How to XLOOKUP and VLOOKUP with Excel Copilot

Excel Copilot: Effortless VLOOKUP and XLOOKUP Formula Creation

Excel Copilot simplifies VLOOKUP and XLOOKUP formula creation by allowing users to describe their tasks in plain language. This guide demonstrates Copilot's use in both the desktop Excel app and the browser for efficient lookups, eliminating the need for advanced formula expertise. While experienced Excel users might find manual formula creation faster, Copilot offers a significant advantage for average users, especially with complex functions like VLOOKUP.

Copilot VLOOKUP/XLOOKUP Workflow:

1. Activate Copilot: Locate the Copilot icon on the Excel Home tab and click to activate.
2. Auto-save: Ensure AutoSave is enabled for workbooks stored on OneDrive or SharePoint, as Copilot requires this.
3. Table Formatting: Format data ranges as tables for optimal Copilot interaction.
4. Task Description: Provide a detailed description of your lookup task in the Copilot chat box.
5. Formula Application: Copilot generates the formula, which can be manually copied or automatically applied via the "Insert column" option.
6. Clarification/Edits: Use "Show explanation" to understand the formula, and request adjustments if needed.

Practical Examples:

(Example 1: XLOOKUP)

Two tables, "Main_table" and "Lookup_table," are used. The task is to add a "Reseller" column to "Main_table" based on matching "Item" values from "Lookup_table." The prompt: "Please bring over Reseller from Lookup_table into Main_table." Copilot generates: =XLOOKUP([@Item], Lookup_table[Item], Lookup_table[[Reseller]]). The "Insert column" button automatically adds the new column.

(Example 2: VLOOKUP)

To use VLOOKUP, the prompt could be: "Pull Resellers from Lookup_table into Main_table using a VLOOKUP formula." Copilot might generate: =VLOOKUP([@Item], Lookup_table, 2, FALSE). This can be copied and pasted into the first cell of the target column.

(Example 3: Cross-Sheet Lookups)

Copilot handles lookups across different sheets within the same workbook. For example, pulling "Company" names from a "Lookup table" sheet into a "Main table" sheet based on matching "Reseller" names. The prompt: "Pull company names from the Lookup table sheet to the Main table." Copilot generates a formula referencing the tables (e.g., =XLOOKUP([@Reseller], Table6[[Reseller]], Table6[Company])).

(Example 4: Cross-Workbook Lookups (Web Copilot))

The web version of Copilot handles cross-workbook lookups. Detailed descriptions of file names, sheet names, column locations, and data ranges are crucial. For example, pulling prices from "Prices.xlsx" into "Orders.xlsx." The prompt needs to specify file names, sheet names, column ranges, and starting/ending rows. Copilot generates a formula like: =VLOOKUP(B3, '[Prices.xlsx]Sheet1'!$A$3:$B$100, 2, FALSE).

Limitations:

• Cross-workbook lookups are not directly supported by the desktop Excel Copilot.
• Multiple matches and criteria are not handled.
• Requires Excel tables (except for web Copilot).
• Large datasets might cause errors.

Tips for Effective Use:

• Use descriptive table names.
• Provide specific prompts.
• Specify the desired function (VLOOKUP or XLOOKUP).
• Understand Excel tables and structured references.
• Use web Copilot for ranges if tables aren't feasible.
• Test with smaller datasets first.
• Rephrase prompts if needed.

Conclusion:

Excel Copilot is a valuable tool for simplifying VLOOKUP and XLOOKUP formula creation. While not perfect, its ability to generate formulas from natural language descriptions significantly improves efficiency, especially for less experienced users. Clear communication and iterative refinement of prompts are key to maximizing its effectiveness.

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