https://nycdepartmentoffinance.powerappsportals.us/forums/general-discussion/503536e6-7df9-ee11-a73d-001dd8305ba3XLookup is capable of doing look-ups with multiple criteria using two methods, concatenation and another boolean array. Both are pretty straightforward and easy to use. I prefer the boolean array method and have used it a few times.
Most examples you find online will show something like this. You have a table of items, with the following columns. Item, Size, Color & Price. The look-up is then done by finding a Price based upon an item that matches a given Item,Size,Color combination as shown in this image.
I'm looking for a solution that allows for this. Given the example above, let's say we have striped items, so we have two colors, Color and Color2.
I'm looking to now match Item="Hoodie" AND Size="Medium" AND (Color="Blue" OR Color2="Blue")
Is this possible? The XLookup boolean array is doing a Bitwise AND comparison but I need a Bitwise OR.
The introduction of the XLOOKUP function in Excel has significantly enhanced the capabilities of data lookup, providing a more powerful and flexible alternative to older functions like VLOOKUP, HLOOKUP, and INDEX/MATCH. One of the standout features of XLOOKUP is its ability to perform approximate matches with ease, which can be further expanded to accommodate multiple criteria, making it an indispensable tool for data analysis and manipulation.
Benefits
Versatility: XLOOKUP can return results for both vertical and horizontal arrays, eliminating the need for different functions.
Simplicity: Simplifies the process of looking up data with a single, straightforward formula.
Powerful Matching: Offers both exact and approximate match capabilities, providing flexibility for various lookup scenarios.
Enhanced Functionality: Supports the use of multiple criteria for lookups, which was cumbersome with previous functions.
Error Handling: Provides built-in error handling, making your spreadsheets more robust and error-resistant.
Detailed Step-by-Step:
Step 1: Understanding XLOOKUP Syntax
Syntax Overview: The basic syntax of XLOOKUP is XLOOKUP(lookup_value, lookup_array, return_array, [if_not_found], [match_mode], [search_mode])
lookup_value: The value you want to search for.lookup_array: The array or range containing the value to look up
return_array: The array or range from which to return a value
[if_not_found]: Optional. The value to return if
lookup_value is not found.
[match_mode]: Optional. Set to 1 for an exact match or -1 for an approximate match.
[search_mode]: Optional. Determines the search mode.
Step 2: Setting Up Your Data
Prepare Your Dataset: Ensure your dataset is organized, with clear headers and structured data that XLOOKUP can process.
Step 3: Performing an Approximate Match with Multiple Criteria
Apply XLOOKUP with Multiple Criteria: Combine XLOOKUP with logical tests to accommodate multiple criteria in an approximate match scenario.
Detailed Long Example
Scenario
You have a dataset of products with varying sizes and colors, and you need to find the price of a product that approximately matches a specified size and exactly matches a specific color.
Sample Data:
Column A: Product ID (A2:A20)
Column B: Size (B2:B20)
Column C: Color (C2:C20)
Column D: Price (D2:D20)
Objective: Find the price of a product with an approximate size of 15 (sizes can range from 1 to 20) and an exact color match of Blue.
Steps:
Combine XLOOKUP with IF for Multiple Criteria:
Assuming you want the output in cell E2, start by identifying the product row that matches the color Blue precisely and is the closest match for size 15 without going under.Use the following formula in E2:
=XLOOKUP(TRUE, (C2:C20="Blue") * (B2:B20<=15), D2:D20, "Not Found", -1)
This formula looks for a TRUE value generated by the logical test (C2:C20="Blue") * (B2:B20<=15), ensuring both criteria are met. The -1 in the match_mode argument specifies an approximate match looking for the closest match without going under.
Understanding the Formula:
The formula uses an array operation (C2:C20="Blue") * (B2:B20<=15) to create a boolean array where both conditions must be true (TRUE or 1) for a row to be considered a match.XLOOKUP then searches for TRUE in this boolean array, returning the corresponding price from D2:D20 or "Not Found" if no match exists.
Advanced Tips:
Handling Multiple Approximate Criteria: When dealing with multiple approximate criteria, consider transforming your criteria into a single score or metric that can be approximately matched.
Optimizing Performance: Large arrays and complex array operations can slow down Excel. Consider narrowing your lookup range or using Excel Tables to improve performance.
