1. Excel Lookup Formulas Welcome! with Cindy Kredo
Vlookups with Exact and Range Match
Hlookups with Exact Match
Understanding the Last Argument
Using Named Ranges with Lookups
Troubleshooting Lookups that Fail
Q & A
2 Hour Webinar
© 2014 Cindy Kredo

2. Class Prerequisites and Webinar Presentation
Basic spreadsheet navigation
Familiarity with Excel formulas
This class is likely to have both experienced students and beginners!
This is a hands on webinar 2 2

3. How will this session work?
You should have the file “Excel Lookup Lab Data.xlsx” open and the Lab Sessions (Word document) printed per the earlier !
Most new topics discussed are followed by a hands-on lab which you will do independently.

4. Successful Webinar Tips
Attending a webinar at your desk is great, but be prepared for potential distractions! Speak with your supervisor and if possible:
Post a sign at your workstation “Training in Progress – Please Do Not Interrupt”
Prepare an “out of office” message that alerts contacts that you are in the office, but in training from __ to __. 
Close out of your and instant communicator while you attend the webinar
If you can, sequester yourself in a different location where you can fully focus on the task at hand!

5. Cindy Kredo: Who am I?
I am an independent contractor, providing Access / Excel / SQL Server / Crystal Report training / design / consulting work
I only teach subject matter for software and concepts that I have used extensively in “real world” projects!

6. Understanding the Need
What is a lookup formula?
When is it useful?
Briefly describe what a lookup function does and ask for feedback of uses – white board the session.

7. Vlookup/Hlookup
Search rows of data vertically down the page to find a value (vlookup = vertical lookup)
When the value is found, return a value that is in the SAME row but a different column OR
Search columns of data horizontally to find a value (hlookup = horizontal lookup)
When the value is found, return a value that is in the SAME column, but a different row

8. Example - Establish the Need
This spreadsheet lists customers, with an X to indicate which services they receive.
Students can open the file if they want at this point, but recommend that they watch and listen – then they will be given a chance to do this on their own.
You have been asked to insert two new columns (between A and B) with the number of employees and the State(s) where they are located. The insert has already been done in our sample file: we will focus on the formula!

9. Another spreadsheet is available that has the required information on it

10. When done, your spreadsheet should look like this:
If you had 3,000 companies on YOUR spreadsheet, and the list with the # of employees and states had 10,000 companies on it, how long would it take you to do this given your current Excel skills?
What are some options in Excel that you could use to do this if you did not know about the Vlookup function?

11. The Vlookup Solution

12. VLOOKUP SYNTAX =Vlookup(What, Where, Return Column, Type of Match)
What: the value you are looking for in the “where”
Where: a range of cells that contains what you are looking for PLUS the information you want returned back to you
Return Column: when the value (“what”) is found in the “where”, which column represents the data you need? The number 1 represents the first column in the “what”, a 2 represents the second column, etc.
Exact Match = use the word FALSE for an exact match. Use the word TRUE for a lookup that wants to find the “closest one”.

13. Vlookup tips
The first column in your “where” range needs to contain the value that you will be seeking
When doing an exact match lookup, the sort order of the “where” range does not matter
When doing a “find the closest” type of lookup, the data in the first column of the “where” must be sorted alphabetically or numerically in ascending order
If you do not specify the type of lookup, Excel will assume a “find the closest” – this could be dangerous!

14. Lab One Your turn! Open Excel Lookup Lab Data.xlsx
Go to the Tab labeled Lab 1
Follow the instructions on the Handout
Complete Poll when done
AFTER completing the poll, if you finish early:
How could you suppress the #N/A message when the vlookup formula does not find a value?
Check the help screens for the IfError Function
=IfError(formula,what to print if an error is returned)
=IfError(vlookup(A4, etc.),””) Double quotes will display “nothingness”
OR =IfError(vlookup(A4, etc.),”Missing Employee”)
Lab One

15. Named Ranges
Named Ranges can be used for the table array argument in a Vlookup/Hlookup formula
To create a Named Range:
Version 2003 OR Version 2007/2010
Select Cells
Type the name desired to the left of the Formula bar (“named range box”). Spaces are not allowed; must start with a letter.
To edit a Named Range:
Version 2003
Menu bar Insert  Name  Define
Version 2007/2010
Formulas Ribbon  Defined Names Section  Name Manager
Walk through Vlookup Demo 2

16. Using Named Ranges
There are multiple ways to add a Named range to a formula
A) manually type the named range
B) Use the dropdown on the Formulas ribbon, Defined Names group, “Use in Formula”
C) Use the up and down arrow keys in the drop down list that appears as you are typing the formula – the TAB key will accept the highlighted entry

17. Combining Vlookup Formulas
Don’t let the length of that formula scare you off!
Consider this 
The & symbol
strings things
together (concatenates)
=“Hi” & “ ” & “there”  Hi there

18. Lab 2 In a moment… your turn
Check out our end-goal on the tab labeled Lab 2 Completed
Examine Cell C11. There is an error in this formula that needs to be fixed. What is it?
Demo completed lab – Have students type in sample HR numbers (AD3, HR21). All appears to be correct. Then try ZZ2.
Lab 2

19. Partial activity – Lab Two
First we will focus just on named ranges:
Create a named range called HR for the data on the tab Lab 2 HR Records.
Use the range A2:G83
Go to the existing named range called Managers using the Named Range box
Use the Formula Ribbon, Name Manager button to explore the properties of this Named Range so you can tell what cells make up the Named Range
Demo completed lab
Complete Lab Poll When Done

20. Complete Lab Poll When Done
Lab 2 continued
Use the HR named range to complete vlookup formulas for the following cells:
C7 – Employee Name (Last Name only is okay)
C9 – Employee Department
C11 – Hire Date
G9 – Employee Phone number extension
If this was easy for you, go ahead and modify cell C7 to display the first and last name of the employee! (Explore the formula on the Lab 2 Completed tab if necessary.)
Demo completed lab
Complete Lab Poll When Done

21. Complete Lab Poll When Done
Lab 2 finale
Use the Managers range to create a vlookup formula for Cell G7
Note that your lookup will be based on the value in Cell C9
Finally, create a vlookup formula that returns the Service Level based on the value in Cell C11. Be careful on this one – what should your last argument be?
Compare your results to those on the Lab 2 Completed tab
Demo completed lab
Complete Lab Poll When Done

22. Topics Covered 
 When do you use lookup functions  Creating Vlookup Formulas; Exact match  Using Named Ranges  Creating Vlookup Formulas; Range lookup  Hlookup Formulas  Troubleshooting and Suppressing #N/A

23. Q&A Please use the chat panel