Learn how to use Excel XLOOKUP function with two sheets in this step-by-step tutorial.
Why you may want to use XLOOKUP with two sheets?
If you have data in two places (sheets or Excel workbooks) like depicted above, you may want to use XLOOKUP to combine data from both places to get the full picture. For example,
- Student list in sheet1, course price list in sheet2, you want to know the price of courses against student names in sheet1
- Invoice list in sheet1, payment list in sheet 2, you need to know which invoices are paid up (reconciliation)
- Equipment list in sheet1, inspection details in sheet2, you want to know when the last inspection date is for each equipment
What you need?
- You need two sheets of data.
- or if data is in two separate Excel files, then open both files.
- If you need a sample data file, grab my free xlookup two sheets template.
XLOOKUP with two sheets (step-by-step instructions)
Step 1: Identify common column between both sheets
For example, in the above scenario, “Fee” is the common column between sheet 1 (student list) and sheet 2 (course list).
What if I have more than 1 common column?
I will explain the process for modifying XLOOKUP to work with multiple columns further down the page. Read on.
Step 2: Write the XLOOKUP formula
Go to the sheet where you want to get the data from “other” sheet and write the XLOOKUP function using the pattern below.
=XLOOKUP(
all cells in first sheet,
common column in second sheet,
column you want in second sheet,
optional output for missing values
)for example, in our students & fees case, we will use the below XLOOKUP function.
=XLOOKUP(C4:C43,
Courses!B4:B15,
Courses!D4:D15
)
As demonstrated above, xlookup can automatically spill values for all the rows based on the common column you have specified. No need to individually write or drag the formulas. You also don’t need to “lock” your references with this style of formulas. Learn more about the spill functionality and dynamic array behavior of Excel here.
Using Tables? Don’t select the full column in sheet 1
If you are using Excel Tables for your data, just select the current cell in first row but select common column and column you want in sheet 2. Excel will automatically fill the formula down for you.
For example, the same formula with tables could look like this:
=XLOOKUP([@Course Name], courses[name], courses[fee])What if I have more than one common column? (XLOOKUP multiple criteria)
Let’s say you have different fee per course based on the the student’s location (ex: In state is $600, out of state is $900). Something like this:
In such cases, your student’s data will also have both “course code” and “student type” columns. something like this:
As you can see, our XLOOKUP needs to check both of these columns to figure out the correct fee per row.
XLOOKUP with two sheets, multiple columns (step-by-step instructions)
Step 1: Identify common columns between sheets
In our case, the common columns are,
- Course Code (column C in sheet 1, column B sheet 2)
- Student Type (column D in sheet 1, column C in sheet 2)
Step 2: Write the multi-criteria XLOOKUP
Instead of looking up for a specific column value, we start the xlookup with 1 and construct a “boolean” checking array. The formula looks like this:
=XLOOKUP(1,
('Courses NEW'!$B$4:$B$27=Students!C4)*('Courses NEW'!$C$4:$C$27=Students!D4),
'Courses NEW'!$D$4:$D$27)Formula Explanation:
- We start the lookup with 1. I will explain what this is in a second.
- The lookup array has multiple parts, one per common column. As we have two columns to match (course code and student type), we have two parts here.
- Part1: (‘Courses NEW’!$B$4:$B$27=Students!C4) checks which courses in column B of sheet 2 (course code column) match with the course of current student record (column C of sheet 1)
- Part 2: (‘Courses NEW’!$C$4:$C$27=Students!D4) does the same, but for student type
- Part 1 * Part 2: when we multiply both of these checks, we end up with an array of 0s and 1s. for example, it will look like this: {0;0;0;0;0;1;0;0;0;0;0;0;0;0;0;0;0;0;0;0;0;0;0;0}
- The return array is just the fee column of sheet 2
- As we are looking for 1, xlookup matches the 1 in Part 1*Part 2 and returns the corresponding fee.
Related: learn more about what and how of this boolean multiplication logic in Excel
Watch – XLOOKUP with multiple criteria explained quickly
Generic Formula Pattern for any number of common columns with XLOOKUP
Use this pattern and adjust everything as per your data to match any number of common columns
=XLOOKUP(
1,
(COLUMN 1 in second sheet = value 1 first sheet) *
(COLUMN 2 in second sheet = value 2 first sheet) *
(COLUMN 3 in second sheet = value 3 first sheet) *
(COLUMN 4 in second sheet = value 4 first sheet),
COLUMN YOU WANT TO GET IN SECOND SHEET,
OPTIONAL value for missing cases
)
What if I have data in two separate workbooks (Excel files) instead of sheets
The process is exactly same as two sheets. You just need to keep both files OPEN for the XLOOKUP to work. If you close the second file (one with fees in this example), the formula in first workbook works as long as you don’t touch it or recalculate the workbook (F9). At that point it will throw an error and ask you to open the file.
