Excel’s MATCH() function has been a workhorse for decades, helping admins, facility managers, and analysts find positions of items in lists. But with the arrival of XMATCH(), Excel has taken lookup power to the next level. XMATCH() combines the simplicity of MATCH() with powerful new features — including reverse search, wildcards, approximate matching, and support for dynamic arrays.
This comprehensive guide will give you everything you need to master XMATCH(), from its syntax to practical use cases that save time, reduce errors, and make your data processes more professional.
What is XMATCH() in Excel?
XMATCH() is a modern replacement for the classic MATCH(). Introduced in Excel 365, it locates the position of a value in a range or array, but with more flexibility and options.
Syntax of XMATCH():
Where:
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lookup_value – the value you want to find.
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lookup_array – the range or array to search in.
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match_mode (optional) – type of match:
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0 = Exact match (default)
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-1 = Exact match or next smaller
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1 = Exact match or next larger
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2 = Wildcard match
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search_mode (optional) – search direction:
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1 = First-to-last (default)
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-1 = Last-to-first (reverse search)
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2 = Binary ascending
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-2 = Binary descending
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XMATCH() vs. MATCH(): Key Differences
| Feature | XMATCH() | MATCH() |
|---|---|---|
| Wildcard support | Yes | No |
| Reverse search | Yes | No |
| Approximate match | Enhanced with -1/1 modes | Limited |
| Binary search | Yes (faster on sorted data) | No |
| Dynamic arrays | Fully supported | Limited |
Bottom line: If you’re using Excel 365, XMATCH() should be your new standard for matching!
🔥 XMATCH() Basic Examples
1️⃣ Basic Exact Match
Finds the position of "Admin" in A2:A10.
2️⃣ Approximate Match: Exact or Next Smaller
Finds the largest value ≤45.
3️⃣ Wildcard Match
Finds the first value starting with “Fac” (like “Facility”).
4️⃣ Reverse Search
Finds the last occurrence of "Procurement".
XMATCH() with Dynamic Arrays
XMATCH shines in dynamic arrays, like combining with FILTER() or SORTBY().
✅ Example: Sort list based on custom order
If you have priorities:
And a list in F2:F10 with random priority labels, use:
This arranges F2:F10 based on the order in E1:E3.
Practical Use Cases for XMATCH in Admin & Facility Management
✅ Vendor Ranking – rank vendors based on scores stored elsewhere.
✅ Project Priorities – align task order with management’s priority list.
✅ Inventory Search – find the latest entry of a supply item using reverse search.
✅ Maintenance Scheduling – locate closest scheduled date for repairs with approximate matching.
✅ HR Rosters – match employees to their shift numbers.
Understanding Match Modes in XMATCH
0 – Exact Match (Default):
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Returns the first exact match of
lookup_valueinlookup_array. -
Example:
=XMATCH("Laptop", A1:A10, 0)
-1 – Exact or Next Smaller:
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Finds exact match or next smaller item (works with sorted data).
1 – Exact or Next Larger:
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Finds exact match or next larger item (also needs sorted data).
2 – Wildcard Match:
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Lets you use
*(multiple characters) and?(single character) in your search.
Understanding Search Modes in XMATCH
1 – Search First-to-Last (Default):
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Searches from first element to last.
-1 – Search Last-to-First:
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Starts from the end of
lookup_arrayand moves backward.
2 / -2 – Binary Search Modes:
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2 for binary search in ascending data.
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-2 for binary search in descending data.
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These are extremely fast but require sorted data.
Real-World Admin Example: Maintenance Record Lookup
Imagine you manage facility maintenance and keep a log of service dates in G2:G50. You want to find the most recent maintenance date before today.
This returns the position of the latest date ≤ today.
Using XMATCH with INDEX: Build Dynamic Reports
XMATCH is perfect when combined with INDEX() to return related information.
Example: Find and return vendor’s contract amount
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Vendors in H2:H20
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Amounts in I2:I20
This finds "ABC Pvt Ltd" in vendor list H2:H20, then returns the contract amount from I2:I20.
Pro Tips for XMATCH
✅ Always use wildcard mode (2) if you expect partial matches.
✅ Use reverse search (search_mode -1) when searching logs or latest entries.
✅ Combine XMATCH with LET() for better readability and reusability.
Common XMATCH Errors and Fixes
🚫 #N/A Error
Occurs if the value is not found. Handle it with IFERROR:
🚫 Wrong Match Mode
Double-check if your data is sorted when using approximate or binary searches.
🚫 Compatibility Issues
XMATCH is only available in Excel 365 and Excel for the web.
Best Practices with XMATCH
✔️ Replace MATCH with XMATCH in new Excel files.
✔️ Use wildcards and reverse searches to simplify workflows.
✔️ Build custom sort logic using XMATCH + SORTBY.
✔️ Document your formulas with comments or documentation sheets.
Benefits of XMATCH for Admins & Facility Teams
✔️ Faster, easier, and more flexible lookups.
✔️ Dynamic reports with minimal formulas.
✔️ Accurate search capabilities with approximate and wildcard modes.
✔️ Professional-grade templates with customizable matching logic.
FAQs About XMATCH
Q1: Can I use XMATCH with text and numbers?
A: Yes! It works with both.
Q2: Is XMATCH case-sensitive?
A: No, it is case-insensitive by default.
Q3: Does XMATCH support multiple criteria?
A: Not directly; use FILTER or helper columns for multi-condition matching.
Q4: How is XMATCH different from XLOOKUP?
A: XMATCH returns positions; XLOOKUP returns actual values.
Q5: Will XMATCH slow down my workbook?
A: No, it’s optimized for performance, especially on large datasets.
Limitations of XMATCH
🚫 Only works in Excel 365+.
🚫 Cannot return values – only positions (combine with INDEX for values).
🚫 Binary search requires sorted data; otherwise results are unreliable.
Conclusion
XMATCH() is the modern, powerful alternative to MATCH(), unlocking new lookup abilities essential for today’s data professionals. For every admin, facility manager, or data analyst looking to make dynamic, flexible, and reliable spreadsheets, XMATCH is your go-to solution.
Adopt XMATCH in your workbooks today and experience a next-gen approach to matching!
XMATCH Excel tutorial
Modern match function Excel
Dynamic lookup Excel
Admin Excel tips
Facility Excel management
Reverse search Excel
Wildcard match Excel
Approximate match Excel
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