5F0650%5FExcelVLOOKU13.png)

In short, the formula tells Excel that the known values sit in the leftmost column of the data (Employee Code). VLOOKUP then scans the table and returns the fourth-column value on the matching row — the Employee Salary.

This example covered exact matches (the FALSE keyword). The next section explains approximate matches.

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* [How to Create Charts in Excel: Types & Examples ](https://www.guru99.com/visualizing-data-using-charts-in-excel.html "How to Create Charts in Excel: Types & Examples")
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## VLOOKUP for Approximate Matches (TRUE Keyword as the last parameter)

Consider a scenario in which a table calculates discounts for customers who do not purchase exactly tens or hundreds of items.

As shown below, a company applies discounts to quantities ranging from 1 to 10,000:

[](https://www.guru99.com/images/2-2017/092917%5F0650%5FExcelVLOOKU14.png)

[Download the above Excel File](https://docs.google.com/spreadsheets/d/1%5FheMQsjwWNGz5%5Fk3RehpUA1w-eh5UfyV/export?format=xlsx)

A customer rarely buys exactly 100 or 1,000 units. The approximate-match mode lets VLOOKUP find the closest lower value rather than insisting on an exact figure. Steps:

**Step 1)** Click the cell where the VLOOKUP function will go — cell reference I2.

[](https://www.guru99.com/images/2-2017/092917%5F0650%5FExcelVLOOKU15.png)

**Step 2)** Enter =VLOOKUP() in the cell and add the arguments inside the parentheses.

[](https://www.guru99.com/images/2-2017/092917%5F0650%5FExcelVLOOKU16.png)

**Step 3) Argument 1:** Enter the cell reference whose value should be matched against the lookup table.

[](https://www.guru99.com/images/2-2017/092917%5F0650%5FExcelVLOOKU17.png)

**Step 4) Argument 2:** Select the lookup table — here, the Quantity and Discount columns.

[](https://www.guru99.com/images/2-2017/092917%5F0650%5FExcelVLOOKU18.png)

**Step 5) Argument 3:** Enter the column index in the lookup table from which to return the matching value.

[](https://www.guru99.com/images/2-2017/092917%5F0650%5FExcelVLOOKU19.png)

**Step 6) Argument 4:** Set the last argument to **TRUE** for approximate matches.

[](https://www.guru99.com/images/2-2017/092917%5F0650%5FExcelVLOOKU20.png)

**Step 7)** Press Enter. The formula now applies to the cell. When you type any quantity, Excel returns the discount band based on the approximate match.

[](https://www.guru99.com/images/2-2017/092917%5F0650%5FExcelVLOOKU21.png)

**NOTE:** If you leave the fourth argument blank, Excel defaults to TRUE (approximate match). For approximate matches, the lookup column must be sorted in ascending order.

## Vlookup function applied between 2 different sheets placed in the same workbook

Now consider a workbook with two sheets. Sheet 1 lists Employee Code, Name, and Designation; Sheet 2 lists Employee Code and Employee Salary.

**SHEET 1:**

[](https://www.guru99.com/images/2-2017/092917%5F0650%5FExcelVLOOKU22.png)

**SHEET 2:**

[](https://www.guru99.com/images/2-2017/092917%5F0650%5FExcelVLOOKU23.png)

[Download the above Excel File](https://docs.google.com/spreadsheets/d/19ys-Wsq76b%5F7NVopio%5FSL7ms8JL5Ry-q/export?format=xlsx)

The objective is to consolidate all data on Sheet 1, as shown below:

[](https://www.guru99.com/images/2-2017/092917%5F0650%5FExcelVLOOKU24.png)

VLOOKUP can aggregate data so Employee Code, Name, and Salary appear together in one sheet.

We begin on Sheet 2 because it supplies two arguments — the Employee Salary column is here, and the **column index is 2**.

[](https://www.guru99.com/images/2-2017/092917%5F0650%5FExcelVLOOKU25.png)

We want to find the salary that matches each Employee Code.

[](https://www.guru99.com/images/2-2017/092917%5F0650%5FExcelVLOOKU26.png)

The data runs from A2 to B25 — that is our table array.

**Step 1)** Switch to Sheet 1 and enter the headings shown.

[](https://www.guru99.com/images/2-2017/092917%5F0650%5FExcelVLOOKU27.png)

**Step 2)** Click the cell next to Employee Salary — cell F3 — where the VLOOKUP formula will go.

[](https://www.guru99.com/images/2-2017/092917%5F0650%5FExcelVLOOKU28.png)

Enter the VLOOKUP function: =VLOOKUP().

**Step 3) Argument 1:** Enter F2 — the cell containing the Employee Code to match in the lookup table.

[](https://www.guru99.com/images/2-2017/092917%5F0650%5FExcelVLOOKU29.png)

**Step 4) Argument 2:** The lookup table lives on the other sheet, so reference it with the sheet name: **Sheet2!A2:B25**.

