Sanjida Ahmed
When we have a large amount of data then sometimes it is hard to extract any specific data from the dataset. Together with Excel’s INDEX and MATCH functions can retrieve any kind of data even in a huge dataset. Implementing VBA is the most effective, quickest, and safest method to run any operation in Excel. In this article, we will show you 3 different methods on how to perform INDEX MATCH based on multiple criteria in Excel with the VBA macro.
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3 Methods with VBA INDEX MATCH Based on Multiple Criteria in Excel
In the following sections, we will show you how to perform INDEX MATCH based on multiple criteria for a range, for a specific selection and for a table in Excel with VBA.
Above we have the dataset that this article will follow. We have the Student Name, Student ID, and Exam Marks of each student in the dataset. We will extract a certain result residing in one column based on conditions from the other two columns.
Criteria – 1: Embed VBA with INDEX MATCH for Multiple (Two) Dimensional Lookup in Excel
Consider the following image. We have stored a specific student’s name “Edge” in Cell G4; and the column that we will be searching the Result in, Exam Marks, is stored in Cell G5. We will search in the Exam Marks column and store the Marks that “Edge” got in Cell G6.
The steps to lookup result in a two-dimensional array with INDEX and MATCH in Excel with VBA are given below.
Steps:
- In the beginning, press Alt + F11 on your keyboard or go to the tab Developer -> Visual Basic to open Visual Basic Editor.
- Next, in the pop-up code window, from the menu bar, click Insert -> Module.
- Then, copy the following code and paste it into the code window.
Sub IndexMatchStudent()
Dim iSheet As Worksheet
Set iSheet = Worksheets("Two Dimension")
iSheet.Range("G6").Value = Application.WorksheetFunction.Index(iSheet.Range("C5:D14"), Application.WorksheetFunction.Match(iSheet.Range("G4"), iSheet.Range("B5:B14"), 0), Application.WorksheetFunction.Match(iSheet.Range("G5"), iSheet.Range("C4:D4"), 0))
End SubYour code is now ready to run.
- Now, press F5 on your keyboard or from the menu bar select Run -> Run Sub/UserForm. You can also just click on the small Run icon in the sub-menu bar to run the macro.
After the code execution, look at the gif below to see the result.
As a result, the Marks that “Edge” got in the exam, 67, is retrieved in Cell G7.
VBA Code Explanation
Dim iSheet As WorksheetDefining the variable of Worksheet.
Set iSheet = Worksheets("Two Dimension")Store the worksheet name. The name of our sheet is “Two Dimension”, you should provide the name according to your spreadsheet.
iSheet.Range("G6").Value = Application.WorksheetFunction.Index(iSheet.Range("C5:D14"), Application.WorksheetFunction.Match(iSheet.Range("G4"), iSheet.Range("B5:B14"), 0), Application.WorksheetFunction.Match(iSheet.Range("G5"), iSheet.Range("C4:D4"), 0))This piece of code selects the range C5:D14 as the lookup range. Then search for the match that is stored in cell G4 in range B5:B14 and search for the match that is stored in cell G5 in range C4:D4 and pass the result to cell G6.
Read More: How to Use INDEX MATCH with Multiple Criteria for Date Range
Criteria – 2: Apply Macro to Find MATCH Value by INDEX with User-Defined Function (UDF)
You can extract matched values from a dataset with a user-defined function (UDF). From the following image, what we are going to do is, we will pass the Student ID and Exam Marks of a certain student and the function will throw us the Name of that specific student.
Let’s see how to achieve that for Student Name “Finn” with VBA.
Steps:
- As shown before, open Visual Basic Editor from the Developer tab and Insert a Module in the code window.
- Then, in the code window, copy the following code and paste it.
Function MatchByIndex(x As Double, y As Double)
   Const StartRow = 4
   Dim EndRow As Long
   Dim iRow As Long
   With Worksheets("UDF")
       EndRow = .Range("C:D").Find(What:="*", SearchOrder:=xlByRows, SearchDirection:=xlPrevious).Row
       For iRow = StartRow To EndRow
           If .Range("C" & iRow).Value = x And .Range("D" & iRow).Value = y Then
               MatchByIndex = .Range("B" & iRow).Value
               Exit Function
           End If
       Next iRow
   End With
   MatchByIndex = "Data Not found"
End Function
- Don’t run this code, save it.
- Now, go back to the worksheet of interest. Pick any cell that you want to store the result. In our case, it is Cell F5.
- In that cell, write the UDF you have just created in the code (MatchByIndex) and pass the Student ID and Exam Marks of the specific student inside the parentheses of the function.
As we are trying to extract the name “Finn” from his ID (105) and Marks (84), so for our case the formula becomes,
=MatchByIndex(105,84)- Then, press Enter.
Look at the following image.
In Cell F5, we have successfully retrieved the name “Finn” by simply passing his ID and Marks inside the function that we created in the VBA code.
VBA Code Explanation
Function MatchByIndex(x As Double, y As Double)Creating a new function and passing the variables inside it. You can define any name to the function.
Const StartRow = 4Our row starts from row number 4. You must provide the row number that your dataset starts from.
Dim EndRow As Long
Dim iRow As LongDefining the variables.
