New Excel Functions

For a very long time, Excel introduced new functions at a leisurely pace. Every few years, a handful of new functions would appear, most aimed at technical and edge-case problems. Most users greeted these new functions with a yawn, if they noticed at all.

All that changed in 2019 when Microsoft’s Excel team kicked things into high gear and suddenly began introducing brand-new functions at a furious pace. You might not know it, but Excel now has nearly 50 new functions! At the same time, Microsoft overhauled Excel’s formula engine to handle array formulas natively. The name “array formulas” may seem dreadfully dull (for super-geeks only), but this upgrade affects literally everything in Excel (even basic worksheets) because Excel can now return multiple results . Need a list of unique values from 10,000 rows? The UNIQUE function will do it in one step. Want to display all orders over $100? Done! With the new FILTER function. Even better, because these are formulas, the results are dynamic. When data changes, you see the latest immediately.

This is not your Dad’s Excel anymore. The new upgraded engine and new functions are a massive change that will ripple through business and personal spreadsheets for years to come. Many complicated formulas will become obsolete, replaced by compact and elegant alternatives. If you use Excel frequently, this is a change you should understand and embrace. To help you get started, below is a list of new functions since Excel 2019, when everything began to change. Use the links to see more details and examples.

• New Beta functions
• New Excel 365 functions
• New Excel 2021 functions
• New Excel 2019 functions

Excel versions

As Excel 365 has become more widely used, understanding Excel versions has become more complicated. Here’s how it works.

• New functions are first introduced to the “Beta” channel for Excel 365. This is a special channel that you must opt in to specifically. The Beta channel includes all available functions for Excel, including those not yet released.
• The “Current” channel in Excel 365 is what most Office 365 users will see by default. This channel includes all released functions for Excel, including new functions not yet available in any desktop version.
• Desktop versions like Excel 2021 are typically released every 3 years and typically include a “snapshot” of newly released functions in Excel 365 when the version was created. This means Excel 2021 includes new functions from Excel 365 released after Excel 2019 was released.

New Beta functions

REGEXEXTRACT function

The REGEXEXTRACT function extracts text matching a specific regex pattern from a given text string. For the advanced Excel user, this function is a major upgrade. Instead of working out complex formulas based on functions like LEFT, RIGHT, FIND, and MID, REGEXEXTRACT can target data very precisely with a single regular expression (regex) pattern. With REGEXEXTRACT, you can easily extract numbers, dates, times, email addresses, and other text with a recognizable structure. REGEXEXTRACT not only saves time but also reduces errors created by complicated workarounds.

REGEXREPLACE function

The REGEXREPLACE function replaces text that matches a specific regular expression (regex) pattern in a given text string. You can think of REGEXREPLACE as a much more powerful version of the simplistic SUBSTITUTE function. While both functions can be used to search and replace simple text strings, REGEXREPLACE can use regex, a powerful language built for matching and manipulating text values. This function is a major upgrade to Excel’s rather primitive text-replacement functions.

REGEXTEST function

REGEXTEST brings the power of regular expressions to ordinary Excel formulas. It tests whether a text string matches a specific pattern, returning TRUE or FALSE. This versatile function can validate email addresses, check for specific number formats, or search for complex text patterns. For instance, =REGEXTEST(A1,"[0-9]") will return TRUE if cell A1 contains any numeric digit, and =REGEXTEST(A1,"[A-Z]" will return TRUE if A1 contains any uppercase letters. REGEXTEST opens up new possibilities for data validation and text analysis directly within Excel formulas. You can even combine REGEXTEST with other functions like IF and FILTER to implement very sophisticated logic.

New Excel 365 functions

GROUPBY function

GROUPBY is Excel’s answer to how to make a simple Pivot Table with a formula. It creates a dynamic summary table with a single formula, similar to a Pivot Table, but without formatting. For instance, you could use =GROUPBY(B5:B16,D5:D16,SUM) to summarize sales by city, where B5:B16 contains city names, and D5:D16 contains sales amounts. Unlike a Pivot Table, which needs to be refreshed, The summary returned by the GROUPBY function is fully dynamic and will immediately recalculate when source data changes. GROUPBY is particularly useful when you need a quick, dynamic summary without the overhead of a full Pivot Table.

PIVOTBY function

Like the GROUPBY function, PIVOTBY can create a Pivot Table with a formula. The difference is that PIVOTBY can perform two-dimensional grouping by row and column, whereas GROUPBY can group by row only. For example, =PIVOTBY(B5:B28,C5:C28,E5:E28,SUM) will summarize sales by city (in rows) and year (in columns), where B5:B28 contains city names, and C5:C16 contains years. This function is powerful for users who want the layout of a pivot table combined with the flexibility and precision of a formula. It’s an excellent tool for creating dynamic, formula-based summaries that update automatically when source data changes.

