Comparing and linking tables of data using VLOOKUP
Transcript of Comparing and linking tables of data using VLOOKUP
[Type here]
Comparing and linking
tables of data using
VLOOKUP
This document looks at how you can minimise duplication in
your Excel data by sharing data between worksheets.
Instead of copying and pasting data into a new worksheet for
analysis, you can use cell referencing and functions to pull
data from other Excel sources
Videos of using
VLOOKUP are
available to view on
our website
Last updated
By Faye Brockwell
20th November 2017
This document is held online on our website:
https://staff.brighton.ac.uk/is/training
University of Brighton Information Services
Page | 2 Last Updated Faye Brockwell
Contents
VLOOKUP videos on our website .................................................................... 2
VLOOKUP Functions ....................................................................................... 3
Note on holding data in Excel ........................................................................... 3
Steps for using VLOOKUP ............................................................................... 4
Prepare your data table .................................................................................... 4
Sort the master data table ......................................................................... 4
Name the master data table ...................................................................... 4
Build the VLOOKUP function ........................................................................... 5
To build the VLOOKUP function................................................................ 6
Copy the VLOOKUP to the rest of the worksheet ............................................. 7
Excercises ....................................................................................................... 8
Solutions .........................................................................................................12
VLOOKUP videos on our website
We have put together a Lynda.com playlist with videos showing how to build
VLOOKUPS. For links to the playlist, visit
https://staff.brighton.ac.uk/is/training/Pages/Excel/linking.aspx
You will also find examples of using VLOOKUP to populate CAMS assessment
sheets on the following pages of our website:
https://staff.brighton.ac.uk/is/training/Pages/Excel/linking.aspx
https://staff.brighton.ac.uk/is/training/Pages/Excel/CAMS.aspx
Comparing and linking tables of data using VLOOKUP
https://staff.brighton.ac.uk/is/training/Pages/Excel/linking.aspx Page | 3
VLOOKUP Functions
VLOOKUP functions are used to pull data into a cell from a master data table. Some
examples of where this can be used:
On a sheet recording interactions with a student, automatically populate a student’s
name and course details when the student number is typed in.
On a sheet listing student marks, automatically populate the grade and check digit
when the mark is typed in.
On a list of employees, automatically populate the tax rate based on salary.
This is especially useful where several spreadsheets use the same data. You can have
one sheet holding that data and then allow the other sheets to reference that
information using the VLOOKUP function. This allows you to maintain data centrally.
Any updates will automatically update the other sheets.
For example, the table above on the left is used to record interactions with a student.
The student number is recorded each time they have a meeting with a careers adviser.
The table on the right holds student data. Column A holds the student numbers.
If we want to know the school of a student listed in the table on the left, we use the
student number to find the correct row in the master data table on the right and from
there we can find the information we are looking for.
For example, in row 5 in the table on the left we need to find the details for student
number 11376481. We find student number 11376481 in the table on the right and can
see that his school is Arts & Media.
This is exactly what an Excel VLOOKUP does (only faster!)
Note on holding data in Excel
VLOOKUP functions enable you use Excel as a simple relational database. If you think
you want to do this, especially if you plan to hold student or staff personal data, please
talk to the Service Desk who can advise you whether the data you are working with can
be managed within one of our centrally managed business systems (e.g. SITS/CAMS).
University of Brighton Information Services
Page | 4 Last Updated Faye Brockwell
Steps for using VLOOKUP
1 Prepare your data table
o Sort the data table
o Name the data table
2 Build the VLOOKUP function in the first row
3 Copy the VLOOKUP to the rest of the worksheet
Prepare your data table
Before you can use a VLOOKUP function, you must first prepare your master data
table.
Sort the master data table
The master data table must have unique entries in the first column and the table must
be sorted on the first column in ascending order. To sort the table:
click in the first column of the data table
On the Home tab, click on the Sort & Filter icon
Choose Sort A to Z
Name the master data table
Assigning a name to the master data table makes it easier to build the VLOOKUP
function as you can use the name instead of specifying a range of cells. To name the
table:
Select all of the cells in the data table (you can use your
mouse to do this or click anywhere in the table and press
CTRL+A on a PC keyboard, +A on a Mac keyboard).
