VLOOKUP may not make you tall, rich and famous, but learning it can certainly give you wings. It makes you to connect two different tabular lists and saves a ton of time. In my opinion understanding VLOOKUP, INDEX and MATCH worksheet formulas can transform you from normal excel user to a data processing beast.
Today, lets understand how to use these formulas better.
What is the syntax for Match, Vlookup and INDEX?
Here is the syntax for these three very powerful functions in plain English:
What are vlookup () and match () ?
VLOOKUP and MATCH are your way of asking excel to find a needle in haystack. Imagine you have all your customer contact information in one sheet in the range A1:D5000 in the format phone number, name, city and date of birth. Now you need to find out which customer has the phone number “936-174-5910”. How do you do it?
You guessed it right, you use VLOOKUP and summon excel to do the search and return with customer name.
While VLOOKUP is used to fetch value a based on what you are looking for, MATCH is used to fetch the position of the value you are looking for.
See this illustration to understand :
What does VLOOKUP really do?
Imagine you have a list of data like this:
Now, how do you answer the question – “How many sales did Jimmy make?“
Yes, your guess is right. VLOOKUP is one of the formulas you can use to answer questions like this.
VLOOKUP searches a list for a value in left most column and returns corresponding value from adjacent columns.
So, in our case, we need VLOOKUP to search for Jimmy and return the amount of sales he made from column 3.
VLOOKUP Syntax & Examples:
The syntax of VLOOKUP is simple:
=VLOOKUP( this value, your data table, column number, optional is your table sorted?)
Here is an example to get you started:
Learn more about VLOOKUP Formula with examples
Please check out this page for 10+ examples of VLOOKUP and how to use it to solve real world problems.
VLOOKUP Examples & Homework
I have made a small excel file detailing 4 VLOOKUP formula examples. The file also contains some home work so that you can practice this formula.
Download VLOOKUP Example Workbook
[NEW] XLOOKUP replaces VLOOKUP in Excel 365
If you are using Excel 365, you can use the new & improved XLOOKUP function. It offers a shorter & more versatile syntax for performing lookups.
For ex: the same lookup as above will be done with XLOOKUP like below:
=XLOOKUP(“Jimmy”, A2:A14, C2:C14) will lookup “Jimmy” in column A and return sales amount from Column C.
Click here to learn more about XLOOKUP.
So what is INDEX() then?
INDEX function is your way of telling excel to fetch a value from large range of values. Since MATCH() function can tell us where the data is found, you can then use INDEX() function to extract corresponding data from another column. In this case, we can use MATCH() to find out which row has net sales 1,799 and INDEX() to return the name of the person. Like this:
Find the position of 1,799 in sales: =MATCH(1799, $C$2:$C$14, 0)
The answer will be 8.
To find the 8th person in names list, we can use INDEX() function like this:
=INDEX($A$2:$A$14, 8)
The answer will be Jagjit.
Related: Learn more about INDEX Formula.
So how are INDEX() and MATCH() linked to each other?
Since MATCH returns the position of the item you are looking for in a list, you can then use this position in INDEX to fetch values surrounding the searched value.
So, we can combine both functions like this:
=INDEX($A$2:$A$14, MATCH(1799, $C$2:$C$14, 0))
This combination is called as INDEX+MATCH formulas.
Related: Using INDEX + MATCH functions & INDEX+MATCH Video
Finally
Remember, both VLOOKUP and MATCH throw a fail error of #N/A if the value you are looking for is not there. If you want to stop seeing the error, use IFERROR function.
Just use them with some dummy data, play around with arguments and see how you can say “oh yeah, I can do that in few minutes” to your boss next time.
VLOOKUP tutorial – video
Please watch this quick video tutorial to understand all these concepts and how to write VLOOKUP formulas easily.
INDEX MATCH Tutorial – Video
Want to Learn More Formulas? Get my VLOOKUP book
If you want to learn VLOOKUP and other Excel lookup functions, then consider getting my VLOOKUP book.
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Comprehensive and easy to understand
This is a book for everyone who uses Vlookup. Most of us think… Oh.. I already know the function. But this book will open your eyes to some brilliant techniques. – By Dr. Nitin Paranjape Solid introduction to lookup functions
This books does a wonderful job of taking each of the lookup functions available in Excel, breaking them down to a simple, easy-to-understand level. – by Lucas Moraga |
27 Responses to “9 Box grid for talent mapping – HR for Excel – Template & Explanation”
Great stuff! I can understand how to add a slicer to the pivot table, but how do you implement the departmental selector on the 'Filter' formula scheme?
