How to Use VLOOKUP with IF Statement in Google Sheets
When you’re managing a store, knowing what’s running low is key for smooth operations. But the usual Google Sheets VLOOKUP has its drawbacks – it struggles with finding the best match or dealing with several conditions at once.
In our guide, we’ll show you how to overcome this by learning how to combine VLOOKUP with IF statements to search for specific data and return results based on certain conditions in Google Sheets. We’ll explain different ways to use them and show how this combo can be a game-changer for managing your business.
Creating a VLOOKUP Formula
The syntax for a VLOOKUP formula is:
=VLOOKUP(lookup_value, table_array, col_index_num, [range_lookup])
Here is the breakdown:
- The value you want to look up (lookup_value)
- The range of cells that contains the value you want to look up (table_array)
- The column number that contains the value you want to return (col_index_num)
- A logical value that specifies whether you want an approximate or exact match (range_lookup)
Why Combine the VLOOKUP with the IF Statement in Google Sheets
The VLOOKUP Function in Google Sheets is a great way to search values within a table, while the IF statement function returns specific values based on particular conditions we set.
When combining them using VLOOKUP with an IF statement, we can create conditional statements and handle different scenarios, such as returning a blank cell value or 0, based on whether the lookup value is found. In combination with the above features, we have additional features that provide versatility to your operation.
Combining VLOOKUP with IF statements in Google Sheets allows for advanced data handling and error management, making your formulas more resilient and adaptable. This combination enables you to customize the output based on specific conditions, such as displaying a default message if a lookup value is not found or performing different calculations depending on the result.
Let’s imagine a situation where we have product items listed in 2 different restaurants. Using the VLOOKUP function alone, it’s easy to find the price of a specific item in one database by providing details, such as the item’s name, ID, time of delivery, etc.
However, what if we needed to easily compare specific food prices between both restaurants? Or if we wanted to verify if food is prepared based on the order time?
These are tasks that are challenging to accomplish using the VLOOKUP formula alone because it doesn’t naturally handle such complex comparisons or checks. This is where VLOOKUP with IF statement comes to the rescue-
Here’s the syntax of a simple VLOOKUP with IF Statement:
=IF(VLOOKUP(search_key, range, index, [is_sorted]) = logical_expression, value_if_true, value_if_false)
- search_key: The value you want to search for within a table.
- range: The range where you want to look for the value.
- index: The column number in the table from which to return a value.
- is_sorted: [optional] TRUE for an approximate match, FALSE for an exact match.
- logical_expression: A statement or pointer to a cell with an expression in it that denotes a logical value, such as TRUE or FALSE.
- value_if_true: What to display if the logical_expression is met.
- value_if_false: What to display if the logical_expression is not met.
Conditional VLOOKUP in Google Sheets (How to Use with Exact Match Examples)
In our examples, we’ll show you a different way to use VLOOKUP by adding the IF statement with VLOOKUP in Google Sheets. By comparing the value returned by VLOOKUP with a specific value or sample value, we can return true/false or yes/no based on the comparison.
This mix will help us find particular values and determine if they meet certain criteria we’ll define.
VLOOKUP with IF Statement Combination for Comparison Operators to Return Value
Using VLOOKUP with IF statements in Google Sheets allows you to perform advanced comparisons and return specific values based on various conditions. This combination can handle scenarios where you need to check if a value meets certain criteria and then return corresponding data from a table.
Remember, the lookup value must always be positioned in the first column of the defined range for the VLOOKUP function to operate correctly.
By integrating comparison operators within the IF statement, you can create dynamic and flexible formulas that enhance your data analysis and decision-making processes.
Comparison operators – greater than (>) and less than (<) – allow us to compare different values and provide a TRUE or FALSE outcome. They are particularly handy in conditional statements.
In our spreadsheet, we have a list of different foods and when they were ordered. We want to know if a Pizza was ordered or not.
Let’s say, if an order was placed before 10 am, it’s ready for pickup, but if it was after that time, it’s not ready.
Use the following VLOOKUP with the IF statement formula:
=IF(VLOOKUP(G3, B4:D12, 3, FALSE) < TIME(10, 0, 0), “Food is ready”, “Food is not ready”)
This way, we’re embedding the VLOOKUP formula within the logical test of the IF statement to check the order time. If the time is before 10 AM, it’ll show “Food is ready”. Otherwise, it’ll say, “Food is not ready.”
The picture shows that the Pizza is ready for pickup, thanks to using VLOOKUP with IF statement in Google Sheets.
IF VLOOKUP Combination to Switch Lookup Tables
Combining IF statements with VLOOKUP function in Google Sheets allows you to switch between different lookup tables based on specified conditions. This technique is useful when you have multiple datasets and must select which table to search dynamically.
By using an IF statement to evaluate a condition and direct the VLOOKUP to the appropriate table, you can streamline your data retrieval process and ensure that the correct information is accessed based on the criteria you set.
Now, let’s see how to use VLOOKUP with an IF statement in Google Sheets to search for a table array of particular values in 2 tables.
To find the price of the specific lookup value of a Hot Dog in a specific restaurant using both tables, we’ll use this VLOOKUP formula:
=VLOOKUP(J5, IF(J4 = “Royal Place”, B5:C12, E5:F12), 2, 0)
Here’s a breakdown:
- Enter the cell name of your VLOOKUP parameter; in our case, J5 corresponds to Hot Dogs.
- Use the IF statement and add information that says where to look: J4 = Royal Palace, and B5:C12,E5:F12 are our tables.
- As the prices are in the second column, index it as 2.
- Use 0 for an exact match.
