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Excel VLOOKUP with Dynamic Column Reference

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Excel VLOOKUP with Dynamic Column Reference
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If you ever work with large tables of data and you want to insert a VLOOKUP formula that dynamically updates to the next column as you copy it across, then the VLOOKUP with the COLUMNS function is what you need.

That is; the col_index_num part of the VLOOKUP function dynamically updates as you copy it across your worksheet.

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

For this example I downloaded the current top 10 selling books from Amazon – see below.

VLOOKUP formula with COLUMNS example data

Book number 2 sounds like it might have some tips for getting my two boys to bed…must put it on my shopping list…… Sorry, I digress.

Ok, let’s imagine this list is hundreds or even thousands of rows long and we want to find a quick way to get prices and author information on demand (other than CTRL+F for Find of course).

In the table below we have the Book Title, Author and Price.

VLOOKUP formula with COLUMNS function

The book title is found using a Data Validation List or Drop Down List, and in column C and D we need a VLOOKUP formula that finds the Author and Price respectively.

We could do this using an ordinary VLOOKUP formula like this:

In cell C16 

=VLOOKUP($B16,$B$4:$D$13,2,FALSE)

And in cell D16 

=VLOOKUP($B16,$B$4:$D$13,3,FALSE)

But we need to manually edit the column reference for each column we copy the VLOOKUP across to.

Go here for a refresher on the VLOOKUP function.

And if we’ve got a lot of columns that we want to look up, then instead of hard coding the column reference number it’s much quicker to use the COLUMNS function like this:

In cell C16 

=VLOOKUP($B16,$B$4:$D$13,COLUMNS($B4:B4)+1,0)

And in cell D16 

=VLOOKUP($B16,$B$4:$D$13,COLUMNS($B4:C4)+1,0)

VLOOKUP function and COLUMNS function

Note: Make sure you use the COLUMNS (plural) not COLUMN as they work quite differently.

What’s going on with the COLUMNS function?

The COLUMNS function returns the number of columns in an array.

The syntax is =COLUMNS(array), where ‘array’ is the column range. For example:

=COLUMNS($B4:B4) gives us 1 i.e. the array is 1 column wide.

So all we’re really doing is calculating the column number we want using the COLUMNS function.

Note: $B4:B4 could just as easily been plain B:B like this =COLUMNS($B:B), as it doesn’t really matter what the row reference is.

VLOOKUP using COLUMNS Function Explained

In our VLOOKUP formula above (in cell C16), our COLUMNS formula is COLUMNS($B4:B4)+1, because:

1.       the column we want returned is the second column in our VLOOKUP table,

2.       and since =COLUMNS($B4:B4)  evaluates to 1 we need to add 1 to get 2 for the second column.

VLOOKUP formula with dynamic COLUMNS function

In our VLOOKUP formula in cell D16 our COLUMNS function is COLUMNS($B4:C4)+1 and it evaluates to 2+1=3

We’ve used an absolute cell reference on $B4:C4 (=2) so that when we copied the VLOOKUP formula across from C16 to D16 the COLUMNS part of the formula will automatically increase by 1 (from $B4:B4 to $B4:C4) to give us the correct column number.

Alternative to using COLUMNS is the MATCH function

As an alternative in my INDEX MATCH tutorial I show you how you can use the MATCH function to create a dynamic column reference. Just another way to skin a cat.

The limitation of the MATCH function used this way is that the VLOOKUP formula and the table_array must contain column headers that are the same.

See example towards bottom of INDEX MATCH tutorial.

HLOOKUP with ROWS

Similar to using VLOOKUP and COLUMNS, we can use the ROWS function with HLOOKUP to achieve the same effect, but for the row number.

Syntax for ROWS function:

=ROWS(array) where ‘array’ is the row range. For example:

=ROWS(B$4:B4) gives us 1 i.e. the array is 1 row high.

I think you get the idea, but if you’re not familiar with HLOOKUP you can read my HLOOKUP tutorial and insert the ROWS function in place of the row number in the HLOOKUP formula just as we did for the column numberin the VLOOKUP above.

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Excel VLOOKUP with Dynamic Column Reference

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AUTHOR Mynda Treacy Co-Founder / Owner at My Online Training Hub

CIMA qualified Accountant with over 25 years experience in roles such as Global IT Financial Controller for investment banking firms Barclays Capital and NatWest Markets.

