## VLOOKUP and return multiple values across columns

This article demonstrates a formula that lets you extract non-empty values across columns based on a condition. The image above shows the condition in cell B9 and the formula in cell range B10:B14.

The data set is in cell range A2:E7 and the lookup column is column A. The formula returns values from multiple rows if the corresponding value in the lookup column match, one value in each cell.

I downloaded the file lookup-vba3. I think I can use this to help me populate a calendar.I substituted dates for Pen, Paper, and Eraser. I then had locations substituted for $ values. Where I have a date of say, 11/27/12, I have 10 locations delivering that day.

Using the template as shown in the screenshot under "Return multiple values horizontally or vertically (VBA)".

I cannot expand past column "C" to return multiple values. I think it is in the array code but I cannot figure out how to return values past column C.

If you can help, greatly appreciated!

Thanks,

Jim

**Answer:**

Array formula in cell B10:

**How to create an array formula**

- Select cell B10.
- Click in formula bar.
- Paste above array formula.
- Press and hold CTL + SHIFT simultaneously.
- Press Enter.

**How to copy formula**

- Select cell B10.
- Copy cell (Ctrl + c).
- Select cell range B11:B15.
- Paste (Ctrl + v).

The following array formula concatenates the returned values, the TEXTJOIN function is able to make the formula much smaller.

Array formula in cell B10:

### Explaining array formula in cell B10

The INDEX function returns a value or a reference of the cell at the intersection of a particular column and row, in a given range.

INDEX($B$2:$E$7, *row_num*, *column_num*)

The first following three steps calculate the *row_nums* and the remaining steps calculate *column_nums*.

**Step 1 - Find matching dates and non blanks**

**Step 1 - Find matching dates and non blanks**

The equal sign is a logical operator. it lets you compare the value in cell B9 with cell range A2:A7, the logical expression returns TRUE if equal and FALSE if not.

$A$2:$A$7=$B$9

becomes

{40909; 40910; 40911; 40912; 40913; 40909}=40909

becomes

{TRUE; FALSE; FALSE; FALSE; FALSE; TRUE}

The less than and greater than characters are also logical operators, they check if values in cell range B2:E7 are not blank.

$B$2:$E$7<>""

becomes

{"New York","Los Angeles",0,"Chicago"; 0,"Houston",0,0; "Philadelphia","Phoenix","San Antonio",0; "San Diego",0,"Dallas","San Jose"; "Jacksonville",0,0,"Indianapolis"; 0,"Austin",0,"San Francisco"}<>""

becomes

{TRUE, TRUE, TRUE, TRUE;TRUE, TRUE, TRUE, TRUE;TRUE, TRUE, TRUE, TRUE;TRUE, TRUE, TRUE, TRUE;TRUE, TRUE, TRUE, TRUE;TRUE, TRUE, TRUE, TRUE}

The parentheses allow you to manipulate the order of calculation which is really important in this step. The asterisk is a character that multiplies the two arrays, TRUE*TRUE = TRUE (1), TRUE*FALSE = FALSE (0) and FALSE * FALSE = FALSE (0). This means that AND logic is applied to the two arrays.

You can multiply arrays with different sizes as long as you follow certain rules, in this case, I am multiplying an array that has the same number of rows as the other array.

($A$2:$A$7=$B$9)*($B$2:$E$7<>"")

returns

{1, 1, 0, 1;0, 0, 0, 0;0, 0, 0, 0;0, 0, 0, 0;0, 0, 0, 0;0, 1, 0, 1}.

1 is the same as TRUE and 0 (zero) is FALSE. Excel converts the boolean values to their numerical equivalents when you perform arithmetic calculations between two or more arrays.

**Step 2 - Return corresponding row numbers**

**Step 2 - Return corresponding row numbers**

IF(($A$2:$A$7=$B$9)*($B$2:$E$7<>""), MATCH(ROW($B$2:$E$7), ROW($B$2:$E$7)), "")

becomes

IF({1, 1, 0, 1;0, 0, 0, 0;0, 0, 0, 0;0, 0, 0, 0;0, 0, 0, 0;0, 1, 0, 1}, {1;2;3;4;5;6}, "")

and returns

{1, 1, "", 1;"", "", "", "";"", "", "", "";"", "", "", "";"", "", "", "";"", 6, "", 6}

Checks if a logical expression is met. Returns a specific value if TRUE and another specific value if FALSE.

