INDEX & MATCH in Excel - better alternative to VLOOKUP

This tutorial shows how to use INDEX and MATCH in Excel and how it is better than VLOOKUP.

In a couple of recent articles, we made a good effort to explain the basics of VLOOKUP function to beginners and provide more complex VLOOKUP formula examples to power users. And now, I will try if not to talk you out of using VLOOKUP, then at least show you an alternative way to do a vertical lookup in Excel.

"What do I need that for?" you may wonder. Because VLOOKUP has numerous limitations that can prevent you from getting the desired result in many situations. On the other hand, the INDEX MATCH combination is more flexible and has many awesome features that make it superior to VLOOKUP in many respects.
Excel VLOOKUP or INDEX / MATCH - which is better?

Excel INDEX and MATCH functions - the basics

Since the aim of this tutorial is to demonstrate an alternative way to do a vlookup in Excel by using a combination of INDEX and MATCH functions, we won't dwell much on their syntax and uses. We will cover only the minimum necessary for understanding the general idea and then take an in-depth look at formula examples that reveal all the advantages of using INDEX MATCH instead of VLOOKUP.

INDEX function - syntax and usage

The Excel INDEX function returns a value in an array based on the row and column numbers you specify. The syntax of the INDEX function is straightforward:

INDEX(array, row_num, [column_num])

Here is a very simple explanation of each parameter:

  • array - a range of cells that you want to return a value from.
  • row_num - the row number in array from which you want to return a value. If omitted, the column_num is required.
  • column_num - the column number in array from which you want to return a value. If omitted, row_num is required.

For more information, please see Excel INDEX function.

And here is an example of the INDEX formula in its simplest form:

=INDEX(A1:C10,2,3)

The formula searches in cells A1 through C10 and returns a value of the cell in the 2nd row and the 3rd column, i.e. cell C2.

Very easy, right? However, when working with real data you would hardly ever know which row and column you want, that's where the MATCH function comes in handy.

MATCH function - syntax and usage

The Excel MATCH function searches for a lookup value in a range of cells and returns the relative position of that value in the range.

The syntax of the MATCH function is as follows:

MATCH(lookup_value, lookup_array, [match_type])
  • lookup_value - the number or text value you are looking for.
  • lookup_array - a range of cells being searched.
  • match_type - specifies whether to return an exact match or the nearest match:
    • 1 or omitted (default) - approximate match (next smaller).
    • 0 - exact match. In the INDEX / MATCH combination, you almost always need an exact match, so you set the third argument of your MATCH function to 0.
    • -1 - approximate match (next larger).

For example, if the range B1:B3 contains the values "New-York", "Paris", "London", the below formula returns the number 3, because "London" is the third entry in the range:

=MATCH("London",B1:B3,0)

For more information, please see Excel MATCH function.

At first sight, the usefulness of the MATCH function may seem questionable. Who cares about the position of a value in a range? What we do want to know is the value itself.

Let me remind you that the relative position of the lookup value (i.e. row and column numbers) is exactly what you need to supply to the row_num and column_num arguments of the INDEX function. As you remember, Excel INDEX can find the value at the juncture of a given row and column, but it cannot determine which exactly row and column you want.

How to use INDEX MATCH function in Excel

Now that you know the basics, I believe it has already started making sense how MATCH and INDEX work together. In a nutshell, INDEX finds the lookup value by column and row numbers, and MATCH provides those numbers. That's it!

For vertical lookup, you use the MATCH function only to determine the row number and supply the column range directly to INDEX:

INDEX(column to return a value from, MATCH(lookup value, column to look up against, 0))

Still having difficulties to figure that out? It might be easier to understand from an example. Suppose you have a list of national capitals and their population:
Source data for INDEX MATCH formula

To find the population of a certain capital, say the capital of Japan, use the following INDEX MATCH formula:

=INDEX(C2:C10, MATCH("Japan", A2:A10, 0))

Now, let's analyze what each component of this formula actually does:

  • The MATCH function searches for the lookup value "Japan" in the range A2:A10, and returns the number 3, because "Japan" is third in the lookup array.
  • The row number goes directly to the row_num argument of INDEX instructing it to return a value from that row.

So, the above formula turns into a simple INDEX(C2:C,3) that says to search in cells C2 through C10 and pull the value from the 3rd cell in that range, i.e. C4 because we start counting from the second row.

