Learning how to use VLOOKUP in Excel is essential for anyone dealing with spreadsheets and large data sets. VLOOKUP, short for “Vertical Lookup,” allows you to search for a value in the first column of a table and return a corresponding value in the same row from another column. This guide will walk you through the step-by-step process of using VLOOKUP in Excel, with real-world examples, tips, and advanced techniques.

Whether you’re an Excel beginner or looking to sharpen your data analysis skills, this guide will help you master the VLOOKUP formula in Excel effectively.

ALSO READ: How to Remove Duplicates in Excel? 2 Quick and Simple Ways

What is VLOOKUP in Excel?

VLOOKUP (Vertical Lookup) is an Excel function used to find specific data in a vertical column of a table. It’s widely used in data analysis, financial modeling, and reporting.

Syntax of the VLOOKUP Function

=VLOOKUP(lookup_value, table_array, col_index_num, [range_lookup])

Explanation:

• lookup_value – The value you want to search for.
• table_array – The range of cells that contains the data.
• col_index_num—The column number in the table from which to retrieve the value.
• range_lookup—Optional. Use FALSE for an exact match, TRUE for an approximate match.

Step-by-Step Guide: How to Use VLOOKUP in Excel

Step 1: Prepare Your Data

Ensure your data is organized with the lookup column (the one you’re searching in) as the first column in your table array.

Example Dataset:

Step 2: Enter the VLOOKUP Formula

Let’s say you want to find the price of the product with ID 102.

Place the following formula in a cell:

=VLOOKUP(102, A2:C4, 3, FALSE)

This tells Excel:

• Look for 102 in the first column of the range A2:C4
• Return the value from the 3rd column (Price)
• Use FALSE to get an exact match

Result:

$15

ALSO READ: What is the excel formula for subtracting

VLOOKUP Example with Cell Reference

Instead of typing the lookup value manually, you can use a cell reference.

=VLOOKUP(A4, A2:C4, 3, FALSE)

If E2 contains 103, the formula returns $200.

Using VLOOKUP for Approximate Match

VLOOKUP can also return approximate matches, useful for things like grading or commission slabs.

Example:

Formula:

=VLOOKUP(75, A2:B6, 2, TRUE)

This returns C because 75 is closest to 70 without exceeding it.

Common Errors with VLOOKUP and How to Fix Them

1. #N/A Error

• Occurs when the value isn’t found.
• Fix: Check for typos or use IFERROR:=IFERROR(VLOOKUP(102, A2:C4, 3, FALSE), "Not Found")

2. #REF! Error

• Column index is out of range.
• Fix: Ensure your column index is valid within your table range.

Tips to Use VLOOKUP Effectively

• Always lock your table_array using absolute references ($A$2:$C$4) when copying formulas.
• VLOOKUP only searches left to right—it can’t look left in the table.
• Use named ranges for clarity and easier maintenance.
• For left-lookup functionality, use INDEX and MATCH as an alternative.

Advanced: Combine VLOOKUP with Other Excel Functions

Example: VLOOKUP with IF

=IF(VLOOKUP(E2, A2:C4, 3, FALSE) > 100, "Expensive", "Affordable")

This returns “Expensive” if the product price is greater than 100.

When to Use VLOOKUP in Excel

Use VLOOKUP when:

• You have a large dataset and need to find matching values.
• You’re working with structured tables.
• You need a simple, quick solution for vertical lookup tasks.

VLOOKUP vs. XLOOKUP: What’s the Difference?

Note: XLOOKUP is available in Excel 365 and Excel 2019+.

Final Thoughts

Learning how to use VLOOKUP in Excel opens up powerful data management capabilities. From simple lookups to combining functions for more advanced operations, VLOOKUP is a must-have in your Excel toolkit.

Frequently Asked Questions (FAQs)

Q1: Can VLOOKUP search from right to left?

No. Use INDEX + MATCH or XLOOKUP instead.

Q2: Is VLOOKUP case-sensitive?

No. Use INDEX + MATCH + EXACT for case-sensitive lookups.

Q3: What is the limit of VLOOKUP in Excel?

It can search up to 255 columns but is limited to vertical lookup.

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What is MS Excel?

