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 want horizontal date range Vlookup pls. provide solution
This is a great help but how do I return a value of more than one cell?
Such as if there were two more columns that had the Price and Market. I would want the result like this in individual cells:
Adam
Banana $2.99 Smith's
Oranges $1.99 Von's
Lemons $.99 Joe's
I would also like to know if I had Columns A to M but only want to return with results from Column A, B, C, G. How would I do that?
Thanks in advance!
My data file has multiple records against one item..
Can you please help, if i type the item in a particular cell, all multiple values should appear in front of item e.g
Part Number Supplier Lead Time Price $
Orange D5396 45 25.00$
Orange A6545 50 26.00$
Orange C9256 60 25.50$
Orange A6498 45 30.00$
Orange Z9655 40 26.50$
Orange D5632 90 29.75$
Mango W5696 120 5.25$
Mango A6536 125 4.75$
i need help, if i type part number in a particular cell, all related information should appear against it...
hye i got two month of data that need to be validate to the latest TotalValue and ignore that already used in the next day.
i want the outcome like this
A B
Unit
14200001 78
14200002 144
and so on.
the data on my excel
A B C D
Unit Date TotalValue Used
14200001 15-01-18 78 77
14200001 16-01-18 1 1
14200001 15-02-18 78 78
14200002 15-01-18 143 142
14200002 16-01-18 1 1
14200002 15-02-18 144 144
14200003 15-01-18 161 161
14200003 15-02-18 161 161
14200004 15-01-18 150 150
14200004 15-02-18 150 150
14200005 15-01-18 158 158
14200005 15-02-18 158 158
14200006 15-01-18 157 157
14200006 15-02-18 159 159
14200007 25-01-18 104 104
14200007 25-02-18 104 0
14200007 26-02-18 104 104
=(IFERROR(INDEX(Schedules!$A$5:$A$310; SMALL(IF(B$1=Schedules!$C$5:$C$310;ROW(Schedules!$A$5:$A$310)-4;""); ROW()-22));""))
I need help.
I'm using this formula. I need to search hours at collum C to get names from collum A.
The result i get is blanck from the iferror formula, but if i do F9 it gives me the names. In this case i need to do one by one instead of it be automatic.
I can't figure it out what is wrong.
Thanks for the time
Can I use this in a Data Validation?
=IFERROR(INDEX(sTurrets; SMALL(IF(A$3= sTank_id_turret; ROW(sTurrets)-2;""); ROW()-2));""). I am using named ranges from another sheet as the return_range the lookup_range.
I have also tried =INDEX(sTurrets;MATCH(A3;sTank_id_turret;0)) and
=VLOOKUP(A3;allTurrets;3;0).
Learned these from these and other pages here.
The index one works but only gives me 1 value, while there are 3 to 4 values to return.
The IFERROR says List source must be delimited list when I place it in the data validation.
Please help.
I need to the formula to filter data in column very easy and lookup conditions thank you so much for your support
Hello,
This works fine if the vlook up value is an Exact match. Is there any way to get all partial matches?
DOES THIS FORMULA WORK IN GOOGLE SHEETS?
Really appreciate how you have taken the pains to elaborate on the logic and the break up of the formula and brilliantly at that, too. Very helpful...thanks!
Hello,
I'm having a hard time finding a formula to use to setup a conditional format. I have one close, but not extensive enough. I have a formula in my conditional format rule where when a row has a cell with the "F" value, =C$3="F", that when applied to a range, =$C$4:$HU$11, will make any column in the range gray (that is the column with an "F" just above it will be gray). Now I need create a similar setup where if in the same range, =$C$4:$HU$11, I have any column in that range(for example), C4:C11, having more than on "C" value in a cell, to highlight that row in yellow.
Thanks for this help with array formulas.
I need some assistance displaying the data. I need to display it in a Gant Chart Format.
For Explanation: Jan1 Apples, Jan2 Oranges, Jan3 Pears, Jan4 Oranges, Jan5 Pears, Jan6 Oranges….
I need to display the Dates across columns and the fruits in rows and populate the cells where the fruit and dates align.
The Array Formula will pull the dates but I cannot figure out how to populate the “Gant Chart”
Hi,
I have a spreadsheet which tracks defects.
I have a LOOKUP to determine a 'severity' based on whether the item is either "High" or "Low" and the length of the defect (input as a number).
I then have a seperate table which lists the action code to be applied, based on a combination of "High" or "Low" and the 'severity'.
I would like Excel to automatically return the action code from a remote table (in the same worksheet), based on the values in the two seperate cells.
So, cell A1 is either "High" or "Low".
The operator inputs a numeric value in cell A2.
Based on the values in A1 and A2, a LOOKUP returns a 'severity' in cell A3.
What should then happen, is a value for 'Defect Code' should appear in cell A4 based on the combination returned in cells A1 and A3.
Any ideas would be greatly appreciated.
Thanks for this formula. I've been looking for this however it's been showing up as an error on my end, saying "Did not find value '43096' in VLOOKUP evaluation."
Hi.
Thank you for this, it has saved me a ton of time.
I did have a few problems which I've solved.
In your formula you've used ",", while in my excel it worked with ";".
Also, the formula couldn't find matches if formatting was different. E.g., my row was formatted as numbers, while my column was text, I think.
Hi Muhamed,
The use of comma or semicolon for separating a formula's arguments is dependent on which character is set as the List Separator in your Regional Settings. For example, in North America the default list separator is a comma, while in Europe it's semicolon. As for the second issue, you are right, numbers formatted as text could cause problems.
thank so much it very helpful.
It is working. Its result is awesome.
Thanks
Hello sir,
I have used several time, Formula 3. Vlookup multiple matches based on multiple conditions. But it is not working. It is not showing anything in the cell. By copying the formula in another it also not respond.
pls help it need to do this.
Download her template and copy formula from there (look through different sheets) and be sure to adjust formula for your data.
If you are working with numbers make sure formatting of the cells is the same...
I have report of dispatch as like, Gate Pass No's in Rows & against that Invoice No's are in multiple columns. How can I create pivot for particular Gate pass No having list of Invoices in rows, instead of column.
Hi,
I I want to compare between to columns and list the new value in the second row;
col1 col2 col3 (result)
abc abc www
adc www
ere ere
adc
Hello,
Please try the following formula:
=IFERROR(INDEX(B:B,SMALL(IF(B:B<>A:A,ROW(B:B)),ROW(A1))),"")
Please note that this is an array formula. You should enter this formula into the first cell in column C, hit Ctrl + Shift + Enter to complete it and copy the formula down along the column. Just select the cell where you've entered the formula and drag the fill handle (a small square at the lower right-hand corner of the selected cell) down.
Hope it will help you.
Hi, I have 48 sheets and I need to copy the data ( Don't need to sum up or count)from these 48 sheets to another sheet based on a condition. Eg: I need to copy complete rows wherever one of the column names is "ABC". There are multiple matching rows in the single sheet. So I cant use VLOOK up.As I don't know VBA, I find it very difficult, Can anyone help?
Hello,
Please try to solve your task with the help of the Combine Sheets tool which is a part of our Ultimate Suite for Excel. You can download its fully functional 14-day trial version using this direct link.
After you install the product, you will find Combine Sheets in the Merge section under the Ablebits Data tab.
Hope this will help you with your task.