- The conditions are as follows: If “Royal Place” is the chosen restaurant, the VLOOKUP formula returns its Hot Dogs price. If the selected restaurant in the VLOOKUP formula isn’t “Royal Place”, it will automatically display the data related to the second restaurant in the specified range.
💡 Mastering VLOOKUP with IF statement is a great analytical skill. But when it comes to integrating large datasets, especially from data warehouses like Google BigQuery, there’s a more powerful function advanced excel dynamic approach.
If you want to learn how to automate your Google Sheets reports with data straight from Google BigQuery, dive into this detailed article.
VLOOKUP Combination for Error Handling
Combining VLOOKUP function with error-handling functions like IFERROR or ISNA in Google Sheets helps manage cases where lookup values are not found. This technique allows you to return custom messages to default values, or perform alternative calculations instead of displaying standard error messages.
When we try to find data that doesn’t exist in the table, like a specific food item, Google Sheets shows an error message known as #N/A (not available).
For example, if we try to find “Roasted Chicken” that is not on the menu in any of the restaurants, we want to display a specific message instead of an error.
To avoid displaying this error, we can customize the response using the IF and ISNA statements combined with VLOOKUP. Here’s an example VLOOKUP formula:
=IF(ISNA(VLOOKUP(I6, E7:F14, 2, 0))=TRUE, “Will be available by 12 PM today”, VLOOKUP(I6, E7:F14, 2, 0))
The purpose of this VLOOKUP formula is to replace the typical #N/A error with a more user-friendly message. The return lookup value from the VLOOKUP function is used in the IF function to determine whether to display the message “Will be available by 12 PM today” or the actual data.
The screenshot above shows that Roasted Chicken isn’t available at the moment, and we can see a message that says “Will be available by 12 PM today”. We achieved that using IF and ISNA statements combined with VLOOKUP.
IF VLOOKUP Combination Control Index Column
When you use the IF statement with VLOOKUP to control the index column, it’s about choosing the right column for data lookup based on certain conditions. The IF function can check for errors and perform different calculations to ensure accurate results.
This approach is particularly useful when working with dynamic datasets where the required lookup column may change. By integrating VLOOKUP formula with IF statement, you can create flexible and adaptive formulas that automatically adjust to different data scenarios, improving the efficiency and accuracy of your spreadsheet operations.
Imagine you have data arranged in different columns, like prices at different restaurants in separate columns (Food Fort, Royal Place, etc.). Using VLOOKUP alone might always look up data from one specific column.
By combining IF, with VLOOKUP, you can change which column to look up data from, depending on the logical condition of what you need. This means you can dynamically choose the right column power query based on a condition.
For example, if you want to check prices for Food Fort, the VLOOKUP formula will look in the Food Fort column. It makes your own lookup table more adaptable to different situations or conditions.
The following formula uses the VLOOKUP function in combination with the IFS statement to control lookup values in the index column based on the value in cell G4.
=VLOOKUP(G3, B2:D10, IFS(G4 = “Royal Place”, 2, G4 = “Food Fort”, 3), 0)
- G3 contains the lookup value.
- B2:D10 is the range where the data is stored.
- The IFS statement evaluates the condition in G3 to determine the column index.
- If G4 equals Royal Place, the formula uses the 2nd column.
- If G4 equals Food Fort, it uses the 3rd column, and so on.
- 0 ensures an exact match.
Note that there are also alternative methods like using MATCH or HLOOKUP functions that may provide more efficient solutions depending on the context.
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Common Use Cases for VLOOKUP
VLOOKUP is commonly used in the following scenarios:
- Looking up a value in a table and returning a corresponding value from another column.
- Creating a dropdown list of values based on a lookup table.
- Performing data validation based on a lookup table.
- Creating a pivot table based on a lookup table.
- Performing error handling and data analysis based on a lookup table.
By combining VLOOKUP with IF statements, you can create a robust formula that not only looks up a value but also tests a condition and returns a specific value based on that condition. This can be useful in a variety of scenarios, including data analysis, error handling, and data validation.
For instance, you can use this combination to validate data entries, ensuring that only valid data is entered into your spreadsheet, or create dynamic reports that adjust based on specific conditions.
Strengthen Your Google Sheets Skills with These Formulas
Google Sheets is loaded with an array of robust formulas designed to make data analysis more efficient, including the usage of the VLOOKUP with IF function to look up a value and check if it satisfies a given condition, returning TRUE or FALSE:
- XLOOKUP: Elevating beyond VLOOKUP, XLOOKUP enhances the capability to search and retrieve data within your spreadsheets, offering greater flexibility.
- ARRAY: Ideal for executing calculations on a wide array of data points simultaneously, this formula outputs the results in an array.
- IMPORT Functions: Essential for importing data from various sources, such as websites, other spreadsheets, or RSS feeds, directly into your sheet.
- Pivot Table: Aids in the effective summarization and analysis of data, enabling the rapid identification of patterns and trends via automated organization.
- QUERY: Uses a language similar to SQL for performing complex data manipulations in your spreadsheet, including sophisticated filtering, sorting, and aggregating.
- CONCATENATE: Merges multiple pieces of text into a single string, making it easier to combine text from different cells.
- UNIQUE: Identifies and retains only the unique values from a given data set, effectively eliminating any duplicate entries.
Build Reports in No Time with Google Sheets
With OWOX Reports Extension for Google Sheets, you can manage large amounts of data by importing it directly into Google Sheets and then working with it. No need for CSV files. You can then build reports, automate report updates, and share this data with every employee in your company using standard access management for Google documents.
You can use a downloadable template to work with VLOOKUP with IF statements in Sheets for practical examples and resources. Additionally, in the settings of the OWOX: Reports, Charts & Pivots Extension, you can schedule automatic updates for new columns in your reports.
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