Type a name for the data table in the Names box just
above the worksheet and press ENTER.
Spaces are not allowed in Names; use the underscore if
you want to use more than one word.
Tip: You can use the Name Manager on the Formulas tab to edit a named
area on a worksheet (e.g. edit the cell range, delete a name or rename a
named area).
Comparing and linking tables of data using VLOOKUP
https://staff.brighton.ac.uk/is/training/Pages/Excel/linking.aspx Page | 5
Build the VLOOKUP function
The VLOOKUP function requires 4 pieces of information (arguments):
=VLOOKUP(lookup value, table array, col_index_num, range_lookup)
Lookup_value What from this sheet do you want to find
on the other sheet?
i.e. the cell reference of the cell containing
the item of data in this row on your worksheet
that can be used to find the correct entry in
the master data table
e.g. C2
Table_array Where to look for it
i.e. the name or the absolute cell references
of the data range of the master data table
where you will find what you’re looking for
e.g.
student_table or
$A$1:$E$150
Col_index_num Which column in the other table contains
the data you are looking for
i.e. the column in your master data table
(counting from the left) containing the answer
to your question
e.g. 5
Range_lookup What to do if there is no exact match i.e.
tell you if no exact match has been found or
work with the nearest possible match?
e.g. FALSE or
TRUE
So, the VLOOKUP in cell D5 in the table above left might read:
=VLOOKUP(C5,student_table,5,FALSE)
where student_table is the name of the table on the right.
See the next page for step-by-step instructions for building the VLOOKUP function.
University of Brighton Information Services
Page | 6 Last Updated Faye Brockwell
To build the VLOOKUP function
1 Click in the cell where you want the answer
to the VLOOKUP to appear
e.g. in our example on the right, click in cell
D5 as the VLOOKUP will be used to find
the school for student 11376481.
2 Type =VLOOKUP(
3 Click on the Build function icon to
open the Function Builder dialogue box.
4 Click in the Lookup_value field and then,
on your worksheet, click on the cell in that
row containing the item of data on your
worksheet that can be used to find the
correct entry on the master data table
e.g. if we were building a VLOOKUP function in cell D5 in the example above, we
would click on the cell C5 to specify that the student number 11376481 should be
used to find the entry we’re looking for in our data table. This is because student
number is the piece of data that both tables have in common.
5 Click in the table_array field and type the name of the data table the was created
earlier (see Name the master data table)
If you do not name the table, use the cell references of the range of cells
containing your data table. Use dollar signs to make these references absolute (eg
$A$1:$E$150). On a Windows computer, pressing the F4 key immediately after
selecting the cell range will put the dollar signs in for you).
6 Click in the Col_index_num field and type the number of the column, when
counting from the left of the table, containing the answer to your VLOOKUP.
E.g. in our example above, if we want to find the school for a particular student, the
school column is the fifth column when counting left to right. So we type 5 in the
Col_index_num of our VLOOKUP.
Note: never use the column letters in a VLOOKUP.
7 Click in the Range_lookup field and type:
FALSE Look for exact matches only. E.g. if your student number doesn’t exist,
the result of the vlookup will show as #N/A
TRUE To return the closest match (next lowest value) and use
that to return an answer. This option is only really used when working
with ranges in the master data table. E.g. tax scales
Note: unless you are working with financial data and number ranges, most
VLOOKUPs use FALSE. Just imagine if you were pulling student data and you
pulled the details of the nearest closest student? Chaos!
8 Click OK.
Comparing and linking tables of data using VLOOKUP
https://staff.brighton.ac.uk/is/training/Pages/Excel/linking.aspx Page | 7
Copy the VLOOKUP to the rest of the worksheet
Use autofill to copy the VLOOKUP formula down the column
1 Select the cell(s) you want to copy. The fill handle will appear at
the bottom right of the selection.
