7 reasons why you should use INDEX() formula in Excel

Of all the hundreds of formulas & thousands of features in Excel, INDEX() would rank somewhere in the top 5 for me. It is a versatile, powerful, simple & smart formula. Although it looks plain, it can make huge changes to the way you analyze data, calculate numbers and present them. It is so important that, whenever I teach (live or online), I usually dedicate 25% of teaching time to INDEX().

Today lets get cozy. Lets start a fling (a very long one). Lets do something that will make you smart, happy and relaxed.

INDEX formula - Usage, examples & Tips

Understanding INDEX formula

In simple terms, INDEX formula gives us value or the reference to a value from within a table or range.

While this may sound trivial, once you realize what INDEX can do, you would be madly in love with it.

Few sample uses of INDEX

1. Lets say you are the star fleet commander of planet zorg. And you are looking at a list of your fleet in Excel (even in other planets they use Excel to manage data). And you want to get the name of 8th item in the list.

INDEX to rescue. Write =INDEX(list, 8)

2. Now, you want to know the captain of this 8th ship, which is in 3rd column. You guessed right, again we can use INDEX,

=INDEX(list, 8,3)

Syntax of INDEX formula

INDEX has 2 syntaxes.

1. INDEX(range or table, row number, column number)

This will give you the value or reference from given range at given row & column numbers.

2. INDEX(range, row number, column number, area number)

This will give you the value or reference from specified area at given row & column numbers.

It may be difficult to understand how these work from the syntax definition. Read on and everything will be clear.

7 reasons why INDEX is an awesome companion

Whether you are in planet zorg managing dozens of star fleet or you are in planet earth managing a list of vendors, chances are you are wrestling everyday with data, pleasing a handful of managers (and clients), delivering like a rock star all while having fun. That is why you should partner with INDEX. It can make you look smart, resourceful and fast, without compromising your existing relationship with another human being.

Data used in these examples

For all these examples (except #6), we will use below data. It is in the table named sf.

Data used in INDEX formula examples

Reason 1: Get nth item from a list

You already saw this in action. INDEX formula is great for getting nth item from a list of values. You simply write =INDEX(list, n)

Reason 2: Get the value at intersection of given row & column

Again, you saw this example. INDEX formula can take a table (or range) and give you the value at nth row, mth column. Like this =INDEX(table, n, m)

Reason 3: Get entire row or column from a table

For some reason you want to have the entire or column from a table. A good example is you are analyzing star fleet ages and you want to calculate average age of all ships.

You can write =AVERAGE(age column)

or you can also use INDEX to generate the age column for you. Assuming the fleet table is named sf and age is in column 7

write =AVERAGE(INDEX(sf, ,7))

Notice empty value for ROW number. When you pass empty or 0 value to either row or column, INDEX will return entire row or column.

Likewise, if you want an entire row, you can pass either empty or 0 value for column parameter.

Reason 4: Use it to lookup left

By now you know that VLOOKUP() cannot fetch values from columns to left. It does not matter if the person looking up is the star fleet commander.

But INDEX along with MATCH can fix this problem.

Lets say you want to know which ship has maximum capacity.

  1. First you find what is the maximum capacity =MAX(sf[Capacity (000s tons)])
  2. Then you find position of of this capacity in all values =MATCH(max_capacity, sf[Capacity (000s tons)],0)
  3. Now, extract the corresponding ship name =INDEX(sf[Ship Name], max_capacity_position)

Or in one line, the formula becomes

=INDEX(sf[Ship Name], MATCH( MAX(sf[Capacity (000s tons)]), sf[Capacity (000s tons)], 0))

For more tips read using INDEX + MATCH combination

Reason 5: Create dynamic ranges

So far, your reaction to INDEX’s prowess might be ‘meh!’. And that is understandable. You are of course star fleet commander and it is difficult to please you. But don’t break-up with INDEX yet.

You see, the true power of INDEX lies in its nature. While you may think INDEX is returning a value, the reality is, INDEX returns a reference to the cell containing value.

So this means, a formula like =INDEX(list, 8) looks like it is giving 8th value in list.

But it is really giving a reference to 8th cell.

Since the result of INDEX is a reference, we can use INDEX in any place where we need to have a reference.