Microsoft Excel (MS Excel) is a powerful spreadsheet software developed by Microsoft. It is widely used for data management, calculations, visualization, and analysis. Excel is part of the Microsoft Office suite and is available for Windows, macOS, and online as Microsoft 365.

Excel provides a grid-based interface where data is stored in cells, which are arranged in rows and columns. It is extensively used for various purposes such as accounting, business analytics, data science, education, project management, and more.

Why is MS Excel Important?

MS Excel is essential for businesses, students, accountants, analysts, and anyone who needs to organize and analyze data. It helps users perform tasks like:

• Creating tables and spreadsheets
• Performing mathematical calculations
• Data visualization with charts and graphs
• Automating tasks using formulas and functions
• Data analysis and reporting
• Budgeting and financial planning
• Tracking expenses and revenue
• Managing employee or student data
• Generating reports and dashboards

Features of MS Excel

ALSO READ: How to Auto-Adjust Cell Width and Height in Excel

1. Spreadsheets and Cells

Excel consists of workbooks containing multiple worksheets. Each worksheet is made up of cells arranged in rows and columns. A standard worksheet consists of 1,048,576 rows and 16,384 columns, providing ample space for data entry and management.

Each cell has a unique reference, known as the cell address, which is defined by its row and column number (e.g., A1, B2, C3).

2. Formulas and Functions

Excel has built-in formulas and functions to perform calculations automatically. Some of the most widely used Excel functions include:

• SUM() – Adds numbers
• AVERAGE() – Finds the average of numbers
• IF() – Performs logical tests
• VLOOKUP() – Searches for a value in a table
• HLOOKUP() – Searches for a value in a row
• COUNTIF() – Counts the number of cells based on a condition
• LEN() – Finds the length of text in a cell
• LEFT() and RIGHT() – Extracts specific characters from text
• NOW() and TODAY() – Returns the current date and time

3. Charts and Graphs

Excel provides various chart types to help visualize data and trends. Some commonly used chart types include:

• Column Chart – Best for comparing values across categories.
• Pie Chart—Ideal for showing percentages.
• Line Chart – Useful for trend analysis over time.
• Bar Chart – Similar to column charts but displayed horizontally.
• Scatter Chart—Great for identifying relationships between variables.
• Histogram – Used for frequency distribution analysis.

4. Data Filtering and Sorting

Users can sort data in ascending or descending order and filter it to display only relevant information. Filters allow users to analyze specific subsets of data without modifying the entire dataset.

5. Pivot Tables

A Pivot Table is a powerful data summarization tool that enables users to quickly extract meaningful insights from large datasets. With Pivot Tables, users can:

• Group and categorize data dynamically
• Perform calculations without modifying raw data
• Create interactive reports for better insights

6. Conditional Formatting

Excel allows users to highlight data based on conditions using colors and formatting. For example, conditional formatting can be used to:

• Highlight the top 10% of values
• Change the color of negative numbers
• Identify duplicate values
• Apply data bars, color scales, and icon sets

7. Macros and Automation

Users can automate repetitive tasks using macros and VBA (Visual Basic for Applications). Macros help save time by recording a sequence of actions and executing them with a single click.

8. Data Validation

Excel provides data validation tools to control the type of data entered in cells. This feature helps prevent errors and maintains data integrity. Examples include:

• Restricting a cell to accept only numbers
• Limiting input to a predefined list of options
• Setting a maximum or minimum value for numeric entries

How to Use MS Excel—A Step-by-Step Guide

ALSO READ: How to Create a qbj File From Excel

Step 1: Opening Excel

• Open MS Excel from the Start menu (Windows) or Applications (Mac).
• Click on Blank Workbook to start a new spreadsheet.

Step 2: Entering Data

• Click on a cell and type data.
• Press Enter to move to the next row or Tab to move to the next column.

Step 3: Using Formulas

• Click on a cell and type⁣ = followed by the formula.
• Example: Adds=SUM(A1:A5)The values in cells A1 to A5.

Step 4: Creating Charts

• Select the data.
• Go to Insert > Charts and choose the desired chart type.

Step 5: Saving the File

• Click on File > Save As and choose a location to save the file with an.xlsx extension.

