File Name: if and vlookup functions .zip
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If you want to become a master of the almighty spreadsheet, watch the full video series here. But by the time you finish reading this article, you'll wonder how you ever survived in Excel without it. What's more, it is incredibly powerful, and is definitely something you want to have in your arsenal of analytical weapons.
Here's the simple explanation: The VLOOKUP function searches for a specific value in your data, and once it identifies that value, it can find -- and display -- some other piece of information that's associated with that value. You could use the VLOOKUP formula to transfer revenue data from a separate spreadsheet and match it with the appropriate customer based on a common identifier like a customer ID or email address. In this example, VLOOKUP enables you to easily see revenue by customer without searching, copying, and pasting for each individual cell.
In practical terms, this means you can take the revenue data from your second spreadsheet and integrate it with the customer data in your first spreadsheet in order to reveal the bigger picture about your business's performance.
When you look up your data, it must be listed vertically wherever that data is located. When conducting a VLOOKUP in Excel, you're essentially looking for new data in a different spreadsheet that is associated with old data in your current one. For instance, if one spreadsheet has a vertical list of names, and another spreadsheet has an unorganized list of those names and their email addresses , you can use VLOOKUP to retrieve those email addresses in the order you have them in your first spreadsheet.
Those emails addresses must be listed in the column to the right of the names in the second spreadsheet, or Excel won't be able to find them. Go figure A unique identifier is a piece of information that both of your data sources share, and -- as its name implies -- it is unique i. Unique identifiers include product codes, stock keeping units SKUs , and customer contacts. Let's say you're looking through your HubSpot data and are checking out which of your site pages your contacts have viewed.
You're also paying attention to whether or not any of those contacts have converted into customers. Then it hits you: In addition to knowing which of those contacts have closed, you want to know how much MRR monthly recurring revenue each of them brings in. That way, you can tie your revenue back to your site pages and do some analysis to see which pages are having the biggest impact on your bottom line.
And while you could manually look up each and every contact in your CRM to find their MRR, and then manually match those values to their corresponding contacts in your HubSpot data, the whole process would be ridiculously time-consuming and impractical. In the steps below, we'll assign the right value to each of these components, using customer names as our unique identifier to find the MRR of each customer. Then, label a column next to the cells you want more information on with a proper title in the top cell, such as "MRR," for monthly recurring revenue.
This new column is where the data you're fetching will go. To the left of the text bar above your spreadsheet, you'll see a small function icon that looks like a script "Fx.
A box titled "Formula Builder" will appear to the right of your screen. Then, select "Insert Function" at the bottom of this list. You can also enter this formula into a call manually by entering the bold text above exactly into your desired cell. These criteria will help Excel narrow down exactly where the data you want is located and what to look for. The first criteria is your lookup value -- this is the value of your spreadsheet that has data associated with it, which you want Excel to find and return for you.
To enter it, click on the cell that carries a value you're trying to find a match for. In our example, shown above, it's in cell A2.
You'll start migrating your new data into D2, since this cell represents the MRR of the customer name listed in A2. Keep in mind your lookup value can be anything: text, numbers, website links, you name it.
As long as the value you're looking up matches the value in the referring spreadsheet -- which we'll talk about that in the next step -- this function will return the data you want. Next to the "table array" field, enter the range of cells you'd like to search and the sheet where these cells are located, using the format shown in the screenshot above.
The entry above means the data we're looking for is in a spreadsheet titled "Pages" and can be found anywhere between column B and column K. The sheet where your data is located must be within your current Excel file. This means your data can either be in a different table of cells somewhere in your current spreadsheet, or in a different spreadsheet linked at the bottom of your workbook, as shown below. For example, if your data is located in "Sheet 2" between cells C7 and L18, your table array entry will be "Sheet2!
Beneath the table array field, you'll enter the "column index number" of the table array you're searching through. For example, if you're focusing on columns B through K notated "B:K" when entered in the "table array" field , but the specific values you want are in column K, you'll enter "10" in the "column index number" field, since column K is the 10th column from the left.