Sounds confusing?

For example, to sum up a list of values in range A1:A10, we write =SUM(A1:A10)

Now, in that formula, both A1 and A10 are references.

Since INDEX gives a reference, we can replace either (or both) A1 & A10 with INDEX formula and it still works.

so =SUM(A1 : INDEX(A1:A50,10))

will give the same result as =SUM(A1:A10)

Although the INDEX route appears overly complicated, it has other applications.

Example 1: SUM of staff in first x ships

Lets say you want to sum up staff in first ‘x’ ships in the sf table.

Since ‘x’ changes from time to time, you want a dynamic range that starts from first ship and goes up to xth ship.

Assuming ‘x’ value is in cell M1 and first ship’s staff is in cell G3,

=SUM(G3:INDEX(sf[Staff count], M1))

will give the desired result.

Example 2: A named range that refers to all ship names in column A

Many times you do not know how much data you have. Even star fleet commanders are left in dark. Lets say you are building a new ship tracking spreadsheet. Since your fleet is ever growing, you do not want to constantly update all formulas to refer to correct ranges.

For example, the ship names are in column A, from A1 to An. And you want to create a named range that points to all ships so that you can use this name elsewhere.

If you define the lstShips =A1:A10, then after you add 11th ship, you must edit this name. And you hate repetitive work.

One solution is to use OFFSET formula to define the dynamic range,

like =OFFSET(A1, 0,0, COUNTA(A:A),1)

While this works ok, since OFFSET is volatile function, it will recalculate every time something changes in your workbook. Even when someone replaces a bolt on landing gear of USS Enterprise.

This will eventually make your workbook slow.

That is where INDEX comes.

You see, INDEX is a non-volatile function*.

So you can create lstShips that points to,

=A1: INDEX(A:A, COUNTA(A:A))

*Even though INDEX is non-volatile, since we are using it in defining a range reference, Excel recalculates the lstShips every time you open the file. (reference).

Reason 6: Get any 1 range from a list of ranges

INDEX has another powerful use. You can get any one range from many ranges using INDEX.

Since you are a successful, smart & resourceful star fleet commander, you got promoted. Now you manage fleet of several planets.

And you have similar ship detail tables for each planet in a workbook. And you want to calculate average age of any planet’s ships with just one formula.

Again INDEX to rescue.

Using INDEX formula to get one of many ranges

Assuming you have 3 different tables – planet1, planet2, planet3

and selected planet number is in cell C1,

write =AVERAGE(INDEX((planet1,planet2,planet3),,,C1))

The reference (planet1,planet2,planet3) will point to all data and C1 will tell INDEX which planet’s data to use.

Pretty nifty eh?!?

Reason 7: INDEX can process arrays

INDEX can naturally process arrays of data (without entering CTRL+Shift+Enter).

For example you want to find out how much staff is in the ships whose captain’s name starts with “R”.

write =SUM(INDEX((LEFT(sf[Captain],1)=“r”)*(sf[Staff count]),0))

Although LEFT(sf[Captain],1)=”r” and sf[Staff count] produce arrays, since INDEX can process arrays automatically, the result comes without CTRL+Shift+Enter

Where as if you use SUM alone =SUM((LEFT(sf[Captain],1)=”r”)*(sf[Staff count])) you have to press CTRL+Shift+Enter to get correct results.

Other formulas: SUMPRODUCT & MATCH too can process arrays automatically.

Download Example Workbook & Get close with INDEX

Since you are going to ask, “I want to spend sometime alone with INDEX in my cubicle right now!”, I made an example workbook. It explains all these powerful uses of INDEX. Go ahead and download it.

Get busy with INDEX.

How to use INDEX in Excel – Video

In this video, learn how to use INDEX formula in Excel with many real-world examples. You can also watch it here.

Why do you love INDEX?

I love INDEX(). If we get a dog, I am going to call her INDEX.

Updated on Feb 2024: We did get a dog, but we call her Excel!

That is how much I love the formula. Almost all my dashboards, complex workbooks and anything that seems magical will have a fair dose of INDEX formulas.

What about you? Do you use INDEX formula often? What are the reasons you love it? Please share your tips, usages and ideas on INDEX using comments.

