How to Retrieve a value from a reference grid according to index values Save in Excel

In this article, we will learn How to Retrieve a value from a reference grid according to index values Save in Excel

Scenario :

Many times when working with long unscattered data, we need to first clean data before working on it. It takes time and you just wanted to extract some queries. To extract data, you generally use the VLOOKUP function. But when we have long data with many column fields, then it gets messy because VLOOKUP function requires the correct column index as number, or else the formula returns error. Right there, below is the formula explanation for this kind of problem.

How to Solve the Problem?

For the formula to understand first we need to revise a little about the following functions

  1. INDEX function
  2. MATCH function

Now we will make a formula using the above functions. Match function will return the index of the lookup value1 in the row header field. And another MATCH function will return the index of the lookup value 2 in the column header field. The index numbers will now be fed into the INDEX function to get the values under the lookup value from the table data.

Generic Formula:

= INDEX ( data , MATCH ( lookup_value1, row_headers, 0 , MATCH ( lookup_value2, column_headers, 0 ) ) )

data : array of values inside the table without headers

lookup_value1 : value to lookup in the row_header.

row_headers : Row Index array to lookup.

lookup_value1 : value to lookup in the column_header.

column_headers : column Index array to lookup.

Example :

All of these might be confusing to understand. Let's understand how to use the function using an example. Here we have some sample order data and we need to find the missing data related to the given value in the table.

Here we need to find the order details like Quantity, region and price for the order placed on 13-01-2019.

Use the formula:

= INDEX ( A2:D11 , MATCH ( G3 , A2:A11 , 0 ) , MATCH ( F4 , A1:D1 , 0 ) )

Explanation:

  1. MATCH function returns the index of the matched value in the given 1D array (horizontal or vertical).
  2. MATCH(F4,A1:D1,0) returns 3 as index.
  3. MATCH(G3,A2:A11,0) returns 5 as Index
  4. INDEX function will return the 5th element (starting from 2nd Row) in the 3rd column.

As you can see the quantity related to order placed on 13-01-2019 comes out to be 38. Now we can find the region from which the order was placed using the formula.

Use the formula:

= INDEX ( A2:D11 , MATCH ( G3 , A2:A11 , 0 ) , MATCH ( F5 , A1:D1 , 0 ) )

As you can see the order was placed from the South region. Now get the price related to the order placed

Use the formula:

= INDEX ( A2:D11 , MATCH ( G3 , A2:A11 , 0 ) , MATCH ( F6 , A1:D1 , 0 ) )

As you can see price comes out to be 82.84. You noticed we extracted all details using one formula. The INDEX and MATCH combo is best to find one value from the table.

Here are all the observational notes regarding using the formula.

Notes:

  1. The formula works for text and numbers both.
  2. The function returns the #NA error if the lookup array argument to the MATCH function is not of the same length of the table array.
  3. The formula returns an error if lookup_value doesn't match the value in the table lookup_array.
  4. The function matches the exact value as the match type argument to the MATCH function is 0.
  5. Use the argument -1 for less than, 0 for exact match and 1 for the greater than the lookup match.
  6. The lookup values can be given as cell reference or directly using quote symbol ( " ) in the formula as arguments.

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