Step 6: Applying Conditional Formatting

• Select the range of cells.
• Go to Home > Conditional Formatting.
• Choose a rule, such as highlighting values greater than a certain number.

Step 7: Creating a Pivot Table

• Select the dataset.
• Go to Insert > PivotTable.
• Choose the fields to analyze.

Conclusion

MS Excel is a must-have tool for anyone dealing with data. Whether you’re a student, business professional, data analyst, or accountant, learning Excel can improve efficiency and productivity. With its powerful features and automation capabilities, Excel remains the most widely used spreadsheet software in the world. Start exploring Excel today to master its powerful capabilities!

FAQs

Q1. What is MS Excel used for?

Ans: MS Excel is used for creating spreadsheets, performing calculations, data analysis, visualization, and automation.

Q2. Is MS Excel free?

Ans: No, MS Excel is a paid software, but Microsoft offers a free version with limited features online through Microsoft 365.

Q3. Can I learn Excel online?

Ans: Yes, there are many free and paid online courses, including Microsoft’s official training.

Q4. What are the best Excel functions?

Ans: Some of the best functions include SUM, AVERAGE, VLOOKUP, COUNTIF, and IF.

Q5. How can I improve my Excel skills?

Ans: Practice regularly, take online courses, and use Excel for real-world tasks.

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Sometimes, Microsoft Excel may Stop responding or Freeze, making it impossible to close normally. In such cases, you can force quit Excel using different methods. Here’s an easy and safe way to do it on a Windows computer.

Method 1: Use Task Manager

The most basic way to force close Excel is using Task Manager.

1. To open Task Manager, press Ctrl + Shift + Esc.
2. Locate Microsoft Excel under the Processes tab.
3. Right-click it and choose End Task.
4. Excel will close instantly.

ALSO READ: How to Auto-Adjust Cell Width and Height in Excel

Method 2: Use Alt + F4 Shortcut

1. Click anywhere in the Excel window.
2. Press Alt + F4 on your keyboard.
3. If Excel responds, it will close; otherwise, use Task Manager.

Method 3: Use Command Prompt (CMD)

1. Press Win + R, type cmd, and hit Enter.

2. Type the following command and click Enter.

Taskkill /f /im Excel.exe

3. This will force Excel to shut down.

Method 4: Restart Your Computer

If Excel is still unresponsive, rebooting your computer will shut down all running applications and free up system memory.

Final Thoughts

Force quitting Excel should be used as a last option to avoid data loss. Always try to save your work before closing, and use AutoSave or backup copies to avoid data loss in the future. If Excel crashes regularly, updating or repairing it may help.

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Before moving on to Nacha file creation, we have to understand “What is a NACHA file?“. NACHA stands for “National Automated Clearing House Association.” It’s used for electronic funds transfers (EFTs); also, this is one of the easiest and most secure ways for a company to pay vendors without using checks or credit cards.

How to Create a NACHA File in Excel

Creating a NACHA (National Automated Clearing House Association) file is kind of complex work if you are dealing with the numerous transactions and complex payment systems. A single mistake can result in ACH payment rejections and other issues that can disrupt your financial activities. But don’t worry, in this article we’ll explore the simplest ways to “Create a Nacha File in Excel.”

ALSO READ: How to merge cells in excel

Here is the step-by-step guide to creating a NACHA file in Excel:

Step 1: Open Excel:

First of all, open a new excel Workbook

Step 2: Set Up the Excel Spreadsheet

Enter the required data into the columns of the Excel sheet for the NACHA file. Following is an example with the necessary fields:

• Record Type
• Priority Code
• Immediate Destination
• Immediate Origin
• File Creation Date
• File Creation Time
• File ID Modifier
• Record Size
• Blocking Factor
• Format Code
• Batch Count
• Block Count
• Entry/Addenda Count
• Entry Hash
• Total Debit Entry Dollar Amount
• Total Credit Entry Dollar Amount

ALSO READ: How to Remove Duplicates in Excel? 2 Quick and Simple Ways

Step 3: Enter Your Data

Now manually enter data into each column in accordance with the NACHA file specification.

Step 4: Save the Excel file as a CSV file

Once you’ve done entering your data into the sheet, save the Excel file as a comma-separated values ​​(CSV) file.

Step 5: convert the CSV file to NACHA format.