[](https://www.guru99.com/images/2-2017/092917%5F0650%5FExcelVLOOKU30.png)

**Step 5) Argument 3:** Enter the column index inside the lookup table that holds the return value.

[](https://www.guru99.com/images/2-2017/092917%5F0650%5FExcelVLOOKU31.png)

[](https://www.guru99.com/images/2-2017/092917%5F0650%5FExcelVLOOKU32.png)

**Step 6) Argument 4:** Use FALSE for an exact match because we want the exact salary that matches each Employee Code.

[](https://www.guru99.com/images/2-2017/092917%5F0650%5FExcelVLOOKU33.png)

**Step 7)** Press Enter. When you enter an Employee Code, the cell returns the corresponding salary pulled from Sheet 2.

[](https://www.guru99.com/images/2-2017/092917%5F0650%5FExcelVLOOKU34.png)

## Common VLOOKUP Errors and Fixes

Even experienced users hit VLOOKUP errors. The most common ones, and quick fixes:

* **#N/A** — VLOOKUP cannot find the lookup value. Check for extra spaces, mismatched data types (numbers stored as text), or that the value really exists in the first column of table\_array.
* **#REF!** — col\_index\_num is greater than the number of columns in table\_array. Lower the column index or extend the range.
* **#VALUE!** — col\_index\_num is less than 1 or an argument is invalid. Check the formula syntax.
* **Wrong result returned** — the fourth argument is TRUE or omitted but the lookup column is unsorted. Switch to FALSE or sort the column ascending.
* **Locked references** — when copying a formula down, use absolute references (for example, $B$2:$E$25) so the table\_array does not drift.

## VLOOKUP vs XLOOKUP: Which Should You Use?

Microsoft introduced XLOOKUP in Microsoft 365 and Excel 2021 as a modern replacement for VLOOKUP. It removes several VLOOKUP limitations and is now the recommended choice in supported versions.

| Feature               | VLOOKUP            | XLOOKUP                                      |
| --------------------- | ------------------ | -------------------------------------------- |
| Search direction      | Left-to-right only | Any direction (left, right, up, down)        |
| Default match type    | Approximate (TRUE) | Exact                                        |
| If-not-found handling | Returns #N/A       | Built-in if\_not\_found argument             |
| Column index          | Hard-coded number  | Reference a return-column range              |
| Availability          | All Excel versions | Microsoft 365, Excel 2021, Excel for the web |

**When to choose VLOOKUP:** the workbook must run in Excel 2019 or earlier, or you are maintaining legacy formulas. **When to choose XLOOKUP:** you are building new workbooks in modern Excel and want left lookups, cleaner error handling, and exact match by default. Learn more about lookup functions in the [Excel tutorials](https://www.guru99.com/excel-tutorials.html) series.

## Conclusion

The three scenarios above explain how VLOOKUP works for exact matches, approximate matches, and cross-sheet references. Practice on your own datasets to build fluency. VLOOKUP remains an important feature in [MS-Excel](https://www.guru99.com/excel-tutorials.html) for managing data efficiently, and XLOOKUP extends that toolkit in modern Excel.

## FAQs

🔍 Why does VLOOKUP return #N/A even though the value exists?

The lookup value usually has hidden spaces, or one side is text while the other is a number. Use TRIM to strip spaces and confirm both values share the same data type. Also check that the value sits in the first column of table\_array.

📑 Can VLOOKUP search to the left of the lookup column?

No. VLOOKUP only returns values from columns to the right of the lookup column. For left lookups, use INDEX and MATCH together, or use XLOOKUP in Microsoft 365 and Excel 2021, which supports any search direction.

⚖️ What is the difference between VLOOKUP and HLOOKUP?

VLOOKUP scans the first column vertically and returns a value from a chosen column. HLOOKUP scans the first row horizontally and returns a value from a chosen row. Use HLOOKUP when your data is arranged in rows rather than columns.

🆚 Should I use VLOOKUP or XLOOKUP in modern Excel?

If you have Microsoft 365 or Excel 2021, prefer XLOOKUP. It supports lookups in any direction, defaults to exact match, and accepts an if\_not\_found argument. Keep VLOOKUP only when your workbook must remain compatible with Excel 2019 or earlier.

🤖 Can Microsoft Copilot in Excel write VLOOKUP formulas for me?

Yes. Microsoft Copilot in Excel can generate VLOOKUP or XLOOKUP formulas from a plain-language prompt such as “look up salary by employee code”. Always review the suggested cell references and match type before applying the formula to live data.

🧠 Are there AI tools that explain or debug VLOOKUP formulas?

Yes. AI assistants like Copilot, ChatGPT, and Excel-focused add-ins can explain each argument, flag #N/A causes, and suggest fixes. Paste your formula and a small data sample to get the most accurate diagnosis of broken VLOOKUP references.

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