PERCENTOF function

PERCENTOF calculates the percentage of a subset of data relative to all data. It’s a handy shortcut for common percentage calculations, returning a decimal that can be formatted as a percentage in Excel. For example, =PERCENTOF(250,1000) returns 0.25, which, when formatted as a percentage, displays as 25%. This function is useful in any scenario where you need to express a part-to-whole relationship. Although you can use PERCENTOF as a standalone function, it was introduced as a companion to GROUPBY and PIVOTBY to make it easy to incorporate “percentage of” calculations into formula-based pivot tables.

BYCOL function

BYCOL is one of two new functions in Excel ( BYROW is the other) that let you apply aggregate calculations “by column” or “by row” in a single formula step. Specifically, BYCOL applies a LAMBDA function to each column in an array, returning one result per column as a single array. The concept may seem abstract, but in practice, BYCOL is quite useful. For instance, assume you have 6 columns of numbers in C5:H14. This formula will return the maximum value in each of the 6 columns in one step: =BYCOL(C5:H14,MAX). BYCOL runs on every column, returning a single result for each. Since it can apply custom LAMBDA logic, BYCOL can perform operations far beyond simple sums or averages.

BYROW function

BYCOL is the companion to the BYROW function. The purpose of BYROW is to process data in an array or range in a “by row” fashion. Specifically, BYCOL applies a LAMBDA function to each row in an array, returning one result per row in a single step. If BYROW is given an array with 100 rows, BYROW will return 100 results. The calculation performed on each row is flexible. For example, if you have 9 rows of data in 6 columns as below, you can use a formula like this to get the maximum value in each row: =BYROW(C5:H13,MAX). The result is all 9 maximum values in one step. BYROW runs on each row, returning a single result for each.

CHOOSECOLS function

CHOOSECOLS selects specific columns from an array or range by position. The columns to return are provided as numbers. For example, you can ask for the first, third, and fifth columns with a formula like =CHOOSECOLS(range,1,3,5). CHOOSECOLS is particularly useful when working with structured data where row positions have specific meanings. In addition to bringing together desired columns, you can also think of CHOOSECOLS as a great way to quickly discard unwanted columns. One interesting use of CHOOSECOLS is to create a mini-dashboard . The result from CHOOSECOLS is always a single array that spills onto the worksheet.

CHOOSEROWS function

CHOOSEROWS works like the CHOOSECOLS function. However, whereas CHOOSECOLS fetches specific columns, CHOOSEROWS fetches specific rows. For example, you could get the first, third, and fifth row from a range with a formula like =CHOOSEROWS(range,1,3,5). CHOOSEROWS is especially handy when working with structured data where row positions have meaning, like days of a week, days of a month, or hours in a day. The result from CHOOSEROWS is always a single array that spills onto the worksheet.

DROP function

The DROP function returns a subset of a given array by “dropping” rows and columns. Rows and columns can be dropped from the start or end of the given array. For example, you could “drop” the last three rows from a range with a formula like =DROP(range,-3). DROP complements the TAKE function. Whereas TAKE selects specific rows or columns from a range, DROP removes specific rows or columns from a range or array. DROP is useful for removing headers, trimming datasets, or whenever you want to reduce the size of a range by removing rows and/or columns.

EXPAND function

As the name suggests, EXPAND increases the size of an array by adding rows, columns, or both. You can specify what value to fill the new cells with, making it useful for “padding” arrays or preparing data for operations that require specific dimensions. The values given for rows and columns represent the dimensions of the final array, not the number of rows or columns to add. For instance, =EXPAND(A1:B2,4,3,“N/A”) would expand a 2x2 array to a 4x3 array, filling new cells with “N/A”. This function is particularly useful in scenarios where you need to standardize the size of datasets or create placeholder structures for data input.

FIELDVALUE function

FIELDVALUE is a utility function designed specifically for Excel’s data types, such as stocks, geography, or currency. As implied by the name, FIELDVALUE returns a specific field value from a Data Type. For example, with a stock data type in cell A1, you can request the last close price with a formula like this: =FIELDVALUE(A1,“previous close”). FIELDVALUE is an alternative to the “dot” syntax: =A1.[Previous close]. The main advantage of using FIELDVALUE is the ability to specify a field value as plain text, which can be more convenient in a formula.

HSTACK function

HSTACK combines arrays or ranges horizontally into a single array. Each subsequent array is appended to the right of the previous array. For example, =HSTACK(A1:A10,C1:C10) would combine two columns with 10 rows each into a single range with two columns and 10 rows. This function is particularly useful when you need to merge data from different sources or expand your dataset with additional columns of information. The output from HSTACK is fully dynamic. If data changes, the result from HSTACK will be updated immediately. HSTACK is closely related to VSTACK . Use HSTACK to combine ranges horizontally and VSTACK to combine ranges vertically.