Mynda has been awarded Microsoft MVP status every year since 2014 for her expertise and contributions to educating people about Microsoft Excel.

Mynda teaches several courses here at MOTH including Excel Expert, Excel Dashboards, Power BI, Power Query and Power Pivot.

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Comments

  1. Steve

    I’m not sure if I’m missing something, but if you download the example and insert a column between B and C, cell C16 loses its value- isn’t that the point of this- to be able to insert multiple columns and have the values remain intact?

    -Confused in New Hampshire

    Reply

    • Mynda Treacy

      Hi Steve,

      No, this is about being able to copy the formula across to pick up the next column and not have to update the col_ref_num argument manually. Being able to insert columns is best done with INDEX & MATCH like this:

      =INDEX($A$4:$D$13,MATCH(B16,$B$4:$B$13,0),MATCH(C15,$A$3:$D$3,0))

      Mynda

      Reply

    • Mynda Treacy

      Hi Asim,

      No, because there is no argument in the AVERAGEIFS function that asks for a column number. Perhaps you can post your question on our Excel forum with a sample Excel file showing what you want to do and we can help you with a solution.

      Mynda

      Reply

  3. ibrarahmed

    i have a problem kindly guide me
    when i drag down vlookup formula , i want only to change lookup value by keepin constant search area, i,e slectio array
    but when i rage down the formula selection area also drag down
    thanks

    Reply

    • Catalin Bombea

      Hi,
      You need to use the $ symbol properly.
      =VLOOKUP(A1, $C$1:$C$100,0) for example has the lookup range absolute (using $ to lock rows and columns), while the lookup value is relative (does not have the $ symbol)

      Reply

  4. Sue Furlong

    I think you need to edit and insert the “$” before the letter “B” in the example you gave so it is consistent with the example earlier in the paragraph.

    We’ve used an absolute cell reference on $B4:C4 (=2) so that when we copied the VLOOKUP formula across from C16 to D16 the COLUMNS part of the formula will automatically increase by 1 (from B4:B4 to B4:C4) to give us the correct column number.

    Should be:
    We’ve used an absolute cell reference on $B4:C4 (=2) so that when we copied the VLOOKUP formula across from C16 to D16 the COLUMNS part of the formula will automatically increase by 1 (from $B4:B4 to $B4:C4) to give us the correct column number.

    Reply

    • Mynda Treacy

      Hi Sue,

      I didn’t really think it mattered in that context/sentence, but I’ve updated it for you 🙂

      Mynda

      Reply

  6. Frank

    Hi
    Why professional people like yourself using this index function: =B2:index($B$18:$F$24,match($B$10,$B$18:$B$24,0) for example instead
    of typing this way as follow: index($B$18:$F24,match($B$10,$B$18:$B$24,0))
    Do these type of typing its index formulas do make any sense or any difference in searching for ??

    Reply

    • Mynda Treacy

      Hi Frank,

      The key difference between this:

      =B2:INDEX($B$18:$F$24,MATCH($B$10,$B$18:$B$24,0)

      And this:

      =INDEX($B$18:$F24,MATCH($B$10,$B$18:$B$24,0))

      Is the first formula returns a range starting in cell B2 and ending in the cell returned by INDEX & MATCH, whereas the second formula only returns the value (or cell reference) returned by INDEX & MATCH.

      It’s explained here under point # 4.

      Kind regards,

      Mynda

      Reply

  8. rob

    Great Post and a huge help. I did have a question though. Instead of moving one column across at a time, is it possible to move across in multiples of two or three so that only every second or third column is selected instead?

    Reply

    • Catalin Bombea

      Hi Rob,
      Please upload a sample workbook at our Help Desk, it’s easier to understand your situation if i see your data structure.
      Thanks for understanding.
      Cheers,
      Catalin

      Reply

  9. Cath

    Hi Mynda

    In the VLookup dynamic list tutorial you’ve used 0 for the range lookup part

    =VLOOKUP($B16,$B$4:$D$13,COLUMNS($B4:B4)+1,0)

    Is 0 a numeric alternative to False in this instance and, if so, could 1 be used instead of True?

