"Excel VLOOKUP tutorial for beginners with formula examples
by Svetlana Cheusheva, updated on August 23, 2023
Today we'll look at how to use VLOOKUP in Excel with many detailed step-by-step examples. You'll learn
how to Vlookup from another sheet and different workbook, search with wildcards, and a lot more.
This article begins a series covering VLOOKUP, one of the most useful Excel functions and at the same
time one of the most intricate and least understood. We will try to explain the basics in a very plain
language to make the learning curve for an inexperienced user as easy as possible. We will also provide
formula examples that cover the most typical usages of VLOOKUP in Excel, and try to make them both
informative and fun.
Excel VLOOKUP – syntax and basic uses
VLOOKUP formula
How to do Vlookup in Excel
VLOOKUP formula examples
Vlookup from another sheet
Vlookup from different workbook
VLOOKUP formulas with named ranges
How to use VLOOKUP with wildcards
Exact match (FALSE) vs. approximate match (TRUE)
Video: How to VLOOKUP in Excel
Special tools to Vlookup in Excel
Excel VLOOKUP function
What is VLOOKUP? To begin with, it is an Excel function :) What does it do? It searches for the value you
specify and returns a matching value from another column. More technically, the VLOOKUP function
looks up a value in the first column of a given range and returns a value in the same row from another
column.
In its common usage, Excel VLOOKUP searches through your data set based on the unique identifier and
brings you a piece of information associated with that unique identifier.
The letter "V" stands for "vertical" and is used to differentiate VLOOKUP from the HLOOKUP function
that looks up a value in a row rather than column (H stands for "horizontal").
The function is available in all versions of Excel 365 through Excel 2007.
Tip. In Excel 365 and Excel 2021, you can use the XLOOKUP function, which is a more flexible and
powerful successor of VLOOKUP.
VLOOKUP syntax
The syntax for the VLOOKUP function is as follows:
VLOOKUP(lookup_value, table_array, col_index_num, [range_lookup])
Where:
Lookup_value (required) - is the value to search for.
This can be a value (number, date or text), cell reference (reference to a cell containing a lookup value),
or the value returned by some other function. Unlike numbers and cell references, text values should
always be in enclosed in "double quotes".
Table_array(required) - is the range of cells where to search for the lookup value and from which to
retrieve a match. The VLOOKUP function always searches in the first column of the table array, which
may contain various text values, numbers, dates, and logical values.
Col_index_num (required) - is the number of the column from which to return a value. The counting
starts from the leftmost column in the table array, which is 1.
Range_lookup (optional) - determines whether to search for approximate or exact match:
TRUE or omitted (default) - approximate match. If an exact match is not found, the formula searches for
the largest value that is smaller than the lookup value. Requires sorting the lookup column in ascending
order.
FALSE - exact match. The formula searches for a value exactly equal to the lookup value. If an exact
match is not found, a #N/A value is returned.
Basic VLOOKUP formula
Here is an example of the Excel VLOOKUP formula in its simplest form. Please have a look at the below
formula and try to "translate" it into English:
=VLOOKUP("lion", A2:B11, 2, FALSE)
The 1st argument (lookup_value) clearly indicates that the formula looks up the word "lion".
The 2nd argument (table_array) is A2:B11. Keeping in mind that the search is performed in the left-most
column, you can read the above formula a little further: search for "lion" in the range A2:A11. So far, so
good, right?
The 3rd argument col_index_num is 2. Meaning, we want to return a matching value from column B,
which is second in the table array.
The 4th argument range_lookup is FALSE, which indicates that we are looking for exact match.
With all the arguments established, you should have no problem reading the whole formula: search for
"lion" in A2:A11, find an exact match, and return a value from column B in the same row.
For the sake of convenience, you can type the value of interest in some cell, say E1, replace the
"hardcoded" text with the cell reference, and get the formula to look up any value you input in E1:
=VLOOKUP(E1, A2:B11, 2, FALSE)
Does anything remain unclear? Then try looking at it this way:
How to do a Vlookup in Excel
When using VLOOKUP formulas in real-life worksheets, the main rule of thumb is this: lock table array
with absolute cell references (like $A$2:$C$11) to prevent it from changing when copying a formula to
other cells.
The lookup value in most cases should be a relative reference (like E2) or you can lock only the column
coordinate ($E2). When the formula gets copied down the column, the reference will adjust
automatically for each row.
