xlookup certain text in a cell

The XLOOKUP function in Microsoft Excel is a powerful tool that allows users to search for specific data within a range or array. If you want to find certain text in a cell or extract information from it, the XLOOKUP function can make the process more efficient. This topic will guide you through the steps on how to use XLOOKUP to search for specific text in a cell, helping you maximize the functionality of Excel in your daily tasks.

What is XLOOKUP?

The XLOOKUP function is an upgrade from older functions like VLOOKUP and HLOOKUP. It is more versatile, offering easier syntax and the ability to search in both vertical and horizontal arrays. XLOOKUP is especially useful when looking for values or text in a large dataset and helps reduce the time and complexity involved in searching for specific data points.

Syntax of XLOOKUP

Before we dive into the specifics of searching for text, let’s first understand the syntax of the XLOOKUP function:

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

• lookup_value: The value or text you want to search for.

• lookup_array: The range or array where the lookup value will be searched.

• return_array: The array or range from which the result will be returned.

• [if_not_found]: Optional. A value to return if the lookup value is not found.

• [match_mode]: Optional. Defines the type of match. Default is exact match.

• [search_mode]: Optional. Determines the search direction (forward or backward).

How to Search for Certain Text in a Cell Using XLOOKUP

In many cases, you might need to search for specific text within a cell in a row or column. The XLOOKUP function is ideal for this type of task. Here’s how to use XLOOKUP to search for certain text in a cell.

Step 1: Prepare Your Data

For the XLOOKUP function to work, you’ll need to have a dataset where you can search for the text. Let’s say you have a list of product names in Column A and their prices in Column B.

Product Name	Price
Apple iPhone	$999
Samsung Galaxy	$899
Google Pixel	$799
Xiaomi Mi 11	$749

Step 2: Define Your Lookup Value

Next, you’ll define what text you’re looking for in your dataset. For example, you may want to search for the text "Samsung" to find its corresponding price.

Step 3: Use the XLOOKUP Function

In a blank cell, enter the XLOOKUP function to search for the text. You’ll use the product name as the lookup_value, and the list of product names in Column A as the lookup_array. The return_array will be the corresponding price values in Column B.

The formula would look like this:

=XLOOKUP("Samsung", A2:A5, B2:B5, "Not Found")

In this example:

• "Samsung" is the lookup_value.

• A2:A5 is the lookup_array where we want to search for the word "Samsung."

• B2:B5 is the return_array, which contains the prices of the products.

The formula will return $899, which is the price of the Samsung Galaxy.

Step 4: Handling Case Sensitivity

By default, XLOOKUP performs a case-insensitive search. This means it will find “Samsung” even if it’s typed in lowercase, uppercase, or mixed case. If you need to search for case-sensitive text, you’ll need to use additional functions, such as EXACT.

Step 5: Searching for Partial Text in a Cell

If you want to search for a partial match (for example, if you only know part of the product name, like “iPhone”), you can use wildcards in your lookup_value. Excel allows you to use the asterisk (*) as a wildcard character that represents any sequence of characters.

For example, to search for any product that contains the word "Phone", you can use the formula:

=XLOOKUP("*Phone*", A2:A5, B2:B5, "Not Found", 2)

This formula will return the first product that matches the text pattern "Phone" anywhere within the product name, such as "Apple iPhone".

Step 6: Customizing Your XLOOKUP Formula

You can further customize the XLOOKUP function by adjusting its optional arguments:

• if_not_found: If the text is not found in the lookup_array, you can specify a custom message like "Item not available."

  Example:

  =XLOOKUP("Nokia", A2:A5, B2:B5, "Item not available")

• match_mode: This option allows you to choose between an exact match, an approximate match, or wildcard matching.

  • 0 for exact match (default).

  • 1 for approximate match, where the function finds the nearest value greater than or equal to the lookup value.

  • -1 for approximate match, where it finds the nearest value less than or equal to the lookup value.

  Example:

  =XLOOKUP("Google", A2:A5, B2:B5, "Not Found", 1)

Advantages of Using XLOOKUP for Searching Text

There are several benefits to using XLOOKUP for searching text in cells:

• Flexible Matching: You can search for exact or partial text matches using wildcards.

• Improved Accuracy: XLOOKUP eliminates the limitations of older lookup functions like VLOOKUP, providing more accurate results.

• Simple Syntax: The function is easier to use than other lookup functions, which require complex syntax.

• Case Insensitivity: By default, XLOOKUP performs a case-insensitive search, making it easier to find text regardless of how it’s typed.

• Customizable Results: You can specify what to return when a match is not found, improving the user experience.

Common Mistakes to Avoid

While XLOOKUP is a powerful tool, there are a few common mistakes to watch out for:

1. Incorrect Range References: Ensure that the lookup_array and return_array are the same size.

2. Forgetting Wildcards: If you want to search for partial matches, make sure to use wildcards in the lookup value.

3. Case Sensitivity Issues: If you need a case-sensitive search, remember that XLOOKUP is case-insensitive by default.

The XLOOKUP function is an essential tool in Excel for efficiently searching for certain text in a cell. Whether you need an exact match, partial match, or even a case-sensitive search, XLOOKUP can simplify your workflow and provide accurate results. By understanding the syntax and implementing it correctly, you can save time and improve your data analysis skills.