by The tutorial shows a few ways to Vlookup multiple matches in Excel based on one or more conditions and return multiple results in a column, row or single cell.
When using Microsoft Excel for data analysis, you may often find yourself in situations when you need to get all matching values for a specific id, name, email address or some other unique identifier. An immediate solution that comes to mind is using the Excel VLOOKUP function, but the problem is that it can only return a single match.
Vlookup for multiple values can be done via a combined use of several functions. If you are far from being an Excel expert, don't hurry to leave this page. I will do my best to explain the underlying logic so that even a novice could understand the formulas and adjust them for solving similar tasks. Even better, I will show you another possible solution that takes just a few mouse clicks and does not require any knowledge of Excel formulas at all!
How to do multiple Vlookup in Excel using a formula
As mentioned in the beginning of this tutorial, there is no way to make Excel VLOOKUP return multiple values. The task can be accomplished by using the following functions in an array formula:
- IF - evaluates the condition and returns one value if the condition is met, and another value if the condition is not met.
- SMALL - gets the k-th smallest value in the array.
- INDEX - returns an array element based on the row and column numbers you specify.
- ROW - returns the row number.
- COLUMN - returns the column number.
- IFERROR - traps errors.
Below you will find a few examples of such formulas.
Formula 1. Vlookup multiple matches and return results in a column
Let's say, you have the seller names in column A and the products they sold in column B, column A containing a few occurrences of each seller. Your goal is to get a list of all products sold by a given person. To have it done, please follow these steps:
- Enter a list of unique names in some empty row, in the same or another worksheet. In this example, the names are input in cells D2:G2:
Tip. To quickly get all different names in a list, you can use the UNIQUE function in Excel 365 or a more complex formula to extract distinct values in older versions.
- Under the first name, select a number of empty cells that is equal to or greater than the maximum number of possible matches, enter one of the following array formulas in the formula bar, and press Ctrl + Shift + Enter to complete it (in this case, you will be able to edit the formula only in the entire range where it's entered). Or, you can enter the formula in the first cell, hit Ctrl + Shift + Enter, and then drag the formula down to a few more cells (in this case, you will be able to edit the formula in each cell individually).
=IFERROR(INDEX($B$3:$B$13, SMALL(IF(D$2=$A$3:$A$13, ROW($B$3:$B$13)-2,""), ROW()-2)),"")or
=IFERROR(INDEX($B$3:$B$13,SMALL(IF(D$2=$A$3:$A$13,ROW($A$3:$A$13)- MIN(ROW($A$3:$A$13))+1,""), ROW()-2)),"")As you see, the 1st formula is a bit more compact, but the 2nd one is more universal and requires fewer modifications (we will elaborate more on the syntax and logic a bit further).
- Copy the formula to other columns. For this, select the range of cells where you've just entered the formula, and drag the fill handle (a small square at the lower right-hand corner of the selected range) to the right.
The result will look something similar to this:
How this formula works
This is an example of intermediate to advanced uses of Excel that implies basic knowledge of array formulas and Excel functions. Working from the inside out, here's what you do:
- IF function
At the core of the formula, you use the IF function to get the positions of all occurrences of the lookup value in the lookup range: IF(D$2=$A$3:$A$13, ROW($B$3:$B$13)-2,"")
IF compares the lookup value (D2) with each value in the lookup range (A3:A13), and if the match if found, returns the relative position of the row; an empty string ("") otherwise.
The relative positions of the rows are calculated by subtracting 2 from ROW($B$3:$B$13) so that the first row has position 1. If your return range begins in row 2, then subtract 1, and so on. The result of this operation is the array {1;2;3;4;5;6;7;8;9;10;11}, which goes to the value_if_true argument of the IF function.
Instead of the above calculation, you can use this expression: ROW(lookup_column)- MIN(ROW(lookup_column))+1, which returns the same result but does not require any changes regardless of the return column location. In this example, it'd be ROW($A$3:$A$13)- MIN(ROW($A$3:$A$13))+1.
