VLOOKUP in Excel is one of the most powerful functions for finding data quickly. But it can hit you with a #N/A error on day one, or worse, fail completely when your spreadsheet gets corrupted. Many users struggle with VLOOKUP not working in Excel because of tiny mistakes in their data or file. This guide will show you how to do a VLOOKUP in Excel step by step and provide tips to avoid errors. Plus, we’ll highlight ways to repair Excel file if your spreadsheet has issues. By the end, you’ll confidently use VLOOKUP and keep your data safe.

Part 1: The Golden Rule: Set Up Your Tables for VLOOKUP Success

Before writing your first formula, you need clean and well-organized tables. Many VLOOKUP not working in Excel problems come from poor table setup.

Correct Example:

ID

Name

Score

101

John Smith

85

102

Jane Doe

90

103

Mark Lee

78

Notice the lookup column (ID) is on the far left, no duplicates, and no blank cells.

Error Example:

Name

ID

Score

John Smith

101

85

Jane Doe

102

90

Mark Lee

103

78

This table will fail VLOOKUP, because the lookup column is not first, and merged or misaligned cells can cause #N/A errors.

Pro Tip: Even a perfect table won’t work if the Excel file is corrupted. If your spreadsheet shows blank cells, garbled data, or crashes, a tool like Excel File Repair Tool - 4DDiG Document Repair can help. Just upload your file and click repair no tech skills needed. Keeping your file healthy is the first step to reliable VLOOKUP results.

Part 2: Writing Your First VLOOKUP: The 4-Part Formula Decoded

Now that your table is clean and organized, it’s time to write your first VLOOKUP formula. A correct formula not only gives the right result but also prevents common errors like #N/A or #REF!. Using the “clean table” from Part 1, let’s decode the four main arguments of VLOOKUP.

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

1. lookup_value

This is the value you want to search for. The format must exactly match the source table. For example, if your table has IDs stored as numbers, the lookup value must also be a number. Using text for a number or vice versa will cause #N/A, a common VLOOKUP not working in Excel error. Correct formatting here prevents most early mistakes.

2. table_array

This is the range of cells where Excel will search for the value. Always use absolute references like $A$2:$C$4. This locks the range so your formula works correctly even if you copy it to other cells. Using relative references can cause errors when dragging formulas down the column.

3. col_index_num

This tells Excel which column to return the value from. For example, 2 will return the Name column, 3 will return the Score. Ensure the column number is correct; otherwise, you will see #REF! errors.

4. [range_lookup]

This argument decides whether Excel looks for an exact or approximate match. Always, always, always use FALSE for exact match when starting. Using TRUE or leaving it blank may return wrong results without any error, which is even harder to detect.

Example Formula:

=VLOOKUP(102, $A$2:$C$4, 2, FALSE)

This formula will return Jane Doe correctly. By following these rules, you reduce errors and make your VLOOKUP formulas reliable.

Part 3: See It in Action: A Foolproof Step-by-Step Walkthrough

Performing a VLOOKUP in Excel is easier than it looks when you follow the steps carefully. A clean table and correct formula setup make all the difference. Let’s walk through a simple example how to do a VLOOKUP in excel​ and also show what to do when VLOOKUP not working in Excel appears.

• Select the result cell: Click the cell where you want the data to appear.
• Start the formula: Type =VLOOKUP(.
• Enter the lookup value: Type the value you want to find, for example 102.
• Choose the table array: Select the table range, like $A$2:$C$4. Use $ to lock the range.
• Specify the column index: Enter the number of the column to return, e.g., 2 for Name.
• Set exact match: Type FALSE and close the bracket. Press Enter. Result should show Jane Doe.
• Test error handling: Change the lookup value to 105 (non-existent). Excel shows #N/A, a common VLOOKUP not working in Excel scenario.
• Troubleshoot immediately: Check for extra spaces (TRIM()), match number vs. text formatting, and correct any spelling errors.

Following these steps ensures you get accurate results while learning to fix excel file on the spot.

Part 4: Beyond the Basics & When Things Go Really Wrong

VLOOKUP is powerful but has limitations. For example, it cannot look to the left. If you need that, use INDEX MATCH in Excel as an advanced alternative.

Formula-Level Errors

Other common errors include:

#REF! – Column index is out of range.

#VALUE! – Wrong data type in arguments.

Quick fixes: Adjust the formula or check the table array range.

File-Level Disaster

Sometimes, VLOOKUP not working in Excel isn’t caused by your formula—it’s the file itself. Your spreadsheet may crash, display garbled text, or fail to open. When the data foundation collapses, all formulas stop working. In these cases, a professional solution is necessary. A reliable Excel File Repair Tool, like 4DDiG File Repair, can restore .xls and .xlsx files from crashes, recovering your raw data and ensuring your formulas work correctly. Keeping your Excel files healthy prevents lost work and saves time.

Key Features of 4DDiG Excel File Repair:

• Recovers corrupted Excel files quickly without needing technical expertise.
• Supports both .xls and .xlsx formats for maximum compatibility.
• Restores raw data, including formulas, formatting, and cell values.
• Fixes files that fail to open, show blank sheets, or display garbled text.
• Simple interface: just upload the file, click repair, and get results fast.

Conclusion: Your Quick-Reference Checklist

In summary, mastering how to do a VLOOKUP in Excel starts with clean, well-structured tables, using FALSE for exact matches, and locking ranges with $ to avoid reference errors. Even the best formulas can fail if your file is damaged, so maintaining a healthy spreadsheet is essential. For situations where your Excel file becomes corrupted, shows blank or garbled data, or crashes unexpectedly, a reliable solution like 4DDiG Excel File Repair Tool can quickly restore your file and recover your data, ensuring your VLOOKUP formulas continue to work smoothly without interruption.

FAQ

Q: Why does VLOOKUP return #N/A even when I can see the value?

Most often, this happens because of a mismatch in data format. Numbers stored as text or extra spaces can cause VLOOKUP not working in Excel. Clean your data or use TRIM()/VALUE() functions.

Q: Can VLOOKUP work if my lookup table is in another file?

Yes, but links can break if the source file gets corrupted. Keep files intact. If the source is already damaged, try an Excel File Repair Tool to recover the data first.

Q: What’s the biggest mistake VLOOKUP beginners make?

Not ensuring the data source is clean and stable. Even the correct formula fails if your Excel file is corrupted or messy. Keeping a healthy file is the key.