IMAGE function

The IMAGE function is Excel’s solution for adding online images to a worksheet with a formula. As long as the image is available online and reachable via the “https://” protocol, IMAGE will fetch the image and bring a copy of it into a cell on the worksheet. You can use the IMAGE function to add images to things like employee lists, product information, games, and other data that includes images. Of course, you can manually insert an image into a cell anytime, so why use IMAGE? I think the main use case for IMAGE is importing a larger number of images with a formula that calculates the path to each image automatically. It might not matter much for 10 images, but for 100 images or a thousand, this is a big upgrade.

ISOMITTED function

ISOMITTED is a specialized function designed to work with LAMBDA functions. Its purpose is to provide a way to make LAMBDA arguments optional. ISOMITTED checks whether an optional argument in a LAMBDA function has been provided or not. For instance, you can use ISOMITTED in a custom LAMBDA function like this: =LAMBDA(a,[b],IF(ISOMITTED(b),a+10,a+b)). Although this formula takes two arguments, a and b, b is optional since it is enclosed in square brackets. Inside the LAMBDA, ISOMITTED checks for b. If b is omitted, the formula returns a+ 10. If b is provided, the formula returns a + b. In summary, ISOMITTED is a helper function that allows LAMBDA functions with optional arguments to alter behavior based on what arguments are provided.

LAMBDA function

The LAMBDA function allows you to create custom, reusable functions directly in Excel without VBA or macros. For example, you could create a simple squaring function with =LAMBDA(x,x^2). Once defined and named, a LAMBDA function can be used anywhere in your workbook. This powerful feature lets you define complex operations once and reuse them throughout your workbook, significantly reducing redundancy since there is just one copy of code to maintain. LAMBDA functions can range from simple calculations to complex, multi-step operations, opening up new possibilities for customizing Excel to your specific needs. LAMBDA functions can also appear inside many other new functions (i.e. BYCOL, BYROW, MAP, SCAN, REDUCE, etc.) that loop over arrays and apply calculations.

MAKEARRAY function

MAKEARRAY is a custom array generator. It creates an array with specified dimensions, filling it with values defined by a custom LAMBDA formula. For example, =MAKEARRAY(5,5,LAMBDA(r,c,r*c)) would create a 5x5 multiplication table. This function is useful for creating complex arrays, generating test data, or performing element-wise operations across a grid of values. It’s particularly handy when you need arrays with calculated values that follow a specific pattern or rule. Note the related RANDARRAY function can create a custom-sized array containing random numbers.

MAP function

MAP brings a fundamental concept from functional programming to Excel. It applies a custom operation to each cell in a range, and returns an array of results. It’s a bit like a custom mini-function that runs on every cell. For instance, =MAP(A1:E10,LAMBDA(x,x*2)) would double each number in the range A1:E10. MAP is especially good when you want to process each element in an array using functions like AND and OR. Normally, functions like this break array formulas because they aggregate multiple values into a single value. However, because MAP operates on one cell at a time, it works. MAP is versatile, allowing you to transform data, combine information from multiple ranges, and perform complex calculations on a cell-by-cell basis across ranges of data.

REDUCE function

The REDUCE function applies a custom LAMBDA function to each element in a given array and accumulates results to a single value . REDUCE is useful for iterative calculations where each step depends on the result of the previous step and uses a different input value. For example, you can use the REDUCE function to calculate conditional sums and counts, similar to SUMIFS and COUNTIFS, but with more flexibility. For example, to calculate the sum of all numbers in A1:E10, you can use a formula like =REDUCE(0,A1:E10,LAMBDA(a,v,a+v)). To calculate the sum of all odd numbers , you can use a formula like =REDUCE(0,A1:E10,LAMBDA(a,v,IF(ISODD(v),a+v,a))).

SCAN function

The SCAN function iterates through the elements in an array with custom logic and returns an array that contains the intermediate values created during the scan. SCAN is similar to REDUCE , but instead of producing a single result, it returns an array of intermediate results . It’s like getting the play-by-play of a cumulative calculation at each step. This function is particularly useful for creating running totals, running counts, and the results from other cumulative calculations. For example, to create a running total of the numbers in A1:A10 you can use SCAN like this: =SCAN(0,A1:A10,LAMBDA(a,v,a+v)). To create a running total of odd values only, you can use =SCAN(0,A1:A10,LAMBDA(a,v,IF(ISODD(v),a+v,a))).

STOCKHISTORY function

The STOCKHISTORY function retrieves historical stock price information based on a given stock symbol and date range. This function saves you from manual data entry or importing external data, allowing you to perform stock analysis and financial modeling directly within Excel using up-to-date market information. Although the name suggests that STOCKHISTORY is meant to work only with stocks, STOCKHISTORY can also work with bonds, index funds, mutual funds, and currency exchange rates. Note that STOCKHISTORY only returns historical information recorded after the market closes. It does not return real-time data.