As a final step, open the CSV file in a text editor (such as Notepad) and manually format it to comply with the NACHA specification.

Wrapping Up

You will finally create a basic NACHA file by following the above steps. It’s kind of complicated to create a NACHA file, but I am pretty sure that this article will help you. You can adjust it based on the specific requirements of your bank or payment procedure.

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Inserting multiple rows in an Excel spreadsheet is not a big deal. To add multiple rows at once, simply use the quick context menu option or a keyboard shortcut.

There are several more ways you can insert multiple rows, some of the simplest and quickest ways are described below that will definitely help you.

Why do I need to insert multiple rows in Excel?

Inserting multiple rows in Excel is useful if you’re in the middle of a project and realize you need to include more information. Instead of starting a new worksheet, you can simply add new rows to an existing one. This can be useful for those who receive additional data while working on a project.

ALSO READ: How to Remove Blank Rows in Excel

To Insert Multiple rows in Excel, follow these steps:

Method 1: Using the Right-Click Menu

Step 1: Select the Number of Rows:

• Select the number of rows you want to add. For example, if you want to add Four new rows, first select four rows in your spreadsheet to which the new rows will be added.

Step 2: Right-Click on the Selected Rows:

• Now Right-click one of the selected rows, then select “Insert” from the menu that appears.

Step 3: Insert:

• You’ll notice a small “Insert” box on your screen. In this box, select the “Entire Row” option and click “OK.”

After clicking “OK” Excel will add a certain amount of rows to the spreadsheet you are editing.

Method 2: Using the Insert Menu

Step 1: Select the Rows:

• You must first select the row, but this is dependent on how many rows are being inserted. For instance, if we want to insert two rows, we must first select them. If we need to insert three rows, we must choose three rows, and so on.

Step 2: Go to the Insert Menu:

In the image above, we have selected three rows. Now, right-click on the column header and select “Insert.” It would insert three rows in a single shot. Or Go to the “Home tab” and look for the “Cells” group. Click “Insert” and select “Insert Sheet Rows.”

After clicking “insert” four row are added automatically because we selected four row if you need more or less, you can choose willingly.

Method 3: Using Keyboard Shortcut

Step 1: First of all, we must select the cell above which we wish to insert the row. Click “Insert” and select “Insert Sheet Rows.”

Step 2: Use the Keyboard Shortcut:

Now Press Ctrl + Shift + “+” (plus) on your keyboard. Excel will insert the same number of rows that you specified.

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Are you tired of dealing with Excel spreadsheets? Perhaps you want to provide a more collaborative and user-friendly experience for your team. Google Sheets could be the solution to your issues.

You may want to convert your Excel documents to Google Sheets for several reasons. Google Sheets has many of the same features as Excel, but it also allows for more collaboration. You can even access your sheets from any computer.

Furthermore, Google Sheets allows you to see previous versions, link between applications, and work at scale.

Google Sheets allows you to convert Excel files to Google Sheets. This allows them to remain on their preferred spreadsheet platform.

Here’s a step-by-step guide for converting Excel files to Google Spreadsheets:

RELATED: What is the excel formula for subtracting

Method 1: Upload Directly to Google Sheets

1. Open Google Sheets: Go to Google Sheets.
2. Click on the Folder Icon: On the Google Sheets home page, click on the folder icon near the top-right corner.
3. Upload Your Excel File:
   1. In the “Open a file” dialog, click on the “Upload” tab.
   2. Drag your Excel file into the window or click “Select a file from your device” to browse for your Excel file.
4. Open the File in Google Sheets: Once the file is uploaded, it will automatically open in Google Sheets.

Method 2: Convert an Excel File in Google Drive

1. Upload to Google Drive:
   1. Go to Google Drive.
   2. Click on “New” > “File upload” and select your Excel file to upload.
2. Open with Google Sheets:
   1. Once the file is uploaded, right-click on it in Google Drive.
   2. Select “Open with” > “Google Sheets“.
3. Save as Google Sheets:
   1. The Excel file will open as a Google Sheet.
   2. If you want to save it permanently as a Google Sheets file, click “File” > “Save as Google Sheets.”

By following the above methods, your Excel sheet is converted and ready to use in Google Sheet!

