Lookup Tables

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MICROSOFT®Office Excel. 2007 Intermediate Skills

Exploring Excel Functions LOOKUP TABLES

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Excel Functions - Lookup Tables You use lookup functions in Excel to easily retrieve information from a data list. That is, Lookup Tables allow you to search for and insert a value in a cell that is stored in another place in the worksheet/workbook. For example, if you think of a tax table, certain incomes pay a certain amount of tax. A lookup table can be used to look at the income amount input in your spreadsheet; go to the lookup reference table set up to look up the amount of tax that should be paid; and, return that amount to your spreadsheet. There are 3 types of lookup tables: LOOKUP - returns a value either from a one-column or one-row range (known as a vector) or returns a value where it looks in the first row or column and returns a value from the last row or column (known as an array) VLOOKUP - searches the first column of a range of cells and returns a value from any cell on the same row of the range. Use VLOOKUP when your comparison values are located in a column to the left of the data you want to find. HLOOKUP -searches for a value in the top row of a table or an array of values and returns a value in the same column from a row you specify in the table or array. Use HLOOKUP when your comparison values are located in a row across the top of a table of data and you want to look down a specified number of rows. Here at the university, you may want to consider using the lookup function as a way of applying letter grades to numerical grades. Let’s take a closer look at this example. 1. Open the workbook called lookupdata.xlsx In this example we have a sheet called Courses which lists the students for Math 101 along with their Numerical Grades.

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There is also a sheet called Grades where we have created our lookup table. It lists the letter grade and the corresponding numerical grades it represents. •

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We are going to set up a VLOOKUP function that will 1) look at the grade listed in column B of the Courses sheet; 2) go to the Lookup Table found on the Grades worksheet to look up the Numerical Grade that best represents #1; 3) bring back and place the Letter Grade in Column C of the Courses sheet.

1. Click within cell C2 of the Courses sheet and select Formula > Lookup & Reference 2. Choose VLOOKUP from the Function list 3. You are then presented with the following window. See the below for details on each field.

Lookup_value Table_array Col_index_num Range_lookup

the value that Excel has to look for in the first column of the lookup table the cell range for the table the column # that Excel looks at for the information do you need an exact or approximate match

The following information should be entered into each field: 1. Lookup_value

B2 This is the column of the value we wish to lookup, i.e. the Math 101 mark) Grades!$A$2:$B$12 This is the value range on the Grades Worksheet lookup table we will be using

2. Table_array

3. Col_index_num

4. Range_lookup

5. Click OK

NOTE: We must change the array to an absolute value as we do not want the cell referencing to change when we copy and paste it from one cell to another) 2 This is the column # in the Lookup Table that contains the information you are looking for. We are looking for the Letter Grade listed in the second column of the Lookup Table Optional (for this exercise leave the Range-lookup blank) This is a logical value that specifies whether you want your lookup to find an exact or approximate match: - If range lookup is either TRUE or is ommitted, an exact or approximate match is returned. If an exact match is not found, the next largest value that is less than the lookup value is returned. The values in the first column of the table array must be placed in ascending sort order. - If range lookup is FALSE VLOOKUP will find only an exact match. If there are two or more values in the first column of the table array that match the lookup value, the first value found is used. Values in the first column of the table array do not need to be sorted. Test our your results by using the AutoFill feature for the remainder of your students.

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