Don't want to hardcode the city in the formula? Input it in some cell, say F1, supply the cell reference to MATCH, and you will get a dynamic lookup formula:

=INDEX(C2:C10, MATCH(F1,A2:A10,0))
Excel INDEX MATCH formula

Important note! The number of rows in the array argument of INDEX should match the number of rows in the lookup_array argument of MATCH, otherwise the formula will produce an incorrect result.

Wait, wait… why don't we simply use the following Vlookup formula? What's the point in wasting time trying to figure out the arcane twists of Excel MATCH INDEX?

=VLOOKUP(F1, A2:C10, 3, FALSE)

In this case, no point at all :) This simple example is for demonstration purposes only, so that you get a feel of how the INDEX and MATCH functions work together. Other examples that follow below will show you the real power of this combination that easily copes with many complex scenarios when VLOOKUP stumbles.

Tips:

INDEX MATCH vs. VLOOKUP

When deciding which function to use for vertical lookups, most Excel gurus agree that INDEX MATCH is far better than VLOOKUP. However, many people still stay with VLOOKUP, firstly, because it's simpler and, secondly, because they do not fully understand all benefits of using the INDEX MATCH formula in Excel. Without such understanding no one is willing to invest their time to learn a more complex syntax.

Below, I will point out the key advantages of MATCH INDEX over VLOOKUP, and you decide whether it's a worthy addition to your Excel arsenal.

4 main reasons to use INDEX MATCH instead of VLOOKUP

  1. Right to left lookup. As any educated user knows, VLOOKUP cannot look to its left, meaning your lookup value should always reside in the leftmost column of the table. INDEX MATCH can do left lookup with ease! The following example shows it in action: How to Vlookup a value to the left in Excel.
  2. Insert or delete columns safely. VLOOKUP formulas get broken or delivers incorrect results when a new column is deleted from or added to a lookup table because VLOOKUP's syntax requires specifying the index number of the column you want to pull the data from. Naturally, when you add or delete columns, the index number changes.

    With INDEX MATCH, you specify the return column range, not an index number. As the result, you are free to insert and remove as many columns as you want without worrying about updating every associated formula.

  3. No limit for a lookup value's size. When using the VLOOKUP function, the total length of your lookup criteria cannot exceed 255 characters, otherwise you will end up having the #VALUE! error. So, if your dataset contains long strings, INDEX MATCH is the only working solution.
  4. Higher processing speed. If your tables are relatively small, there will hardly be any significant difference in Excel performance. But if your worksheets contain hundreds or thousands of rows, and consequently hundreds or thousands of formulas, MATCH INDEX will work much faster than VLOOKUP because Excel will have to process only the lookup and return columns rather than the entire table array.

    VLOOKUP's impact on Excel's performance may be especially noticeable if your workbook contains complex array formulas like VLOOKUP and SUM. The point is that checking each value in the array requires a separate call of the VLOOKUP function. So, the more values your array contains and the more array formulas you have in a workbook, the slower Excel performs.

To discover the nuanced differences between INDEX MATCH and XLOOKUP, explore the in-depth analysis in this guide: Excel XLOOKUP vs INDEX MATCH.

Excel INDEX MATCH - formula examples

Knowing the reasons to learn the MATCH INDEX function, let's get to the most interesting part and see how you can apply the theoretical knowledge in practice.

INDEX MATCH formula to look up from right to left

As already mentioned, VLOOKUP cannot look at its left. So, unless your lookup values are is the leftmost column, there's no chance that a Vlookup formula will bring you the result you want. The INDEX MATCH function in Excel is more versatile and does not really care where the lookup and return columns are located.

For this example, we will add the Rank column to the left of our sample table and try to figure out how the Russian capital, Moscow, ranks in terms of population.

With the lookup value in G1, use the following formula to search in C2:C10 and return a corresponding value from A2:A10:

=INDEX(A2:A10,MATCH(G1,C2:C10,0))
Look up values to left using INDEX MATCH

Tip. If you plan to use your INDEX MATCH formula for more than one cell, be sure to lock both ranges with absolute cell references (like $A$2:$A$10 and $C$2:4C$10) so they won't get distorted when copying the formula.

