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Excel Troubleshooting

Excel VLOOKUP Not Working: Common Issues and Solutions

December 19, 2023
7 min read

Excel VLOOKUP Not Working: Common Issues and Solutions

VLOOKUP is one of Excel's most useful functions, but it can be frustrating when it doesn't work. Here are common issues and how to fix them.

Common VLOOKUP Problems

1. #N/A Error

Causes:

  • Lookup value doesn't exist in first column
  • Exact match not found (with FALSE parameter)
  • Data type mismatch

    • Solutions:

  • Verify lookup value exists in table
  • Check for exact match vs approximate match
  • Ensure data types match (text vs number)
  • Remove leading/trailing spaces with TRIM()

    • 2. Incorrect Results

    Causes:

  • Using approximate match (TRUE) on unsorted data
  • Wrong column index number
  • Data formatting issues

    • Solutions:

  • Use FALSE for exact match
  • Verify column index number
  • Check data formatting consistency
  • Sort data if using approximate match

    • 3. Formula Returns #REF!

    Causes:

  • Column index exceeds table range
  • Table array reference is invalid

    • Solutions:

  • Count columns from left (first column is 1)
  • Verify table array includes all needed columns
  • Use COLUMN() function to verify index
  • Check for deleted columns

    • 4. VLOOKUP Not Updating

    Causes:

  • Calculation set to Manual
  • Formula entered as text
  • External reference issues

    • Solutions:

  • Set calculation to Automatic
  • Press F9 to recalculate
  • Re-enter formula if formatted as text
  • Check external file links

    • Data Type Issues

    Text vs Numbers

    Problem: Lookup value is text but table has numbers (or vice versa)

    Solutions:

  • Convert text to number: =VALUE(A2)
  • Convert number to text: =TEXT(A2, "0")
  • Use consistent formatting
  • Check for hidden characters

    • Leading/Trailing Spaces

    Problem: Spaces prevent exact matches

    Solutions:

  • Use TRIM() function: =VLOOKUP(TRIM(A2), Table, 2, FALSE)
  • Clean source data
  • Use Find & Replace to remove spaces
  • Apply TRIM to both lookup value and table

    • Case Sensitivity

    Note: VLOOKUP is NOT case-sensitive

  • "APPLE" matches "apple"
  • If case matters, use INDEX/MATCH with EXACT()

    • Formula Syntax Issues

    Correct VLOOKUP Syntax

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

    Parameters:

  • lookup_value: Value to find
  • table_array: Range containing data
  • col_index_num: Column number to return
  • range_lookup: TRUE (approximate) or FALSE (exact)

    • Common Syntax Errors

    1. Missing $ signs: Use absolute references for table

    2. Wrong column number: Count from left, starting at 1

    3. Incorrect range: Table must include lookup column

    4. Missing FALSE: Defaults to TRUE (approximate match)

    Better Alternatives

    INDEX/MATCH Combination

    Advantages:

  • More flexible
  • Works with unsorted data
  • Can lookup left
  • Better performance

    • Example:

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

    XLOOKUP (Excel 365)

    Advantages:

  • Simpler syntax
  • Default exact match
  • Can lookup left
  • Better error handling

    • Example:

    =XLOOKUP(lookup_value, lookup_array, return_array)

    Troubleshooting Checklist

    1. ✓ Verify lookup value exists

    2. ✓ Check data types match

    3. ✓ Remove spaces with TRIM()

    4. ✓ Use FALSE for exact match

    5. ✓ Verify column index number

    6. ✓ Check table array range

    7. ✓ Ensure calculation is Automatic

    8. ✓ Test with simple example first

    Best Practices

    1. Use Tables: Named ranges or Excel Tables

    2. Absolute References: Lock table array with $

    3. Exact Match: Use FALSE unless sorted data

    4. Error Handling: Wrap in IFERROR()

    5. Documentation: Add comments explaining formula

    When to Seek Professional Help

    If VLOOKUP issues persist or you need help implementing more advanced lookup solutions, our Excel experts can help troubleshoot and optimize your formulas. We can also help migrate to INDEX/MATCH or XLOOKUP for better performance and flexibility.

    Need More Help?

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