vlookup formula

8/12/2019 Vlookup Formula

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Grade Rosters Using The VLOOKUP Formula

Student Administration and Records

http://www.admin.cam.ac.uk/offices/students/class/[email protected]


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Explanation Screens

A bespoke mark sheet will havebeen created by the Department or

Faculty.

A Grade Roster will have been sentfrom the Student Administrationand Records Section, which nowneeds to be populated.


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Explanation ScreensThe data can be transferred usingthe VLOOKUP formula, as long asthere is a code or name within afield which is common to bothdocuments.

The common identifier between aDepartment or Faculty mark sheet,and the Grade Roster, should bethe Candidate Number.

File History of Art Part IA EasterTerm 2008 mark sheet.xls is listedin Student Number order.

FileGrade_Roster_ART0_280408.xlsis listed in Name order (bysurname).

The VLOOKUP formula can movedata into the Grade Roster usingthe common identifier as a link.

In this example, the candidatenumber 8253Q is unique to both

files, whereas the name is in adifferent format.

The format of the VLOOKUPformula for transferring databetween the bespoke Departmentor Faculty mark sheet and theGrade Roster looks like this.

=VLOOKUP([common identifier field],[pathway of bespokeDepartment or Faculty mark sheet]\[name of bespoke Department orFaculty mark sheet],[work sheet name],[start field of range to belooked up]:[end field of range to be looked up],[columnnumber],FALSE)


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Explanation ScreensThis screenshot shows theVLOOKUP formula being used, asentered in Field O4.

The VLOOKUP formula in this example is working as follows:

Part of VLOOKUP formula Purpose

=VLOOKUP( indicates this is the VLOOKUP formula

$A4,common identifier field; this is looking up in the Grade Roster the commonidentifier to the two files

'Y:\Andy\Grade Roster mock-ups for training\

pathway to get to the bespoke Department or Faculty mark sheet; this is whereyou have saved this on your computer

[History of Art Part IA EasterTerm 2008 mark sheet.xls]

name of bespoke Department or Faculty mark sheet

Sheet1'!this is the worksheet or tab name in the bespoke Department or Faculty marksheet

$A$3:start field of range to be looked up in the bespoke Department or Faculty marksheet. The range must include the common identifier field

$L$33,end field of range to be looked up in the bespoke Department or Faculty marksheet. The range must include the common identifier field

12,

this is the number of columns in from the common identifier (student number) inthe bespoke Department or Faculty mark sheet. When counting you mustcount the first column included in the range, which in this example is Column A,

as 1. To populate the Total Mark column in the Grade Roster, data is beingobtained from Column L in the bespoke Department or Faculty mark sheet.Column L is 12 columns along from Column A (including counting Column A),the common identifier in file History of Art Part IA Easter Term 2008 marksheet.xls

FALSE) this must appear, otherwise the VLOOKUP formula will not work

Therefore, once all these parts of the VLOOKUP formula are brought together, the VLOOKUP formulalooks like this:

=VLOOKUP($A4,'Y:\Andy\Grade Roster mock-ups for training\[History of Art Part IA Easter Term 2008mark sheet.xls]Sheet1'!$A$3:$L$33,12,FALSE)

Please note: all the quotation marks, commas, brackets etc, must appear in the places as shown,otherwise the VLOOKUP formula will not work.


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Explanation ScreensThe VLOOKUP formula can thenbe copied and pasted to other cells.

Each time the VLOOKUP formulais pasted into another cell along thesame row, but in a differentcolumn, the number of columnsalong will need to be altered in theVLOOKUP formula.

For example, the VLOOKUPformula has been copied andpasted from Field O4 to Field P4.

Field P4 is in the column for Paper01 in the Grade Roster. In thebespoke Department or Facultymark sheet, paper 1 is in ColumnD. This means the column numberin the VLOOKUP formula wouldnow need altering to 4, asColumn D is 4 columns along fromColumn A (including countingColumn A), the common identifierin file History of Art Part IA EasterTerm 2008 mark sheet.xls.

Therefore, the VLOOKUP formula in Field P4 would look like this:

=VLOOKUP($A4,'Y:\Andy\Grade Roster mock-ups for training\[History of Art Part IA Easter Term 2008mark sheet.xls]Sheet1'!$A$3:$L$33,4,FALSE)

Next, the VLOOKUP formula wascopied and pasted into Fields:

Q4R4S4

T4U4V4


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Explanation ScreensIn each of those Fields the VLOOKUP formula was altered to reflect the different column which was beingreferenced in the bespoke Department or Faculty mark sheet (History of Art Part IA Easter Term 2008 marksheet.xls). The item you will have to alter will always be the number of columns in from the commonidentifier. The VLOOKUP formulas appeared as follows:

Q4=VLOOKUP($A4,'Y:\Andy\Grade Roster mock-ups for training\[History of Art Part IA Easter Term 2008mark sheet.xls]Sheet1'!$A$3:$L$33,5,FALSE)

R4=VLOOKUP($A4,'Y:\Andy\Grade Roster mock-ups for training\[History of Art Part IA Easter Term 2008mark sheet.xls]Sheet1'!$A$3:$L$33,6,FALSE)

S4=VLOOKUP($A4,'Y:\Andy\Grade Roster mock-ups for training\[History of Art Part IA Easter Term 2008mark sheet.xls]Sheet1'!$A$3:$L$33,7,FALSE)

T4=VLOOKUP($A4,'Y:\Andy\Grade Roster mock-ups for training\[History of Art Part IA Easter Term 2008mark sheet.xls]Sheet1'!$A$3:$L$33,8,FALSE)

U4=VLOOKUP($A4,'Y:\Andy\Grade Roster mock-ups for training\[History of Art Part IA Easter Term 2008mark sheet.xls]Sheet1'!$A$3:$L$33,9,FALSE)

V4 =VLOOKUP($A4,'Y:\Andy\Grade Roster mock-ups for training\[History of Art Part IA Easter Term 2008mark sheet.xls]Sheet1'!$A$3:$L$33,10,FALSE)

The VLOOKUP formulas can thenbe copied from Field O4 to FieldV4, and then pasted into therelevant columns and rows for allthe other candidates.

Please note, if there is no markfor a candidate in the bespokeDepartment or Faculty mark

sheet, then a 0 will appear forthem in the Grade Roster. Youmust ensure this is removedbefore sending the Grade Rosterto the Student Administ rationand Records Section, otherwisea 0 w ill be uploaded for thecandidate, when this might notbe correct.

Please also note, if whencopying and pasting a #N/Aappears in a Field, this indicatesthat there is no correspondingcandidate number between thebespoke Department or Facultymark sheet, and the GradeRoster. If this happens, pleaseensure this is removed beforesending the Grade Roster to theStudent Administration andRecords Section.

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