Why XLOOKUP Is the Most Important Excel Function You Need to Learn in 2026
If you’re still relying on VLOOKUP to search for data in your spreadsheets, it’s time for an upgrade. Microsoft’s XLOOKUP function â now available in Microsoft 365 and Excel 2021 â is faster, more flexible, and far more capable than its predecessor. Whether you’re a business analyst, accountant, or office professional, mastering XLOOKUP will save you hours every week.
At IACT (International Academy of Computer Training), our Excel courses cover XLOOKUP, Power Query, dynamic arrays, and everything else you need to work smarter with spreadsheets. In this article, we’ll walk you through everything you need to know about XLOOKUP, from the basics to real-world applications.
What Is XLOOKUP?
XLOOKUP is a modern lookup function introduced in Microsoft 365. It replaces VLOOKUP, HLOOKUP, and many INDEX/MATCH combinations with a cleaner, more powerful syntax. Unlike VLOOKUP, which can only look to the right of a reference column, XLOOKUP can search in any direction â left, right, up, or down.
The basic syntax is:
=XLOOKUP(lookup_value, lookup_array, return_array, [if_not_found], [match_mode], [search_mode])- lookup_value â The value you’re searching for
- lookup_array â The column or row to search in
- return_array â The column or row to return results from
- if_not_found â (Optional) What to display if no match is found
- match_mode â (Optional) Exact, approximate, or wildcard matching
- search_mode â (Optional) Search direction (first to last, last to first, etc.)
5 Key Advantages of XLOOKUP Over VLOOKUP
1. Search in any direction. VLOOKUP only looks right from the reference column. XLOOKUP can return values from any column â including columns to the left of your search column. This eliminates the need to restructure your data tables.
2. Built-in error handling. XLOOKUP includes the if_not_found parameter, so instead of seeing ugly #N/A errors, you can display a friendly message like “Not Found” when no match exists.
3. Return multiple columns at once. XLOOKUP can return an array of values from multiple columns in a single formula â something VLOOKUP simply cannot do without complex workarounds.
4. Horizontal lookups too. Need to search across rows rather than down columns? XLOOKUP handles horizontal lookups just as easily as vertical ones, replacing the need for HLOOKUP entirely.
5. Wildcard and approximate matching. XLOOKUP’s match_mode parameter gives you four matching options, including wildcard matching using *, ?, and ~ characters for flexible searches.
Practical XLOOKUP Examples
Example 1: Basic Employee Lookup
Suppose you have a table with employee IDs in column A and names in column B. To find the name for employee ID 1045:
=XLOOKUP(1045, A2:A100, B2:B100, "Employee not found")Example 2: Two-Way Lookup (Row and Column)
To find a value at the intersection of a specific row and column (like quarterly sales by region and product):
=XLOOKUP(B1, A2:A10, XLOOKUP(C1, B1:F1, B2:F10))Example 3: Return Multiple Values
To return all contact details (name, phone, email) for a given customer ID in one formula:
=XLOOKUP(A2, CustomerID, CustomerData)Where CustomerData spans multiple columns â XLOOKUP will spill all results automatically.
Common XLOOKUP Use Cases in the Workplace
- HR departments â Looking up employee records, salaries, or leave entitlements by ID
- Finance teams â Matching invoice numbers to payment records across multiple sheets
- Sales analysts â Pulling product pricing from master price lists into order forms
- Inventory management â Cross-referencing stock codes with supplier information
- Project managers â Linking task IDs to assignees, deadlines, and status columns
XLOOKUP vs VLOOKUP: A Quick Comparison
| Feature | VLOOKUP | XLOOKUP |
|---|---|---|
| Search direction | Right only | Any direction |
| Error handling | Needs IFERROR wrap | Built-in if_not_found |
| Multiple returns | No | Yes (array spill) |
| Horizontal search | No (use HLOOKUP) | Yes |
| Wildcard matching | Yes | Yes (match_mode=2) |
| Performance | Slower on large data | Faster |
Learn Excel at IACT
Ready to take your Excel skills to the next level? IACT offers comprehensive Excel training courses for all skill levels, from beginner to advanced. Our expert trainers will teach you XLOOKUP, Power Query, pivot tables, dynamic arrays, VBA macros, and dashboard design â giving you the practical skills that employers value.
Whether you prefer classroom learning in Dublin or flexible online training, IACT has a course format to suit your schedule. Contact us today to find out more.