So, at this point you have an array consisting of numbers (positions of matches) and empty strings (non-matches). For cell D3 in this example, we have the following array:
If you check with the source data, you will see that "Adam" (lookup value in D2) appears on the 3rd, 8th and 10th positions in the lookup range (A3:A13).
- SMALL function
Next, the SMALL(array, k) function steps in to determine which of the matches should be returned in a specific cell.With array already established, let's work out the k argument, i.e. the k-th smallest value to be returned. For this, you make a sort of an "incremental counter" ROW()-n, where "n" is the row number of the first formula cell minus 1. In this example, we entered the formula in cells D3:D7, so ROW()-2 returns "1" for cell D3 (row 3 minus 2), "2" for cell D4 (row 4 minus 2), etc.
As the result, the SMALL function pulls the 1st smallest element of the array in cell D3, the 2nd smallest element in cell D4, and so on. And this transforms the initial long and complex formula into a very simple one, like this:
Tip. To see the calculated value behind a certain part of the formula, select that part in the formula bar and press F9.
- INDEX function
This part is easy. You use the INDEX function to return the value of an array element based on its row number.
- IFERROR function
And finally, you wrap the formula in the IFERROR function to handle possible errors, which are inevitable because you cannot know how many matches will be returned for this or that lookup value, and therefore you copy the formula to a number of cells equal to or greater than the number of possible matches. Not to scare your users with a bundle of errors, simply replace them with an empty string (blank cell).
Note. Please notice the proper use of absolute and relative cell references in the formula. All references are fixed except for the relative column reference in the lookup value (D$2), which should change based on a relative position of a column(s) where the formula is copied to return matches for other lookup values.
Putting all this together, we get the following generic formulas to Vlookup multiple values in Excel:
Formula 1:
Formula 2:
Where:
- m is the row number of the first cell in the return range minus 1.
- n is the row number of the first formula cell minus 1.
Note. In the above example, both n and m are equal to "2" because our return range and formula range both begin in row 3. In your worksheets, these may be different numbers.
Formula 2. Vlookup multiple matches and return results in a row
In case you want to return multiple values in rows rather than columns, change the above formulas this way:
=IFERROR(INDEX($B$3:$B$13, SMALL(IF($D3=$A$3:$A$13, ROW($B$3:$B$13)-2,""), COLUMN()-4)),"")
Or
=IFERROR(INDEX($B$3:$B$13,SMALL(IF($D3=$A$3:$A$13,ROW($A$3:$A$13)- MIN(ROW($A$3:$A$13))+1,""),COLUMN()-4)), "")
Like in the previous example, both are array formulas, so remember to press the Ctrl + Shift + Enter shortcut to complete them correctly.
The formulas work with the same logic as in the previous example, except that you use the COLUM function instead of ROW to determine which matching value should be returned in a specific cell: COLUMN()-n. Where n is the column number of the first cell where the formula is entered minus 1. In this example, the formula is input in cells E2:H2. With E being the 5th column, n is equal to "4" (5-1=4).
Note. For the formula to get copied correctly to other rows, mind the lookup value references, absolute column and relative row, like $D3.
Wrapping up, here are the generic formulas for Vlookup with multiple results returned in rows:
Formula 1:
Formula 2:
Where:
- m is the row number of the first cell in the return range minus 1.
- n is the column number of the first formula cell minus 1.
Formula 3. Vlookup multiple matches based on multiple conditions
You already know how to Vlookup for multiple values in Excel based on one condition. But what if you want to return multiple matches based on two or more criteria? Taking the previous examples further, what if you have an additional Month column, and you are looking to get a list of all products sold by a given seller in a specific month?
If you are familiar with arrays formulas, you may remember that they allow using asterisk (*) as the AND operator. So, you can just take the formulas discussed in the two previous examples, and have them check multiple conditions as demonstrated below.
Return multiple matches in a column
Where:
- m is the row number of the first cell in the return range minus 1.
- n is the row number of the first formula cell minus 1.