2 Point at the fill handle until it becomes a cross.
3 Click and drag to copy the data OR Double-click to autofill all rows.
4 Double click on one of the newly-populated
cells within the column to check that the
copied cell references are correct.
University of Brighton Information Services
Page | 8 Last Updated Faye Brockwell
Excercises
Exercise A
Fill in the gaps in the table above using one of the tables on the next page.
Day Time Student number School
01/11/2011 10:00 11376481
01/11/2011 11:00 09286457
01/11/2011 13:00 09123456
01/11/2011 14:00 10348400
01/11/2011 15:00 10467935
02/11/2011 11:00 10374685
02/11/2011 13:00 11463856
02/11/2011 14:00 09342186
03/11/2011 10:00 09123456
04/11/2011 14:00 11376481
05/11/2011 13:00 10467935
Comparing and linking tables of data using VLOOKUP
https://staff.brighton.ac.uk/is/training/Pages/Excel/linking.aspx Page | 9
Student number First name Surname DOB School
09123456 Faye Brockwell 11/08/1976 Education
10467935 Jill Shacklock 05/09/1971 Arts & Media
10374685 Brian McCarthy 11/11/1991 Nursing & Midwifery
11376481 Chris Searle 04/06/1990 Arts & Media
10267495 John Roberts 15/02/1989 Architecture & Design
10137401 Jane Dawes 08/07/1990 Engineering
11538467 Paul Hill 01/02/1991 CEM
09286457 Selwyn Percival 22/05/1989 Engineering
10348431 Adam Collett 26/09/1990 SASS
10846815 Dan Burgess 28/08/1990 Business School
09342186 Ben Wheelan 15/03/1987 Arts & Media
09438675 Pat Brown 12/12/1989 CEM
11463856 Ta King 07/10/1986 Education
Student number First name Surname DOB School
09123456 Faye Brockwell 11/08/1976 Education
09286457 Selwyn Percival 22/05/1989 Engineering
09342186 Ben Wheelan 15/03/1987 Arts & Media
09438675 Pat Brown 12/12/1989 CEM
10137401 Jane Dawes 08/07/1990 Engineering
10267495 John Roberts 15/02/1989 Architecture & Design
10348431 Adam Collett 26/09/1990 SASS
10374685 Brian McCarthy 11/11/1991 Nursing & Midwifery
10467935 Jill Shacklock 05/09/1971 Arts & Media
10846815 Dan Burgess 28/08/1990 Business School
11376481 Chris Searle 04/06/1990 Arts & Media
11463856 Ta King 07/10/1986 Education
11538467 Paul Hill 01/02/1991 CEM
University of Brighton Information Services
Page | 10 Last Updated Faye Brockwell
1 Which table did you use? Why? _________________________________
2 Were you able to complete all the rows in the table? ________________
Exercise B
1 Open exercise file Student Services Example.xlsx
The Interactions worksheet lists a Careers Adviser’s interactions with students.
The Students tab is a list of students by student number.
2 Prepare the data table on the Students worksheet to be used in a VLOOKUP.
3 Create a VLOOKUP in cell D5 on the Interactions worksheet to pull the school for
that student in from the data table on the Students worksheet.
4 Copy the VLOOKUP down column D on the Interactions worksheet to populate
the school for each row.
As this table is not going to be uploaded into another system, there is no need to strip
the VLOOKUP formulae in this exercise.
Exercise C
1 Open exercise file Marks sheet exercise.xlsx
The Marks worksheet lists student marks by module.
The Grades & Check Digits tab is a table of grades and check digits for each
mark.
Note: The table on the Grades & Check Digits worksheet is an example of a marks
sheet using one mark scheme. Do not use this table for real student marks. To obtain a
similar table for your marks scheme, please contact CAMS support.
2 Prepare the data table on the Grades & Check Digits worksheet to be used in a
VLOOKUP.
3 Create a VLOOKUP in cell K2 on the Marks worksheet to pull the grade for that
student’s mark in from the data table on the Grades & Check Digits worksheet.
