Streamline Your Workflow with Bill Excel for Customer Service

Bill excel for Customer Service

in this video we're going to talk about how to use vlookup to extract data from an Excel spreadsheet now imagine if you're a business owner and you have more than 5 000 customers in your database let's say if you need to look up a customer's information you don't want to scroll down to row 2481 to look up the information of a particular customer you want to find a fast and efficient way to pull that information from that database and use in Excel you can design a way to do that using the vlookup function and so we're going to focus on that function in this video so let's type in the fields that we have in this spreadsheet customer ID first name last name phone number and email so I want to create a spreadsheet where when I type in the customer's ID it's going to tell me the person's name the first and last name their phone number and their email and whatever other additional information I wish to add this will do that as well so what we need to do is highlight the cell to the right of the first name section and then type in equal vlookup parentheses now I'm going to select cell G14 because in G14 that's where I'm going to put in the customer ID and what Excel is going to do is it's going to look at the first column for that custom ID and then return to me a value that's in the same row but that's in a different column either column two three four five so g15 is where we're going to look up the customer's ID that's where we're going to type it in next I'm going to press comma and so now what I need to do is highlight the table array that contains my data once that is done press comma now I need to choose the column index number so since this is for the first name the first name corresponds to column two so I'm just going to press 2. and then comma now I have two options I can type in true which will give me an approximate match or I can type in false which will give me an exact match I want an exact match so I'm going to type in false close parenthesis now if I type in a custom ID let's say the first one zero one two five it's going to give me the information in column two which is the first name of the customer in this case Sarah now I'm going to write the formulas for the other Fields so for the last name I'm going to type in equal vlookup now my lookup value will still be in cell g15 the table array will be the same once you select it press comma and then the column index number so I want to pull out the last name from the spreadsheet so that's in column three so we're going to type in three and then we're going to type in false again so now it gave me the last name of the customer with this ID which is Rodriguez so now let's do the same thing for the phone number equals vlookup we're going to highlight g15 again where we put in the customer's ID select the same table array press comma now for the phone number that's the information found in column four and then false again and then we'll repeat that now the only thing that's going to change here is just the column number everything else is going to be the same so for the email we'll need to choose column number five so now let's choose the next customer ID if I type in 1 0 3 2 6 it gives me Joe's information I can see his first name his last name his phone number and his email let's see if we can pull up Michael so Michael's custom ID is one zero three six seven and we can see his first name last name comes up his phone number and his email let's try Susan so one zero six four five all of her information shows up and then we'll try one more Christine so that's how you can use a vlookup to extract data from a spreadsheet so it doesn't matter how many columns of information you have you can get all the information from those columns simply by typing in the customer's ID so hopefully this video has been educational for you that's how you can use vlookup to pull data from a spreadsheet