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Drop-down is a Microsoft Excel feature in which you can select an item from a list rather than typing its own values.

There are many ways to create a drop-down in Excel, but in this article, we will learn the three best, simple, and fastest ways to create it. 

ALSO READ: How to merge cells in excel

Here are the three ways to create a Drop-Down list in Excel:

Method 1: Create Drop-Down List in Excel Using Data from Cells

Assume you have a column of cells, as shown below:

Step 1: Now Select the Cell

Select the cell (or cells) where you want the drop-down list to appear.

Step 2: Now Open Data Validation

Go to the Data Tab that displays on the ribbon, then click on Data Validation in the Data Tools group.

Step 3: Now Set Up Data Validation

Inside the setting tab of the Data Validation dialog box, set the following:

• Allow: Choose “List”.
• Source: Click in the Source box, then choose the range of cells that contains the items you prepared. If your list is on another sheet, you can switch to it and choose the range.
• Then Click OK to close the Data Validation dialog box.

Step 4: Finalize and Preview the Drop-Down List in Ms Excel:

RELATED: How to freeze a row in excel

Method 2: Create a Drop-Down in Excel by manually entering data:

Creating a drop-down list in Excel manually involves the following steps:

Step 1: Go to Data Tab

Click on the “Data” tab in the Ribbon.

Step 2: Now Open Data Validation

Go to the Data Tab that displays on the ribbon, then click on Data Validation in the Data Tools group.

Step 3: Data Validation Dialog Box:

• In the Data Validation dialog box, go to the “Settings” tab.
• In the “Allow” drop-down menu, select “List”.

Step 4: Enter List Items:

• In the “Source” box, type the items manually , separated by commas. For example: Item 1, Item 2, Item 3, and Item 4.
• Then Click “OK”.

After clicking “OK” your Drop-Down is successfully created, and you can select your item by clicking on the ▼ icon.

Method 3: Create a drop-down List in Excel using the “OFFSET” formula:

To create a dynamic drop-down list in Excel using the OFFSET formula, follow these steps:

Step 1: First of all Enter Your List Items:

For example, assume you have the list of “Popular Authors” index as displayed below:

Step 2: Now Select the cell

Select the cell where you want to create Drop Down list (cell C4 in this model).

Step 3: Now Go to the “Data Tab” and Select “Data Validation” in the “Data Tools” Selection

Step 4: Data Validation Dialog Box:

• In the Data Validation dialog box, go to the “Settings” tab.
• In the “Allow” drop-down menu, select “List”.

In the Source field, type the following formula: “=OFFSET($A$2:$A$6)”. Make sure the In-cell drop-down option is checked.

Click OK. This will create a drop-down list of all the organic product names (as shown below).

Your drop-down list has now been created in the selected cell. Any new items added to column A will be automatically updated in the list.

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Excel’s freezing rows feature enables you to lock a particular row at the top of your spreadsheet so that it stays visible when you scroll through large amounts of data.

This is an essential feature because an Excel sheet can have up to 1,048,576 rows and more than 16,000 columns.

You can scroll through your data without losing sight of the most essential data at the top by freezing rows, which allows you to lock the top part of your sheet.

In this blog, we will learn how to freeze rows in Excel on both Windows and Android in a very simple way.

Follow these instructions to freeze rows in Excel on Windows:

Step 1: Open your Excel worksheet.

Step 2: Select the row below the one you want to freeze.

For example, if you want to freeze the top row (row 1), you need to select row 2.

Step3: Go to the “View” tab on the Ribbon.

Step 4: Select “Freeze Top Row” if you want to freeze the top row only. Select “Freeze panes” if you want to freeze multiple rows.

ALSO READ: How to merge cells in excel

Follow these instructions to freeze rows in Excel on Mac:

Step 1: Open your Excel worksheet.

Step 2: Select the row that you want to freeze.

Similar to Windows, if you want to freeze the top row, you need to select row 2.

Step3: Go to the “View” tab on the Ribbon.

Step4: Click “Freeze Panes”.

Step 5: Select “Freeze Top Row” or “Freeze Panes,” depending on your requirement.

