XLOOKUP function in Google Sheets - 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 by entering the product name.

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

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

Sample Data

Product ID	Product Name	Price
101	Notebook	2.50
102	Pen	1.20
103	Eraser	0.80
104	Marker	1.50
105	Stapler	5.00
106	Folder	3.00
107	Glue	1.75
108	Scissors	4.25

1

Step 1: Create a cell where you will type the product name to search. For example, use cell E2 and label it 'Enter Product Name'.

No formula needed, just type the product name here later.

Expected Result

Cell E2 is empty and ready for input.

2

Step 2: In the cell next to it (F2), write the XLOOKUP formula to find the price based on the product name typed in E2.

=XLOOKUP(E2, B2:B9, C2:C9, "Not Found")

Expected Result

If you type 'Pen' in E2, F2 shows 1.20; if product not found, shows 'Not Found'.

3

Step 3: Test the lookup by typing different product names in E2 and check if the correct price appears in F2.

Type 'Marker', 'Stapler', or 'Glue' in E2 and watch F2 update.

Expected Result

F2 updates to 1.50, 5.00, or 1.75 respectively.

4

Step 4: Format the price cell (F2) to show two decimal places for clarity.

Select F2, then Format > Number > Number with 2 decimal places.

Expected Result

Prices like 1.2 show as 1.20 for consistency.

Final Result

Enter Product Name | Price
-------------------|-------
Pen                | 1.20

Type a product name in the left cell, and the price appears on the right.

✓XLOOKUP can quickly find prices by product name.

✓It shows a friendly message if the product is not in the list.

✓This tool saves time compared to searching manually.

Bonus Challenge

Modify the formula to also return 'Check spelling' if the product name is close but not exact.

Show Hint

Use the optional match_mode argument in XLOOKUP with approximate match.

Practice

1. What does the XLOOKUP function do in Google Sheets?

easy

A. It searches for a value in one column and returns a matching value from another column.

B. It adds up all numbers in a range.

C. It sorts data alphabetically.

D. It creates a chart from selected data.

Solution

1. Step 1: Understand the purpose of XLOOKUP

   XLOOKUP is designed to find a value in one list and return a related value from another list.

2. Step 2: Compare with other options

   Options B, C, and D describe different functions unrelated to XLOOKUP.

3. Final Answer:

   It searches for a value in one column and returns a matching value from another column. -> Option A

4. Quick Check:

   XLOOKUP finds and returns matching values [OK]

Hint: XLOOKUP matches and returns related data easily [OK]

Common Mistakes:

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

2. Which of the following is the correct syntax for XLOOKUP in Google Sheets?

easy

A. =XLOOKUP(search_key, return_range, lookup_range)

B. =XLOOKUP(search_key, lookup_range, return_range, [if_not_found], [match_mode], [search_mode])

C. =XLOOKUP(lookup_range, search_key, return_range)

D. =XLOOKUP(return_range, search_key, lookup_range, [if_not_found])

Solution

1. Step 1: Recall XLOOKUP syntax

   The correct syntax is =XLOOKUP(search_key, lookup_range, return_range, [if_not_found], [match_mode], [search_mode]).

2. Step 2: Check each option

   =XLOOKUP(search_key, lookup_range, return_range, [if_not_found], [match_mode], [search_mode]) matches the correct order and optional arguments. Options A, B, and D have incorrect argument orders.

3. Final Answer:

   =XLOOKUP(search_key, lookup_range, return_range, [if_not_found], [match_mode], [search_mode]) -> Option B

4. Quick Check:

   Correct XLOOKUP syntax = =XLOOKUP(search_key, lookup_range, return_range, [if_not_found], [match_mode], [search_mode]) [OK]

Hint: Remember: search_key first, then lookup and return ranges [OK]

Common Mistakes:

• Swapping lookup_range and return_range
• Omitting required arguments
• Placing optional arguments in wrong order

3. Given the data:

A2:A5 = {101, 102, 103, 104}
B2:B5 = {"Apple", "Banana", "Cherry", "Date"}

What will =XLOOKUP(103, A2:A5, B2:B5) return?

medium

A. "Banana"

B. "Date"

C. "Cherry"

D. Error

Solution

1. Step 1: Identify the search key and lookup range

   The search key is 103, and the lookup range is A2:A5 containing {101, 102, 103, 104}.

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

   103 is found at the third position in A2:A5. The return range B2:B5 has "Cherry" at the third position.

3. Final Answer:

   "Cherry" -> Option C

4. Quick Check:

   103 matches Cherry [OK]

Hint: Match position of search key in lookup range to return range [OK]

Common Mistakes:

• Returning wrong position value
• Confusing lookup and return ranges
• Expecting error when value exists

4. What is wrong with this formula?

=XLOOKUP(105, A2:A5, B2:B5)

Given:
A2:A5 = {101, 102, 103, 104}
B2:B5 = {"Apple", "Banana", "Cherry", "Date"}

medium

A. The ranges have different sizes.

B. The lookup range and return range are swapped.

C. The formula syntax is incorrect.

D. The search key 105 is not found and no if_not_found argument is provided, so it returns an error.

Solution

1. Step 1: Check if search key exists in lookup range

   105 is not in A2:A5, so XLOOKUP cannot find a match.

2. Step 2: Understand behavior without if_not_found

   Without the optional if_not_found argument, XLOOKUP returns an error when no match is found.

3. Final Answer:

   The search key 105 is not found and no if_not_found argument is provided, so it returns an error. -> Option D

4. Quick Check:

   Missing if_not_found causes error on no match [OK]

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

Common Mistakes:

• Assuming XLOOKUP returns blank instead of error
• Swapping lookup and return ranges
• Ignoring optional arguments

5. You have two columns:

Product IDs (A2:A6): {201, 202, 203, 204, 205}
Prices (B2:B6): {10, 15, 20, 25, 30}

You want to find the price for Product ID 206, but it does not exist. Which formula will return "Not Found" instead of an error?

hard

A. =XLOOKUP(206, A2:A6, B2:B6, "Not Found")

B. =XLOOKUP(206, A2:A6, B2:B6)

C. =XLOOKUP(206, B2:B6, A2:A6, "Not Found")

D. =XLOOKUP("Not Found", A2:A6, B2:B6, 206)

Solution

1. Step 1: Identify the correct syntax to handle missing values

   To avoid errors when the search key is missing, use the if_not_found argument with the desired message.

2. Step 2: Check each option

   =XLOOKUP(206, A2:A6, B2:B6, "Not Found") correctly uses "Not Found" as the if_not_found argument. =XLOOKUP(206, A2:A6, B2:B6) will return an error. =XLOOKUP(206, B2:B6, A2:A6, "Not Found") swaps lookup and return ranges incorrectly. =XLOOKUP("Not Found", A2:A6, B2:B6, 206) uses wrong argument order.

3. Final Answer:

   =XLOOKUP(206, A2:A6, B2:B6, "Not Found") -> Option A

4. Quick Check:

   Use if_not_found to show message on no match [OK]

Hint: Use 4th argument to show message if no match found [OK]

Common Mistakes:

• Swapping lookup and return ranges
• Omitting if_not_found argument
• Placing arguments in wrong order