INDEX MATCH MATCH to search in rows and columns

In the above examples, we used INDEX MATCH as the replacement for classic VLOOKUP to return a value from a predefined one-column range. But what if you need to look up in multiple rows and columns? In other words, what if you want to perform the so-called matrix or two-way lookup?

This may sound tricky, but the formula is very similar to the basic Excel INDEX MATCH function, with just one difference. Guess what?

Simply, use two MATCH functions – one to get a row number and the other to get a column number. And I congratulate those of you who have guessed right :)

INDEX(array, MATCH(vlookup value, column to look up against, 0), MATCH(hlookup value, row to look up against, 0))

And now, please take a look at the below table and let's build an INDEX MATCH MATCH formula to find the population (in millions) in a given country for a given year.

With the target country in G1 (vlookup value) and the target year in G2 (hlookup value), the formula takes this shape:

=INDEX(B2:D11, MATCH(G1,A2:A11,0), MATCH(G2,B1:D1,0))
INDEX MATCH MATCH formula for two-way lookup in Excel

How this formula works

Whenever you need to understand a complex Excel formula, break it down into smaller parts and see what each individual function does:

MATCH(G1,A2:A11,0) – searches through A2:A11 for the value in cell G1 ("China") and returns its position, which is 2.

MATCH(G2,B1:D1,0)) – searches through B1:D1 to get the position of the value in cell G2 ("2015"), which is 3.

The above row and column numbers go to the corresponding arguments of the INDEX function:

INDEX(B2:D11, 2, 3)

As the result, you get a value at the intersection of the 2nd row and 3rd column in the range B2:D11, which is the value in cell D3. Easy? Yep!

Excel INDEX MATCH to look up multiple criteria

If you had a chance to read our Excel VLOOKUP tutorial, you have probably already tested a formula to Vlookup with multiple criteria. However, a significant limitation of that approach is the necessity to add a helper column. The good news is that Excel's INDEX MATCH function can look up with two or more criteria too, without modifying or restructuring your source data!

Here's the generic INDEX MATCH formula with multiple criteria:

{=INDEX(return_range, MATCH(1, (criteria1=range1) * (criteria2=range2), 0))}

Note. This is an array formula that must be completed with the Ctrl + Shift + Enter shortcut.

In the sample table below, supposing you want to find the amount based on 2 criteria, Customer and Product.

The following INDEX MATCH formula works a treat:

=INDEX(C2:C10, MATCH(1, (F1=A2:A10) * (F2=B2:B10), 0))

Where C2:C10 is the range to return a value from, F1 is criteria1, A2:A10 is the range to compare against criteria1, F2 is criteria 2, and B2:B10 is the range to compare against criteria2.

Remember to enter the formula correctly by pressing Ctrl + Shift + Enter, and Excel will automatically enclose it curly brackets as shown in the screenshot:
The INDEX MATCH formula to look up multiple criteria

If you'd rather not use array formulas in your worksheets, add one more INDEX function to the formula and complete it with a usual Enter hit:
A non-array INDEX MATCH formula with multiple criteria

How these formulas work

The formulas use the same approach as the basic INDEX MATCH function that looks through a single column. To evaluate multiple criteria, you create two or more arrays of TRUE and FALSE values that represent matches and non-matches for each individual criterion, and then multiply the corresponding elements of these arrays. The multiplication operation converts TRUE and FALSE into 1 and 0, respectively, and produces an array where 1's correspond to rows that match all the criteria. The MATCH function with a lookup value of 1 finds the first "1" in the array and passes its position to INDEX, which returns a value in this row from the specified column.

The non-array formula relies on the ability of the INDEX function to handle arrays natively. The second INDEX is configured with 0 row_num so that it will pass the entire column array to MATCH.

That is a high-level explanation of the formula's logic. For full details, please see Excel INDEX MATCH with multiple criteria.

Excel INDEX MATCH with AVERAGE, MAX, MIN

Microsoft Excel has special functions to find a minimum, maximum and average value in a range. But what if you need to get a value from another cell that is associated with those values? In this case, use the MAX, MIN or AVERAGE function together with INDEX MATCH.

