Digging through rows and columns of Excel data can feel like hunting for a needle in a haystack. That’s why VLOOKUP is a game-changer. It helps you search, match, and retrieve the data you need instantly—no more scrolling endlessly. In this complete guide from 3minread.com, we’ll teach you how to use VLOOKUP in Excel (and beyond), including across multiple spreadsheets, workbooks, and even with AI tools like Copilot. If you want to level up your spreadsheet game, keep reading.

What Is VLOOKUP and Why It Matters

VLOOKUP helps you find data in Excel fast—without the frustration of manual searches.

VLOOKUP, short for "vertical lookup," is one of Excel’s most powerful and frequently used functions. It allows users to search a specific value in the first column of a data range and return a value in the same row from another column. Sounds simple, but this tool can be life-changing when you're working with large datasets, especially for things like employee records, product SKUs, inventory logs, or customer databases.

The basic syntax looks like this:

=VLOOKUP(lookup_value, table_array, col_index_num, [range_lookup])

• lookup_value: The value you’re trying to find
• table_array: The data range where Excel will look for your value
• col_index_num: The column number from which to return a value
• range_lookup: Use FALSE for exact matches and TRUE for approximate ones

This combination makes VLOOKUP perfect for automating repetitive data retrieval tasks, reducing errors, and saving hours of manual work.

Step-by-Step: How to Use VLOOKUP in Excel

Let’s walk through how to apply VLOOKUP in a typical use case inside Excel.

Imagine you’re managing a list of employees and need to pull an ID number using a last name. Here’s how to do it using VLOOKUP:

1. Click the cell where you want the result to appear.
2. Type: =VLOOKUP( and begin entering your parameters.
3. Suppose your lookup value (employee last name) is in cell B6, and your data range is from B2:D10, where column D contains the ID numbers.
4. Your formula would look like: =VLOOKUP(B6, B2:D10, 3, FALSE)
5. Hit Enter, and Excel will instantly return the correct ID.

Remember: the value you're searching for must be in the first column of your range. If not, you'll need to reorganize or copy the data accordingly. Excel will not return accurate results if this rule isn't followed.

This same method can be used for any lookup scenario—product prices, contact information, order numbers—you name it.

VLOOKUP isn’t limited to one sheet—it can also search data across different tabs or files.

If your data spans multiple sheets within the same workbook, referencing other sheets is simple. Just add the sheet name in front of the range, like this:

=VLOOKUP(B2, Sheet2!$A$2:$C$10, 3, FALSE)

Let’s break this down:

You're looking up the value in cell B2 of Sheet1

The data range exists in Sheet2 between cells A2 and C10

You're retrieving the third column's value (email address, for example)

If your data is in another workbook, the syntax changes slightly:

=VLOOKUP(B2, [2023_employee_emails.xlsx]Sheet1!$A$2:$C$10, 3, FALSE)

Here, you include the name of the other file inside square brackets, followed by the sheet name and cell range. This allows Excel to reach beyond a single file and still pull accurate information from a shared resource—perfect for collaborative or cross-departmental projects.

Be mindful: the external workbook must be open for the formula to work consistently. Otherwise, Excel might show a reference error or outdated result.

Let AI Do the Work: Using Copilot for VLOOKUP in Excel

If writing formulas feels intimidating, let Copilot write them for you.

Microsoft Excel's new AI assistant, Copilot, takes the guesswork out of formulas—yes, even VLOOKUP. Available in Microsoft 365 Personal, Family, or Copilot Pro subscriptions, this tool can interpret your instructions and generate a working formula instantly.

Here’s how to use it:

Open your file from OneDrive or SharePoint with AutoSave enabled.

Click the Copilot icon next to the selected cell or from the top menu.

In the chat bar, describe what you want, like: “Find the email address from Table A and bring it into Table B using VLOOKUP.”

Copilot will provide a formula and even show a preview of the result.

You can insert the result directly or tweak the formula through the chat.

One crucial requirement: your data must be formatted as a Table, not just a range. This helps Copilot understand the structure and apply the formula correctly. It’s a great time-saver, especially for beginners or those looking to automate faster.How to Use VLOOKUP Across Spreadsheets and Workbooks

Take It Further: Automate Excel with Zapier

Manual data entry is outdated—automate your Excel workflows with Zapier.

Once you’ve mastered VLOOKUP, the next step is automation. Zapier allows you to connect Excel with thousands of other tools—Google Forms, Typeform, Gmail, Salesforce, and more—to eliminate the need for manual copy-pasting or data matching.

Some powerful examples:

• Auto-log survey feedback: Send responses from forms directly to Excel.
• AI classification: Use AI to detect sentiment or categorize data as it's entered.
• Instant alerts: Notify your team on Slack or email when new rows meet a certain condition.
• Smart dashboards: Push Excel insights into dashboards or reports in real-time.