How to Pull Values from Another Worksheet in Excel

While working in Excel, we will often need to get values from another worksheet. This is possible by using the VLOOKUP function. In this tutorial, we will learn how to pull values from another worksheet in Excel, using VLOOKUP.

Figure 1. Final result

Syntax of the VLOOKUP formula

The generic formula for pulling values from another worksheet looks like:

=VLOOKUP(lookup_value, ’sheet_name’!range, col_index_num, range_lookup)

The parameters of the VLOOKUP function are:

  • lookup_value – a value that we want to find in another worksheet
  • ’sheet_name’!range – a range in another worksheet in which we want to lookup
  • col_index_num – a column number in another worksheet from which we would like to pull a value
  • range_lookup – default value 0. This means that we want to find an exact match for a lookup value.

Setting up the Data

Figure 2. “Sheet 1” in which we want to pull data

Figure 3. Sheet 2 from which we want to pull data

We will now look at the example to explain in detail how this function works. Above all, let’s start with examining the structure of the data that we will use.

In “Sheet 1” we have a table in which we want to pull data, while in “Sheet2” we have the table from which we want to pull data. “Sheet 1” consists of  “City” (column B), “State” (column C) and “Employee” (column D). “Sheet 2” consists of “City” (column B) and “State” (column C).

Get the State from Sheet 2 using VLOOKUP

Our goal is to obtain data from the “State” column in the second worksheet and populate it into the “State” column of the 1st worksheet. This will be done based on each corresponding city.

Figure 4. “Sheet 1” with pulled data in “State” column from “Sheet 2”

The formula looks like:

=VLOOKUP(B3,'Sheet 2'!$B$3:$C$7,2,0)

In our example, the lookup_value is the individual cell in “City” column. The parameter ’sheet_name’!range is ‘Sheet 2’!$B$3:$C$7 because we want to find value from the range B3:B7 in “Sheet 2”. Col_index_num has value 2, as we want to pull value from the second column of the range. Finally, range_lookup has value 0, because we want to find an exact match of “City” values.

Please note that we put absolute cell reference in table range ($ before B3:C7 range) as we must fix our lookup table.

To pull values from another worksheet, we need to follow these steps:

  • Select cell C3 and click on it
  • Insert the formula: =VLOOKUP(B3,'Sheet 2'!$B$3:$C$7,2,0)
  • Press enter
  • Drag the formula down to the other cells in the column by clicking and dragging the little “+” icon at the bottom-right of the cell.

As a result, we will get Oregon state in the cell B3. As you can see, the value of “City” in B3 on the “Sheet 1” is Portland, while in the “Sheet 2” state for Portland is Oregon. The function pulls this value and returns it to “Sheet 1” as a result.

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