5 Simple Ways To Return Values In Excel

When it comes to working with Excel, the ability to return values effectively is crucial for data analysis and management. Whether you’re a novice or a seasoned user, mastering the various methods of returning values can save you time and increase your efficiency. In this guide, we’ll explore five simple yet powerful techniques to return values in Excel, along with tips, tricks, and common mistakes to avoid. 🎉

1. Using the VLOOKUP Function

The VLOOKUP function is one of Excel's most popular tools for searching and retrieving data from a specific column in a table. It's especially useful when you have large datasets and need to find related information quickly.

How to Use VLOOKUP

Here's a quick step-by-step on how to implement the VLOOKUP function:

1. Select the cell where you want to return the value.
2. Enter the formula:

   =VLOOKUP(lookup_value, table_array, col_index_num, [range_lookup])
   

   • lookup_value: The value you want to search for.
   • table_array: The range of cells that contains the data.
   • col_index_num: The column number from which you want to return the value.
   • [range_lookup]: TRUE for approximate match, FALSE for exact match.
3. Press Enter, and the function will return the desired value.

Example Scenario

Imagine you have a list of products with their IDs and prices. You want to find the price of a specific product using its ID.

You can use:

=VLOOKUP(102, A2:C4, 3, FALSE)

This will return $0.50, the price of Bananas.

<p class="pro-note">💡Pro Tip: Ensure your lookup value exists in the first column of your specified table array for VLOOKUP to work correctly.</p>

2. Using the INDEX and MATCH Functions

If VLOOKUP seems a bit limited, pairing INDEX and MATCH can offer a more flexible solution. This combination allows you to search a value in one column and return a value from another column, regardless of their position.

How to Use INDEX and MATCH

1. Select the cell for the returned value.
2. Enter the formula:

   =INDEX(return_range, MATCH(lookup_value, lookup_range, 0))
   

   • return_range: The range that contains the values you want to return.
   • lookup_value: The value you’re searching for.
   • lookup_range: The range containing the lookup value.

Example Scenario

Using the same product table above, if you want to find the name of the product with ID 103:

=INDEX(B2:B4, MATCH(103, A2:A4, 0))

This would return “Cherries”.

<p class="pro-note">🔍Pro Tip: The MATCH function's "0" specifies that you want an exact match, which is crucial for accurate results.</p>

3. Using the HLOOKUP Function

Similar to VLOOKUP, the HLOOKUP function allows you to search for a value in the top row of a table and return a value from a specified row.

How to Use HLOOKUP

1. Select the cell where you want the value returned.
2. Enter the formula:

   =HLOOKUP(lookup_value, table_array, row_index_num, [range_lookup])
   

   • lookup_value: The value to search for in the first row.
   • table_array: The range of cells containing the data.
   • row_index_num: The row number from which to retrieve the value.

Example Scenario

If your data is arranged horizontally, like this:

To find the name of product ID 102:

=HLOOKUP(102, A1:D2, 2, FALSE)

This will return “Bananas”.

<p class="pro-note">⚠️Pro Tip: Just like VLOOKUP, ensure your lookup value is in the first row of the specified table array for HLOOKUP to function properly.</p>

4. Using the CHOOSE Function

The CHOOSE function is a great way to return values based on a specified index number. This can be particularly useful when you have a fixed set of values.

How to Use CHOOSE

1. Select the cell for the returned value.
2. Enter the formula:

   =CHOOSE(index_num, value1, value2, ...)
   

   • index_num: The index number for the value you want to return.
   • value1, value2, ...: The values from which to choose.

Example Scenario

If you want to return a value based on an index, such as the day of the week:

=CHOOSE(3, "Monday", "Tuesday", "Wednesday", "Thursday", "Friday", "Saturday", "Sunday")

This would return “Wednesday”.

<p class="pro-note">✨Pro Tip: The index number must be within the range of your values; otherwise, you'll get an error.</p>

5. Using the IF Function for Conditional Returns

The IF function can be used to return values based on certain conditions, making it a versatile tool for data analysis.

How to Use IF

1. Select the cell for the returned value.
2. Enter the formula:

   =IF(logical_test, value_if_true, value_if_false)
   

   • logical_test: The condition you want to check.
   • value_if_true: The value to return if the condition is true.
   • value_if_false: The value to return if the condition is false.

Example Scenario

If you want to check if a product's price is above $1.00 and return "Expensive" or "Affordable":

=IF(C2 > 1, "Expensive", "Affordable")

If C2 is $1.50, it would return “Expensive”.

<p class="pro-note">🛠️Pro Tip: You can nest multiple IF functions to handle more conditions, but keep it simple for maintainability.</p>

<div class="faq-section"> <div class="faq-container"> <h2>Frequently Asked Questions</h2> <div class="faq-item"> <div class="faq-question"> <h3>What is the difference between VLOOKUP and INDEX/MATCH?</h3> <span class="faq-toggle">+</span> </div> <div class="faq-answer"> <p>VLOOKUP searches for a value in the first column of a table and can only return values to the right of that column, while INDEX/MATCH allows you to look up values in any direction.</p> </div> </div> <div class="faq-item"> <div class="faq-question"> <h3>Can I use VLOOKUP with multiple criteria?</h3> <span class="faq-toggle">+</span> </div> <div class="faq-answer"> <p>Not directly; however, you can create a helper column that combines the criteria before applying VLOOKUP.</p> </div> </div> <div class="faq-item"> <div class="faq-question"> <h3>What should I do if VLOOKUP returns #N/A?</h3> <span class="faq-toggle">+</span> </div> <div class="faq-answer"> <p>This usually indicates that the lookup value does not exist in the first column of the lookup range. Double-check your data for typos or mismatches.</p> </div> </div> </div> </div>

To wrap it all up, knowing how to return values effectively in Excel can transform your workflow and enhance your data analysis skills. The functions we've explored—VLOOKUP, INDEX and MATCH, HLOOKUP, CHOOSE, and IF—each serve unique purposes that cater to different needs. Experiment with these techniques, and you’ll soon find that you can handle even the most complex data sets with ease. Keep practicing and don’t hesitate to dive into more tutorials to expand your Excel proficiency!

<p class="pro-note">📚Pro Tip: Regularly explore new Excel functions to continuously improve your skills and efficiency.</p>