Excel’s XLOOKUP function is the modern and improved way to search for data. It’s more flexible and powerful than the traditional VLOOKUP or HLOOKUP, addressing many of their limitations. With XLOOKUP, you can search in any direction, return exact or approximate matches, and handle errors more gracefully.
In this guide, we’ll cover what XLOOKUP is, how it works, its key advantages, step-by-step usage, and practical examples. Plus, we’ll show how ChatGPT can make working with XLOOKUP even easier.
What is XLOOKUP in Excel?
XLOOKUP is Excel’s newest and most versatile lookup function, introduced in Office 365 and Excel 2021. It replaces both VLOOKUP and HLOOKUP by offering more features and flexibility.
Syntax of XLOOKUP
=XLOOKUP(lookup_value, lookup_array, return_array, [if_not_found], [match_mode], [search_mode])
• lookup_value: The value you want to find.
• lookup_array: The range to search in.
• return_array: The range to return data from.
• if_not_found (optional): The value to return if no match is found.
• match_mode (optional): Specify exact match, approximate match, or wildcard search.
• search_mode (optional): Specify the search direction (first-to-last or last-to-first).
Why Use XLOOKUP?
XLOOKUP solves many problems associated with older lookup functions:
1. Search in Any Direction: Unlike VLOOKUP, which only searches top to bottom, XLOOKUP works in both directions (vertical and horizontal).
2. Exact Matches by Default: No need to specify “exact match” explicitly; XLOOKUP assumes it unless told otherwise.
3. Handles Missing Data Gracefully: You can define what to return if no match is found, instead of seeing errors like #N/A.
4. Dynamic Arrays: Works seamlessly with Excel’s new dynamic array feature for advanced calculations.
If you’ve struggled with the limitations of VLOOKUP or HLOOKUP, XLOOKUP will revolutionize your workflow.
Step-by-Step Guide to Using XLOOKUP
Let’s explore how to use XLOOKUP step by step.
Example 1: Finding a Price by Product Name
Suppose you have the following data in columns A and B:
Product Price
Apple 1.00
Banana 0.50
Cherry 2.00
You want to find the price of “Banana.” Use this formula:
=XLOOKUP(“Banana”, A1:A3, B1:B3)
Here’s how it works:
• lookup_value: “Banana” – the value to find.
• lookup_array: A1:A3 – the range to search for the product.
• return_array: B1:B3 – the range to return the price from.
Result: 0.50
Example 2: Handling Missing Data
If you search for a product that doesn’t exist (e.g., “Mango”), XLOOKUP can return a custom message instead of an error.
Formula:
=XLOOKUP(“Mango”, A1:A3, B1:B3, “Not Found”)
Result: “Not Found”
Example 3: Searching Horizontally
If your data is arranged horizontally:
Apple Banana Cherry
Price 1.00 0.50 2.00
To find the price of “Cherry,” use:
=XLOOKUP(“Cherry”, B1:D1, B2:D2)
Result: 2.00
Example 4: Using Match Modes
XLOOKUP allows you to specify how the match is performed:
• Exact Match (default): Returns the exact match or an error if not found.
• Exact Match or Next Smaller (-1): Finds the closest smaller value.
• Exact Match or Next Larger (1): Finds the closest larger value.
• Wildcard Match (2): Allows you to use wildcards like * (any text) or ? (any single character).
Formula for wildcard search:
=XLOOKUP(“*erry”, A1:A3, B1:B3, “Not Found”, 2)
Result: 2.00 (matches “Cherry”)
Common Mistakes When Using XLOOKUP
1. Mismatch Between Lookup and Return Arrays
Ensure that the lookup_array and return_array have the same number of rows or columns; otherwise, XLOOKUP won’t work.
2. Not Specifying if_not_found
If you don’t define the if_not_found argument, missing data will result in an #N/A error.
3. Not Using Dynamic Arrays Properly
XLOOKUP is dynamic by nature. Be mindful of how your ranges expand or contract.
Advanced Tips for XLOOKUP
1. Combining XLOOKUP with Other Functions
You can nest XLOOKUP within other functions for advanced workflows.
Example: Add a markup percentage to the price of a product:
=XLOOKUP(“Apple”, A1:A3, B1:B3) * 1.2
2. Reverse Searches
Use the search_mode argument to search from last to first.
Example: Find the last occurrence of a product:
=XLOOKUP(“Banana”, A1:A10, B1:B10, “Not Found”, 0, -1)
3. Multi-Criteria Lookups
Although XLOOKUP doesn’t support multi-criteria lookups directly, you can combine it with array formulas or helper columns for this purpose.
Shortcut Your Efforts with ChatGPT
XLOOKUP is powerful but can get complex in certain scenarios. Here’s how ChatGPT can help:
1. Generate Custom Formulas
Simply describe your problem, and ChatGPT will provide the formula.
Example:
“How do I find the last occurrence of ‘Banana’ in a list and return its price?”
ChatGPT might suggest:
=XLOOKUP(“Banana”, A1:A10, B1:B10, “Not Found”, 0, -1)
2. Explain Complex Formulas
Confused by a formula? Paste it into ChatGPT and ask for an explanation.
Example:
“What does =XLOOKUP(“Cherry”, A1:A3, B1:B3, “Not Found”) mean?”
3. Troubleshoot Errors
Stuck with an error? Describe the issue to ChatGPT, and it will help you debug the formula.
4. Suggest Alternatives
If XLOOKUP isn’t the best fit for your needs, ChatGPT can suggest alternatives like INDEX-MATCH or FILTER.
Why Use XLOOKUP Over VLOOKUP and HLOOKUP?
XLOOKUP is the modern replacement for VLOOKUP and HLOOKUP, offering more flexibility and fewer limitations. Unlike VLOOKUP, it:
• Doesn’t require you to know the column number.
• Searches in any direction.
• Returns custom messages for missing data.
If you’re using Excel 365 or Excel 2021, XLOOKUP is the preferred choice for almost all lookup tasks.
Conclusion
The XLOOKUP function is a game-changer for data analysis in Excel. It simplifies lookups, offers unmatched flexibility, and solves many problems associated with older functions like VLOOKUP and HLOOKUP.
In this guide, we covered the basics of XLOOKUP, step-by-step usage, common mistakes, and advanced tips. Plus, we demonstrated how ChatGPT can make working with XLOOKUP easier and faster.
Now it’s your turn to practice. Open Excel, try out XLOOKUP with your data, and see how it transforms your workflow. If you enjoyed this guide, share it with your colleagues and stay tuned for more Excel tips and tricks!