How to Use INDEX Function in Excel?

The INDEX function is one of the top used 10 Excel functions. In this tutorial, you will get a complete idea of how the INDEX function works in Excel individually and with other Excel functions.

You will get the Excel INDEX function in two forms: Array Form and Reference Form.

Excel INDEX Function in Array Form (Quick View):

When you intend to return a value (or values) from a single range, you will use the array form of the INDEX function.

Excel INDEX Function in Reference Form (Quick View):

When you intend to return a value (or values) from multiple ranges, you will use the reference form of the INDEX function.

Introduction to INDEX Function in Excel

Function Objective:

It returns a value or reference of the cell at the intersection of a particular row and column, in a given range.

Syntax of INDEX Function in Array Form:

=INDEX (array, row_num, [column_num])

Arguments:

Note:

• If you use both the row_num and column_num arguments, the INDEX function will return the value from the cell at the intersection of the row_num and column_num.
• If you set row_num or column_num to 0 (zero), then you will get the whole column values or the whole row values respectively in the form of arrays. You can insert those values into cells using Array Formula.

Syntax of INDEX Function in Reference Form:

=INDEX (reference, row_num, [column_num], [area_num])

Arguments:

Note:

• If pass more than one range or array as the array value, you should pass also the area_num.
• If the area_num is absent, the INDEX Function will work with the first range. If you pass a value as the area_num, the INDEX function will work in that specific range.
• If the concepts are not clear, do not worry; go to the next step, where I am going to show you a good number of examples to use Excel’s INDEX function effectively.

How to Use INDEX Function in Excel: 6 Handy Examples

Example 1: Select an Item from a List

Using the Excel INDEX function, we can retrieve any item from a list. You can use hard-coded row or column numbers in the formula or use a cell reference.

One Dimensional List with a Single Column:

For example, if we want to retrieve the 3rd product from the list, we can use the following formula in cell C13, having specified the row number (the serial number, in other words) in cell C12.

Or,

One Dimensional List with a Single Row:

Similarly, we can retrieve an item from a single row using the INDEX function. Specify the serial number in column B and apply the following formula in cell C20:

Or,

You could also write the serial number directly in the formula instead of using cell reference. But we recommend using cell reference as it makes your job more dynamic.

Retrieve Item from a Multidimensional List:

To retrieve an item from a list of multiple dimensions, you have to specify the row and column number in the INDEX function.

For example, If you want to get the item from the 3rd row and 4th column of the list, you must insert the following formula in cell C33.

Note:

• If you specify a row number beyond the range of your list (the array you have specified to the INDEX function), it will cause a #REF! error.
• You can also refer to an array as a reference and apply the INDEX function. For example, the formula =INDEX({1,2,3;4,5,6;7,8,9;10,11,12},2,3) will return 8. The array constant {1,2,3;4,5,6;7,8,9;10,11,12} contains columns separated by semicolons.

Example 2: Selecting Item from Multiple Lists

You may have noticed already; that the INDEX function has another optional argument which is [area_num]. With this, you can input multiple arrays or reference ranges in the INDEX function and specify from which array, the function will return an item or value.

For example, we have two lists here, one is for Windows and the other is for MS Office. You can apply the following formula to get a value from the Windows list.

Or,

to get an item from the MS Office list.

Note:

If you don’t specify the number in this formula, Excel will consider area 1 to return the value, by default.

Example 3: Combine MATCH Function with INDEX to Match Multiple Criteria and Return Value

The MATCH function returns the relative position of an item in an array that matches a specified value in a specified order. You can easily retrieve the row and column numbers for a specific range using the MATCH function.

Let’s see the following example. We want to match some criteria specified in cells C12 and C13.

Steps:

• Apply the following formula in Cell C14:

• Press ENTER.

Example 4: Combine INDEX, MATCH, and IF Functions to Match Multiple Criteria from Two Lists

Now, if we have two lists and want to match multiple criteria after choosing one, what to do? Here, we will provide you with a formula.

Here is our dataset and we have Sales data for Windows and MS Office in different countries and years.

We will set 3 criteria: Product name, Year, and Country, and retrieve their corresponding sales data.

Steps:

• Assume that the criteria set are- Year: 2019, Product: MS Office, and Country: Canada.
• Set them in cells C11, C12, and C13 respectively.
• Now, apply the following formula in Cell C14 and hit ENTER.

• You will see the corresponding sales data in Cell C14 now.
• You can make this formula more dynamic by using data validation.

Example 5: Returning a Row or Column Entirely from a Range

Using the INDEX function, You can also return a row or column entirely from a range. To do that, execute the following steps.

Steps:

• Say you want to return the first row from the Windows list. Apply the following formula in any cell (here, in cell F11), and press ENTER.

• Note that, we have specified the column number as 0 here. We could also apply the following formula to get the entire row, putting a comma after the row_num argument, and leaving it as it is without specifying any column number.

• But if you just write =INDEX(D6:G9,1) and hit ENTER, you will get only the first value in the first row, not the whole row.
• To get the first column as a whole, apply the following formula. The things you should consider in case of getting a whole row returned are also applicable to this case.

Note:

• If you are using older Excel versions than Microsoft 365, then you must use the Array formula to return a row or column from a range using the INDEX Function.
• For example, in our dataset here, every row of the sales range consists of 4 values, so you must select 4 cells horizontally and then input the INDEX function.
• Now press CTRL + SHIFT + ENTER to enter the formula as an array formula.
• In the same way, you can show the Entire Column.
• To return an entire range, just assign the range to the reference argument and put 0 as the column and row number. Here is a formula as an example.

Example 6: INDEX Function Can Also Be Used as Cell Reference

In example 5, we have seen how to use the INDEX function to return an entire row from a range. You could also use the following simple formula in any cell to get the same.

The point I am trying to make is- the INDEX function can also return a cell reference instead of a cell value. I will use INDEX(D6:G9,1,4) instead of G6 in the above formula. Hence, the formula will be like this,

What Are the Common Errors While Using the INDEX Function in Excel?

The #REF! Error:

It occurs-

• When your passed row_num argument is higher than the existing row numbers in the range.
• When your passed col_num argument is higher than the existing column numbers in the range.
• When your passed area_num argument is higher than the existing area numbers.

The #VALUE! Error:

It occurs when you supply non-numeric values as row_num, col_num, or area_num.

Download Excel Workbook

Download the Excel workbook so that you can practice yourself.

Conclusion

INDEX Function is one of the most powerful functions in Excel. To travel through a range of cells, and retrieve data from a range of cells, you will use a lot of time Excel’s INDEX Function. If you know a unique way of using Excel’s INDEX Function, let us know in the comment box.

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