Learn more about INDEX & other such lovely things in Excel

If you are whistling uncontrollably after reading so far, you are in for a real treat. Check out below articles to become awesome.

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67 Responses

  1. Sure it’s a nice new command. It would be useful if everyone had access to it. But if there is any chance you will be sharing the file with someone who has a onetime payment Office license, or an older version of Office you can’t use it.

    1. That is my biggest gripe with many new features MS is launching. With such vast userbase and existing spreadsheet “systems”, all of these formulas are going to create more trouble than imagined. That said, we should learn new things, especially if you move to a new job chances are you will be using a different version of Excel there.

      1. I love to learn new things, like this new command. But I can’t afford, literally don’t have the money, to keep paying for 365.

        This is the thing that especially offends me about the Office 365 pricing scam/scheme. Sure, if they want to milk more money from users using the rental scam, fine I know I don’t have to fall for it. But restricting new “features”, like new commands to 365 is offensive. It makes one-time payment users “second class” customers, especially anyone who has paid for Office 2019. At least in the past new features/commands came only came out every few years, with new versions so there was some logic to the separation. But now the new features are coming every few months and there is no real separation between 2019 and 365, but still they limit the new features to 365. Even 2016 is close enough. MS “accidentally” pushes a few new features to 2016, when they feel like it or when they are too lazy to do the extra work to prevent them from going to 2016.

        1. I agree with Ron I have MS Office 2019 which I used for Charity work but a pensioner I find the cost of the MS365 unaffordable. Perhaps there is some way for a Ms Guru to perhaps create 3rd party update for the stand alone versions.
          I will however continues with Ms 365 this year as I have just renewed the subscription
          thanks very much for keeping us abreast of latest developments and also the excel community for their useful feed back
          regards Brian 18/03/2024

          1. Good point. I suggest using the free MS Office online (you just need onedrive account) to maintain old files and work on them. The only limitation is that it is browser based, so you won’t be able to do many advanced things. But it is better than the alternative of shelling out $100+ every year.

  2. Yes, of course this is the latest and excellent update from Microsoft but this feature will take years to come in the market because most of the people or offices are still using Office 2007 or 2013.

    1. Hmm, the base scenario is similar to index+match, but XLOOKUP makes life simple with single formula and default “exact match” setup. Plus I find the “lookup from last” and “less than” “greater than” options very useful and less cryptic than MATCH options.

  3. Thanks for sharing, it added some excitement to my Friday morning! I don’t have 365 but am still excited to be aware of the existence of these features! I know that vlookup on larger sets of data can really take up some resources–it makes sense, it’s performing a lot of operations for us while we sit and sip on coffee. 😉 However, I’m wondering if you’ve you noticed a difference in performance with xlookup? Is it slower, faster, or pretty much the same in terms of calculation speed?

    1. I haven’t tested it against VLOOKUP or INDEX+MATCH. If anything, I would guess that the performance should be similar as they could all use same logic internally. I will try this and share some outcomes later.

      1. I would love to know the results. We’re crunching a ton of data and I love the simplicity of XLOOKUP, but we can’t handle the sluggishness of VLOOKUP. I hope XL is faster!!!

        1. I believe XLOOKUP has been written to deliver exact matches at the same speed as a binary (vlookup’s approximate) search.

  4. A nice addition to the function list. Very usefull and easier to use then INDEX + MATCH.
    Since XLOOKUP is in beta testing, it would be great if Microsoft development team added a 5th. argument: if_na. That is: if XLOOKUP returns #N/A, an alternate value could be returned instead. Therefore, it wouldn’t be necessary to do =IFNA(XLOOKUP(…), value_if_na).

    1. Good idea. But I feel this can be a dangerous precedent as no other formula in Excel has fail-safe option (other than IFERROR and IFNA ofcourse). So may be leave it to return error.