**Step 3 - Return the k-th smallest value**

**Step 3 - Return the k-th smallest value**

SMALL(array, k)

SMALL(IF(($A$2:$A$7=$B$9)*($B$2:$E$7<>""), MATCH(ROW($B$2:$E$7), ROW($B$2:$E$7)), ""), ROW(A1))

becomes

SMALL({1, 1, "", 1;"", "", "", "";"", "", "", "";"", "", "", "";"", "", "", "";"", 6, "", 6}, 1)

and returns 1.

The SMALL function lets you extract a number in a cell range based on how small it is compared to the other numbers in the group.

**Step 1 - Find matching dates and non blanks**

**Step 1 - Find matching dates and non blanks**

($A$2:$A$7=$B$9)*($B$2:$E$7<>"")

becomes

({40909; 40910; 40911; 40912; 40913; 40909}=40909)*({"New York","Los Angeles",0,"Chicago"; 0,"Houston",0,0; "Philadelphia","Phoenix","San Antonio",0; "San Diego",0,"Dallas","San Jose"; "Jacksonville",0,0,"Indianapolis"; 0,"Austin",0,"San Francisco"}<>"")

and returns

{1, 1, 0, 1;0, 0, 0, 0;0, 0, 0, 0;0, 0, 0, 0;0, 0, 0, 0;0, 1, 0, 1}

**Step 2 - Calculate both row numbers and column numbers**

**Step 2 - Calculate both row numbers and column numbers**

IF(($A$2:$A$7=$B$9)*($B$2:$E$7<>""), MATCH(ROW($B$2:$E$7), ROW($B$2:$E$7))+1/MATCH(COLUMN($B$2:$E$7), COLUMN($B$2:$E$7)), "")

becomes

IF({1, 1, 0, 1;0, 0, 0, 0;0, 0, 0, 0;0, 0, 0, 0;0, 0, 0, 0;0, 1, 0, 1}, {1;2;3;4;5;6}+{1,0.5,0.333333333333333,0.25}, "")

and returns

{2,1.5,"",1.25;"","","","";"","","","";"","","","";"","","","";"",6.5,"",6.25}

**Step 3 - ****Return the k-th smallest value**

**Step 3 -**

**Return the k-th smallest value**SMALL(array, k)

SMALL(IF(($A$2:$A$7=$B$9)*($B$2:$E$7<>""), MATCH(ROW($B$2:$E$7), ROW($B$2:$E$7))+1/MATCH(COLUMN($B$2:$E$7), COLUMN($B$2:$E$7)), ""), ROW(A1))

becomes

SMALL({2,1.5,"",1.25;"","","","";"","","","";"","","","";"","","","";"",6.5,"",6.25}, 1)

and returns 1.25.

**Step 4 - ****Subtract row numbers**

**Step 4 -**

**Subtract row numbers**SMALL(IF(($A$2:$A$7=$B$9)*($B$2:$E$7<>""), MATCH(ROW($B$2:$E$7), ROW($B$2:$E$7))+1/MATCH(COLUMN($B$2:$E$7), COLUMN($B$2:$E$7)), ""), ROW(A1))-SMALL(IF(($A$2:$A$7=$B$9)*($B$2:$E$7<>""), MATCH(ROW($B$2:$E$7), ROW($B$2:$E$7)), ""), ROW(A1))

becomes

SMALL({2,1.5,"",1.25;"","","","";"","","","";"","","","";"","","","";"",6.5,"",6.25}, 1)-SMALL({1, 1, "", 1;"", "", "", "";"", "", "", "";"", "", "", "";"", "", "", "";"", 6, "", 6}, ROW(A1))

becomes

1.25-1

and returns 0.25

**Step 5 - Calculate column number**

**Step 5 - Calculate column number**

1/(SMALL(IF(($A$2:$A$7=$B$9)*($B$2:$E$7<>""), MATCH(ROW($B$2:$E$7), ROW($B$2:$E$7))+1/MATCH(COLUMN($B$2:$E$7), COLUMN($B$2:$E$7)), ""), ROW(A1))-SMALL(IF(($A$2:$A$7=$B$9)*($B$2:$E$7<>""), MATCH(ROW($B$2:$E$7), ROW($B$2:$E$7)), ""), ROW(A1)))

becomes

1/0.25 and returns column number 4.

