Maximize Data Lookup Efficiency with Google Sheets MATCH Function

The MATCH function in Google Sheets can improve your performance if you need to search for a specific value within a range, especially when dealing with large datasets.

In this article, we'll explore the ways you can use the MATCH function in Google Sheets; see how it can make your work easier, how you can combine it with other functions; and we'll tackle some common issues you might run into when using it.

The MATCH function is similar to a search engine for the data in Google Sheets. You give it a value to look for, and it tells you where it finds that value in a range of cells.

Here's why you might need to use MATCH:

• Find the position of an item. Instead of manually searching through the entire column, MATCH can quickly locate the position of that value.

• Index-Match combination. When combined with the INDEX function, MATCH can dynamically retrieve values from a dataset based on certain criteria. This combination is much faster and more efficient than using VLOOKUP or XLOOKUP functions.

The syntax of the MATCH function is the following:

Where:

• search_key: The value you are searching for.

• range: The range of cells where you want to search for the search_key.

• [search_type]: (Optional) Sets the type of match:

• 1 for less than or equal to (returns the largest value less than or equal to the search_key).

• 0 for an exact match.

• -1 for greater than or equal to (returns the smallest value greater than or equal to the search_key).

• If omitted, the default is 1 (less than or equal to).
  

Let's break down the syntax of the MATCH function using an example with campaign IDs and platforms.

Our task is to find the position of the campaign with the platform "Google" in the list.

Our table's range is B3:D17, and we want to search within the Platform column (Column D).

Here's how we can use the MATCH function:

Now, let's analyze the formula:

• search_key: This is the value we are searching for. In our case, the value is "Google" within the Platform (C) column.
• range: This is the range, within which we are searching, specifically C3 to C17.
• [search_type]: If this parameter is set to 0, the MATCH function will only return a result if it finds the exact value. If there's no exact match, it will return an error (#N/A).

After entering this formula, Google Sheets returns the position number 2. This means that within the range C3:C17 (the "Platform" column), "Google" is found in the second position, counting from the top row.

We'd like to share some common examples where you might find the MATCH function useful:

Now, let's say we want to find the position of the ad type "Banner" within this sorted range.

Here's how we can use the MATCH function:

When we input this formula into a cell, it will return the position of the first occurrence of "Banner" within the sorted range of ad types. If "Banner" appears in row 4, the formula will return 2 (assuming the range starts from row 3).

Similarly to the previous example, we can search for a specific text string within a range of data, regardless of whether the data is sorted or not. Let's find the position of the ad type "Live Broadcast".

The MATCH function will be the same:

Now, we want to find the position of a dynamically changing ad type. Let's use a cell reference containing the ad type we want to search for.

Suppose the ad type we're interested in is entered in cell D3. Let's use the MATCH function to find its position.

Here's the formula:

Google Sheets will search for the ad type that is mentioned in cell D3. If the ad type in D3 is "Sponsored Post" and it appears in row 6, the formula will return 4.

To find the position of the ad type "Banner" within the horizontal range, we can use this formula:

Where:

• "Banner": This is the ad type we're searching for.
• B2:E2: This is the horizontal range where we're searching for the ad type.

If you need to work with horizontal ranges, the UNIQUE function in Google Sheets can be incredibly useful, as it automatically identifies and returns the unique values found in the horizontal range. For more detailed usage of the UNIQUE function, you can read our guide.

To find an approximate match of campaign costs using the MATCH function, first ensure that the Campaign Costs are sorted in ascending order. Then, we can use the MATCH function with the third argument set to 1 to find the position of the largest value less than or equal to the lookup value.

The Campaign Costs are listed in cells B3:B17. Suppose we want to find the approximate match of the campaign cost 200.

Here's how you can use the MATCH function with an approximate match:

Where:

• 200: This is the value we're searching for, which represents the campaign cost we want to find.
• B2:B17: This is the range where we're searching for the campaign costs.
• 1: We use 1 for an approximate match because we want to find the position of the largest value less than or equal to 200.

Now, let's say we want to find the position of the date 21 May 2024 (or 21/05/2024) within this range.