    Many thanks

    cath

    Reply

  10. Rafi Wartayan

    I prepared Vertical List in a sheet and Horizontal in another sheet and this sample is on Excel sheets i want to send this file to see and give me the real Functions or formulas I want your Live Email to send the file
    to you
    my best regards

    your sincerely

    Rafi Wartayan

    Reply

  11. Rafi Wartayan

    sample of Breakfast meals sample of lunch or diner Sample of Pastry sample of lunch or diner Sample of appetizers
    Main stores Items Recipe No1 Tomato Omelet Breakfast Eggs Recipe No2 Gordon Blue Beef Recipe No3 Recipe No4 Fried Chicken Chop poultry Recipe No5 Green Salad appetizers
    Units Kg Price Grams Per KG Price per Gram Recipe Ingredients Grams Price per Gram cost28% sailing price100% Recipe Ingredients Grams Price per Gram cost28% sailing price100% Recipe Ingredients Grams Price per Gram Recipe Ingredients Grams Price per Gram Recipe Ingredients Grams Price per Gram
    A $2.00 1000 $0.002 A 100 0.2 20 Y 150 0.009 1.35 E 200 I 250 c 180
    B $4.00 1000 $0.004 D 150 0.6 90 D 60 0.01 0.6 S 20 J 50 q 20
    C $8.00 1000 $0.008 V 50 0.4 20 F 80 0.008 0.64 M 20 K 50 p 20
    D $10.00 1000 $0.010 W 20 0.2 4 G 30 0.015 0.45 N 40 L 50 t 50
    E $8.00 1000 $0.008 X 20 0.16 3.2 L 40 0.009 0.36 O 10 S 50 u 20
    F $8.00 1000 $0.008 A 10 0.08 0.8 W 10 0.003 0.03 Y 40 N 150 X 20
    G $15.00 1000 $0.015 E 20 0.3 6 X 20 0.012 0.24 D 10 M 50 Z 20
    H $20.00 1000 $0.020 K 25 0.5 12.5 E 20 0.008 0.16 Q 20 W 20 A 20
    I $6.00 1000 $0.006 156.5 3.83
    J $7.00 1000 $0.007
    K $8.00 1000 $0.008 If 156.5 is 28%
    L $9.00 1000 $0.009 The 100% will be
    M $11.00 1000 $0.011
    N $12.00 1000 $0.012 % cost Price
    O $13.00 1000 $0.013 28 156.28
    P $14.00 1000 $0.014 100 558.14 the sailing price
    Q $18.00 1000 $0.018
    R $1.00 1000 $0.001
    S $5.00 1000 $0.005
    T $13.00 1000 $0.013
    U $6.00 1000 $0.006
    V $4.00 1000 $0.004
    W $3.00 1000 $0.003
    X $12.00 1000 $0.012
    Y $9.00 1000 $0.009 Cost center
    Z $16.00 1000 $0.016 Purchasing Department
    stores Food Beverage guest supplies Pomic Etc
    requesition by Kitchin cheef

    Reply

  14. Tristyn

    I LOVE YOU!

    I’ve been trying to learn macros for my coursework, and have had so many issues I didn’t even know where to start. I finally figured them all out, and it worked, except my macro kept replacing the column values, and your formula has allowed me to fix it. 18 hours of work later, my spreadsheet is done. Thank you so much!

    Reply

    • Mynda Treacy

      Aw, thanks Tristyn 🙂

      Glad you found the help you needed here. Well done for completing your marathon spreadsheet.

      Mynda.

      Reply

  15. David

    Hi there – thank you for sharing this. I have wondered for a long time how to do this simply and you nailed it!

    Reply

  16. Muhammad Haroon Rashid

    Very very helpfull. It is a wonderful learning resource. This is the first time I have been able to understand the VLookup function.
    Thank you! Please keep on uploading these useful posts.

    Reply

  18. Jane

    hi

    I am looking for a way to have another vlookup in the column index of a vlookup? Is that possible? My problem is:
    Sheet 1 Column A has some date and hour. Same sheet has several column B through E of different suppliers say Supplier B,C,D,E..I am trying to vlookup in column A for a particular date, in the column index vlookup the appropriate supplier name and return the corresponding value..Hope I am not too confusing

    Thanks

    Reply

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