  5. Although I don’t have and expecting to be around soon in EXCEL 2019, my question is there a way to work around the new function “xlookup” but not the old ones.
    However it is appreciated tip,thanks

      1. Here is an idea.
        If you wish to analyse data for a given month, the relevant portion of the Sales table (sorted by date) is given by
        = XLOOKUP( EOMONTH(month,0), EOMONTH(+sales[Date],0), sales,0,1 ) :
        XLOOKUP( EOMONTH(month,0), EOMONTH(+sales[Date],0), sales,0,-1 )
        which can be referred to as a named formula ‘selected’. Being a reference to the original table, range intersection with columns works. Hence
        = XLOOKUP( MAX(selected sales[Net Sales]),
        selected sales[Net Sales], selected sales[Sales Person] )
        provides an answer to
        Who had most sales for February?

        Caution: The formula requires 7 separate searches of the data but they are very fast.

    1. @Hamish… you should be able to use any reference styles that work with other formulas in XLOOKUP. So yes for names, structural, cell and references to other sheets / workbooks.

    2. Hamish, Yes it all works perfectly. That includes cases in which the data table does not comprise raw data but rather is made up of dynamic arrays. Naming the anchor cell of each dynamic array allows expressions such as
      = XLOOKUP( MAX(selectedNetSales#), selectedNetSales#, selectedSalesPerson# )

      Conversely, if the returned field is comprised of anchor cells for separate dynamic lists (e.g. employment data for the specified salesman) then the list can be returned by adding ‘#’
      =XLOOKUP(0,sales[Net Sales],EmployeeInfo,1)#

  6. Since the documentation says it returns a reference array, could you write formulas that could answer questions that need to perform a function upon a result set that contains multiple rows such as:

    1. What is the total Profit/Loss for SalesPersons named [Jamie]?
    2. What is the MAX/MIN Net Sales for SalesPersons named [Jamie]?
    3. What was the Average Net Sales for everyone that had exactly [8] Customers?

    1. I think the answer to your question is ‘no’ unless you are willing to sort the table so that the records you wish to aggregate form a continuous range. That is, the formula
      = SUM(
      XLOOKUP(salesPerson,sales[Sales Person],sales[Profit / Loss],,,1):
      XLOOKUP(salesPerson,sales[Sales Person],sales[Profit / Loss],,,-1))
      only works if the data is sorted by Sales Person.

      Otherwise it looks like SUMIFS (and similar) offers the best solutions with FILTER a close second.
      = SUMIFS( sales[Profit / Loss], sales[Sales Person], salesPerson )
      = SUM( FILTER(sales[Profit / Loss], sales[Sales Person]=salesPerson ) )

  7. XLOOKUP allows us to look for a variable in a column and return a value from a row: combining VLOOKUP ad HLOOKUP in essence.

    I watched a video last night in which the presenter showed an example that returned an error. The solution that the presented was using is this: =XLOOKUP(A4,B7:B9,C6:E6)

    To see the problem in action, put a b c in the range B7:B9 and 1 2 3 in the range C6:E6 and in A4 enter a or b or c

    I solved this problem in this way:
    =XLOOKUP(A12,B15:B17,TRANSPOSE(C14:E14))

    I have also set up a financial analysis example in which I wanted to find, for every line item in an income statement, which month was exactly equal to the mean of that row or which was immediately below the mean or immediately above it. Or Median, or Standard Deviation …

    I used XLOOKUP() and IFS() together with Data Validation (although that is optional) and while the formula is a little unwieldy, again I am effectively combining vertical and horizontal lookups.

  8. Hi,

    Can you please tell me if there is any way to return multiple values with a single match.
    Thanks in Advance

    1. Never.

      “New features” like the XLookUp() command are only added to Office 365. They will never be added to Office 2019. They may show up in Office V-Next, when ever it comes out, in the near future. MS has not yet announced a new version. If they follow the pattern in the last few versions that would be fall 2021. But that is only a guess.

  9. I downloaded your sample spreadsheet and three of your first seven examples are incorrect. Then I stopped.

      1. Hi, Chandoo.
        Great tips, thanks!

        In example #11, “What is the ‘net sales’ for Johnson? = 1540” the formula only takes into account the first match for Johnson (D10)?
        In row 21 Johnson appears again so the correct answer should be 4192 (D10 + D21).
        Imagine a DB with hundreds of records!
        How can we deal with duplicates using XLOOKUP?
        Thanks.