Just saw this on your Youtube channel, and it’s areat idea...!
An easy way to overcome the "ugliness" of pivot tables and get it to look nice (in the format of the Output sheet), would be to simply build a sheet with the nice map at the top, a pivot underneath it and a slicer next to formatted map and then reference each of the 9 cells in the formatted map to the “related” cell in the Pivot.
Keep up the good work!
/Claus
Thanks Claus. That is a great idea 🙂
Hi Chandoo,
This is great! Curious how to make additional columns operate the same as the Department column (ex. have a "manager column") that would allow you to sort a 9 box by manager, area, or team in addition to department?
Feel free to email me if needed! mfry01@minnetronixmedical.com
Happy New Year
Madison Fry
I am curious about the smae thing. I would like to populate the 9 box with other views as well by adding additional columns. IE., I would like to add location, region, etc. Thank you.
This is great, thank you!
How can i see the whole data set of all the teams in the output table. Need a formula that will pick up all the employees
Hello,
Love the template. Thank you. Question - the drop down to pick a department on the Output tab does not seem to work on the downloadable template. Am I doing something incorrectly?
Thank you!
Hi Heather... Thank you. I am using Excel 365 to make the calculations. If you are using an older version of Excel, then the drop-down filter won't work.
Hi
I was able to follow your 9 box grid and modified based my needs. However, you tutorial did not show how to you create the filter for the "Pick a department. Can you kindly share how to create that filter that updated the grid. Thank you.
I am working on this project but I am struggling with the data validation for the department. I copy the worksheets data entry and output as the managers want to see different tabs for each managers.
I updated the source reference for each tab but It does not update the grid based on the new source. The list was updated but it does not populate the grid based on the performance and potential listed.
In addition the hyperlink Update Data and View Talent Map no longer works. Can you please help me.
I keep getting this error message in the pivot table:
This formula is invalid or incomplete: 'The expression is not valid or appears to be incomplete. Please review and correct the expression.
The following syntax error occurred during parsing: Invalid token, Line 1, Offset 14, ‘.
Hi, I used your 9-box excel template with excel 365. First off, thank you so very much. It is incredibly helpful!! My only question is that the boxes aren't big enough for all of the employees (specifically the middle which we call 'Core Employee'). Is there a way to make the boxes larger? Even though it is in excel, I am not able to increase row height (like I normally do in a speadsheet). Any ideas? Thanks again, Jody
Hi Chandoo,
Thanks for the great content. Re. 9 box grid, pls advise how do I increase the size of the box to accommodate more names?
Hi Chandoo,
I figured it out. Excel 365 has the format row height on the ribbon. Thank you
Merci Chandoo pour le modèle proposé,
j'ai une question et un souhait est il possible de développer davantage ce modèle en insérant la photo de chaque employé.
Hi Chandoo!
Great tutorial and tool, thank you! Your tutorial didn't include how to create additional filters on the "Output" tab. Could you please share how you did it?
Can this be done exactly in google sheets?
Hi Chandoo,
Thanks for the video it was really helpful. Is there any way to multi select the dropdown to display multiple or all departments rather than just one at once?
Hello Prish
I have Microsoft 365 and I am struggling to make the boxes larger/unable to increase row height; any idea how you made this work? Specifically in the Output tab where the map is?
Many thanks
Hello Jody, I have Microsoft 365 and I am struggling to make the boxes larger/unable to increase row height; any idea how you made this work? Specifically in the Output tab where the map is? Many thanks
Is there a way to change the 9 box wording descriptions, i.e. Work Horses, to our own internal langauge?
You can edit the file. The descriptions are textboxes.
Hi Chandoo, this is awesome and has worked perfectly. Due to a big organisation the 9 box grid on the output file is too small. I tried adjusting using the row/width ribbon under the format ribbon however it doesn't seem to work. Is there an easier way to adjust this?
Thanks!
When I drag the formula, it doesn't work, and the order I use with the data changes. In the beginning, the order is it is " candidates," " potential," and " performance," but when it goes to another column, it is " Potential," Performance," and "Candidates."Can you help me? Thank you very much, sending love from vietnam
Hi- I am working on the 9 grid project and I am trying to expand the box since I have over 100 names on a few of the columns. How do I do that?
Hi, Thank you this is great stuff and really useful.
As well as department as demonstrated on your clip, how can I display all candidates on the grid at once?
Many thanks in advance