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Why INDEX MATCH is Better Than VLOOKUP
by Matthew Kuo on April 26, 2013
in Database Theory, Excel
Tagged as: index match, lookups, modeling, troubleshooting, tutorials, vlookup
When deciding between which vertical lookup formula to use, the majority of Excel experts agree that INDEX MATCH is a
better formula than VLOOKUP. However, many people still resort to using VLOOKUP because its a simpler formula.
One major driver of this problem is that most people still dont fully understand the benefits of switching from VLOOKUP,
and without such an understanding, they are unwilling to invest the time to learn the more complex formula. The purpose of
this post is to describe in detail all of the benefits of using INDEX MATCH and convince you that you should use INDEX
MATCH exclusively for all of your vertical lookups.
If you dont know how to use INDEX MATCH, please click here for a detailed tutorial. Once youve learned INDEX
MATCH and started using the formula consistently, youll reduce the number of spreadsheet errors you make, become more
efficient in navigating Excel, and significantly improve your ability to create complex Excel models that have a heavy database
component.
Dynamic Column Reference Leads to Fewer Errors
The key difference between INDEX MATCH and VLOOKUP is that VLOOKUP requires a static column reference
while INDEX MATCH uses a dynamic column reference. With VLOOKUP, most people will input a specific, static
number to indicate which column they want to return from. When you use INDEX MATCH, the formula allows you to
manually choose which column you want to pull from.
The reason this leads to fewer errors is because when you follow the INDEX MATCH syntax, you click directly on the
field containing the value you want to return.
With the VLOOKUP syntax, you specify your entire table array, AND THEN you specify a column reference to indicate
which column you want to pull data from.
Its a small difference, but this additional step undoubtedly leads to more errors. This error is especially prevalent when you
have a large table array and need to visually count the number of columns you want to move over. When you use INDEX
MATCH, no such counting is required.
The next two advantages of using INDEX MATCH also come from the fact that VLOOKUP requires a static column
reference input for the values you want to return. Please note that you could get around the static reference issue by using a
formula within the VLOOKUP syntax, creating a combination formula such as VLOOKUP MATCH or VLOOKUP
HLOOKUP. However, its much simpler just to learn INDEX MATCH and gain all the additional benefits beyond just
having dynamic column reference.
Insert Column Immunity
The greatest benefit of using INDEX MATCH over VLOOKUP is the fact that, with INDEX MATCH, you can insert
columns in your table array without distorting your lookup results. Any time you work with a large dataset, theres a good
chance youll need to go back to edit our columns and potentially insert a new column. With VLOOKUP, any inserted or
deleted column that displaces your return values will change the results of your formulas.
Take the VLOOKUP example below. Here, weve setup the formula to pull the State value from our data table. Because
it is a VLOOKUP formula, we have referenced the 4
th
column.
If we insert a column in the middle of the table array, the new result is now Seattle; we are no longer pulling the correct
value for State and must change the column reference.
INDEX MATCH has insert column immunity, so you can insert and delete columns without worrying about updating every
associated lookup formula.
Easier to Drag and Copy
When working with large datasets, its rare to write just a single lookup formula; youre likely going to need to drag and
copy your formula to multiple cells to perform multiple lookups. For example, lets say that for a specific ID, I want to
return a series of values from my table in the exact same order as they appear in the table. When I try to drag and copy
the standard VLOOKUP formula across (with a reference lock on both the lookup value and the table array), the lookup
doesnt work because it just pulls the same value for each entry. This deficiency is again caused by VLOOKUP requiring a
specific column reference input for your return values.
With INDEX MATCH, because you can set the return column to float (essentially by not reference locking it) the return
column will move as you copy your formula over, providing you the different fields as they appear.
No Array Restriction
Another key limitation of VLOOKUP is that it requires you to specify a square table array in which your column reference
cannot move beyond. The key situation when this becomes a problem is when you append a new field to your dataset
beyond your original table array. Consider the example below:
If I append a new column to this dataset, I cant use my original VLOOKUP formula to pull values from that new column. If
I change my column reference to 6 the formula returns an error because my table is only 5 columns wide. To make the
formula work, Id have to update the table array I specified every time I add a new column.
With INDEX MATCH, you dont need to specify a table array and therefore dont face this problem.
Right to Left Lookup
One of the key benefits of using INDEX MATCH is being able to create lookup keys on the right side of your data table.
New lookup keys are generally created by running calculations on fields within your original dataset. These keys represent
your lookup column within the INDEX MATCH syntax. When using INDEX MATCH, you can append these new lookup
keys to the right side of your table and perform a right-to-left lookup to pull the values you want to return. The INDEX
MATCH syntax doesnt care whether your lookup column is on the left or right side of your return column.