  10. Is there an easy way to handle if the cell is blank in the data table to prove the result of a blank? With VLOOKUP, previously to get this result, I had to do:

    =IF(VLOOKUP($B2,data,6,FALSE)=””,””,VLOOKUP($B2,data,6,FALSE))

    I am hoping that I don’t have to resort to the same lengthy format. I did try the “Value Not Found” example you provided (love it). However that is when the search value is not listed, not when the search value is found and the result value is a blank cell.

    Thanks for everything you do!!!!

    1. Hi Sherry,

      Are you using the IF formula to show “” instead of 0 ?

      If so, you can use this structure

      =XLOOKUP($B$2, data[col1], data[col6]) & “”

      This will force 0 to convert to empty space. It won’t impact other results though, (assuming column 6 is text)

  11. A bit longer, but to force the ‘value not found’ you could remove the entry from the lookup array
    = XLOOKUP(lookupValue,
    IF(data[col6]””, data[col1]),
    data[col6], “Missing data”)

  12. Hi Chandoo,

    I’ve been waiting for this function for months so that I could replace all my INDEX / MATCH / MATCH statements. However, I have hit a snag with using nested XLOOKUPs as replacements. If the inner XLOOKUP can’t find a value, then whatever value I specify as the [if not found] value causes the outer XLOOKUP to fail and return #VALUE. So the [if not found] functionality works if a single XLOOKUP can’t find the search value, but it causes nested XLOOKUPs to fail. Can you see any way around that?

    Thanks

    1. Hey Stuart… Can you share an example of what result you are expecting in nested case? One option is to use a single IFERROR outside all the nested functions.

  13. @Stuart

    Do not limit yourself to thinking of [if_not_found] as being a text string, e.g. “Oops”; it can be a formula in its own right, returning a default row from the original table or even a lookup from an alternative table.

    What it must return is an array in order to form a valid parameter for the outer XLOOKUP.

    1. Hi Peter,

      You’ve got it! As you suggest, by setting the inner XLOOKUP to return an array full of zeroes (or whatever) solves the problem. The outer XLOOKUP can of course just have 0, or whatever, stated its if_not_found value.

      I am surprised that I haven’t come across this issue or solution anywhere else. There are lots of blogs / videos which mention using nested XLOOKUPs as a replacement for INDEX / MATCH / MATCH. I can’t say I’ve read or watched them all, but the ones I have don’t mention this issue. I suspect there are / will be a lot of people getting #N/As or, worse, #VALUES depending on what they specify as the inner function’s if_not_found.

      Thanks for your help!

  14. I am trying to lookup a date and name and return the number of hours from another worksheet? If I’m mixing text and dates, will this still work?

  15. Great article. But,…two questions:
    1) I do have Office 365. Yet, the XLookup is not recognized by Excel. Your sample file displays a #NAME? Why?
    2) In your samplefile you have a leading ‘_xlfn.’ in front of the formula. Why is that?

    1. Hi Michael…

      Can you confirm what is your current version of Excel is? Also see if you can update to newer version. You can do both from File > Account.

  16. My values that I want to join are not exact, i.e.

    000025868 and 0000258 68 Total

    Is there a way to join the data?

    1. Interesting. Assuming the space is in the lookup column, try this:

      =xlookup(“000025868″, substitute(lookup_col, ” “,””), result_col)

  17. Getting a #N/A as the results.

    Is there a way to convert “0000258 68 Total” to 000025868 (or visa versa) before I run the =XLOOKUP?

    1. If you just want to remove the word “total” at the end, use SUBSTITUTE for that. If there can be other words, you are better off first running the data thru Power Query so you can clean it.

    2. One thing that is possible is to take a numeric lookup value and convert it to text before searching a text lookup array. For example
      = XLOOKUP(TEXT( value, “0000000\?00\*” ), array, return, , 2 )
      will perform a search with wildcards that allow “Total” to be appended or any character to be inserted two digits before the end of the number.

      That would pick up
      “0000258 68 Total”
      but you would need an alternative test to match the number 25868, itself.

  18. Check the reference, while selecting data the xlookup function automatically starts from new line. Try changing it to the first row and it would work.