Here's how you can use the MATCH function:

Where:

• DATE(2024, 5, 21): This constructs the date "21/05/2024" using the DATE function.
• B3:B17: This is the range where we're searching for the date.

MATCH can be blended with other functions like INDEX, VLOOKUP, and IFERROR to perform more complex tasks in Google Sheets. Let's take a closer look at how each combination works:

When combined with INDEX, MATCH can dynamically retrieve values based on the position found by MATCH.

For example, with a list of campaign IDs in column B and corresponding ad types in column C, we can use MATCH to find the position of a specific campaign ID and then use INDEX to retrieve the corresponding ad type.

Use the formula:

In Google Sheets, the MATCH can be effectively combined with VLOOKUP to perform dynamic vertical lookups. This method is especially useful when you need to retrieve data based on variable column positions that are not fixed within your dataset.

Suppose you have a dataset containing campaign IDs and their corresponding costs in a table. You want to look up the cost of a campaign based on its ID, where the ID and the cost columns may vary in their position within the table.

To achieve this, you can use the MATCH function to dynamically find the column index of the campaign cost and then use VLOOKUP to fetch the cost for a specific campaign ID.

Use the formula:

In this example:

• G2: This cell should contain the campaign ID you're searching for.
• B3:D: The range that includes campaign IDs and their respective costs.
• MATCH(G3, B2:D2, 0): This formula finds the column index of the campaign cost dynamically by searching for the header (assumed to be in cell G3) in the header range B2:D2.
• VLOOKUP then searches for the campaign ID in the specified range and returns the cost from the column index identified by MATCH.

This approach allows the formula to adapt to changes in the column order without any manual adjustment, enhancing its flexibility and reliability in dynamic datasets.

If MATCH doesn't find a match, it returns an error. You can combine IFERROR with MATCH to handle errors gracefully.

If we're using MATCH to find the position of a value in a range, we can wrap the MATCH function with IFERROR to display a custom message or value instead of the error if no match is found.

Use the formula:

Here are some best practices you can use to maximize its efficiency:

Learn the differences between exact match (0), close match (1), and reverse close match (-1) in MATCH.

Name ranges in your sheet to simplify formulas. This makes formulas easier to understand and manage, especially in big or complicated sheets.

Regularly check your data in Google Sheets for mistakes. Keep it accurate and consistent, so MATCH works correctly and gives the right results.

By providing clear explanations alongside your MATCH functions, you make it easier for anyone reviewing the sheet to grasp how data is imported and manipulated. This practice helps others, or even your future self, to understand your work better.

If you want to improve your Google Sheets skills, learn more about mastering more advanced functions like ARRAY, Pivot Table, etc:.

• ARRAY: Conducts calculations across multiple cells or ranges, delivering multiple results simultaneously.

• Pivot Table: This adaptable tool simplifies the summarization, organization, and examination of extensive data sets, allowing for easy extraction of insights and identification of trends.

• CONCATENATE Function: This function combines multiple text items into a single continuous string, providing a seamless way to merge text from different cells.

Even if you use Google Sheets formulas every day, mistakes can still happen. Here are some common errors to look out for and how to fix them quickly:

This error happens when a value you are looking for is different from the ones within the range. Check if the data or reference exists, and ensure it's correctly spelled or formatted. If it's a formula error, verify the logic and input values.

This error tells about an incorrect data type or operation. For example, you can mistakenly use 01/15/2023 as a text-formatted date instead of a date value. In this case, check if the data is in the right format (convert it if needed) and adjust the formula accordingly.

The #REF! error means there's a problem with a cell reference. Check the cells referred to in your formula and update them if needed. Make sure you didn't delete or move any cells that the formula is using. If you did, adjust the formula to include the correct cells.

This error means the formula doesn't recognize a function or named range. Check the spelling and how it's written in the formula. Make sure all functions and ranges are named correctly and used properly.

This happens when a math calculation doesn't work, for example, dividing by zero or using negative numbers. Adjust the formula to handle these situations correctly or use the right numbers for calculations.

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