XLOOKUP function in Excel - Real Business Scenario

Scenario Mode

👤 Your Role: You are a sales analyst at a retail company.

📋 Request: Your manager wants a quick way to find product prices and stock quantities by entering the product name.

📊 Data: You have a list of products with their IDs, names, prices, and stock quantities.

🎯 Deliverable: Create a lookup tool where entering a product name returns its price and stock quantity using the XLOOKUP function.

Sample Data

Product ID	Product Name	Price	Stock Quantity
101	Notebook	2.50	150
102	Pen	1.20	500
103	Eraser	0.80	300
104	Marker	1.50	200
105	Stapler	5.00	75
106	Folder	3.00	120
107	Glue	1.75	180
108	Scissors	4.00	90

1

Step 1: Create a cell where you will type the product name to search. For example, use cell G2 and label it 'Enter Product Name'.

Expected Result

Cell G2 is empty and ready for input.

2

Step 2: In cell H2, write a formula to find the price of the product typed in G2 using XLOOKUP.

=XLOOKUP(G2, B2:B9, C2:C9, "Not Found")

Expected Result

If you type 'Pen' in G2, H2 shows 1.20.

3

Step 3: In cell I2, write a formula to find the stock quantity of the product typed in G2 using XLOOKUP.

=XLOOKUP(G2, B2:B9, D2:D9, "Not Found")

Expected Result

If you type 'Pen' in G2, I2 shows 500.

4

Step 4: Test the lookup by typing different product names in G2 and check that H2 and I2 update correctly.

Expected Result

Typing 'Scissors' in G2 shows 4.00 in H2 and 90 in I2.

Final Result

Enter Product Name: [Pen]
Price: 1.20
Stock Quantity: 500

✓XLOOKUP can quickly find matching data in a list based on a search term.

✓It returns a friendly message like 'Not Found' if the product name is not in the list.

✓This tool helps the manager get product info fast without searching manually.

Bonus Challenge

Modify the lookup to be case-insensitive so that typing 'pen' or 'PEN' still finds the product.

Show Hint

Use the LOWER function on both the lookup value and lookup array inside XLOOKUP.

Practice

1. What does the XLOOKUP function do in Excel?

easy

A. It creates a chart from data.

B. It adds up all numbers in a column.

C. It finds a value in a range and returns a corresponding value from another range.

D. It sorts data alphabetically.

Solution

1. Step 1: Understand the purpose of XLOOKUP

   XLOOKUP searches for a value in one range and returns a matching value from another range.

2. Step 2: Compare with other options

   The other options describe creating charts, adding up numbers, or sorting data, which are different Excel functions unrelated to XLOOKUP.

3. Final Answer:

   It finds a value in a range and returns a corresponding value from another range. -> Option C

4. Quick Check:

   XLOOKUP finds and returns matching values [OK]

Hint: XLOOKUP matches a value and returns related data [OK]

Common Mistakes:

• Confusing XLOOKUP with SUM or SORT functions
• Thinking XLOOKUP creates charts
• Assuming XLOOKUP only works with numbers

2. Which of these is the correct syntax for the XLOOKUP function?

easy

A. XLOOKUP(return_array, lookup_value, lookup_array)

B. XLOOKUP(lookup_value, return_array, lookup_array)

C. XLOOKUP(lookup_array, lookup_value, return_array)

D. XLOOKUP(lookup_value, lookup_array, return_array, [if_not_found], [match_mode], [search_mode])

Solution

1. Step 1: Recall XLOOKUP syntax

   The correct order is lookup_value, lookup_array, return_array, then optional arguments.

2. Step 2: Check each option

   Only XLOOKUP(lookup_value, lookup_array, return_array, [if_not_found], [match_mode], [search_mode]) follows this correct order and includes optional parameters correctly.

3. Final Answer:

   XLOOKUP(lookup_value, lookup_array, return_array, [if_not_found], [match_mode], [search_mode]) -> Option D

4. Quick Check:

   Correct syntax order = XLOOKUP(lookup_value, lookup_array, return_array, [if_not_found], [match_mode], [search_mode]) [OK]

Hint: Remember: lookup_value, lookup_array, return_array order [OK]

Common Mistakes:

• Swapping lookup_array and return_array
• Omitting required arguments
• Using wrong argument order

3. Given the table below, what will =XLOOKUP(102, A2:A5, B2:B5, "Not found") return?

ID	Name
101	Alice
102	Bob
103	Charlie
104	Diana

medium

A. Alice

B. Bob

C. Not found

D. Charlie

Solution

1. Step 1: Identify lookup_value and lookup_array

   Lookup value is 102, lookup array is A2:A5 containing IDs 101, 102, 103, 104.

2. Step 2: Find matching value and return corresponding name

   102 matches second row, so return value from B2:B5 second row is 'Bob'.

3. Final Answer:

   Bob -> Option B

4. Quick Check:

   Lookup 102 returns Bob [OK]

Hint: Match lookup value in first column, return from second [OK]

Common Mistakes:

• Returning wrong row's value
• Confusing lookup and return arrays
• Expecting 'Not found' when value exists

4. What is wrong with this formula? =XLOOKUP(105, A2:A5, B2:B5) given the same table as above.

medium

A. It will return an error because 105 is not found and no if_not_found argument is given.

B. The lookup_array and return_array are reversed.

C. The formula syntax is missing parentheses.

D. It will return the last value in B2:B5 by default.

Solution

1. Step 1: Check if lookup_value exists in lookup_array

   105 is not in A2:A5 (101-104), so no match found.

2. Step 2: Understand default behavior without if_not_found

   Without the optional if_not_found argument, XLOOKUP returns #N/A error if no match.

3. Final Answer:

   It will return an error because 105 is not found and no if_not_found argument is given. -> Option A

4. Quick Check:

   No match without if_not_found causes error [OK]

Hint: Add if_not_found to avoid errors when no match [OK]

Common Mistakes:

• Assuming it returns last value by default
• Thinking syntax is incorrect
• Swapping lookup and return arrays

5. You want to find the price of a product by its code in column A and return the price from column C. If the product code is not found, you want to show "Price not available". Which formula correctly does this using XLOOKUP?

hard

A. =XLOOKUP(E2, A2:A10, C2:C10, "Price not available")

B. =XLOOKUP(A2:A10, E2, C2:C10, "Price not available")

C. =XLOOKUP(E2, C2:C10, A2:A10, "Price not available")

D. =XLOOKUP(E2, A2:A10, C2:C10)

Solution

1. Step 1: Identify lookup_value and arrays

   Lookup value is in E2 (product code), lookup array is A2:A10 (product codes), return array is C2:C10 (prices).

2. Step 2: Check for if_not_found argument

   =XLOOKUP(E2, A2:A10, C2:C10, "Price not available") includes "Price not available" for missing codes, fulfilling the requirement.

3. Final Answer:

   =XLOOKUP(E2, A2:A10, C2:C10, "Price not available") -> Option A

4. Quick Check:

   Correct lookup and return arrays with if_not_found [OK]

Hint: Use if_not_found to show message when no match [OK]

Common Mistakes:

• Swapping lookup and return arrays
• Omitting if_not_found argument
• Using wrong cell references