Excel VLOOKUP vs HLOOKUP: Which Function is Best?

Excel’s lookup functions are essential for anyone working with data. They’re powerful tools that help you retrieve information from tables quickly and efficiently, saving you from manual searches.

Two of the most common lookup functions are VLOOKUP and HLOOKUP. This article will break down the differences between VLOOKUP vs HLOOKUP, explain when to use each one, highlight their limitations, and provide practical examples to help you avoid common errors.

We’ll also briefly touch on some alternative lookup functions, like XLOOKUP and INDEX/MATCH, which can offer even more flexibility.

Understanding VLOOKUP

Excel’s VLOOKUP function is a workhorse for anyone who needs to pull data from a table based on a known value. Here’s a breakdown of how it works.

What is VLOOKUP?

VLOOKUP, short for “Vertical Lookup,” searches the first column of a table for a specific value and then returns a corresponding value from another column in the same row. It’s designed for tables where your lookup values are arranged vertically—that is, in a column.

The syntax looks like this:

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

• lookup_value: This is the value you’re searching for in the first column of your table.
• table_array: This is the range of cells that contains your data table.
• col_index_num: This is the column number (starting with 1 for the first column) that contains the value you want to return.
• range_lookup: This is optional. Use TRUE if you want an approximate match (and your first column is sorted), or FALSE if you want an exact match.

How VLOOKUP Works

VLOOKUP starts by scanning the first column of your table_array for the lookup_value. If range_lookup is set to TRUE, it’s important that the first column is sorted in ascending order so that VLOOKUP can find the closest match.

Once it finds the lookup_value (or the closest match), VLOOKUP returns the value from the column you specified in the col_index_num argument, pulling it from the same row where it found the match.

Practical Applications of VLOOKUP

VLOOKUP is incredibly useful for tasks like:

• Pulling information based on a unique ID number
• Automating data entry by looking up corresponding values
• Combining data from different tables using a common key

Understanding HLOOKUP

Just as VLOOKUP stands for “vertical lookup,” HLOOKUP stands for “horizontal lookup.” This function searches for a value in the first row of a table and then returns a value from the same column in whatever row you specify. This function is designed to be used with tables in which the lookup values are arranged horizontally.

What’s the syntax?

The syntax for HLOOKUP is as follows:

=HLOOKUP(lookup_value, table_array, row_index_num, [range_lookup])

• lookup_value: What value are you trying to find in the first row?
• table_array: Which range of cells contains the entire data table?
• row_index_num: Which row number (starting from 1) contains the value you want to return?
• range_lookup: This is an optional argument. Enter TRUE for an approximate match, FALSE for an exact match.

How HLOOKUP works

HLOOKUP searches the first row of the table_array for the lookup_value. If you’ve set range_lookup to TRUE, the first row must be sorted in ascending order.

Once HLOOKUP finds the lookup_value (or the closest match, if range_lookup is TRUE), it returns the value from the row number you specified in row_index_num, but from that same column.

Practical applications for HLOOKUP

You might use HLOOKUP to:

• Retrieve data from tables in which the headers are in rows
• Look up values based on categories arranged horizontally
• Analyze data that’s presented in a transposed format

VLOOKUP vs. HLOOKUP: Key Differences and When to Use Which

The main difference between VLOOKUP and HLOOKUP comes down to the direction they search for information.

Direction of Search

VLOOKUP searches vertically, meaning it looks down columns to find your lookup value. HLOOKUP searches horizontally, scanning across rows.

This difference is the most important factor in determining which function to use.

Data Arrangement

VLOOKUP works best when your data is organized with the lookup value in the first column, and the information you want to retrieve is in the columns to the right. Think of a phone book: the names (lookup values) are in the first column, and the phone numbers are in the next column.

HLOOKUP is designed for data where the lookup value is in the first row, and the related information is in the rows below. An example might be a table where the first row lists dates, and subsequent rows show sales figures for those dates.

Common Usage

Because most data is organized in columns, VLOOKUP tends to be more widely used. However, HLOOKUP is valuable when you’re working with horizontally arranged data.

Choosing the Right Function

Here’s a simple rule of thumb:

• If your lookup value is in the first column, use VLOOKUP.
• If your lookup value is in the first row, use HLOOKUP.

Ultimately, the structure of your data will dictate whether VLOOKUP or HLOOKUP is the right tool for the job.

Common Issues, Limitations, and Alternatives

Even seasoned spreadsheet users run into trouble with VLOOKUP and HLOOKUP. Here’s a look at some common errors, limitations of these functions, and some alternatives you may want to consider.

Common Errors and How to Avoid Them

• #N/A error: This one pops up when your `lookup_value` isn’t in the lookup range. To fix it, make sure the value exists or use IFERROR to catch the error and display something more helpful.
• Incorrect `col_index_num` or `row_index_num`: This means you’re pulling data from the wrong column or row. Double-check those numbers!
• Data not sorted for approximate match: If you’re using `range_lookup = TRUE`, your lookup column or row must be sorted in ascending order. Otherwise, you’ll get incorrect matches.

Limitations of VLOOKUP and HLOOKUP

These functions have some drawbacks:

• They can only search in the first column (VLOOKUP) or first row (HLOOKUP).
• They’re not as flexible as INDEX/MATCH or XLOOKUP.
• They can slow down with very large datasets.

Alternatives: INDEX/MATCH and XLOOKUP

If you’re bumping up against the limitations of VLOOKUP or HLOOKUP, consider these alternatives:

• INDEX/MATCH: This combo lets you look up values in any column or row, giving you much more flexibility.
• XLOOKUP: Available in Microsoft 365, XLOOKUP is a modern function that addresses some of the VLOOKUP/HLOOKUP limitations and simplifies the lookup process.

Frequently Asked Questions

To Conclude

The main difference between VLOOKUP and HLOOKUP is simple: VLOOKUP looks up information vertically, while HLOOKUP looks up information horizontally.

That means if your data is arranged in columns, you’ll want to use VLOOKUP. If your data is arranged in rows, HLOOKUP is the function you need.

Keep in mind that both VLOOKUP and HLOOKUP have limitations. For more complex lookups, you might want to consider XLOOKUP or INDEX/MATCH. But for basic vertical or horizontal lookups, VLOOKUP and HLOOKUP are still useful tools to have in your spreadsheet arsenal.