INDEX MATCH with MAX

To find the largest value in column D and return a value from column C in the same row, use this formula:

=INDEX(C2:C10, MATCH(MAX(D2:D10), D2:D10, 0))

INDEX MATCH with MIN

To locate the smallest value in column D and pull an associated value from column C, use this one:

=INDEX(C2:C10, MATCH(MIN(D2:D10), D2:D10, 0))

INDEX MATCH with AVERAGE

To work out the value closest to the average in D2:D10 and get a corresponding value from column C, this is the formula to use:

=INDEX(C2:C10, MATCH(AVERAGE(D2:D10), D2:D10, -1 ))

Depending on how your data is organized, supply either 1 or -1 to the third argument (match_type) of the MATCH function:

  • If your lookup column (column D in our case) is sorted ascending, put 1. The formula will calculate the largest value that is less than or equal to the average value.
  • If your lookup column is sorted descending, enter -1. The formula will compute the smallest value that is greater than or equal to the average value.
  • If your lookup array contains a value exactly equal to the average, you can enter 0 for exact match. No sorting is required.

In our example, the populations in column D are sorted in descending order, so we use -1 for match type. As the result, we get "Tokyo" since its population (13,189,000) is the closest match that is greater than average (12,269,006).
Using INDEX MATCH with AVERAGE, MAX, MIN

You may be curious to know that VLOOKUP can perform such calculations too, but as an array formula: VLOOKUP with AVERAGE, MAX, MIN.

Using INDEX MATCH with IFNA / IFERROR

As you have probably noticed, if an INDEX MATCH formula in Excel cannot find a lookup value, it produces an #N/A error. If you wish to replace the standard error notation with something more meaningful, wrap your INDEX MATCH formula in the IFNA function. For example:

=IFNA(INDEX(C2:C10, MATCH(F1,A2:A10,0)), "No match is found")

And now, if someone inputs a lookup table that does not exist in the lookup range, the formula will explicitly inform the user that no match is found:
Using INDEX / MATCH with IFNA function to trap N/A errors

If you'd like to catch all errors, not only #N/A, use the IFERROR function instead of IFNA:

=IFERROR(INDEX(C2:C10, MATCH(F1,A2:A10,0)), "Oops, something went wrong!")

Please keep in mind that in many situations it might be unwise to disguise all errors because they alert you about possible faults in your formula.

That's how to use INDEX and MATCH in Excel. I hope our formula examples will prove helpful for you and look forward to seeing you on our blog next week!

Practice workbook for download

Excel INDEX MATCH examples (.xlsx file)

Table of contents

614 comments

  1. Dear Svetlana. Thank you very much for you explanations.
    I have a qyuestion to you, taking the same data table in your explanation.
    I would like to now how to handle INDEX/MATCH in the following case:

    Below each product and in the same line of the customer, I would like to have the $ sum

    Products Lemons Apples Sweets Pies Biscuits
    Customer ___________________________________________
    Dan Brown ___________________________________________
    Jeremy Hill ___________________________________________
    Romert Acey ___________________________________________
    Tom Boone ___________________________________________

    Thanks

    Carlos

    • Hello, I'm sorry, I manage to see my mistake in writing the formula, and make it work.

      Thanks anyway

      Carlos

  2. Good day Svetlana,
    I downloaded the examble 'index-match-multile-criteria'. It works beautifully, but when I use the same type of argument in my sheet it does not want to work. I have tried and changed and even typed in the formula with the exact spacing etc.. Nothing!! Somewhere I did something wrong. Please have a look and help me out!

    • Hi Lida,

      Please send the sample workbook to our support team (support@ablebits.com) or upload it to Excel Online and post a link here, and we will try to help.

  3. Hi i currently using index and match function in excel, to auto match and index the value back, if i put a set of new data to compare with my original data.

    But however sometime a new data had a multiple result , how to i auto insert a row on the original data columns for the multiple result?

    this is my formula code : =INDEX($L:$L,MATCH($A:$A,$K:$K,0)) it could match and bring back the index value back i wanted ... but those with multiple result it only return back to the first result it show.

  4. Hello.. I now actually trying using index match/IF function to try to index the value from "ColE" onto "ColB" , by matching "ColA" compare with "ColD".

    For my eg. Shown below "Urr" got different value in "ColE" how to I insert the three different "Urr" with the different number
    result in "ColE" onto "ColA" with the same exact result number should appear in "ColB"???
    And "colA" "Usw" data still match with "ColD" "Usw"?