Alternatives to XLOOKUP for combining data from two places
While xlookup is great, you can also use below alternatives to get data from another place.
- Use VLOOKUP to combine two sheets of data: You can use VLOOKUP (or even INDEX+MATCH) to combine data from two places. Read this article for the instructions on how to use VLOOKUP .
- Power Query for combining or merging data: Excel Power Query is another great way to combine data from two places. Refer to this video to learn more about power query for combining two sheets of data.
- Power Pivot to combine data from tables to make a single pivot: You don’t always have to combine data. You can keep things where they are and join tables via common column just like databases with Excel’s Power Pivot feature. This lets you calculate total fees or averages using pivot tables. Refer to this page for an introduction on how to use data model and power pivot feature of Excel.
My preferences:
For simple scenarios and quick analysis, I prefer using XLOOKUP or VLOOKUP to quickly combine data like this.
But if the data is coming from two separate files (workbooks or even sharepoint lists etc.), then I use Power Query. It gives me more flexibility and choices. Refer to my Power Query tutorial page for more spicy examples on what this powerful feature can do for you.
Bonus: XLOOKUP with two sheets: Sample workbook
If you need a hand with the formulas explained above, download my free XLOOKUP two sheets template and refer to the formulas in columns E & F. Let me know if you have any questions by leaving a comment.
Related Resources:
To learn more about the important Excel functions and concepts, refer to below articles & videos:
28 Responses to “Team To Do Lists – Project Tracking Tools using Excel [Part 2 of 6]”
[...] & tracking a project plan using Gantt Charts Team To Do Lists - Project Tracking Tools Part 3: Preparing a project time line [upcoming] Part 4: Time sheets and Resource management [...]
the templates are great (I bought the combo).
What I'm missing is a way to have the project gantt chart and reporting with the data per resource, in such a way that I can also show the occupation per resource on an extended gantt chart.
So with hours entered per person per project or sub-activity, to show a gantt chart of how many hours/days a person spent on which project (or plans to spend).
[...] from: Team To Do Lists - Project Tracking Tools using Excel [Part 2 of 6] 25 Jun 09 | [...]
Hi Chandoo,
Funny I have a post on the value of MS project lined up which I will post when the current monster project I'm working on finishes and I get some free time!
I'm not sure this would help with any of the projects I've worked on, closing down a to do list seems like more effort than it's worth, but it might be useful for some things. I guessing it doesn't, but does the time stamp not update when you recalculate the work book?
keep up the good work!
Ross
@Ross.. Thanks for sharing your ideas... I think to do lists are a great way to keep up with project activities and ensure accountability from individual team members, when they are implemented right.
"I guessing it doesn’t, but does the time stamp not update when you recalculate the work book?"
Your guess is right. When you change the calculation mode to "iterative", excel takes care of the nittygritties and retains older values in circular references in formulas.
[...] Project Management in Excel [New Series] - Gantt Charts | To Do Lists [...]
[...] & tracking a project plan using Gantt Charts Team To Do Lists - Project Tracking Tools Project Status Reporting - Create a Timeline to display milestones Part 4: Time sheets and Resource [...]
Hi Chandoo,
The template give me lot of convenience to monitor the thing to do. It simple. Thank You
[...] & tracking a project plan using Gantt Charts Team To Do Lists - Project Tracking Tools Project Status Reporting - Create a Timeline to display milestones Part 4: Time sheets and Resource [...]
[...] make sure you have read the first 4 parts of the series - Making gantt charts [project planning], team todo lists [project tracking], project time lines chart [reporting] and Timesheets and Resource Management using Excel. Also [...]
Chandoo,
I really do not see any befit to this function in Excel unless it was somehow tied into some other chart. That is say a scheduled activities % complete is based on the to-do list.
The only way this chart would be useful is if no one was assigned none dependent task that could be done by anyone. The cases were both of these conditions are true are so few and far between it really makes this chart worthless.
@Brian... Once you have a todo list up and running, it is easy to get metrics out of it. I didnt propose it as it might look a bit too micro-management-ish.
I am able to understand what you meant by "The only way this chart would be useful is if no one was assigned none dependent task that could be done by anyone. The cases were both of these conditions are true are so few and far between it really makes this chart worthless."
Can you explain?
