XLOOKUP function in Google Sheets - Cheat Sheet & Quick Revision

Recall & Review

beginner

What does the XLOOKUP function do in Google Sheets?

XLOOKUP searches a range or array for a value and returns a matching value from another range or array. It helps find data quickly, like looking up a friend's phone number by their name.

beginner

What is the basic syntax of the XLOOKUP function?

The syntax is =XLOOKUP(search_key, lookup_range, return_range, [if_not_found], [match_mode], [search_mode]). You give it what to find, where to look, and what to return.

intermediate

What happens if XLOOKUP does not find the search key and you provide the if_not_found argument?

XLOOKUP will return the value you put in if_not_found instead of an error. For example, you can show "Not found" instead of an error message.

intermediate

How can you use XLOOKUP to find the closest match instead of an exact match?

Use the match_mode argument and set it to -1 for next smaller item or 1 for next larger item. This helps when exact matches might not exist.

intermediate

Why is XLOOKUP better than VLOOKUP or HLOOKUP?

XLOOKUP is more flexible: it can look left or right, up or down, and doesn’t require sorted data. It also handles missing values better and is easier to read.

What is the first argument in the XLOOKUP function?

A The range to return values from

B The value to return if not found

C The range to search in

D The value to search for

The first argument is the search key, the value you want to find.

If XLOOKUP does not find a match and no if_not_found is given, what happens?

A It returns zero

B It returns the first value in the return range

C It returns an error

D It returns blank

Without if_not_found, XLOOKUP returns an error if no match is found.

Which argument lets you choose approximate matching in XLOOKUP?

A if_not_found

B match_mode

C search_mode

D return_range

match_mode controls exact or approximate matching.

Can XLOOKUP search from bottom to top?

A Yes, using search_mode argument

B No, it only searches top to bottom

C Only if data is sorted

D Only with VLOOKUP

The search_mode argument can make XLOOKUP search from bottom to top.

Which of these is NOT a benefit of XLOOKUP over VLOOKUP?

A Requires sorted data

B Can look left or right

C Handles missing values better

D Supports approximate matches

XLOOKUP does NOT require sorted data, unlike VLOOKUP in some cases.

Explain how to use XLOOKUP to find a price of a product by its name in a list.

Think about what you want to find, where to look, and what to get back.

Describe how XLOOKUP handles cases when the search value is not found.

Consider what happens if you don’t tell XLOOKUP what to do when no match exists.

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