TAKE function

TAKE extracts a specific number of rows or columns from an array, either from the beginning or the end. It’s like a data slicer for ranges. For instance, =TAKE(A1:C100,10) would return the first 10 rows from the range, while =TAKE(A1:C100,-10) would return the last 10 rows. This function is particularly useful when you need to work with a subset of your data, like the top n rows or the last n columns, without altering the original dataset. TAKE is also great for creating dynamic ranges that adjust based on the data. For example, if you configure TAKE to return the last 7 rows in a table, it will continue to update as more rows are added. Note that the TAKE function is related to the DROP function , which removes rows and/or columns from a range.

TEXTAFTER function

TEXTAFTER splits a text string and extracts the portion of a string that comes after a given delimiter. It’s designed to work with structured text with a clear pattern and delimiter. For example, =TEXTAFTER(“john.doe@example.com”,"@") will return the email domain, “example.com”. TEXTAFTER can handle multiple delimiters and be configured to extract text after the “nth instance” of a given delimiter, making it very useful for parsing emails, names, URLs, and other text with delimiters. Compared to older, more complicated solutions, TEXTAFTER greatly simplifies the process of splitting text strings.

TEXTBEFORE function

TEXTBEFORE is the counterpart to TEXTAFTER . It extracts the portion of a string that comes before a specified delimiter . For instance, =TEXTBEFORE(“john.doe@example.com”,"@") will return “john.doe”. TEXTBEFORE can be configured to extract text after a specific instance of a delimiter (i.e. after the second space). You can even use TEXTBEFORE together with TEXTAFTER to perform more specific text extraction. Like TEXTAFTER, it offers options for handling multiple delimiters and case sensitivity.

TEXTSPLIT function

Whereas TEXTAFTER and TEXTBEFORE return the text before or after a delimiter, TEXTSPLIT splits text at a delimiter and returns all the parts in one go. The output from TEXTSPLIT is an array that will spill into multiple cells in the workbook. For example, =TEXTSPLIT(“apple,banana,cherry”,",") would return an array with three cells containing “apple”, “banana”, and “cherry”. This function is incredibly useful for parsing structured text data, converting delimited strings into usable Excel ranges, or converting complex text structures into manageable pieces.TEXTSPLIT can handle multiple delimiters and even different delimiters for rows and columns.

TOCOL function

TOCOL transforms a two-dimensional array into a single column. It’s like flattening your data vertically . For instance, =TOCOL(B5:D8) would take a 4x3 grid and turn it into a single column with 12 cells. This function can scan values “by row” or “by column” and offers options to ignore empty cells and errors. TOCOL is particularly useful when you need to restructure data: create lists from tables, prepare data for vertical analysis, or simplify data going into other functions.

TOROW function

TOROW is the horizontal counterpart to TOCOL . It transforms a two-dimensional array into a single row, essentially flattening data horizontally . For example, =TOROW(B5:D8) will take a 4x3 grid and return a single row with 12 cells. Like TOCOL, it offers options to scan by row or column and can ignore blanks or errors. This function is helpful whenever you need to reshape data in a 2D range or array into a horizontal format with one row.

ARRAYTOTEXT function

You might not know that Excel deals with ranges internally as “arrays”, which have a particular syntax when displayed as text. The classic way to “see” this syntax in Excel is to use the F9 key when investigating a formula. But what if you want to show this syntax directly on the worksheet? ARRAYTOTEXT is a utility function that lets you format the values in a range in array syntax. It converts an array or range into a text string that can be displayed directly on the worksheet. Unless you are deep in the weeds of array formulas, you probably don’t need to worry about this function.

VALUETOTEXT function

VALUETOTEXT is a utility function that converts various types of values (numbers, dates, booleans, etc.) into their text representations. For instance, =VALUETOTEXT(42) would return “42” as text, and =VALUETOTEXT(TRUE) would return “TRUE”. By default, text values pass through unaffected, while other values are quoted. However, in strict mode, text values are enclosed in double quotes ("").

VSTACK function

VSTACK is the vertical counterpart to the HSTACK function. While HSTACK stacks ranges horizontally , VSTACK stacks ranges vertically, one on top of another. For example, =VSTACK(A1:A5,C1:C5) will combine the two columns into a single column of 10 cells. This function is particularly useful when you need to combine data from different sources, for example, data on different sheets . It is also handy when you want to attach headers to calculation results inside a formula. VSTACK can handle ranges of different widths, making it a flexible way to handle different data combination scenarios. The output from VSTACK is dynamic and will immediately update if source data changes.

WRAPCOLS function

WRAPCOLS takes a one-dimensional array (i.e. a single row or column) and wraps it into multiple columns based on a specified number of rows. WRAPCOLS works one column at a time using a given “wrap count” to determine when to start a new column. For instance, =WRAPCOLS(B5:B16,4) will arrange the 12 values in B5:B16 into a table with 4 rows and 3 columns. WRAPCOLS is useful when you need to reshape linear data into a table working “by column”. It can also be used to re-wrap data previously unwrapped by the TOCOL or TOROW function.