Debugging Complex Formulas: Break down complex formulas into smaller parts in separate cells to debug and ensure each part works as expected before combining them.
Dynamic Arrays in Excel 365: If you're using Excel 365, the formula can spill over results if it's designed to return multiple matches, offering further dynamic analysis capabilities.
Leveraging Named Ranges: Use named ranges to make your formulas more readable and manageable, especially when working with large datasets.
In Excel, there's a powerful formula called XLOOKUP, which makes it easy to find exact values in your sheet. And what's surprising? It doesn't look for one value, it can also search using multiple criteria. In this article, we will show you how to use XLOOKUP With Multiple Criteria to find an exact match for your data.
What is XLOOUP with Multiple Criteria?
XLOOKUP is an Excel function that allows you to search for specific values within a range or array.
Further, this functionality can also help you find a value in both vertical and horizontal lookup places. This function allows you to find an exact match, an approximate match, or comparable data.
How to perform XLOOKUP with Multiple Criteria?
You can perform XLOOKUP with multiple criteria through concatenating expressions and Boolean expressions.
How to Concatenating the XLOOKUP with multiple conditions
Concatenating XLOOKUP with multiple criteria is very common. In the below example, we'll concatenate all criteria in one lookup value with their associated columns into a single lookup array.
Now, concatenate the lookup of multiple columns.
Then you can use the autofill command to fill up the remaining rows. Concatenating the lookup columns allows you to look up all the criteria simultaneously.
Create two columns, one for the lookup value and the other for the XLOOUP formula.
Then, select a lookup value.
After that, enter the XLOOKUP formula in the score column.
Finally, you can combine the XLOOKUP function and concatenated values to get the same result.
How to perform XLOOKUP with multiple conditions using Boolean Expressions
Now we make a boolean expression to ensure the criteria are correct with their corresponding lookup columns.
To use the boolean expressions with XLOOKUP in multiple criteria, follow the steps below:
Apply boolean logic with the appropriate criteria to the respective columns.
Then, fill in the remaining empty rows using the auto-fill feature.
After that, you need to follow the same instructions for the Condition 2 column.
Then to multiply the two columns' boolean arrays, use the AND function on the entire column.
Finally, look up "1" based on the lookup results.
Alternatively, we can also use the array formula to merge all formulas.
Following the steps above, you can master the XLOOKUP with multiple criteria by concatenating and using the boolean logical operators.
What are the Syntax and Uses of XLOOKUP with Multiple Criteria?
Excel's XLOOKUP function searches a range or array for a specific value and returns the corresponding value from another column. It can look up vertically and horizontally and do exact (default), approximation (closest), or wildcard (partial) matches.
The syntax of the XLOOKUP function is as follows:
XLOOKUP(lookup_value, lookup_array, return_array, [if_not_found], [match_mode], [search_mode])
The first 3 arguments are required and the last three are optional.
Lookup_value [required] - the value to search for.
Lookup_array [required] - the range or array where to search.
Return_array [required] - the range or array from which to return values.
If_not_found [optional] - the value to return if no match is found. If omitted, an #N/A error is returned.
Match_mode [optional] - the match type to perform:
0 or omitted (default) - exact match. If not found, an #N/A error is returned.
-1 - exact match or next smaller. If an exact match is not found, the next smaller value is returned.
1 - exact match or next larger. If an exact match is not found, the next larger value is returned.
2 - wildcard character match.
Search_mode [optional] - the direction of search:
1 or omitted (default) - to search from first to last.
-1 - to search in reverse order, from last to first.
2 - binary search on data sorted ascending.
-2 - binary search on data sorted descending.
Microsoft provides binary search for advanced users. It is a special algorithm that determines the position of a lookup value within a sorted array by comparing it to the middle element. A binary search is faster than a regular search, however, it only works on sorted data.
How to use Multiple criteria XLOOKUP with logical operators?
Expanding the horizon of multiple criteria XLOOKUP, allows you to go beyond simple equality checks by including a variety of logical operators. These operators let you test conditions like greater than, less than, and not equal to specific numbers.
For instance, consider the scenario of getting the supplier for the item in G4, the region not matching G5, and a discount greater than G6. The formula to achieve this is as follows:
=XLOOKUP(1, (A3:A22=G4) * (B3:B22<>G5) * (C3:C22>G6), D3:D22)
How to use Multiple criteria XLOOKUP approximate match?
