XLOOKUP function in Google Sheets - Step-by-Step Guide

Introduction

XLOOKUP helps you find a value in a list or table and get a matching value from another list or table. It solves the problem of searching for data quickly without scrolling or manual searching.

When you want to find a price for a product by typing its name.

When you need to get a student's grade by entering their ID number.

When you want to match employee names with their phone numbers.

When you want to replace old lookup formulas that are harder to use.

When you want to find data even if it is not sorted.

Steps

Step 1: Click

- cell where you want the result

The cell is selected and ready for typing

Step 2: Type

- the selected cell

Formula input starts

💡 Start with =XLOOKUP(

Step 3: Type

- formula bar or cell

Formula includes lookup value

💡 Example: =XLOOKUP("Apple",

Step 4: Type

- formula bar or cell

Formula includes lookup array (where to search)

💡 Example: =XLOOKUP("Apple", A2:A10,

Step 5: Type

- formula bar or cell

Formula includes return array (what to get)

💡 Example: =XLOOKUP("Apple", A2:A10, B2:B10)

Step 6: Press

- Enter key

Cell shows the matching value from return array

Before vs After

Before

Cell shows no value or manual search needed to find price for 'Apple'

After

Cell shows 1.20 which is the price for 'Apple' found automatically by XLOOKUP

Settings Reference

lookup_value

📍 first argument in XLOOKUP formula

The value you want to find in the lookup array

Default: none

lookup_array

📍 second argument in XLOOKUP formula

The range where Google Sheets searches for the lookup value

Default: none

return_array

📍 third argument in XLOOKUP formula

The range from which Google Sheets returns the matching value

Default: none

if_not_found

📍 fourth argument in XLOOKUP formula (optional)

Value to show if lookup value is not found

Default: "#N/A" error

match_mode

📍 fifth argument in XLOOKUP formula (optional)

How to match the lookup value

Default: 0

Common Mistakes

Using ranges of different sizes for lookup_array and return_array

XLOOKUP requires both ranges to be the same size to match correctly

Make sure lookup_array and return_array cover the same number of rows or columns

Not putting text lookup_value in quotes

Text values must be in quotes or referenced from a cell, otherwise formula errors

Use quotes around text like "Apple" or use a cell reference like A1

Forgetting to add the return_array argument

XLOOKUP needs the return array to know what to show as result

Always include the third argument with the range of values to return

Summary

XLOOKUP finds a value in one list and returns a matching value from another list.

It is easier and more flexible than older lookup functions.

Make sure lookup and return ranges are the same size for correct results.

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