    Eg.

    ColA
    Doman
    Urr
    Usw

    ColD ColE
    Doman 1234
    Urr 12345
    Urr 12345
    Urr 12346

  5. Hello.. I now actually trying using index match/IF function to try to index the value from "ColE" onto "ColB" , by matching "ColA" with "ColD".

    For my eg. Shown below "Urr" got different value in "ColE" how to I insert the three different "Urr" with the different number
    result in "ColE" to "ColA" with the same exact result number should appear in "ColB"???
    And "colA" "Usw" data still match with "ColD" "Usw"?

    Eg.
    ColA ColB ColD ColE
    Doman Doman 123
    Urr Urr 1234
    Usw Urr 12345
    Usw 222

  6. Hello.. I now actually trying using index match/IF function to try to index the value from "ColE" onto "ColB" , by matching "ColA" with "ColD".

    For my eg. Shown below "Urr" got different value in "ColE" how to I insert the three different "Urr" with the different number result in "ColE" to "ColA" with the same exact result number should appear in "ColB"???

    Eg.
    ColA ColB ColD ColE
    Doman Doman 123
    Urr Urr 1234
    Usw Urr 12345
    Urr 123456
    Usw 222

  7. Hi,
    Please help..
    I have a storage tank calibration shown below. it has one column is height and the the corresponding volume on the next column. The table has wide range of cell. columns were height-volume-height volume and so on. If the table has only two columns then I will use =vlookup(value of I want to look up,range of cells table,the column number in range containing the return). Now since the height and volume is arrange in more columns how will I get the right value of I want to look up?? Please see sample.. Thank you

    height volume height volume height volume
    cm. lit cm. lit. cm. lit.
    1.00 107 41.00 38244 82.00 77620
    2.00 579 42.00 39204 83.00 78580
    3.00 1325 43.00 40164 84.00 79541
    4.00 2230 44.00 42125 85.00 80501
    5.00 4149 45.00 42085 86.00 81462
    etc...

    Regards.
    Mike

  8. Hi,

    I want to use a MATCH function as follows:
    =MATCH($B2,$B3!$A1:$A10,0)

    Here, the values of the cells B2 and B3 are dynamic. I have different sheets, for which I specify the name in B3 cell.

    Can someone please suggest a solution for my requirement.

    Regards,
    Ravi.

  9. hello
    Dear Svetlana,
    If i have three condition can i make the formula like :
    =INDEX(Sheet1!$G$2:$G$71,MATCH(C$4,Sheet1!$C$2:$C$71,0),MATCH($B6,Sheet1!$E$2:$E$71,0),MATCH($A5,Sheet1!$D$2:$D$71,0))

  10. Dear Svetlana,

    three days ago I stopped on your website and found very useful information about excel.
    I tried to find solution for my case(VLOOKUP,INDEX MATCH)but without success.
    Maybe you can help me ?
    I have two tables. First table which is in one sheet has 2 columns(1.ident number of product and 2.quantity).
    Second table which is in another sheet has also 2 columns(1. ident number of product and 2. price)
    Numbers of products(in raws) in first table are larger than the numbers in second table and first table includes all products(raws) from second table.
    How I can multiple quantity and price from theese tables ?

    Best regards,
    Krešo.

  11. hello

    I need help, I have 3 different suppliers for same products with different Artikel number and product name but with the same barcodes.
    Some of the product is cheap by the supplier number one but some the products are cheap by the supplier number 2 or 3.

    Now my question is this: Each supplier have more than 2000 products and it is very difficult to go one by one to find out who is selling for a good price and which product from three different suppliers.

  12. Hi,
    I have a Table 'Project Register' and within it I have 3 fields/columns - Client, Program, and Project. There are also fields set as named ranges for the above, using a validation formula to return valid options (working fine).

    My issue is the below formula returns NA# instead of an array of row numbers where the fields are blank, or when they match one or more criteria. (IE; All = ""; Program and Project are blank when client is selected; OR when Client and Program are selected, but Project is blank)... I can't see where the formula has gone wrong. Evaluation step through shows ok to the point of returning the row numbers. Your assistance is appreciated.