#### Final calculation in cell B10

The INDEX function uses the row and column number to determine which value to return.

IFERROR(INDEX($B$2:$E$7, SMALL(IF(($A$2:$A$7=$B$9)*($B$2:$E$7<>""), MATCH(ROW($B$2:$E$7), ROW($B$2:$E$7)), ""), ROW(A1)), 1/(SMALL(IF(($A$2:$A$7=$B$9)*($B$2:$E$7<>""), MATCH(ROW($B$2:$E$7), ROW($B$2:$E$7))+1/MATCH(COLUMN($B$2:$E$7), COLUMN($B$2:$E$7)), ""), ROW(A1))-SMALL(IF(($A$2:$A$7=$B$9)*($B$2:$E$7<>""), MATCH(ROW($B$2:$E$7), ROW($B$2:$E$7)), ""), ROW(A1)))), "")

becomes

IFERROR(INDEX($B$2:$E$7, 1, 4), "")

becomes

IFERROR("Chicago", "")

and returns "Chicago" in cell B10.

If the INDEX function returns an error value the IFERROR function catches the error and returns a blank "".

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Let's say that you only want to return the values in Column C (LA and Austin), how would the formula be written to accommodate this request? Also, what if you have numerical values in the cell and do not want blank cells to be included? How do you write the formula in that scenario? Thanks.

KO,

Array formula in cell B11:Download excel *.xlsx file:Lookup-and-return-multiple-values-from-a-range-excluding-blanks-KO.xlsx

What about the other way around? Lookup the location and return the dates?

Marco,

Your lookup location is in cell B16, array formula in cell B17:

=INDEX($A$2:$A$7, SMALL(IF($B$16=$B$2:$E$7, MATCH(ROW($B$2:$E$7), ROW($B$2:$E$7)), ""), ROW(A1)))

Thanks Oscar! It works that way but i noticed the cities don't repeat in different dates. What if they did? Is it possible to return multiple dates, i.e., what if Los Angeles was in two or more different dates?

I got it! But i still got a doubt. What if in between dates there were blanks and i don't want it to return blanks as well?

Got it was well! Thanks for the help!

=IFERROR(INDEX($B$2:$E$7, SMALL(IF(($A$2:$A$7=$B$9)*($B$2:$E$7""), MATCH(ROW($B$2:$E$7), ROW($B$2:$E$7)), ""), ROW(A1)), 1/(SMALL(IF(($A$2:$A$7=$B$9)*($B$2:$E$7""), MATCH(ROW($B$2:$E$7), ROW($B$2:$E$7))+1/MATCH(COLUMN($B$2:$E$7), COLUMN($B$2:$E$7)), ""), ROW(A1))-SMALL(IF(($A$2:$A$7=$B$9)*($B$2:$E$7""), MATCH(ROW($B$2:$E$7), ROW($B$2:$E$7)), ""), ROW(A1)))), "")

the formula okay but the size is problem, any possibility more efficient formulas?

Thanks

Rizky,

the formula okay but the size is problem, any possibility more efficient formulas?I wish I knew a smaller formula but I don´t. Are you an excel 2003 user?

Nop Im just wonder another formula which more efficient, and my last question, could you tweak the formula so we can retrieve the value based on Column Header? Opposite from the case above which return values from Row Header as criteria....