With VLOOKUP, because you can only perform a left-to-right lookup, any new lookup key you add must be on the left
side of your original table array. Therefore, every time you add a new key, you have to shift your entire dataset to the right
by one column. Not only is this annoying, but it can also interfere with existing formulas and calculations youve created in
your spreadsheet.
Doubles as an HLOOKUP
This probably isnt the biggest deal to most users, but its still worth mentioning. A VLOOKUP restricts you to only
performing vertical lookups on a table array. I cant, for example, lookup values across the top of my dataset and perform a
horizontal lookup. To achieve this objective, Id need to use a completely different formula.
With INDEX MATCH, you can simply arrange both your lookup array and return array horizontally to perform an
HLOOKUP. I dont recommend doing horizontal lookups in general, but if you ever need to, you should definitely use the
INDEX MATCH formula.
Lower Processing Need
The processing benefit of using INDEX MATCH has been marginalized in recent versions of Excel because the softwares
processing capabilities have expanded so significantly. But just give everyone a brief history lesson Ill elaborate upon this
benefit. In some of Excels older versions, the software had tangible processing limitations that would be noticeable if you
built a huge data set. In some situations, I was required to lookup values for thousands of rows so I could append a new
column to a large table. Once I added all of these formulas, the software would freeze up and take several minutes to
calculate the return values. I eventually had to replace my VLOOKUP formulas with INDEX MATCH to speed up the
calculations.
The reason for this difference is actually fairly simple. VLOOKUP requires more processing power from Excel because it
needs to evaluate the entire table array youve selected. With INDEX MATCH, Excel only has to consider the lookup
column and the return column. With fewer absolute cells to consider, Excel can process this formula much faster.
Again, please keep in mind that this benefit is probably no longer noticeable given the improvements made in Excels
processing power. However, if for any reason you need to run thousands of lookup formulas within a spreadsheet, make
sure to use INDEX MATCH.
Conclusion
The one disadvantage of using INDEX MATCH is that it is clearly harder to learn and more difficult to remember. Excel
does not have the syntax built into the software and the syntax by itself is not intuitive. However, this hurdle can easily be
resolved by reading a simple tutorial on how to use the formula.
Making the switch from VLOOKUP to INDEX MATCH was one of the key steps I took to improve the quality of the
Excel models I built. I now use INDEX MATCH exclusively for all of my vertical lookups. I do this not just because its a
better formula, but also because it helps me remember the more complex syntax. Once youve made the switch, and
experienced the benefits of using INDEX MATCH, I promise you that you wont go back to VLOOKUP.
Related Posts
{ 21 comments read them below or add one }
Ron May 27, 2013 at 8:40 am
Inserting columns is a good thing. But it seems you cannot insert rows.
For example:
Sheet 1 has a list of 1000 users.
Sheet 2 has the same list of 1000 users with extra info.
I want to add the info from sheet 2, to the corresponding users on sheet 1.
How to Use
VLOOKUP
How to Use INDEX
MATCH MATCH
How to Use
VLOOKUP MATCH
How to Learn Excel Tutorial: How to
Decide Which
Excel Lookup
Formula to Use
This works fine as long as I have an exact copy of all users on both sheets.
When I insert a row on sheet 2, all data is mixed-up.
Also adding a row kills it.
Would be great to have a solution for this.
btw, thanks for your great tutorial.
Reply
Matt March 19, 2014 at 12:20 pm
It sounds like you are using static ranges. You can solve that problem by using dynamic named ranges.
Reply
Bernard June 20, 2013 at 9:00 am
Hi, am a total newbie, I just cant figure this stuff out, whos on first, no who on secondsmile!
1. I am trying to create an Input Data sheet (sheet 1) that requires input in the ReportID and First and Last Name
fields, other fields are not mandatory (fields array A to I, number of records, unlimited. All data should be stored
on another sheet (Sheet 2)
2. Sheet 2 (Data from Input sheet 1)
ReportID FirsttName LastName IncidentDate InjuryType SpecificEvent StatusClassification DaysLeft
E12/13 409 Joseph Jones Saturday, May 04, 2013 Neck and Shoulder Cosmos Watch 35
E12/13 415 Roy Cooper Monday, June 17, 2013 Left Hand Carolina vs. NY Rangers Litigation 0
E12/13 412 Johnny Gild Friday, April 12, 2013 Nose NC State vs. Seton Hall Information Only 84
Note, Row 32, column I, when 0 days left, then change cell color and email defined recipients
3. Sheet 3 should search and display results of a search of all specific criteria in column H, i.e., Litigation,
Information Only, Watch, Claim Paid, etc.and display the results. The criteria will be in a combo box for easy
changing of search and display.