WRAPROWS function

WRAPROWS is the row-wise version of WRAPCOLS . It takes a one-dimensional array (i.e. a single row or column) and wraps it into multiple rows based on a specified number of columns. WRAPROWS works one row at a time, adding values until it hits a given “wrap count”, then beginning a new row. For example, =WRAPROWS(B5:B16,4) will take 12 cells in B5:B16 and arrange them into a table with 4 rows and 3 columns. WRAPCOLS is useful when you want to wrap linear data into a table, working one row at a time.

New Excel 2021 functions

FILTER function

A true game-changer, the FILTER function “filters” data based on one or more conditions and extracts matching values. The result from FILTER is an array of matching values from the original data. The results from FILTER are dynamic. If source data changes or if conditions are modified, FILTER will return new results. This makes FILTER an excellent way to isolate and inspect specific data without altering the original dataset. For example, =FILTER(B5:D16,D5:D16=“red”) will return all rows in B5:D16 where the color in column D is “Red”, as seen below. FILTER is highly versatile. You can filter data that occurs in a certain year or month, find data between two values, and isolate records that contain specific text. FILTER can even filter columns.

LET function

LET brings local variables to Excel formulas. It allows you to assign names to intermediate calculations within a formula, making complex formulas more readable and efficient. For instance, =LET(x,A1+A2, y,B1+B2, x*y) assigns names to two calculations and then uses them in a final calculation. These variables are temporary and live only in your formula. LET can significantly improve performance by eliminating redundant calculations. LET can radically simplify more complex formulas that reuse intermediate results or ranges multiple times.

RANDARRAY function

RANDARRAY is an on-demand random number generator. It creates an array of random numbers with specified dimensions. For example, RANDARRAY(10) will generate 10 random decimal values in a column, and =RANDARRAY(5,3,1,100,TRUE) generates a 5x3 array of random integers between 1 and 100. RANDARRAY is useful for random sorts, random sampling, and for creating test data from randomly selected values. You can also use RANDARRAY to generate random text strings and a random list of names.

SEQUENCE function

SEQUENCE is a function for generating sequential numbers. For instance, =SEQUENCE(10) returns the numbers 1-10 in an array that spills into a single column. SEQUENCE has options for the dimensions of the final array, and for the start value and step size. For example, =SEQUENCE(12,5,0,5) creates a 12x5 array of numbers starting at zero and incrementing by 5, as seen in the worksheet below. This function is useful for generating numbered lists, creating row or column numbers, or providing sequential input to other formulas. SEQUENCE can be used to create date ranges, sequential months and years, and in other situations where you need sequential numbers.

SORT function

SORT brings the power of sorting directly into your formulas. It can sort data in ascending or descending order and can sort by more than one column. For example, =SORT(B5:C16,2,-1) sorts the range B5:C16 based on the values in column C in descending order. The result is a dynamic array that updates automatically when source data changes. This function allows for real-time sorting without altering the original data, making it ideal for creating sorted views for reporting. SORT is especially useful in dashboards or reports where you want to highlight top or bottom performers in a set of data.

SORTBY function

SORTBY takes sorting to the next level by allowing you to sort data based on values in corresponding ranges or arrays. This means you can sort using values that don’t appear in the final result. For instance, =SORTBY(B5:C16,C5:C16) sorts the names in column B based on the scores in column B, as seen below. Like the simpler SORT function, SORTBY can sort by more than one column in ascending or descending order. This function is especially useful when you need to sort data in a custom order .

UNIQUE function

The UNIQUE function is another game-changer, making many complex formulas of the past obsolete. As the name suggests, UNIQUE extracts a list of unique values from a range or array. The result is a dynamic array of unique values: if source data changes, UNIQUE will continue to output the latest unique values. For example, the formula =UNIQUE(B5:B16) returns a list of the 4 unique colors in B5:B16, as seen below. This function is useful for identifying unique entries in a dataset, for creating category lists, and for cleaning up data. It can also be used to generate the values used in dropdown lists.

XLOOKUP function

XLOOKUP is a modern successor to VLOOKUP and HLOOKUP. It is a flexible and versatile function that can be used in a wide variety of situations. XLOOKUP can find values in vertical or horizontal ranges, can perform approximate and exact matches, and supports wildcards (* ?) for partial matches. In addition, XLOOKUP can perform a reverse search and offers a super-fast binary search option when working with large datasets. XLOOKUP simplifies many lookup scenarios that previously required complex combinations of functions, making data retrieval more intuitive and flexible. Whether you are just getting started with Excel or are already a heavy user, XLOOKUP should be your go-to solution for most lookup problems. Note: if you after multiple results, see the FILTER function.

