Imagine you have a spreadsheet with sales data for different products across several months. You can use INDEX and MATCH to create a dynamic report that fetches sales figures based on user input for a specific product and month. This way, your reports automatically update as new data is added. Here’s a detailed guide on how to use these functions effectively.
What are INDEX and MATCH Functions?
The INDEX function is super helpful because it lets you find the value of a cell in a certain range by knowing its row and column position. So, if you have a table with different categories and months, you can use INDEX to get data from it. You just need to tell it the row and column numbers, and it will give you the value at that spot.
On the other hand, the MATCH function is all about finding where a specific thing is in a bunch of cells. It can search up and down or left and right in a range and tell you the position of that thing. For example, if you have a list of items and you want to know where a certain product is, MATCH can help you find it.
Unlike VLOOKUP or HLOOKUP, which are limited to searching vertically or horizontally, INDEX and MATCH can perform both types of lookups.
Step 1: Understand the Syntax
To proceed with using both INDEX and MATCH formulas, it’s best to understand the syntax for each formula.
INDEX Syntax
=INDEX(range, row, [column])
- range: The array or range containing the data.
- row: The row number in the range from which to return a value.
- F4 key: Use the F4 key to lock the range and when you don’t want the range to adjust during copying or filling.
- column: Optional. The column number from which to return a value. If omitted, INDEX returns the entire row.
MATCH Syntax
=MATCH(search_key, range, [search_type])
- search_key: The value to search for.
- range: The one-dimensional array to be searched.
- F4 key: Use the F4 key to lock the range and when you don’t want the range to adjust during copying or filling.
- search_type: Optional. Indicates how MATCH should search (1 for exact or next smallest value, 0 for exact match, -1 for exact or next larger value).
Step 2: Using MATCH to Find a Row Number
Suppose you have a list of products in column E and you want to find the row number for a specific item stock number, “111-222-4527.” In this case, I’ll be using my sample spreadsheet where I use the following formula:
=MATCH(E19,$F$5:$F$14,0)
This formula looks through F5:F14 for “111-222-4527” and returns the position of the first exact match.
Step 3: Getting Data with INDEX
Now that you know how to find a row number, you can grab information from that row. Assume the product’s selling price is in column H and you want to find it:
=INDEX($H$5:$H$14,5,1)
This tells Google Sheets to find the selling price of the product in H5:H14.
Step 4: Combining INDEX and MATCH
Combining INDEX and MATCH gives you a powerful tool for data lookup. You can modify the formula to look up various pieces of information across multiple columns and rows.
Let’s say you have the stock numbers in column E and the selling price in column H, and you want to find specific data at the intersection:
=INDEX($H$5:$H$14,MATCH(E19,$F$5:$F$14,0))
This formula automatically finds the stock number’s row and the selling price column and returns the intersecting value.
Get a copy of the free INDEX and MATCH function template.
Final Thoughts
The INDEX and MATCH functions can become powerful tools in your Google Sheets arsenal, helping you extract and analyze data precisely. With this guide, you’ll easily navigate large datasets, save time, and elevate your spreadsheet skills. Keep in mind that with practice, you can adapt these steps to suit various scenarios, making your spreadsheets more dynamic and informative.
Frequently Asked Questions
What does INDEX mean in VLOOKUP Google Sheets?
In Google Sheets, the term “INDEX” in a VLOOKUP function refers to the column index number within the selected range, indicating which column’s data will be returned once the function finds a match in the first column. It is the third argument of the VLOOKUP function and determines from which column the corresponding value should be fetched when the lookup value is found.
What does a #N/A error mean when I use the INDEX and MATCH functions?
A #N/A error usually means the MATCH function cannot find the specified lookup value within the given range. Double-check the value and the range you’re searching for.
Can I use INDEX and MATCH across different sheets within the same Google Sheets file?
Yes, you absolutely can. Just ensure that you include the sheet name in your formula when you reference a range in a different sheet. For instance, =MATCH(“John Doe”, Sheet2!A2:A100, 0).
