OK — there is a lot of competitions for the best Excel functions. However, Match and Index have to be near the top of any accountant’s list.
There are times that a VLOOKUP, just won’t cut it. Remember, a VLOOKUP requires the lookup value is in the first column of the table array. Sometimes, that just isn’t possible. There are some cases in which you are rearrange the data, but not always. That is where a combination of MATCH and INDEX saves the day!
In the following example, you cannot use a VLOOKUP to lookup the Item Number, using the Vendor Part Number. The Venter Part Number is not in the first column.
The MATCH function searches for a specified item in a range of cells, and then returns the relative position of that item in the range. The INDEX function returns a value, specified by its relative position in a range, from within a range of cells. In other words, MATCH is used to find an item and INDEX is used to return the value of the item.
MATCH function has the following syntax:
The INDEX function has the following syntax:
INDEX(array, row_number, column_number) /html
Using the table above, the following example shows a comparison of the VLOOKUP and the MATCH/INDEX functions.
Vlookup is one of the functions I use the most. It can locate data within a table and return a value. One of the most confusing things about the function is whether or not to include the True or False at the end.
When using the Excel Function wizard, it argument in the function is called Range_lookup.
Simply stated, use a TRUE or 1 when you want an approximate match. Use a FALSE or 0 when you need an exact match.
Use TRUE when the data in the lookup table does not contain all of the possible data points. For example, in the figure below, if you want to look up the tax rate you would use an approximate match since all incomes are not in the table. If the net income were 100,001, it would return a rate of 39%.
It finds the closest value that is not larger than the lookup value.
In order to use an approximate match, your data must be sorted as well. Otherwise, use a FALSE or exact match.
In a data area, several cells are selected by highlighting in a different color. The example show cells that were manually selected, rather than using conditional formatting. However, if cells are shaded or have a different font color due to conditional formatting, this will work as well.
These can easily be sorted to the top of the list. Place your cursor in one of the cells that
has the color to sort to the top. Right
From the pop-up menu, select sort > Selected cell color on top. This will sort based on the color.