4. Sheet 3 (Displayed Results of Search of Column H of sheet 2)
Litigation (Combo box criteria find all rows of Litigation and Display them on sheet 3). If I change the criteria
from litigations to say Watch, the new result should replace the old data and display the new result.
ReportID FirsttName LastName IncidentDate InjuryType SpecificEvent StatusClassification DaysLeft
E12/13 415 Roy Cooper Monday, June 17, 2013 Left Hand Carolina vs. NY Rangers Litigation 17
E12/13 418 Ray Tucker Tuesday, June 18, 2013 ForeArm Harness Racing Litigation 72
E12/13 424 Jim Carry Monday, May 09, 2011 Sprained ankle Frazier vs. Ali Litigation 19
Many, many thanks for any assistance you all can provide. Remember, I need to know whos on first! (Details)
Reply
kishore babu September 2, 2013 at 11:38 am
Super. New experience for me to do miracle.
Reply
Bryan November 7, 2013 at 8:31 am
I have run into the issue you describe with the static column reference in VLOOKUPS and have recently started
combining VLOOKUP with MATCH to overcome this issue. NOTE: This only works for left to right lookups; your
solution for right to left lookups remains valuable.
As you mention, errors are more likely to arise when using a static number for the column reference and it also makes
it more unwieldy with moving parts in a large excel sheet. However, you can use the MATCH function instead of a
static column reference within the excel formula to make your formula more useful and flexible.
For example, in the example above, to lookup the city corresponding to ID 5, the formula would read:
=VLOOKUP(B3,$6:$14,MATCH(C2,6:6,0),FALSE)
Using this formula, you avoid the issue of having to reformat when adding new columns, since the formula will look at
all columns within rows 6-14 (you could even extend the number of rows to ALL rows, but this could lead to slower
processing). Also, when cell C2 is changed to any of the data headers, the formula will react by adjusting the column
reference within the VLOOKUP.
Reply
Gavin November 24, 2013 at 12:15 pm
Excellent article / tutorial and probably the best I have come across. Although I do wonder if it is possible to use in an
array type scenario?
I took some time to practice the INDEX MATCH functions on my own. So just for example I do not have a unique
ID per person / record but need to query anyone with a specific street name (two or more employees may live on the
same street!!), the INDEX MATCH function seems to display the first instance it comes across. I am aware that basic
or advanced filters or else an access database query would be the more obvious solutions; but as I am sure you know
it is not always that feasible / simple.
So if I select an array of cells (for example 2) prior to entering the INDEX MATCH formula and then hold CSE to
complete as an array; the same value appears in both cells, which just so happens to be the first instance it came
across. For example;
=INDEX(A2:D6,MATCH(seabury,D2:D6,0),1)
So I was wondering if you have any thoughts or tutorials to assist in the array formula context?
Thanks very much in advance for your time and article.
Gavin
Reply
Ben December 4, 2013 at 9:15 am
I would agree the Index Match combination is much more efficient. One other disadvantage though is that tracing that
is easy with V/H lookups does not work with the Index Match combination.
Reply
NITIN December 21, 2013 at 4:58 am
Dear sir,
Please mail u =match+indirect+index v\s vlookup formula file in excel
thans
NITIN
Reply
hannah January 9, 2014 at 11:32 am
Thank you for this! Ive been toting around the past year at my job saying how vlookup is inferior to index match
Im going to print this out as required reading for when I teach Excel training to my office.
Reply
Matthew Kuo January 10, 2014 at 3:31 pm
Youre welcome. I reference this page a lot to make my case. Glad someone else is doing the same.
Matthew
Reply
Rhett Butler January 10, 2014 at 3:26 pm
Any chance someone could email me or post the file containing this so that I may use it as a cross referencing guide for
products?
Reply
Patrick January 17, 2014 at 3:36 pm
Great information, but all the examples talk about tables, but they are really ranges (e.g., A10:B15), not tables. Id
like to see examples using Excel Tables (that is, a range that is formatted as a table using the icon Format as
Table in the Home tab), where the table is named, columns are named, and references do not use explicit cell
references. Excel Tables use structured references.
For example:
INDEX (Entities_vs_WP[#Data], MATCH (TRIM(Ents[[#This row],[Entity Name]]), Entities_vs_WP[[#Data],
[Entity Name]],0),3)
Entities_vs_WP is an Excel table on one sheet.
Ents is another Excel table on a different sheet.
Bonus question (and I dont yet know the answer): why does the above formula not work if I specify the column name
reference in the INDEX formula, as in:
INDEX (Entities_vs_WP[[#Data][Entity Name]]
The above does not work, giving a #REF! error.
Thanks!