4 Create a VLOOKUP in cell L2 on the Marks worksheet to pull the check digit for
that student’s mark in from the data table on the Grades & Check Digits
worksheet.
5 Copy the VLOOKUP down columns K and L on the Marks worksheet to populate
the grade and check digit for each row.
Comparing and linking tables of data using VLOOKUP
https://staff.brighton.ac.uk/is/training/Pages/Excel/linking.aspx Page | 11
Exercise D
1 Open exercise file Finance example using ranges.xlsx
The Payroll worksheet lists staff and their pay scales.
The Payroll Tables tab contains two tables:
The hourly pay rate by pay scale
The rate of income tax by salary
2 Prepare the data tables on the Payroll Tables worksheet to be used in a
VLOOKUP.
3 Create a VLOOKUP in cell D5 on the Payroll worksheet to pull the hourly rate for
that person’s pay scale in from the data table on the Payroll Tables worksheet.
4 Copy the VLOOKUP down column D on the Payroll worksheet to populate the
hourly rate for each row.
5 Create a VLOOKUP in cell G5 on the Payroll worksheet to pull the tax rate for that
person in from the data table on the Payroll Tables worksheet.
6 Copy the VLOOKUP down column G on the Payroll worksheet to populate the tax
rate for each row.
University of Brighton Information Services
Page | 12 Last Updated Faye Brockwell
Solutions
Exercise A Solution
Most people would choose the bottom of the 2 data tables in the exercise as it is sorted
by student number, thus making it easier to read.
No match can be found for student number 10348400.
Exercise B Solution
1 Open exercise file Student Services Example.xlsx
2 Click on the Students worksheet
3 Sort the data table:
Click on any cell containing text in column A.
Click on the Home tab, click on Sort & Filter and choose Sort A to Z.
4 Name the data table:
Click anywhere in the table of data (a cell containing text)
Press CTRL and A on the keyboard (or the Apple key and A on a Mac keyboard)
Type a name for the table (e.g. student_table) in the Names Box
Press Enter
Day Time Student number School
01/11/2011 10:00 11376481 Arts & Media
01/11/2011 11:00 09286457 Engineering
01/11/2011 13:00 09123456 Education
01/11/2011 14:00 10348400 No match in the table
01/11/2011 15:00 10467935 Arts & Media
02/11/2011 11:00 10374685 Nursing & Midwifery
02/11/2011 13:00 11463856 Education
02/11/2011 14:00 09342186 Arts & Media
03/11/2011 10:00 09123456 Education
04/11/2011 14:00 11376481 Arts & Media
05/11/2011 13:00 10467935 Arts & Media
Comparing and linking tables of data using VLOOKUP
https://staff.brighton.ac.uk/is/training/Pages/Excel/linking.aspx Page | 13
5 Click on cell D5 on the Interactions tab
6 Type =VLOOKUP(
7 Click on the Build function icon
8 Click in the Lookup_value field and
then click on cell C5
9 Click in the Table_array field and type
the name of your data table (e.g. student_table)
10 Click in the Col_index_num field and type 5.
11 Click in the Range_lookup field and type FALSE and press OK
12 Use the autofill technique to copy the formula down the column (see page 5)
Exercise C Solution
1 Open exercise file Marks sheet exercise.xlsx
2 Name the table on the Grades & Check Digits worksheet (the table is already
sorted on column A) e.g. marks_table
3 Use the autofill technique to copy the formula down the column (see page 5)
4 Select columns K and L
5 On the Home tab, click on
6 On the Home tab, click on the drop-down arrow below the Paste icon
University of Brighton Information Services
Page | 14 Last Updated Faye Brockwell
7 Click on Paste Values icon.
8 Double click on one of the cells in column K or L to check that the VLOOKUP
function has been removed.
Exercise D Solution
1 Open exercise file Finance example using ranges.xlsx
2 Name the Hourly Rate table (e.g. hourly_rate_table)
3 Name the Tax table (e.g. tax_table)
4 Use the autofill technique to copy the formula down the column (see page 5)
5 Use the autofill technique to copy the formula down the column (see page 5)