With Worksheets("UDF")
    EndRow = .Range("C:D").Find(What:="*", SearchOrder:=xlByRows, SearchDirection:=xlPrevious).RowFirst, define the worksheet to work with. The name of our sheet is “UDF”, you should provide the name according to your spreadsheet. Then start searching in the range C:D from the first row that we defined to the last row.
For iRow = StartRow To EndRow
    If .Range("C" & iRow).Value = x And .Range("D" & iRow).Value = y Then
        MatchByIndex = .Range("B" & iRow).Value
      Exit Function
    End If
  Next iRow
End WithStart iterating from the first row to the last row. If the first value that we will pass inside the function falls inside the C column and if the second value that we will pass inside the function falls inside the D column, then it will return the match from the B column. Otherwise, exit the function, end all the statements, and go to the next line.
MatchByIndex = "Data Not found"
End FunctionIf the previous condition doesn’t get fulfilled while executing, then the “Data Not Found” message will be returned and the code will leave the function.
Read More: INDEX-MATCH with Multiple Criteria for Partial Text in Excel (2 Ways)
Criteria – 3: Implement VBA to Return MATCH Value from a Table with Multiple Data in Excel
In this section, we will learn how to return a matched value by the indexes from a table in the MsgBox in VBA Excel.
Let’s see how to extract the Marks from the table shown in our dataset (Table Name: TableMatch) of a certain student by providing the Name and the ID inside the code. For our case, the Name and the ID will be Finn and 105 respectively.
Steps:
- Firstly, open Visual Basic Editor from the Developer tab and Insert a Module in the code window.
- Then, copy the following code and paste it into the code window.
Sub ReturnMatchedResultByIndex()
 Dim iBook As Workbook
 Dim iSheet As Worksheet
 Dim iTable As Object
 Dim iValue As Variant
 Dim TargetName As String
 Dim TargetID As Long
 Dim IdColumn As Long
 Dim NameColumn As Long
 Dim MarksColumn As Long
 Dim iCount As Long
 Dim iResult As Boolean
 Set iBook = Application.ThisWorkbook
 Set iSheet = iBook.Sheets("Return Result")
 Set iTable = iSheet.ListObjects("TableMatch")
 TargetID = 105
 TargetName = "Finn"
 IdColumn = iTable.ListColumns("Student ID").Index
 NameColumn = iTable.ListColumns("Student Name").Index
 MarksColumn = iTable.ListColumns("Exam Marks").Index
 iValue = iTable.DataBodyRange.Value
 For iCount = 1 To UBound(iValue)
   If iValue(iCount, IdColumn) = TargetID Then
     If iValue(iCount, NameColumn) = TargetName Then
       iResult = True
     End If
   End If
   If iResult Then Exit For
 Next iCount
 If iResult Then
   MsgBox "ID: " & TargetID & vbLf & "Name: " & TargetName & vbLf & "Marks: " & iValue(iCount, MarksColumn)
 Else
   MsgBox "ID: " & TargetID & vbLf & "Name: " & TargetName & vbLf & "Marks Not found"
 End If
End SubYour code is now ready to run.
- Later, Run this code and look at the following image to see what happened as a result.
As you can see from the above image, there is a Microsoft Excel pop-up message box showing you the Marks: 84 of ID: 105 and Name: Finn that we provided inside the code.
VBA Code Explanation
Dim iBook As Workbook
Dim iSheet As Worksheet
Dim iTable As Object
Dim iValue As Variant
Dim TargetName As String
Dim TargetID As Long
Dim IdColumn As Long
Dim NameColumn As Long
Dim MarksColumn As Long
Dim iCount As Long
Dim iResult As BooleanDefining the variables.
Set iBook = Application.ThisWorkbook
Set iSheet = iBook.Sheets("Return Result")
Set iTable = iSheet.ListObjects("TableMatch")Setting the sheet name and the table name inside variables.
TargetID = 105
TargetName = "Finn"
IdColumn = iTable.ListColumns("Student ID").Index
NameColumn = iTable.ListColumns("Student Name").Index
MarksColumn = iTable.ListColumns("Exam Marks").IndexStoring the lookup values and the lookup columns to search.
iValue = iTable.DataBodyRange.Value
 For iCount = 1 To UBound(iValue)
   If iValue(iCount, IdColumn) = TargetID Then
     If iValue(iCount, NameColumn) = TargetName Then
       iResult = True
     End If
   End If
If iResult Then Exit For
Next iCountThis piece of code scans through from the start to the end of the subscript and if it finds the match of the defined ID and the Name in the search columns then store the result and close all the statements. Also, exit the iteration and go to the next part of the code.
If iResult Then
  MsgBox "ID: " & TargetID & vbLf & "Name: " & TargetName & vbLf & "Marks: " & iValue(iCount, MarksColumn)
Else
  MsgBox "ID: " & TargetID & vbLf & "Name: " & TargetName & vbLf & "Marks Not found"
End IfThrows the result in the MsgBox.
Read More: Lookup and Return Multiple Values Concatenated into One Cell in Excel
Conclusion
To conclude, this article showed you 3 different methods on how to perform INDEX MATCH based on multiple criteria in Excel with the VBA macro. I hope this article has been very beneficial to you. Feel free to ask any questions regarding the topic.
