Function Problems

How to Use XLOOKUP to Display Readiness Scores for All Members in Excel

Maira Mehtab Sep 22, 2026 869 views

Question details

The user needs to retrieve and display readiness scores for an entire list of aircrew members using the XLOOKUP function, independent of a main dropdown selection menu.

Product: Excel
Device & OS: not provided
Scenario: Pulling data for multiple individuals simultaneously from a master readiness table without being restricted by single-item data validation filters.
Observed behavior: The current setup limits data retrieval to the specific person selected in a dropdown, whereas the goal is to view the scores of all members in a comprehensive list.

Before you start

Ensure your master data table is well-organized with separate, distinct columns for member names and their corresponding readiness scores.

Solution 1Recommended

Apply XLOOKUP Across a Full Member List

Set up a static list of all members and apply the XLOOKUP function to each row to retrieve everyone's scores at once.

To bypass a single dropdown selection, you need to reference a complete list of names. By creating a new lookup column containing all personnel, you can apply an XLOOKUP formula that retrieves the readiness score for each individual from the master table.

List all members

Create a new column in your worksheet and paste the full list of all aircrew members you want to evaluate.

Enter the XLOOKUP function

Click the empty cell next to the first member's name and type =XLOOKUP(.

Define the lookup value

Select the adjacent cell containing the first member's name. Do not reference the main dropdown cell.

Set the lookup and return arrays

Highlight the column in your master readiness table containing the names (lookup_array), followed by a comma, and then highlight the column containing the scores (return_array). Lock these ranges using the F4 key to create absolute references (e.g., $A$2:$A$100).

Apply to all rows

Press Enter to generate the first score. Click the cell with the formula and drag the fill handle (the small square at the bottom-right corner) down to apply it to the rest of the list.

Protecting Sensitive Data: If you need to share your workbook with others for troubleshooting formulas, always create a sanitized sample with dummy data to protect personal information.

Efficient Data Management with WPS Office

Easily Manage Complex Lookups with WPS Spreadsheet

WPS Spreadsheet fully supports advanced functions like XLOOKUP, allowing you to seamlessly retrieve, analyze, and display data for all members without compatibility issues.

1. Open your workbook: Launch WPS Spreadsheet and open the file containing your readiness table.
2. Start the formula: Select the cell for your first result and type =XLOOKUP( to begin.
3. Select your arrays: Choose your lookup value, then highlight your lookup array and return array from the master table.
4. Fill down: Double-click the fill handle to instantly populate the readiness scores for all members.

100% compatible with Microsoft Excel formulas including XLOOKUP and VLOOKUPFree, lightweight, and fast spreadsheet solution for heavy datasetsUser-friendly interface for managing large data tables and reportingAdvanced workbook protection to secure sensitive readiness scores

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Frequently Asked Questions

Why does my XLOOKUP formula only return one score?

If you link your lookup value parameter directly to a single dropdown cell, it will only process that specific selection. To retrieve all scores, you must reference a column containing all member names and apply the formula to each row.

Can XLOOKUP return multiple columns of data for each member?

Yes. By expanding the return array in your formula (for example, selecting columns B through D instead of just column B), XLOOKUP will automatically spill the additional data into adjacent cells for each matched member.

What happens if a member is missing from the master readiness table?

By default, XLOOKUP will return an #N/A error. You can utilize the built-in [if_not_found] argument (e.g., =XLOOKUP(A2, Data!A:A, Data!B:B, "Not Found")) to display a custom text message instead of an error.

Does WPS Spreadsheet support the XLOOKUP function?

Yes, WPS Spreadsheet fully supports the XLOOKUP function. It processes the syntax identically to Microsoft Excel, ensuring your lookup formulas work perfectly across both platforms.

Excel & Data Problems