"Chandoo"
What I mean is this. Lets say you have 10 task which are part of one activity/WBS that is in your schedule. One there are very few cases were many people would be assigned to complete this one scheduled activity with no direction being given who should what of the 10 task. It is poor management, and the task 90% of the time would not get done in a timely manner if say 4 people were responsible. Secondly, you are assuming all 10 task are independent of each other. You might need to do task 1 thru 3 before you can do task 4, and to do task 7 you might need to do 4 and 6. Thirdly, the time it would take to compile and then fill out the to-do-list even in limited applications is really not worth it.
I just see almost no applications why a team would need to inform others separate from the schedule that they have completed a task on a to-do list unless anyone of the 4 people could of completed that task.
My point is, there might be a few very limited applications for this type of list but this list would be worthless as a Project Management tool in every other case.
However, change this from a to-do-list to a document change log and it is perfect. Instead of to-do it is the documents name or summary of what changed in the document. The person is who edited the document, and the time stamp is when they checked it in. But I do not know why you would use excel when there is free software you can use commercially that is 10 times better that does document management.
I think using excel to do Project Management over a real Project Management application is a bad idea. Unless you are running a very small, simple project, the time and effort is a lot more to use excel compared to the cost of the Project Management software.
This comes back to my point, I love your site, however, just because you can do something in excel does not mean you should do it. To often the time it takes to use excel is wasted 10 times over from the cost of doing it in an application designed to for the specific application.
@Brian: The todo list mentioned here is meant to keep track of all the tasks for which detailed planning is not necessary but some sort of tracking is needed. These are not be confused with project activities (a la gantt chart).
I like your suggestion about using this as a document tracker. Pretty cool use.
Coming to your point about excel as a real project management tool, well, I have my views, but in a serious project environment, it would surely payoff to have a dedicated project management application.
[...] & tracking a project plan using Gantt Charts Team To Do Lists – Project Tracking Tools Project Status Reporting – Create a Timeline to display milestones Time sheets and Resource [...]
Chandoo,
Wonder how the timestamp column will maintain its previous data. Both Today() and Now() functions will update as and when the next timestamp happens.
[...] Preparing & tracking a project plan using Gantt Charts Part2: Team To Do Lists – Project Tracking Tools Part3: Project Status Reporting – Create a Timeline to display milestones Part4: Time sheets and [...]
I've combined this with the issue tracker since I like the automatic date stamp, but one thing I'm noticing is that I can't replicate the chart that goes along with the issue tracker because the cells that are referenced have the formula that inserts the time stamp instead of a the actual date value. All the dates of the last 30 days display 0 when they should have a value.
Is there a way around this?
I have edited the chart so that my team members can update the percentage completion of the assigned tasks. When the cell is updated, i would like the time stamp to update. How would I manipulate the formula to update whenever the drop-down list is changed?
[...] … ??? To Do List [...]
Excel is great however sometimes you need to get a better idea of what tasks each person on your team is working on at any given time. We've developed a web app that can do just that! Each person has a list of tasks, listed in the order they have to complete them.
HII,
I want to expand the database through excel where i am working on 11 cities as of now and i want to expand it upto 50 cities and hence forth the data related to it will also expand so i want to make it precise where i can get updates also that this work is required to be done at that particular day or date
Thanks for making all of this information available for free. I am currently using excel to track everything for the first time. I later plan to output our information here with a more visual presentation. Wish me luck!
Can some one point me out to some additional direction on the "Who Finished it?" column? Something more 'basic' for a newbie excel guy? lol I got everything else working on this tutorial but that column. I can't seem to recreate it and I know a lot of it is due to lack of knowledge with VB code. I'd like to recreate this column very much 🙁
Dear Chandoo,
Thanks for the team to do list, kindly let me know how to set the column who " finished it " from another work sheet
Hi Chandoo,
Unable to download it - can you please check the link and confirm.
Great inhisgt! That's the answer we've been looking for.
Hi Team,
I know u all are the best programmers in the world!!! that's I am here to rectify my issues. here is my question please ans me as soon as possible before 8-3-2017 its really urgent.
I have a project named the production tracker.
1) I require the user form which shows the names of the Associates which are linked to the different tracks. when the user is selected the particular track related details and dropdowns should appear.
2) I need to track the associate needs how much of the time to complete the particular task. with start stop and pause and resume timer.
3) It should display the daily count of the production and save the data to the another Excel file.
this production tracker should save all the data no matter how many people logs in into it.
Please help me for this it will be very appreciated.
you can directly email me on my mail ID: tusharkch694@gmail.com