How to Use VLOOKUP in Excel – Complete Guide

Introduction

This concise guide teaches practical use of Excel's VLOOKUP function through clear, step-by-step examples. Using a sample workbook that maps party codes to full party names, the PDF walks learners from selecting lookup values to building robust formulas that return matching data from another worksheet. The focus is on real-world accuracy: choosing the correct table range, setting the column index, selecting exact vs approximate matches, and locking ranges so formulas copy reliably.

What you will learn

• Create and test VLOOKUP formulas that retrieve values from another worksheet or table
• Choose appropriate lookup values and define the table array that VLOOKUP searches
• Set the column index number to return the correct field and use the range_lookup argument for exact matches
• Apply absolute cell references to preserve the lookup range when copying formulas
• Troubleshoot common errors such as #N/A and incorrect matches

Key concepts explained simply

The guide breaks down VLOOKUP into core components so you can use it confidently: the lookup value (the key to find), the table array (where Excel searches), the column index number (which column to return), and the optional range_lookup argument (exact vs approximate match). It also explains when to use absolute references to lock the lookup table so copying formulas produces consistent results.

How the tutorial teaches

Instead of abstract theory, the PDF uses a hands-on example: a Voters worksheet with party codes and a Party Codes worksheet with code-description pairs. You are guided to insert VLOOKUP using the Insert Function dialog or typing directly, fill each argument, confirm results, and then copy the formula down while fixing the lookup range. Short troubleshooting tips help you interpret errors and correct common setup mistakes.

Practical applications

VLOOKUP is useful across business and academic workflows. The guide highlights typical use cases: merging descriptive data into code-based lists, building reports that automatically pull product or employee details, validating large datasets, and filling dashboards with dynamic values sourced from master tables. Example projects encourage adapting the pattern to inventory, sales, or membership data.

Who should use this guide

Ideal for beginners and intermediate Excel users who want a practical, example-driven introduction to lookup formulas. Suitable for students, administrative staff, analysts, and small business owners who manage lists using codes or IDs and need reliable, automated lookups.

Tips for practicing

• Download the sample workbook and follow each step in the same cells to reproduce results.
• Experiment with exact vs approximate matches and observe how results change.
• Practice copying formulas after applying absolute references to the table array.
• Try replacing the example dataset with your own product, employee, or membership lists to reinforce learning.

Quick FAQ

What does VLOOKUP do? It searches the leftmost column of a selected range for a key and returns a value from a specified column in the same row.

Why do I get #N/A? Usually because the lookup value isn't present in the lookup range or the table array is mis-specified. Check exact matches and lock ranges with absolute references.

Can VLOOKUP look left? No. VLOOKUP only returns values to the right of the lookup column. Use INDEX and MATCH or other functions when you need to look left.

Bottom line

This overview prepares you to build reliable VLOOKUP formulas and apply them to everyday Excel tasks. The PDF emphasizes hands-on practice, practical troubleshooting, and clear explanations so you can automate lookups, reduce manual errors, and scale spreadsheet workflows efficiently.