How to Use VLOOKUP & HLOOKUP Function in Excel? Know the Differences

The word lookup means searching, and this Microsoft Excel function does exactly that. It helps users to sort out specific information from a huge dataset. Generally, people rely on manual search. But when there is no time and some specific data needs to be found from a huge table, manual search bears no fruit. In such instances, these Lookup functions will serve as a messiah. For example, one has to find out a specific number, like a student’s grade, from a large table. The Excel HLOOKUP and VLOOKUP tools will do this within a fraction of a second.

It uses a specific method; some formulas are needed to initiate its function. These formulas direct the tools and tell them which row or column to search. However, each of these VLOOKUP and HLOOKUP tools works in different patterns. One follows the columns first, and the other follows the rows first. However, both tools navigate the Excel sheet thoroughly during each search.

Though VLOOKUP and HLOOKUP in Excel formulas help the tools provide accurate results, there are still certain limitations.

• Fixed Lookup Direction: VLOOKUP only looks to the right, and HLOOKUP only looks downwards. They cannot return values from columns to the left or rows above. 
• Lookup Column/Row Restriction: VLOOKUP requires the lookup value to be in the first column of the table array, and HLOOKUP requires it to be in the first row. 
• Manual Column/Row Index: You need to manually specify the column or row number to return the value. Inserting or deleting columns/rows can break your formulas. 
• No Dynamic Column/Row Selection: The return column or row cannot be easily determined by another cell’s value within the formula itself (without more complex workarounds). 
• Case-Insensitive: They do not distinguish between uppercase and lowercase letters in the lookup value. 
• Sorting Requirement for Approximate Match: For approximate matches (when the last argument is TRUE or omitted), the lookup column (VLOOKUP) or row (HLOOKUP) must be sorted in ascending order. 
• Inability to Handle Multiple Matches Easily: They only return the first match they find. Handling multiple matching values requires more complex formulas. 
• Static Table Array References: If rows or columns are added or removed outside the defined table array, the formula’s reference might not automatically update.

Some examples of industries and departments where Excel HLOOKUP and VLOOKUP are largely used are –

• Human Resources
• Finance Departments
• Educational Institutions
• Customer Service
• Sales and Marketing
• Healthcare
• Operations and Logistics
• Retail
• Supply Chain

Apart from that, this Excel function also comes in handy while working as a data analyst.

Here are some tips that can make the process of using Excel HLOOKUP and VLOOKUP easier –

• It is wise to keep the lookup column/row on the left (VLOOKUP) or top (HLOOKUP). This is how the functions work! 
• Must use exact matches (FALSE) more often to avoid incorrect results from approximate matches. 
• The lookup column/row should be sorted in ascending order if an approximate match (TRUE) is not needed. 
• It is better to use table names instead of cell ranges to make the formulas more readable and robust. 
• The data types should be perfect. Ensuring the lookup value matches the data type in the lookup column/row is wise. 
• Excel Formulas must be tested with various inputs to ensure they work correctly. 
• It is advisable to consider IFERROR to handle #N/A errors gracefully if a match isn’t found.
• Also, knowing the Excel shortcut keys helps to further streamline the process.

It must be clear by now that Excel HLOOKUP and VLOOKUP are super useful functions that help to find accurate information quickly. Though their work processes are different, they can find what they need if the correct formula is inserted. While VLOOKUP looks down columns, HLOOKUP looks across rows. Remembering a few simple tips, like putting the search term in the first column (for VLOOKUP) or top row (for HLOOKUP) and being clear about whether an individual needs an exact or close match, will make them work like a charm. These functions are real time-savers for anyone working with data in Excel.

Besides learning advanced Excel techniques like VLOOKUP and HLOOKUP, one can also complete a relevant certification programme to boost their career. This hybrid course makes them ideal for today’s dynamic business landscape.