Assuming the Seller list (lookup_range1) is in A3:A30, the Month list (lookup_range2) is in B3:B30, the seller of interest (lookup_value1) is in cell E3, and the month of interest (lookup_value2) is in cell F3, the formula takes the following shape:
=IFERROR(INDEX($C$3:$C$30, SMALL(IF(1=((--($E$3=$A$3:$A$30)) * (--($F$3=$B$3:$B$30))), ROW($C$3:$C$30)-2,""), ROW()-2)),"")
This layout may be useful for creating a dashboard, e.g. your users can enter a name in E3, month in F3 and get a list of products in column G:
Return multiple results in a row
If you want to pull multiple values based on multiple criteria sets, you may prefer the horizontal layout where results are returned in rows. In this case, use this following generic formula:
Where:
- m is the row number of the first cell in the return range minus 1.
- n is the column number of the first formula cell minus 1.
For our sample dataset, the formula goes as follows:
=IFERROR(INDEX($C$3:$C$30, SMALL(IF(1=((--($E3=$A$3:$A$30)) * (--($F3=$B$3:$B$30))), ROW($C$3:$C$30)-2,""), COLUMN()-6)),"")
And the result can resemble this:
In a similar manner, you can do multiple Vlookup with three, four or more conditions.
How these formulas work
Basically, the formulas to Vlookup multiple values with multiple conditions work with the already familiar logic, explained in the very first example. The only difference is that the IF function now tests multiple conditions:
The result of each lookup_value=lookup_range comparison is an array of logical values TRUE (condition is met) and FALSE (condition is not met). The double unary operator (--) coerces the logical values into 1's and 0's. And because multiplying by zero always gives zero, in the resulting array, you have 1 only for those elements that meet all of the specified conditions. Now, you simply compare the final array with number 1 so that the ROW function returns the numbers of rows that meet all the conditions, an empty string otherwise.
A word of caution. All of the multiple Vlookup formulas discussed in this tutorial are array formulas. As such, each formula iterates through all elements of the arrays every time the source data is changed or the worksheet is recalculated. On large worksheets containing hundreds or thousands of rows, this may significantly slow down your Excel.
If you need to get matches from several sheets, use this guide: How to VLOOKUP across multiple sheets.
How to Vlookup to return multiple values in one cell
I will be upfront - I don't know an easy way to lookup and return multiple matches in a single sell with formulas. However, I do know a formula-free (read "stress-free" :) way to do this by using two add-ins included with our Ultimate Suite for Excel. The detailed steps follow below.
Source data and expected result
As shown in the screenshot, we continue working with the dataset we've used in the previous example. But this time we want to achieve something different - instead of extracting multiple matches in separate cells, we want them to appear in a single sell, separated with a comma, space, or some other delimiter of your choosing.
Pull rows with multiple matches to the main table
In your main table, enter a list of unique names in the first column, months in the second column, and arrange them like shown in the screenshot below. After that, carry out the following steps:
- Select your main table or click any cell within it, and then click the Merge Two Tables button on the ribbon:
- The add-in is smart enough to identify and pick the entire table, so you just click Next:
Tip. When using the tool for the first time, it stands to reason to select the Create a backup copy of the worksheet box in case something goes wrong.
- Select the lookup table, and click Next.
- Choose one or more matching pairs of columns that should be compared in the main table and lookup table (in this example, it's the Seller and Month columns), and then click Next.
- Select the column(s) from which you want to pull matching values (Product in this example), and click Next.
- Tell the add-in how exactly you want multiple matches to be arranged in the main table. For this example, we need the following option: Insert rows with duplicate matching values after the row with the same value. Make sure that no other option is selected and click Finish.
At this point, you will have the following result - all matching rows are pulled to the main table and grouped by the values in the lookup columns - first by Seller, and then by Month:
The resulting table already looks nice, but it's not exactly what we wanted, right? As you remember, we are looking to Vlookup multiple matches and have them returned in a single sell, comma or otherwise separated.
Combine duplicates rows into one row
To merge "duplicate rows" in a single row, we are going to use another tool - Combine Rows Wizard.
- Select the table produced by the Merge Tables tool (please see the screenshot above) or any cell within the table, and click the Combine Rows button on the ribbon:
- Check if the add-in's got the table right, and click Next:
- Select the key column or columns (Seller and Month in this example), and click Next:
- Select the column(s) that contains multiple matches (Product in this example), choose the desired delimiter (semicolon, comma, space or line break), and click Finish.