XMATCH function

XMATCH is the modernized version of the MATCH function. Like MATCH, it performs a lookup and returns the numeric position of the lookup value as a result, which is usually handed off to the INDEX function to retrieve a value. However, XMATCH offers a number of new features that bring it up to speed with XLOOKUP: it defaults to an exact match, it can match the next smaller or next larger, it can perform a reverse search, and it offers a super fast binary search for large data sets. Best of all, you can use XMATCH as a drop-in replacement for MATCH in most cases. In the worksheet below, XMATCH is used with INDEX to look up annual sales for the car manufacturer entered in cell G4.

New 2019 functions

CONCAT function

CONCAT is a modernized version of the CONCATENATE function. Like CONCATENATE, it can join text from multiple cells without a delimiter. Unlike its predecessor, CONCAT will accept a range of cells to join, in addition to individual cell references. You can see a basic example of CONCAT below used to join the names in columns C, D, and E with commas and spaces (", “). However, note that CONCAT has no setting to ignore empty values and no way to supply a delimiter as an argument. For these reasons, I recommend you ignore CONCAT and use the TEXTJOIN function instead, which is far more capable.

IFS function

IFS simplifies the process of testing multiple conditions in Excel. It allows you to evaluate several logical tests and return a value corresponding to the first TRUE result. Think of it as a more efficient alternative to nested IF statements. For example, =IFS(C5<60,“F”,C5<70,“D”,C5<80,“C”,C5<90,“B”,C5>=90,“A”) assigns letter grades based on numeric scores in column C, as seen in the worksheet below. IFS makes complex conditional logic more readable and manageable. It’s great for grading systems, categorization tasks, or any scenario where you need to evaluate multiple conditions in a specific order. You can use the IFS function when you want a self-contained formula to test multiple conditions at the same time without nesting multiple IF statements.

MAXIFS function

MAXIFS finds the largest value among cells that meet multiple criteria. It’s like combining the MAX function with multiple condition checks. This function is useful in scenarios where you need to find the highest value that meets one or more specific conditions, such as the highest value in a given group. For example, =MAXIFS(D5:D16,C5:C16,“A”) finds the maximum value in column D where the group in column C is “A”. MAXIFS is a handy tool for all kinds of data analysis.

MINIFS function

MINIFS is the counterpart to MAXIFS , finding the smallest value that meets multiple criteria. Like MAXIFS, it combines the functionality of MIN with conditional filtering. For instance, =MINIFS(D5:D16,C5:C16,“A”) finds the minimum value in column D where the group in column C is “A”. This function is helpful in situations such as identifying the lowest price for products meeting certain specifications or finding the minimum value within a specific subset of your data. MINIFS is particularly valuable in pricing analysis, performance management, or any scenario where you need to identify the lowest value that meets multiple conditions.

SWITCH function

SWITCH is like a streamlined IF-THEN-ELSE statement for Excel. It compares a single expression against a list of values and returns the result corresponding to the first match. For instance, =SWITCH(C5,1,“Poor”,2,“OK”,3,“Good”,”???") categorizes numeric ratings in column C with the categories “Poor”, “OK”, and “Good”. Unrecognized ratings default to “???”. This function simplifies formulas that would otherwise require nested IF statements, especially when dealing with discrete values or categories. SWITCH is particularly useful for mapping a limited number of specific inputs to corresponding outputs in a simple all-in-one formula.

TEXTJOIN function

TEXTJOIN is the sophisticated cousin of CONCAT . It concatenates multiple text strings, ranges, or constants, with the added flexibility of specifying a delimiter to use between each item. For example, =TEXTJOIN(", “,TRUE,C5:E5) joins the text in C5:E5, separated by commas, while ignoring empty cells. Because TEXTJOIN can ignore empty cells, it is more versatile than the CONCAT function. This function is particularly useful for creating comma-separated lists and other delimited text strings.

Introduction

For decades, INDEX and MATCH have been the go-to solution for handling complex lookup problems. Unlike VLOOKUP , INDEX and MATCH are based on numeric positions: the MATCH function locates the position of a value, and the INDEX function retrieves a value at that position. This approach makes INDEX and MATCH highly versatile, at the cost of more configuration.

However, with the introduction of XLOOKUP in 2019, Excel users have a powerful new lookup option available. XLOOKUP can do everything VLOOKUP can do, and much more (for a detailed comparison, see this article ). But what about INDEX and MATCH? Can XLOOKUP do everything that INDEX and MATCH can do? Let’s take a look at how these two options stack up against each other.

INDEX AND MATCH: The Classic

The combination of INDEX and MATCH is a classic method for performing lookups in Excel. While it requires two separate functions, it provides a highly flexible and customizable solution for a wide range of lookup problems. The syntax for INDEX and MATCH looks like this:

INDEX(return_array,MATCH(lookup_value,lookup_array,[match_type]))

In a nutshell, the MATCH function is used to locate the numeric position of a match in a set of data, and the INDEX function is used to retrieve a value at that position. The screen below shows an example of INDEX and MATCH configured to find an email address based on ID. The formula in cell H6 is:

=INDEX(E6:E14,MATCH(G6,B6:B14,0))

Inside the MATCH function, the lookup_array is B6:B14, which contains IDs, and match_type is set to 0 to force an exact match. Inside the INDEX function, the (return) array is given as E6:E14, which contains email addresses. MATCH returns the numeric position of ID 869 (7) to the INDEX function, and INDEX returns the value at that position as a final result.