The basic XLOOKUP formula can seek an exact or approximate match, controlled by the 5th argument, match_mode. When dealing with multiple conditions, the challenge arises in finding a value that approximately matches one of the criteria.
The solution involves first filtering out entries that don't meet the exact match condition, achieved through the IF or FILTER function. The filtered array is then served to XLOOKUP, prompting an approximate match - you choose between the closest smaller item (match_mode set to -1) or the closest larger one (match_mode set to 1).
In an example scenario with item names in column A, quantities in column B, and discounts in column C, aiming to find the discount for a specific item in cell F4 and a quantity in F5, the formula is constructed as follows:
=XLOOKUP(F5, IF(A3:A22=F4, B3:B22), C3:C22,, -1)
Breaking it down, the inner logic filters items matching F4 and their corresponding quantities:
IF(A3:A22=F4, B3:B22)
This results in an array consisting of quantity numbers for matching items and FALSE for non-matching ones:
{…;FALSE;FALSE;FALSE;20;50;100;150;200;250;FALSE;FALSE;FALSE;…}
With the target quantity of 75 in F5, XLOOKUP with match_mode set to -1, searches for the next smaller item in the above arrayfindsnd 50, and returns the corresponding discount from column C (3%).
Alternatively, you can do filtering using the FILTER function:
=XLOOKUP(F5, FILTER(B3:B22, A3:A22=F4), FILTER(C3:C22, A3:A22=F4),, -1)
In this version, you filter quantities (B3:B22) based on the target item (A3:A22=F4) for the lookup array, and for the return array, you filter discounts (C3:C22) for the same target item.
How to use XLOOKUP with multiple conditions (OR logic)?
Now, let's look at how to use XLOOKUP with OR logic to identify values that satisfy at least one of the conditions
Depending on whether your criteria are in the same or different columns, there are 2 variations of the formula.
XLOOKUP formula for multiple OR criteria in the same column
This formula employs Boolean logic with the addition operation (+) representing OR logic:
XLOOKUP(1, (lookup_array = lookup_value1) + (lookup_array = lookup_value2) + (…), return_array)
In simple terms, multiplying arrays of TRUE and FALSE values from individual criteria tests by 0 ensures that only items that fulfill all of the criteria are given the number 1 in the final lookup array (AND logic). On the other hand, using the addition operation ensures that items that fulfill any single criteria are represented by 1 (OR logic). As a result, an XLOOKUP formula with a lookup value of 1 effectively returns the value for which any condition is true.
XLOOKUP formula for multiple OR criteria in different columns
When dealing with several OR criteria in a single column, the test results are clear-cut - only one test can return TRUE. This simplicity allows adding up the elements of the resulting arrays, yielding a final array with only 0s (none of the criteria is true) and 1s (one of the criteria is true), perfectly aligning with the lookup value 1.
However, when testing multiple columns, things get trickier. The tests are not mutually exclusive as more than one column can meet the criteria, resulting in more than one logical test returning TRUE. Consequently, the final array may contain values greater than 1.
To address this, adjust the formula as follows:
XLOOKUP(1, --((lookup_array1 =lookup_value1) + (lookup_array2 =lookup_value2) + (…) > 0), return_array)
In this condition, you add up the intermediate arrays and then check if the values in the resulting array are greater than 0. This gives us a new array comprised of only TRUE and FALSE values. The double negation (--) changes these TRUEs and FALSEs into 1s and 0s, making sure our lookup value of 1 still does its job smoothly.
What are the advantages of XLOOKUP with Multiple Criteria?
The advantages of XLOOKUP with multiple criteria are:
Easily find specific details: With XLOOKUP, it is easier to find the exact details you are looking for in your data, especially when using more than one condition. This means you can find very specific details.
Flexibility in using criteria: You can apply as many criteria as you need, Just be sure that lookup arrays are the same size.
Dynamic arrays: You can use XLOOKUP with dynamic arrays to distribute results across several cells, eliminating the need for traditional Ctrl + Shift + Enter formulae.
Easy to understand: XLOOKUP formulas are easy to read and understand. This is helpful for you and for others who work on your sheet.
What are the limitations of XLOOKUP with Multiple Criteria?
The limitations of XLOOKUP with multiple criteria are:
Unique criteria combinations: You must have a unique set of conditions for your lookup values; otherwise, XLOOKUP will return an error or the first match.