In situations like ours, which concerns monthly revenue, you want to find exact matches from the table you're searching through. This tells Excel you want to find only the exact revenue associated with each sales contact. To answer your burning question: Yes, you can allow Excel to look for an approximate match instead of an exact match.
When VLOOKUP is set for an approximate match, it's looking for data that most closely resembles your lookup value, rather than data that is identical to that value. In order to officially bring in the values you want into your new column from Step 1, click "Done" or "Enter," depending on your version of Excel after filling the "range lookup" field. This will populate your first cell.
You might take this opportunity to look in the other spreadsheet to make sure this was the correct value. If so, populate the rest of the new column with each subsequent value by clicking the first filled cell, then clicking the tiny square that appears on the bottom-right corner of this cell. All your values should appear. In the video below, we're taking the pivot table we made in video 2 , pasting the values into a new sheet, and using it as an example report.
In this instance, we're using post title as our unique identifier. Author's note: There are many different versions of Excel, so what you see in the video above might not always match up exactly with what you'll see in your version. That's why we encourage you to download the written instructions and demo data so you can follow along. Want to learn to do more in Excel?
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Get HubSpot free. Marketing 9 min read. Enter the lookup value for which you want to retrieve new data. Enter the table array of the spreadsheet where your desired data is located. Enter the column number of the data you want Excel to return. Enter your range lookup to find an exact or approximate match of your lookup value.
Click 'Done' or 'Enter' and fill your new column. Topics: Excel. Don't forget to share this post! Expand Offer. Download for Later.
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Vlookup V stands for 'Vertical' is an in-built function in excel which allows establishing a relationship between different columns of excel. In other words, it allows you to find look up a value from one column of data and returns it's respective or corresponding value from another column. Let's take an instance of Vlookup as: Company Salary Table which is managed by the financial team of the Company — In Company Salary Table , you start with a piece of information which is already known or easily retrieved. Information that serves as an index. So as an Example: You start with the information which is already available: In this Case, Employee's Name To find the information you don't know: In this case, we want to look up for Employee's Salary Excel Spreadsheet for the above instance: Download the above Excel File In the above spreadsheet, to find out the Employee Salary which we don know - We will enter the Employee Code which is already available. VLOOKUP uses four arguments or pieces of data: Step 3 First Argument: the first argument would be the cell reference as the placeholder for the value that needs to be searched or the lookup value. Lookup value refers to the data which is already available or data which you know.
Very powerful stuff when you get the hang of it. The Vlookup function does pretty much what its name suggests. It looks up a value in a vertical listing of data hence the V in Vlookup and returns information based on whether it finds the value or not. See the image of our example spreadsheet below. Cell A2 is our input box where we type our employee names and cell B2 shows the result of our Vlookup function employee phone number in this case.
Updated February 19, Step 5: Do you want to be precise or approximate? Because the calculations and data storage get mixed up. There are several ways of doing this, with some being more complicated and effective than others. To prevent the formula from being messed up, we lock the reference to cell F2.
VLOOKUP function is best suited for situations when you are looking for a matching data point in a column, and when the matching data point is found, you go to the right in that row and fetch a value from a cell which is a specified number of columns to the right. VLOOKUP function looks for a specified value in a column in the above example, it was your name and when it finds the specified match, it returns a value in the same row the marks you obtained. Here are 10 useful exampels of using Excel Vlookup that will show you how to use it in your day-to-day work. From the above data, I need to know how much Brad scored in Math. First, it looks for the value Brad in the left-most column. It goes from top to bottom and finds the value in cell A6. As soon as it finds the value, it goes to the right in the second column and fetches the value in it.
The ability to dynamically lookup and retrieve information from a table is a game-changer for many users, and you'll find VLOOKUP everywhere. Which you probably aren't. This can cause results that look completely normal , even though they are totally incorrect. Trust me, this is NOT something you want to try to explain to your boss, after she's already sent your spreadsheet to management :. If you have a well structured table, with information arranged vertically, and a column on the left which you can use to match a row, you can probably use VLOOKUP. The data you want to retrieve result values can appear in any column to the right.
An If function is used to make logical comparisons between values, returning a value of either True or. False. The if function will carry out a specific operation.
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