For a full explanation of INDEX and MATCH step-by-step, see: How to use INDEX and MATCH .

MATCH vs XMATCH

Before we jump in and start comparing XLOOKUP to INDEX and MATCH, we need to talk about the XMATCH function . XMATCH is an upgraded replacement for the MATCH function, released at the same time as XLOOKUP. Like the MATCH function, XMATCH performs a lookup and returns a numeric position. Also like MATCH, XMATCH can perform lookups in vertical or horizontal ranges, supports approximate and exact matches, and allows wildcards (* ?) for partial matches.

There are 5 key differences between XMATCH and MATCH:

1. XMATCH defaults to an exact match , while MATCH defaults to an approximate match .
2. XMATCH can find the next larger item or the next smaller item.
3. XMATCH can perform a reverse search (i.e. search from last to first).
4. XMATCH does not require values to be sorted when performing an approximate match.
5. XMATCH can perform a binary search, which is specifically optimized for speed.

In summary, XMATCH works like MATCH, but it is more flexible and powerful.

XMATCH was released at the same time as XLOOKUP. If you have XLOOKUP, you also have XMATCH. As a result, it doesn’t make sense to compare XLOOKUP to INDEX and MATCH without including XMATCH. For the purpose of this article, you can assume that “INDEX and MATCH” can also mean “INDEX and XMATCH” as dictated by requirements.

INDEX and MATCH Pros

Compatibility: The basic INDEX and MATCH combination will work in all versions of Excel and has long been a preferred option for difficult lookup problems. There are millions and millions of spreadsheets in the world that use this approach.

Flexibility : The combination of INDEX and MATCH is supremely flexible and can solve pretty much any lookup problem in Excel: lookups in vertical or horizontal ranges, approximate and exact match lookups, lookups with wildcards, and more.

Numeric index: MATCH returns a numeric position, and INDEX returns a value at that position. Because MATCH returns a numeric index, this value can be easily manipulated. For example, some advanced INDEX and MATCH formulas make simple on-the-fly adjustments to row or column index values based on other information in a worksheet ( example 1 , example 2 , example 3 ).

Vertical or horizontal: INDEX and MATCH work equally well with vertical or horizontal ranges.

Entire rows and columns : INDEX can return entire rows by setting the column number to zero, and entire columns by setting the row number to zero.

Two-way lookups : INDEX and MATCH are well suited for two-way lookups (also called “matrix lookups” or “2D lookups”) that target both rows and columns because INDEX is designed to accept separate row and column numbers ( see example here ).

Troubleshooting : The two-step process used by INDEX and MATCH is a bit easier to troubleshoot because the operation is more transparent. You can test the result from MATCH ( with F9 ) to see if you have a valid position. Alternatively, you can hardcode a row or column number into INDEX to simulate a result from MATCH.

Multiple criteria : The behavior of INDEX and MATCH makes it relatively straightforward to apply multiple criteria. The standard approach is to create a lookup_array with Boolean algebra , then set the lookup_value in MATCH to 1 ( See example ).

Reverse search: INDEX + XMATCH can easily perform a reverse search (last to first) because this feature is built into XMATCH.

Binary search: INDEX + XMATCH can be configured for a binary search (speed optimized) because this feature is built into XMATCH.

Match flexibility: INDEX + XMATCH can match the next smaller or the next larger value in unsorted data because this feature is provided by XMATCH.

INDEX and MATCH Cons

While the INDEX and MATCH combo has many pros, it also has some cons.

Dangerous default: The default behavior for INDEX + MATCH is to return an approximate match , and the input that controls this behavior, match_type , is not required. This makes it easy to configure INDEX and MATCH in a way that returns a normal-looking, but incorrect, result. This is not a problem with INDEX + XMATCH, since XMATCH returns an exact match by default.

Complexity: The two-function structure of INDEX and MATCH can be more challenging to learn and apply because it uses a concept called nesting , in which an “inner” function (MATCH) returns a value directly to an “outer” function (INDEX).

MATCH confusion: While XMATCH allows INDEX and MATCH to compete directly with XLOOKUP on features, the choice of XMATCH over MATCH may cause confusion among users who are not clear on the differences. In addition, using XMATCH creates a dependency, since XMATCH will only work in a recent version of Excel.

No built-in error handling : Unlike XLOOKUP, the INDEX and MATCH combination does not have a built-in error-handling feature, so the formula will simply return #N/A when a lookup fails. To provide a more friendly or helpful message, another function like IFERROR or IFNA needs to be included (example).