Consistent array dimensions. The lookup and return arrays must share the same amount of rows or columns. A mismatch in dimensions will cause an error.
This will give you the price and quantity of the product "Banana" in separate cells.
Xlookup with Complex Multiple Criteria: combining AND and OR logic
In more complex cases, you might need a combination of AND as well as OR logic. For example, to get the supplier for the item in G4 and the region either in G5 or I5, use this formula:
=XLOOKUP(1, (A3:A22=G4) * ((B3:B22=G5) + (B3:B22=I5)), D3:D22)
Where:
(A3:A22=G4) checks if the item in the lookup range matches the target item name in cell G4.
((B3:B22=G5) + (B3:B22=I5)) implements OR logic by checking if the region is either G5 or I5.
(A3:A22=G4) * ((B3:B22=G5) + (B3:B22=I5)) implements AND logic for the item name and region.
D3:D22 returns the corresponding supplier from this range.
The overall formula successfully locates the first match where both the item and region criteria are met, applying AND and OR logic to different criteria.
How XLOOKUP is better than VLOOKUP?
XLOOKUP is a powerful function that is better than VLOOKUP in many ways. It is more versatile and efficient. Here are the features that make it a better lookup function in Excel:
Look in any direction: XLOOKUP has no limitations as it can look in any direction either left, right, top, or bottom whereas VLOOKP can only search in the leftmost column.
Vertical and horizontal lookup: The XLOOKUP function can look up both vertically as well as horizontally.
Exact match by default: In most situations, you will search for an exact match and XLOOKUP returns exact matches by default. You can XLOOKUP to perform an exact match. Partial match using wildcards. When you just know a portion of the lookup value, a wildcard match is useful.
Search with multiple criteria: XLOOKUP performs a lookup with multiple criteria.
Better Performance: VLOOKUP slows down your worksheets since it performs computations on the entire table whereas XLOOKUP only handles the lookup and return arrays on which it relies.
Conclusion
XLOOKUP is a useful tool for reducing the process of looking up data using several criteria. Compared to VLOOKUP, XLOOKUP may be faster and more reliable.
Frequently Asked Questions
Can you implement Xlookup with multiple criteria in Excel?
XLOOKUP formula with multiple OR criteria in the same column
As a result, an XLOOKUP formula with a lookup value of 1 effectively returns the value for which any condition is true. Note. If two or more entries satisfy any of the conditions, the algorithm returns the first found match.
How does Xlookup function when there are several matches?
If your lookup array contains several matches of the lookup value and you want to retrieve all matches, XLOOKUP cannot do so. In this scenario, you can use the FILTER function or a combination of the INDEX, SMALL, and ROW functions, as shown in the tutorial How to Vlookup Multiple Matches in Excel.
Can you use Xlookup on multiple columns?
At first glance, this appears to be a difficult challenge because XLOOKUP only supports one value for lookup_value and lookup_array. How can we set up XLOOKUP to consider values from several columns? The idea is to use Boolean logic to create the required lookup array, and then configure XLOOKUP to look for the number 1.
Can Xlookup return several values?
Use the XLOOKUP function in an array formula to return multiple values or columns. Here's how you can accomplish this: Choose the cells you want to return multiple values or columns. Type the XLOOKUP function, containing the criteria and the array that will be returned.
Why does XLOOKUP perform better than VLOOKUP?
XLOOKUP can search for values to the left and right of the lookup array, whereas VLOOKUP can only seek values to the right of the lookup value column. XLOOKUP allows you to edit text when a valid match is not discovered, whereas VLOOKUP merely shows a #N/A (error indication).
How can I match three columns in Excel?
Ensure that the columns you want to compare are properly aligned and have the same amount of rows. Add a new column to your Excel sheet that will display the comparison results. This formula compares the numbers in columns A, B, and C of the first row.
If you’re looking for a way to quickly and easily find data in Google Sheets, XLOOKUP is the perfect tool for the job. With XLOOKUP, you can search for data based on multiple criteria, and you can even return multiple results.
In this article, we’ll show you how to use XLOOKUP with multiple criteria. We’ll cover the basics of XLOOKUP, and we’ll show you how to use it to find data based on multiple columns, multiple rows, and even dates.
By the end of this article, you’ll be a XLOOKUP expert, and you’ll be able to use it to find data in Google Sheets with ease.
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