Optionally, you can enable one of the additional features, or both:
- Delete duplicate values - if the column to be merged contains a few identical values, the first occurrence will be kept, duplicate matches will be deleted.
In this example, we do not check this option, and the add-in returns all found matches. For example, in cell C2, we have this string: Lemons, Bananas, Apples, Lemons, Bananas (please see the result on step 5 below). If you choose to delete duplicates, the result would be: Lemons, Bananas, Apples.
- Skip empty cells - self-explanatory :)
- Delete duplicate values - if the column to be merged contains a few identical values, the first occurrence will be kept, duplicate matches will be deleted.
- Allow the add-in a few seconds for processing, and you are all set!
This is how you can look up and return multiple values in Excel using our tools. If you are curious to give them a try, a fully-functional evaluation version of the Ultimate Suite is available for download below.
Available downloads
Vlookup Multiple Values - examples (.xlsx file)
Ultimate Suite - trial version (.exe file)
342 comments
I typed it all in and when i check it wil F9 it gives the answer I expect, but when I hit return it gives me a #value error. Do you think it is because I am referencing another worksheet for the if condition?
Svetlana,
This is a great tool, thank you for the wonderful instructions. I've been trying for a while now to do a partial vlookup using these formula's but have had no luck. Do you know why the following doesn't work? Is there a way to accomplish this with your formula?
IFERROR(INDEX( return_range, SMALL(IF( lookup_value & "*" = lookup_range, ROW( return_range) - m, ""), COLUMN() - n)), "")
I think the problem is "*". It become the concatenated lookup value and an asterisk.
Hi,
How can you modify the Formula 1 for me if the products names are repeating
Thanks
Hi i was woundering if anybody could help. i have read the above and many more treads i have a formula that works, i just dont now how to expand the array arcoss muilple colums.
The formula that works =INDEX(B2:B40,(MATCH(E1,J2:J46,0)))
something i dont think is possible but i very much need to work.
=INDEX(B2:B40,(MATCH(E1,J2:U46,0)))
have tried muilple varations creating a helper colunm and concatenating J2 to U2 into one colunm but even that dosnt work
can anybody help
cheers
match does not work for multiple columns.
Thanks, u solved my big problem of my work in office
Hi.
Is it possiple to do the lookup with multiple values in a collum from an external file?
Hi Svetlana,
I try the formula "=IFERROR(INDEX($B$3:$B$13, SMALL(IF(D$2=$A$3:$A$13, ROW($B$3:$B$13)-2,""), ROW()-2)),"")" but didn't work it brings back "#VALUE!, I copied the exact data from the sample same cell positions but didn't work, could you please help me?
Hello, I need some help...
I tried the formula and ajusted it to my data, and it worked for the cell in which I wrote the formula. However, when I try to drag the formula it doesn't work.
Hello, Mafer,
you're probably experiencing problems because of the cell references. Read this article, to learn more about absolute and relative cell references.
If this doesn't help, send us an example of the workbook with your source data and the result you expect to get to support@ablebits.com.
Hi I need some help
I have two sheets, one is where the data is being pulled from and the other is where the data is being manipulated. In my data set I have employee numbers that have job titles along with the store numbers.
In the sheet where my data is being manipulated I would like whenever to display all the employees that belong to a particular store and their job titles please help
Hi, Oscar,
to return different pieces of info, you will need to create two columns: one for the employees' numbers and another for their job titles. And each column will require its own formula. Then, use the 1st VLOOKUP formula of this article to return results in a column.
Hi,
I'm pulling data from a main excel located on the web. I have created a spreadsheet that will pull data from the main spreadsheet. I did this to be able to reorganize the data and remove the blank cells that appear in the main spreadsheet on the web. Well, in the spreadsheet that I created, the data is being pulled but it is not in a list format. I still have blank cells between the data. What should I do?
Very Informative, Great learning. Thank you :)
Dept. dr.name opdno. Opdno1
Gastro A. 2.