XLOOKUP - A Modern Alternative

XLOOKUP is a modern replacement for the VLOOKUP function and was designed to address many of the limitations of VLOOKUP directly. It is a flexible and versatile function that can be used in a wide variety of situations. The syntax for XLOOKUP looks like this:

XLOOKUP(lookup_value,lookup_array,return_array,[if_not_found],[match_mode],[search_mode])

The screen below shows how XLOOKUP would be configured to look up an email address based on ID. The formula in cell H6 is:

=XLOOKUP(G6,B6:B14,E6:E14,"Not found")

Notice both lookup_array and return_array are provided as separate references, and the optional if_not_found argument is set to display “Not found” in case there are no results. Also, note that XLOOKUP will perform an exact match by default, so there is no need to enable this behavior.

For more XLOOKUP examples and videos, see this page .

XLOOKUP Pros

Simplicity: XLOOKUP is easier to configure than INDEX and MATCH because there is just one function to work with, and only three required arguments: lookup_value , lookup_array , and return_array .

Safe defaults: unlike INDEX + MATCH, XLOOKUP defaults to an exact match . This is a much safer default because a user must explicitly enable approximate match behavior when needed. Note that INDEX + XMATCH will default to an exact match because this is the default behavior for XMATCH.

Vertical or horizontal: Like INDEX and MATCH, XLOOKUP can use a vertical or horizontal lookup array.

Entire rows and columns : XLOOKUP can easily return entire rows or entire columns .

Reverse search: XLOOKUP can search in a forward direction (first to last) or in reverse (last to first). This makes XLOOKUP useful for solving complicated problems like retrieving the latest price from data in chronological order. See an example here .

Match flexibility: XLOOKUP can be configured for an approximate match in two ways: (1) exact match or the next smaller value (2) exact match or the next larger value. In both cases, data does not need to be sorted . INDEX + XMATCH has the same capability, but INDEX + MATCH is limited to approximate matches in sorted data only .

Built-in error handling: XLOOKUP offers a dedicated argument, if_not_found , to provide a custom value, a message, or even another formula to run if XLOOKUP does not find a match. See an example here . With INDEX and MATCH, you must add another function like IFERROR or IFNA to handle errors.

Multiple criteria : The structure of XLOOKUP makes it relatively straightforward to apply multiple criteria. The standard approach is to create a lookup_array with Boolean algebra , then set the lookup_value to 1 ( basic example , advanced example ).

XLOOKUP cons

Limited availability: XLOOKUP is only available in the latest versions of Excel. This means XLOOKUP will not work if a worksheet is opened in an older version of Excel. Before you use XLOOKUP, you must consider who will need to use a worksheet and what version of Excel they use.

Two-way lookups are more complex: Compared to INDEX and MATCH, a two-way lookup (i.e. looking up both a row and column in the same formula) with XLOOKUP is more complicated. This is because XLOOKUP does not use a numeric index to retrieve data, so you can’t use the MATCH function like you can with INDEX and MATCH. See an example here .

Feature comparison

The table below summarizes the key differences mentioned above.

• Requires XMATCH, available in Excel 2021+.

Summary

XLOOKUP and INDEX + MATCH are both flexible and powerful lookup solutions in Excel. For difficult lookup problems that require backward compatibility with older versions of Excel, INDEX + MATCH is the clear winner, since XLOOKUP is only available in Excel 2021 and later. If backward compatibility is not needed, XLOOKUP is better than regular INDEX and MATCH in several ways: XLOOKUP is simpler, has safe defaults, has built-in error handling, and is very flexible.

However, when we compare XLOOKUP to INDEX + XMATCH, the contest is much closer. Both options can run lookups on horizontal or vertical ranges, handle reverse lookups, use fast binary searches, and use approximate matching on unsorted data. XLOOKUP has an edge with built-in error handling and a friendly learning curve. But the numeric index used by INDEX + XMATCH is easier to test and troubleshoot because the two-step process is more transparent. In addition, many users will likely find an INDEX and MATCH formula more intuitive for two-way lookups.

With the above in mind, here are a few general recommendations and thoughts:

• For new projects that don’t require backward compatibility with older versions of Excel, XLOOKUP should be your default choice. It is a modern and powerful function that can handle almost any lookup problem.
• INDEX + XMATCH is very close to XLOOKUP in terms of features and flexibility, and is arguably easier to use for two-way lookup problems. It also offers subtle benefits in certain kinds of advanced lookups .
• If backward compatibility is required, INDEX + MATCH is the most flexible and powerful lookup option available. However, for simple lookup problems, VLOOKUP will work just fine.
• If you work in Excel frequently, it is worth your time to understand both XLOOKUP and INDEX and MATCH, since you will likely run into existing INDEX and MATCH formulas in older worksheets for many years to come.

Learning Resources

• INDEX and MATCH overview
• INDEX and MATCH training
• XLOOKUP examples
• XLOOKUP training