Reply
Steven January 24, 2014 at 2:28 pm
Another advantage of this is the ability to select the row below the Match return. For example, I have a two column
list. First column is pipe diameter, second column is area (in my case flow area), both listed in increasing order. By
using the following formula I am able to look up the pipe diameter that has a greater flow area than needed.
VLOOKUP would only be able to return the pipe diameter that is just below my required flow area. This also is a
right-to-left lookup.
=Index(A1:B7,1+Match(B1:B7))
Reply
Steven January 24, 2014 at 2:33 pm
Another advantage of this is the ability to select the row below the Match return. For example, I have a two column
list. First column is pipe diameter, second column is area (in my case flow area), both listed in increasing order. By
using the following formula I am able to look up the pipe diameter that has a greater flow area than needed.
VLOOKUP would only be able to return the pipe diameter that is just below my required flow area. This example
assumes the query value, required flow area, is in A10 and returns the minimum pipe diameter needed to meet this
flow area.
=Index(A1:B7,1+Match(A10,B1:B7,0))
Reply
Sam January 26, 2014 at 6:49 pm
Hi,
I am fairly new to this stuff and need to use an index match/ or vlookup to solve a problem.
The problem I have is that I have two datasets that I need to cross reference. If I use a normal vlookup then it misses
some of the data. The reason is that data can be added into either of these datasets and yet not be included in the
other set (therefore is not picked up by the vlookup). What I need is a vlookup that looks both ways (without creating
any duplicates) if that makes sense?
Would appreciate any help on this.
Thanks!
Reply
Betty January 29, 2014 at 1:57 am
Hi,
Im trying to figure out how to correct this #value error below on row c15 to c18. This is the formula of salesman
description column: =INDEX($F$3:$F$14,MATCH(B3,IF($D$3:$D$14=A3,$E$3:$E$14),0))
a b c d e f
1 SALESMAN CASHIER
2 date amt description date amt description
3 1/2/2014 175.25 cs 1/2/2014 175.25 cs
4 1/2/2014 366.00 cs 1/2/2014 3,556.75 cs
5 1/2/2014 912.00 #N/A 1/2/2014 7,583.00 cs
6 1/2/2014 3,556.75 cs 1/2/2014 8,873.50 arc
7 1/2/2014 6,580.00 #N/A 1/2/2014 9,651.25 arc
8 1/2/2014 7,583.00 cs 1/2/2014 10,174.56 arc
9 1/2/2014 8,873.50 arc 1/2/2014 12,012.00 cs
10 1/2/2014 9,651.25 arc 1/2/2014 16,437.50 cs
11 1/2/2014 10,174.56 arc 1/2/2014 17,505.00 arc
12 1/2/2014 12,012.00 cs 1/2/2014 18,000.00 cs
13 1/2/2014 16,437.50 cs 1/2/2014 26,140.60 arc
14 1/2/2014 17,505.00 arc 1/2/2014 366.00 cs
15 1/2/2014 18,000.00 #VALUE!
16 1/2/2014 26,140.60 #VALUE!
17 1/2/2014 45,656.00 #VALUE!
18 1/2/2014 95,590.00 #VALUE!
Thanks,
Betty
Reply
Bala February 12, 2014 at 7:45 am
which web site I can see the full Vlookup & Hlookup easy details
pls tell me
Regards & Thank You
Bala
Reply
Sarabjit Kamboj April 3, 2014 at 6:42 am
Thanks Sir, using this i have solved a major problem.
Thums up.
Reply
Krishnakumar May 27, 2014 at 1:00 am
Really nice tutorial, very useful. Thanks very much.
Reply
Rahul Pokale June 3, 2014 at 2:27 am
I use MATCH to make Column Index Number dynamic and never faced any problem. Just cant use Vlookup for
Right to Left lookup.
Reply
Dean Waring June 5, 2014 at 11:44 am
Great tutorial. Im a believer and Ive switched. I had a problem where I had a list of golf scores and golfers in a
tournament, and I needed to determine who won certain events, like skins, based on their scores. I could find the
lowest score on each hole no problem, and I also figured a way to determine if a tie existed on the lowest score,
thereby eliminating it from the skin determination. But, I wanted to return the winners name which was to the left of the
data being searched. Index match was perfect. Next, I needed to not lookup any names where there was a tie on the
lowest score, so I wrapped the Index match in an if statement to print where ties existed. Finally, I locked down the
name column but copied the rest of the formula dynamically across the 18 holes on a score card.thanks for the tip.
Reply
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{ 4 trackbacks }
How to Use INDEX MATCH April 26, 2013
Top 3 Reasons Why My VLOOKUP Isnt Working April 26, 2013
Index MatchVLookup | January 14, 2014
Requirements Tools: Excel (1 of Many) | seilevel.com February 13, 2014
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