Watch the video here:

Quick Tips:

• Use the “Freeze Panes” option after selecting the cell below the row and to the right of the desired column if you want to freeze the top row as well as the first column.
• If you want to “Unfreeze panes,” Go to the “View” tab, click “Freeze Panes,” and then choose “Unfreeze Panes.”

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Microsoft Excel has a very useful feature called cell merging, which allows you to combine two or more cells into one. This is particularly useful for improving the visual organization of your data or creating headers that cover multiple columns or rows.

In this blog post, we look over various methods for merging Excel cells, as well as tips and tricks to help you improve your spreadsheet skills.

To merge values from multiple cells into a single cell, use the “CONCAT” function or the “&” symbol.

Method 1: Use “Home Tab” for cells merging

Step1: First of all, select the Cells You Want to Merge

Select the cells that you want to merge. To select the cells click and drag your cursor across them, or hold down the Shift key and use the arrow keys.

Step 2: Go to the “Home Tab” on the top Ribbon

You can also use the shortcut key. Press the “Alt” key once and release it, then press “H” to open the “Home tab” quickly.

Step 3: Select the “Merge & Center” on the top of the toolbar.

For shortcut you can simply pressed “Alt” and then “H” to get to the “Home tab”, after that you can press “M” and then “C” to “Merge and Center” your cells.

Step 4: To “Unmerge” the merge cell you have just reverse the step.

• Select the merged cell.
• Go to the Home tab.
• Click the dropdown“▼” icon next to the Merge & Center button.
• Select Unmerge Cells.

ALSO READ: What is the excel formula for subtracting

Method 2: Using “CONCATENATE” Formula to merge cells

Suppose that you have data in two different cells (like A1 and B1) and you want to combine both cells in a single cell, just follow the step by step direction that given below:

Step1: Now select the cell where you wish to combine the cells.

For example “C1”

Step 2: Then enter the Formula “=CONCATENATE(A1,B1)” to merge the cells.

Step 3: Now press the “Enter” key

After pressing the “Enter” key, cells “A1” and “B1” will be combined in cell “C1.”

Step 4: If you want space between the value you can use the formula =CONCATENATE(A1, ” “, B1)

Step 5: If you want to put any word between the value you can simply use the Formula: =CONCATENATE(A1," and ",B1

You can also use “&” operator for Concatenation instead of “CONCAT”

• =A1&B1 merges the values of A1 and B1 in the same way that =CONCAT(A1,B1).
• A1,” “,B1 will combine the cell values and add a space between them, similar to =CONCAT(A1,” “,B1).

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Microsoft Excel is one of the most powerful spreadsheet application that makes easier working with numbers and other values.

Unfortunately, Excel does not have an inbuilt common “SUBTRACT” formula or function. Instead, you can use the minus sign (-), also known as the dash (-), which is an arithmetic operator and subtraction sign, to perform a subtraction between two numbers.

In Excel, there are several ways to subtract numbers and other values. You can check them out below and select the one that best matches your requirements.

Subtract Using Subtraction Formula

Method 1: Using minus sign (-) (Num1-Nub2)

Step 1: Type = to begin the formula

Step 2: Type the first number, then the minus sign, and after that second number.

Step 3: Press the Enter key to apply the formula.

Method 2: How to Subtract Cells in Excel

Step 1: Type = to begin the formula.

Enter the equals sign (=) to begin your formula in the cell where you wish to output the difference.

Step 2: Click on the first cell you want to subtract from (the minuend).

Step 3: Type "-“

After the quantity that you wish to subtract, enter the negative sign (-).

Step 4: Click on the cell you want to subtract (the subtrahend).

Step5: Press the Enter to apply the formula

ALSO READ: How to Remove Duplicates in Excel? 2 Quick and Simple Ways

Subtract Multiple Cells from One Cell in Excel

Method 1: Using Minus sign (-)

To subtract cells A2–A5 from A1, use this formula.

=A1-A2-A3-A4-A5

Result:

Method 2: Using SUM function

To subtract multiple cells from one cell using the SUM function in Excel, you can use the SUM function to add up the values you want to subtract and then subtract that sum from the main cell.

The formula look like this:

=A5 – SUM(A6:A7)

Result:

This post was aimed to provide you with some knowledge about the different techniques you can use to perform subtraction of values, rows, and columns in Microsoft Excel.

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