5 Ways To Use Xlookup Across Multiple Sheets

The Xlookup function has revolutionized the way we search and retrieve data in Excel. It's faster, more efficient, and easier to use than its predecessors, Vlookup and Index/Match. One of the most powerful features of Xlookup is its ability to search across multiple sheets. In this article, we'll explore five ways to use Xlookup across multiple sheets.

When working with large datasets, it's not uncommon to have data spread across multiple sheets. Whether it's a sales report, a budget tracker, or a customer database, having multiple sheets can help keep your data organized and easy to manage. However, when it comes to searching for specific data, having multiple sheets can become a challenge. That's where Xlookup comes in.

Xlookup is a powerful function that allows you to search for data across multiple sheets, workbooks, or even external data sources. It's a game-changer for anyone who works with data on a regular basis. So, let's dive in and explore five ways to use Xlookup across multiple sheets.

Understanding Xlookup

Before we dive into the five ways to use Xlookup across multiple sheets, let's take a quick look at the function itself. Xlookup is a relatively new function in Excel, introduced in 2019 as part of the Excel 365 update. It's designed to be a more efficient and flexible alternative to Vlookup and Index/Match.

The Xlookup function has four main arguments:

• lookup_value: The value you want to search for.
• lookup_array: The range of cells where you want to search for the value.
• return_array: The range of cells where you want to return the value from.
• [match_mode]: The matching mode, which can be either exact or approximate.
• [search_mode]: The search mode, which can be either vertical or horizontal.

Xlookup Syntax

The Xlookup syntax is as follows:

XLOOKUP(lookup_value, lookup_array, return_array, [match_mode], [search_mode])

Now that we have a basic understanding of Xlookup, let's move on to the five ways to use it across multiple sheets.

1. Searching Across Multiple Sheets Using Xlookup

One of the most common ways to use Xlookup across multiple sheets is to search for a specific value across multiple sheets. For example, let's say you have a sales report with multiple sheets, one for each region. You want to search for a specific customer name across all the sheets.

To do this, you can use the Xlookup function with the following syntax:

XLOOKUP(lookup_value, lookup_array, return_array, [match_mode], [search_mode])

In this example, the lookup_value is the customer name, lookup_array is the range of cells where you want to search for the customer name, and return_array is the range of cells where you want to return the sales data.

Example:

Suppose you have three sheets: North, South, and East. Each sheet has a table with customer names and sales data. You want to search for a customer named "John Smith" across all the sheets and return the sales data.

Sheet North:

Sheet South:

Sheet East:

To search for John Smith across all the sheets, you can use the following Xlookup formula:

=XLOOKUP("John Smith", North!A:B, South!A:B, East!A:B, 0, 0)

This formula will return the sales data for John Smith from the first sheet where it finds a match.

2. Using Xlookup with Multiple Criteria Across Multiple Sheets

Another way to use Xlookup across multiple sheets is to search for multiple criteria. For example, let's say you want to search for customers who have a specific job title and work in a specific department.

To do this, you can use the Xlookup function with multiple criteria. The syntax is as follows:

XLOOKUP(lookup_value1, lookup_array1, return_array1, [match_mode], [search_mode], lookup_value2, lookup_array2, return_array2, [match_mode], [search_mode])

In this example, the first three arguments are the same as before, but you add additional arguments for the second criteria.

Example:

Suppose you have two sheets: Sales and Marketing. Each sheet has a table with customer names, job titles, and departments. You want to search for customers who have the job title "Manager" and work in the "Sales" department.

Sheet Sales:

Sheet Marketing:

To search for customers who have the job title "Manager" and work in the "Sales" department, you can use the following Xlookup formula:

=XLOOKUP("Manager", Sales!B:B, Sales!A:A, 0, 0, "Sales", Sales!C:C, Sales!A:A, 0, 0)

This formula will return the customer names who have the job title "Manager" and work in the "Sales" department.

3. Using Xlookup with Wildcards Across Multiple Sheets

Another way to use Xlookup across multiple sheets is to use wildcards. Wildcards allow you to search for values that contain a specific pattern.

To use Xlookup with wildcards, you can use the * symbol to represent any number of characters. For example, if you want to search for customers who have the job title "Manager*" (i.e., Manager, Managerial, etc.), you can use the following Xlookup formula:

=XLOOKUP("Manager*", Sales!B:B, Sales!A:A, 0, 0)

This formula will return the customer names who have a job title that starts with "Manager".

Example:

Suppose you have two sheets: Sales and Marketing. Each sheet has a table with customer names, job titles, and departments. You want to search for customers who have a job title that starts with "Manager".

Sheet Sales:

Sheet Marketing:

To search for customers who have a job title that starts with "Manager", you can use the following Xlookup formula:

=XLOOKUP("Manager*", Sales!B:B, Sales!A:A, 0, 0, Marketing!B:B, Marketing!A:A, 0, 0)

This formula will return the customer names who have a job title that starts with "Manager".

4. Using Xlookup with Array Formulas Across Multiple Sheets

Another way to use Xlookup across multiple sheets is to use array formulas. Array formulas allow you to perform calculations on arrays of data.

To use Xlookup with array formulas, you can use the Ctrl+Shift+Enter keys to enter the formula as an array formula. For example, if you want to search for customers who have a specific job title and work in a specific department, you can use the following Xlookup formula:

=XLOOKUP("Manager", Sales!B:B, Sales!A:A, 0, 0) & " - " & XLOOKUP("Sales", Sales!C:C, Sales!A:A, 0, 0)

This formula will return the customer names who have the job title "Manager" and work in the "Sales" department.

Example:

Suppose you have two sheets: Sales and Marketing. Each sheet has a table with customer names, job titles, and departments. You want to search for customers who have the job title "Manager" and work in the "Sales" department.

Sheet Sales:

Sheet Marketing:

To search for customers who have the job title "Manager" and work in the "Sales" department, you can use the following Xlookup formula:

=XLOOKUP("Manager", Sales!B:B, Sales!A:A, 0, 0) & " - " & XLOOKUP("Sales", Sales!C:C, Sales!A:A, 0, 0)

This formula will return the customer names who have the job title "Manager" and work in the "Sales" department.

5. Using Xlookup with Power Query Across Multiple Sheets

Finally, another way to use Xlookup across multiple sheets is to use Power Query. Power Query is a powerful tool that allows you to import, transform, and load data from multiple sources.

To use Xlookup with Power Query, you can use the XLOOKUP function in the Power Query formula bar. For example, if you want to search for customers who have a specific job title and work in a specific department, you can use the following Xlookup formula:

=XLOOKUP("Manager", Sales, "Job Title", Sales, "Department")

This formula will return the customer names who have the job title "Manager" and work in the "Sales" department.

Example:

Suppose you have two sheets: Sales and Marketing. Each sheet has a table with customer names, job titles, and departments. You want to search for customers who have the job title "Manager" and work in the "Sales" department.

Sheet Sales:

Sheet Marketing:

To search for customers who have the job title "Manager" and work in the "Sales" department, you can use the following Xlookup formula:

=XLOOKUP("Manager", Sales, "Job Title", Sales, "Department")

This formula will return the customer names who have the job title "Manager" and work in the "Sales" department.

Conclusion:

In conclusion, Xlookup is a powerful function that can be used in a variety of ways to search for data across multiple sheets. Whether you're searching for a specific value, multiple criteria, or using wildcards, Xlookup can help you find the data you need quickly and efficiently.

We hope this article has helped you learn more about Xlookup and how to use it across multiple sheets. Do you have any questions about Xlookup or any other Excel function? Let us know in the comments below!

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