Why is the vlookup function not working

Answer

The VLOOKUP function may fail or produce unexpected results due to several common issues. Each reason has a specific condition and solution.

1. Incorrect Lookup Value

VLOOKUP searches for an exact match or approximate match in the first column of a table. The function fails when the lookup value does not exactly match the values in that column.

• Condition: Spaces, hidden characters, or mismatched data types (numbers stored as text) exist in the lookup column.

• Solution: Use the TRIM() function to remove extra spaces and ensure data types match. Convert numbers stored as text into proper numeric format.

2. Column Index Number Is Wrong

VLOOKUP requires a column index number to return the corresponding value from the table.

• Condition: The column index number exceeds the number of columns in the table array.

• Solution: Count the columns in the table array and ensure the column index number is within the range.

3. Approximate Match Instead of Exact Match

By default, VLOOKUP may use an approximate match if the fourth argument, range_lookup, is omitted or set to TRUE. This can cause unexpected results.

• Condition: Lookup value is not sorted in ascending order and range_lookup is set to TRUE.

• Solution: Set range_lookup to FALSE to force an exact match:

  =VLOOKUP(lookup_value, table_array, col_index_num, FALSE)

4. Merged Cells in the Table

VLOOKUP does not work reliably with merged cells in the lookup column.

• Condition: Merged cells break the uniformity of the lookup column.

• Solution: Unmerge cells and fill the values correctly in each row.

5. Lookup Column Is Not the First Column

VLOOKUP always searches in the first column of the selected table array.

• Condition: Lookup value is in a column that is not the first column of the table array.

• Solution: Adjust the table array to start from the lookup column or use INDEX-MATCH as an alternative.

6. Extra Spaces or Non-Printable Characters

Even a single space or non-printable character can prevent VLOOKUP from finding a match.

• Condition: Data copied from external sources often contains hidden characters.

• Solution: Clean the data using:

  =CLEAN(TRIM(A1))

7. Incorrect Data Types

VLOOKUP distinguishes between numbers and text. Numbers formatted as text do not match numeric lookup values.

• Condition: Lookup value is numeric but stored as text, or vice versa.

• Solution: Convert the data types to match. Use VALUE() to convert text to numbers or TEXT() to convert numbers to text.

8. File or Worksheet References Are Broken

When using VLOOKUP across workbooks, broken links or closed workbooks can cause errors.

• Condition: The external workbook is moved, renamed, or closed.

• Solution: Keep the external workbook open or update the links in Excel.

9. Case Sensitivity

VLOOKUP is not case-sensitive. If exact case matching is required, it will fail.

• Condition: Lookup requires matching uppercase and lowercase letters exactly.

• Solution: Use INDEX-MATCH with EXACT() instead of VLOOKUP.

10. Error Handling

Errors like #N/A or #REF! appear when no match is found or when references are invalid.

• Condition: Lookup value does not exist in the table.

• Solution: Use IFERROR() to manage errors:

  =IFERROR(VLOOKUP(lookup_value, table_array, col_index_num, FALSE), "Not Found")

These conditions cover most reasons why VLOOKUP might not work. Cleaning the data, ensuring correct ranges, and confirming the lookup type usually resolves the problem.

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