    =IFERROR(INDEX(Project_Register[Project Name],
    IF((Client="")*(Program="")*(Project="")),1,
    IF((Project_Register[Client]=Client)*((Program="")*(Project="")),1,
    IF(((Project_Register[Client]=Client)*(Project_Register[Client Program]=Program))*(Project=""),1,
    IF((Project_Register[Client]=Client)*(Project_Register[Client Program]=Program)*(Project_Register[Client Project Name]=Project),1,0)))),ROW(Project_Register[Project Name]),0),"")

  13. Very helpful, thank you!!

  14. Clarification: the formula I posted above references column "B" multiple times. That is actually on another tab in the spreadsheet and is where I'm placing the results of the formula.

  15. I'm trying to create a unique list of names, from two columns containing names, but only include names that fall between a date range. Example, column A has dates, column B has a name, and column C may (or may not) has another name. Given a Start date and an end date in some other cell (say in J1 and M1), is there a formula that will return a list of unique names from both columns B & C (same names may be included in both columns, but are never the same on the same row), that have a date that is within the given date range? I've been able to get the unique list of names using this formula ("Salesperson1" and "Salesperson2" are named ranges equivalent to columns B & C in my example above):
    {=IFERROR(IFERROR(INDEX(Salesperson1,MATCH(0,IF(ISBLANK(Salesperson1),1,COUNTIF($B$3:B3,Salesperson1)),0)),INDEX(Salesperson2,MATCH(0,IF(ISBLANK(Salesperson2),1,COUNTIF($B$3:B3,Salesperson2)),0))),"")}

    Any help would be appreciated.

  16. -20%
    -25%
    -27%
    -23%
    -19%
    As above I have a number of values and I want to reduce an array of values say by 7
    The result becomes
    -13%
    -18%
    -20%
    -16%
    -12%
    What formula can I use in excel to get this value ?

  17. Hi

    I have two columns in a file. Date (Column A) and Amount (Column B)
    Date Amount
    8/22/2016 600
    8/23/2016 600
    8/24/2016 200
    8/25/2016 800
    8/26/2016 600
    8/27/2016 600
    8/28/2016 600
    What I want to achieve is described below.

    In another sheet, I have certain dates. Not all the dates from above, but specific dates as below. And what I want to achieve through a formula is what is under column Sum.
    Dates Sum
    8/23/2016 =600+600
    8/25/2016 =200+800
    8/28/2016 =600+600+600

    I'll explain the formula I want taking 8/28/2016 as an example.
    I have calculated the sum until 8/25/2016. So I want to look at the data
    from the next row after 8/25/206 until the date specified here, that is 8/28/2016 and then sum it up.

    If I take 8/25/2016 as an example, then I have calculated the sum until 8/23/206. Hence I would have to pick up the numbers from the row below 8/23 (from the data) which is 8/24 until 8/25 and then sum that up.

    Can someone please help me with this?

    • Sorry, I figured it out!! :-)

      =SUM(INDIRECT("Attendance!E" &Match(A22,Attendance!$A$1:$A$842,1)& ":E" &Match(A23,Attendance!$A$1:$A$842,1)))

      Cell reference here doesn't really match the example data I have given above, but you will get the concept

      • Correction, you need to add a + 1
        =SUM(INDIRECT("Attendance!E" &(Match(A22,Attendance!$A$1:$A$842,1)+1)& ":E" &Match(A23,Attendance!$A$1:$A$842,1)))

  18. Hi

    Thanks for this article. I want sum of all results that are there in selected data from index match instead of single result.
    =INDEX('LR CashFlow'!$B$2:$F$561,MATCH(1,('LR CashFlow'!$B$2:$B$561='LR CALC SHEET'!B8)*('LR CashFlow'!$F$2:$F$561='LR CALC SHEET'!$D$6),0),3).

    Can you kindly help me in this.

    Thanks

  19. Hi I am trying to find a value in Column A and I know the value in Colum B.

    For example, I have placed a value from Column B, cell B10 in a parallel sheet. next to that I want to place the value of column A, cell A10. can I please have any advise on this ?

    • Please do not respond to this , I have reached the solution !

      Thanks :)

  20. My question is, is there a way I can create a formula that will pull out code words from a variety of words that are listed in a cell? I have a column in which notes are listed but I would like to be able to find trends by using a formula to count key words listed within the notes.

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