Thanks

Can you please let me know what changes I need to make in this formula to have all the matching cities are populated in a single cell like

City1

City2

City3

Also I need to have a tooltip on the cell to show the description

his is the data table:

S/N RailCorp Ref Number Date In

77203 HRC mod program 10377 24/05/2011

77204 HRC mod program 10285 20/04/2011

77697 HRC mod program 10489 5/07/2011

77698 HRC mod program 10554 8/08/2011

77699 HRC mod program 10408 8/06/2011

77700 HRC mod program 10553 8/08/2011

77701 HRC mod program 10441 23/06/2011

77702 HRC mod program 10442 23/06/2011

77703 HRC mod program 10318 11/05/2011

77717 HRC mod program 10286 20/04/2011

77718 HRC mod program 10490 5/07/2011

79224 HRC mod program 10409 8/06/2011

79225 HRC mod program 10376 24/05/2011

79226 HRC mod program 10210 17/02/2011

79227 HRC mod program 10317 11/05/2011

I don't want to input the S/N in Table 2 manually. I need a formula for it as this is only part of the data that I need to categorise.

I need the S/N listed by the quarter they came in (Date In).

Yealy Quarter No Of Units S/N

Q1-2011 1

Q2-2011 10

Q3-2011 4

Q4-2011 0

Q1-2012 0

If someone can please help.

this is the result I am after but it should be done using formulas

Yealy Quarter No Of Units S/N

Q1-2011 1 79226

Q2-2011 10 77203, 77204, 77699, 77701, 77702, 77703, 77717, 79224, 79225, 79227

Q3-2011 4 77697, 77698, 77700, 77718

Q4-2011 0 NA

Q1-2012 0 NA

Thnaks in Advance

this is the data table:

S/N RailCorp Ref Number Date In

77203 HRC mod program 10377 24/05/2011

77204 HRC mod program 10285 20/04/2011

77697 HRC mod program 10489 5/07/2011

77698 HRC mod program 10554 8/08/2011

77699 HRC mod program 10408 8/06/2011

77700 HRC mod program 10553 8/08/2011

77701 HRC mod program 10441 23/06/2011

77702 HRC mod program 10442 23/06/2011

77703 HRC mod program 10318 11/05/2011

77717 HRC mod program 10286 20/04/2011

77718 HRC mod program 10490 5/07/2011

79224 HRC mod program 10409 8/06/2011

79225 HRC mod program 10376 24/05/2011

79226 HRC mod program 10210 17/02/2011

79227 HRC mod program 10317 11/05/2011

I don't want to input the S/N in Table 2 manually. I need a formula for it as this is only part of the data that I need to categorise.

I need the S/N listed by the quarter they came in (Date In).

Yealy Quarter No Of Units S/N

Q1-2011 1

Q2-2011 10

Q3-2011 4

Q4-2011 0

Q1-2012 0

If someone can please help.

this is the result I am after but it should be done using formulas

Yealy Quarter No Of Units S/N

Q1-2011 1 79226

Q2-2011 10 77203, 77204, 77699, 77701, 77702, 77703, 77717, 79224, 79225, 79227

Q3-2011 4 77697, 77698, 77700, 77718

Q4-2011 0 NA

Q1-2012 0 NA

Thnaks in Advance

Thanks a lot for this example. This is great!

I know this sounds a bit stupid, but..

The formula is printing cities going from E2 to B2 and then down a row.

What i need is to print them per column, going from B2 to B7, then C2 to C7, and so on.

Could you help??

I am banging my head on the wall :|

Hello,

I have a range of data with several columns.

on the first one (A:A) values are increasing from 1 to 1000.

I would like to get a copy, starting with no blank, of the values in A:A, B:B, C:C, etc... within a treshold of [5; 150] applied on A:A

What could be the function for that ?

Many thanks

=IFERROR(INDEX($B$2:$E$7, SMALL(IF(($A$2:$A$7=$B$9)*($B$2:$E$7""), MATCH(ROW($B$2:$E$7), ROW($B$2:$E$7)), ""), ROW(A1)), -1/(SMALL(IF(($A$2:$A$7=$B$9)*($B$2:$E$7""), MATCH(ROW($B$2:$E$7), ROW($B$2:$E$7))-1/MATCH(COLUMN($B$2:$E$7), COLUMN($B$2:$E$7)), ""), ROW(A1))-SMALL(IF(($A$2:$A$7=$B$9)*($B$2:$E$7""), MATCH(ROW($B$2:$E$7), ROW($B$2:$E$7)), ""), ROW(A1)))), "")