  19. Hi Chandoo,
    I have 2 sheets with 5 columns. data in columns A:C is similar except that changes are made in columns A and C. I want to lookup in column C in Sheet2 and update Sheet1 columns A:C.
    for example
    Sheet1
    ColA ColB ColC
    123 AB12 One
    234 BC23
    323 CB22 Six

    Sheet2
    ColA ColB ColC
    123 AB12 One
    234 BB22 Two
    323 CB22 Six

  20. I don’t think we can claim that XLOOKUP “replaces” INDEX+MATCH. Yes, it provides a suitably powerful alternative, and is absolutely a full replacement for VLOOKUP and HLOOKUP, but it can’t easily play some of the “math” games that are possible with INDEX+MATCH and sometimes even necessary when the data isn’t in a convenient layout.

    What if you needed the row above or below the match or if the data was laid out in repeating sections where you first needed to know the location of the section header and then the location of a given item within each section? Both of those problems can be solved with plus/minus shifting of the number returned from the MATCH.

    So I would argue that INDEX+XMATCH are the true replacement for INDEX+MATCH, thus taking full advantage of the X — defaulting to exact matches, virtual sorting, and so on — while preserving the ability to “shift” the match as needed.

  21. I’m looking for a price in a multiple column price list. With Vlookup, I specified the entire table and for the column, looked at the user selected model/column. In Xlookup, how to specify the column number and the range up and down or can I just specify the column number only?

    1. One advantage that VLOOKUP retains over XLOOKUP is the ability to supply a lookup column number dynamically, as a purely numerical result of a calculation. To replicate this functionality using XLOOKUP, you would need seperate logic to calculate the column reference (i.e. the column’s number, range name or range address) and pass it to the XLOOKUP formula. You could do this inside the XLOOKUP function by setting up the 3rd param of XLOOKUP to be based on your “user selected model/column”.

  22. Using Xlookup with “match mode” = -1 and “if not found” = “ABC”

    Now if the lookup value is not found in the lookup_array excel gives the the highest value from the return_array.
    This is not what I expect from xlookup.
    It should return “ABC”

    Can you explain why?

  23. Chandoo,
    I am having trouble with XLookUp. How do I get it to return multiple values such as employees with salary greater than $45,000 or to sum all the sales in the East region? Are these more pivot table inquires?

    Is XLOOKUP more useful for finding one record than multiple records?

    Thank you,
    Jennifer Jeffords

  24. Hi Chandoo,

    Is it possible to use XLOOKUP to return a status such as “Checked” and “NoCheck”(something similar to IF stmt)

    Thank you.

  25. I used the index and match to look up the hourly rate for a job classification as a part of a drop down. Now, I want to calculate the hourly rate multiplied by hours worked and the cell will not calculate. What might be the problem? The results cell of the look-up is formatted to be currency?

  26. You show return array can be more than 1 column but what about Look up array? What if I want to find a value than can be in 1 of 3 columns and then return one value from another column.

    1. You can use XLOOKUP for such things too.

      For example, if you have three columns: home phone, cell phone and email address
      and a column with customer name
      and you want to lookup the name of the customer when you specify any value from one of those 3 columns,
      you can use the below XLOOKUP.

      =XLOOKUP(TRUE,BYROW(C3:E22=I2,LAMBDA(a, OR(a))), B3:B22, “No record found!”)

      Here I2 contains the search criteria (either home phone, cell phone or email)
      B3:B22 have names
      C3:E22 have the home / cell / email values

  27. Hi my name is Musawir Rasool i am from India in a state of jammu and Kashmir I love watching your videos and lot from your videos
    Thanks
    And one more can u teach me full power bi?

  28. Hi Chandoo,
    I was referring to your xlookup-examples file, and in that I saw your formula for Sl. 8 – Who has least sales? You wrote formula =XLOOKUP(0,sales[Net Sales],sales[Sales Person],,1) but I think a more better way would be to write =XLOOKUP(MIN(sales[Net Sales]),sales[Net Sales],sales[Sales Person],,1). This is because your formula would not reliable unless you’re specifically looking for a salesperson who has exactly 0 in sales, which is not the same as the least sales — unless 0 happens to be the lowest. Also, the 1 as the last argument means “approximate match in ascending order,” which could return wrong results if 0 isn’t found.

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