Gastro B. 5.
Gastro total. 7.
Ent. D. 8
How index match will be used in column opd no1 in row Ent so that 8 will be fetched 4th column 5th row.
Excel makes life easy
Awesome, incredibly fantastic
Hi. This looks to be a source of great help. I am looking for a solution of my below mentioned problem;
I have a Table 1 in which there are two inputs. 1) Cable Diameter (mentioned in a Column) 2) Max. length per Drum Type (mentioned in different columns in front of respective row of the diameter). I need to fetch the drum type for combination of my inputs of Cable diameter and Max Length.
I hope I am clear in my description of the issue.
Thanks & Regards,
Salman
thanks a lot
very best activity to teach vlookup.
regards
I already copy this formula "=IFERROR(INDEX($B$3:$B$13, SMALL(IF(D$2=$A$3:$A$13, ROW($B$3:$B$13)-2,""), ROW()-2)),"")", but it didn't work. Can you help me?
Hello Nawanto,
Did you adjust the formula for your data? Please read carefully the "How this formula works" section to understand the formula's logic and how to customize it for your own data.
I've tried the exact same data set however, the formula itself doesn't work.
Hi Alex,
You can download the sample worksheet here and make sure the formula does work.
downloaded your source file from the link....
when i run the formula, nothing is displayed, although the formula pane calculated the correct result..
how to display the formula result on the table?
@Uchay Hey buddy, have you tried to activate the index formula by press ctrl+shift+enter when you're on the formula. It should help extract the value instead of a blank cell because there's an error covered by the formula.
Good luck.
Hello Svetlana,
I have same error when I use your formula in your sample worksheet. Its for the "Formula 3. Vlookup multiple matches based on multiple conditions". It seems when I open your worksheet it shows me the result but when I double click the cell that contains the formula and after seeing it I pressed enter and it shows a blank cell which is the other result of IFERROR formula. Then I dig deeper of where the formula have error and found out the Range "(--($E$3=$A$3:$A$30)) * (--($F$3=$B$3:$B$30))" has error. The range $A$3:$A30 and $B$3:$B$30 have a value of "#VALUE" which means the range does not return any value.
I was wondering how can we compare a single cell value (E3 or F3 to a range of values). That is why Excel returning no value and we get error.
If you have any suggestion on how to tackle this issue it would be helpful.
I'm using Excel 2013.
Regards,
Raj
Nevermind Svetlana,
I pressed Ctrl+Shift+Enter and the formula works just fine.
Now I just need to know why pressing enter gives error and pressing ctrl+shift+enter gives the right answer. I know it has to do with array formula but why it is perceived by excel in different way.
Could you please clarify?
Regards,
Raj
Hi Raj,
Unlike a regular formula, an array formula evaluates all individual values in an array and performs multiple calculations according to the conditions expressed in the formula. And to let Excel know you are entering an array formula, you press Ctrl+Shift+Enter. It's as simple as that :)
For the detailed explanation of array formulas, please see the following tutorials:
Excel array formulas, functions and constants - examples and guidelines
Excel array formula examples for beginners and advanced users
Awesome explanation, Thanks alot.
Could you please support and guide, I have two sheets with product name are same in both sheets but values are different in both, how to V LOOKUP both sheets to retrieve all values in a row for one individual product.
Hello Svetlana,
I have sheet 1 and 2
In sheet 1, there are col. A, B and C . Col A, B and C have multiple duplicates values, Col C is date
In Sheet 2, there are Col A, B, C and D. Col A, B, C and D also has multiple duplicates values, C is date
I want value from Col. D in sheet 1 (not sure how to use lookup functions)
Only lookup reference I have is Col. A and B in Sheet 1 and 2.
Problem: there are multiple values in both sheets for col. A and B.
Can you please let me know the solution?
Great ideas,I'd been trying since 2 years to build a formula for same conditions..thanks a lot.
god gives you every thing you wish
Great info!! Another combination I like to use for pulling info in based on a common ID across the two sets is: = INDEX( , MATCH( , ,0))
Awesome:-), Svetlana. Carry on.