To see how it works in practice, please consider the following example. To our sample table, we have
added one more column that ranks the animals by speed (column A) and want to find the 1st, 5th and
10th fastest sprinter in the world. For this, enter the lookup ranks in some cells (E2:E4 in the screenshot
below), and use the following formulas:
To pull the animal names from column B:
=VLOOKUP($E2, $A$2:$C$11, 2, FALSE)
To extract speed from column C:
=VLOOKUP($E2, $A$2:$C$11, 3, FALSE)
Enter the above formulas in cells F2 and G2, select those cells, and drag the formulas to the below rows:
If you investigate the formula in a lower row, you will notice that the lookup value reference has
adjusted for that specific row, while the table array is unchanged:
Below, you will have a few more useful tips that will save you a lot of headache and troubleshooting
time.
Excel VLOOKUP - 5 things to remember!
The VLOOKUP function cannot look at its left. It always searches in the leftmost column of the table
array and returns a value from a column to the right. If you need to pull values from left, use the INDEX
MATCH (or INDEX XMATCH in Excel 365) combination that can does not care about the positioning of
the lookup and return columns.
The VLOOKUP function is case-insensitive, meaning that uppercase and lowercase characters are treated
as equivalent. To distinguish the letter case, use case sensitive VLOOKUP formulas.
Remember about the importance of the last parameter. Use TRUE for approximate match and FALSE for
exact match. For full details, please see VLOOKUP TRUE vs. FALSE.
When searching for approximate match, make sure the data in the lookup column is sorted in ascending
order.
If the lookup value is not found, a #N/A error is returned. For information about other errors, please see
Why Excel VLOOKUP is not working.
Excel VLOOKUP examples
I hope vertical lookup is starting to look a bit more familiar to you. To strengthen your knowledge, let's
build a few more VLOOKUP formulas.
How to Vlookup from another sheet in Excel
In practice, the Excel VLOOKUP function is rarely used with data in the same worksheet. Most often you
will have to pull matching data from a different worksheet.
To Vlookup from a different Excel sheet, put the worksheet's name followed by an exclamation mark in
the table_array argument before the range reference. For example, to search in the range A2:B10 on
Sheet2, use this formula:
=VLOOKUP("Product1", Sheet2!A2:B10, 2)
Of course, you don't have to type the sheet's name manually. Simply, start typing the formula and when
it comes to the table_array argument, switch to the lookup worksheet and select the range using the
mouse.
For instance, this is how you can look up the A2 value in the range A2:A9 on the Prices worksheet and
return a matching value from column C:
=VLOOKUP(A2, Prices!$A$2:$C$9, 3, FALSE)
Notes:
If the spreadsheet name contains spaces or non-alphabetical characters, it must be enclosed in single
quotation marks, e.g. 'Price list'!$A$2:$C$9.
In case you use a VLOOKUP formula for multiple cells, remember to lock table_array with the $ sign, like
$A$2:$C$9.
How to Vlookup from another workbook in Excel
To Vlookup from a different Excel workbook, put the workbook's name enclosed in square brackets
before the worksheet's name.
For example, here's the formula to look up the A2 value on the sheet named Prices in the Price_List.xlsx
workbook:
=VLOOKUP(A2, [Price_List.xlsx]Prices!$A$2:$C$9, 3, FALSE)
If either a workbook name or worksheet name contains spaces or non-alphabetical characters, you
should enclose them in single quotes like this:
=VLOOKUP(A2, '[Price [Link]]Prices'!$A$2:$C$9, 3, FALSE)
The easiest way to make a VLOOKUP formula that refers to a different workbook is this:
Open both files.
Start typing your formula, switch to the other workbook, and select the table array using the mouse.
Enter the remaining arguments and press the Enter key to complete your formula.
The result will look somewhat like the screenshot below:
Once you close the file with your lookup table, the VLOOKUP formula will continue working, but it will
now display the full path for the closed workbook:
For more information, please see How to refer to another Excel sheet or workbook.
How to Vlookup from a named range in another sheet
In case you plan to use the same lookup range in many formulas, you can create a named range for it
and type the name directly in the table_array argument.
To create a named range, simply select the cells and type the name you want in the Name box to the left
of the Formula bar. For the detailed steps, please see How to name a range in Excel.
For this example, we gave the name Prices_2020 to the data cells (A2:C9) in the lookup sheet and get
this compact formula:
=VLOOKUP(A2, Prices_2020, 3, FALSE)
Most names in Excel apply to the entire workbook, so you don't need to specify the worksheet's name
when using named ranges.
If the named range is in another workbook, put the workbook's name before the range name, for
example:
=VLOOKUP(A2, 'Price [Link]'!Prices_2020, 3, FALSE)
Such formulas are far more understandable, aren't they? Besides, using named ranges can be a good
alternative to absolute references. Since a named range doesn't change, you can be sure that your table
array will remain locked no matter where the formula is moved or copied.
If you have converted your lookup range into a fully-functional Excel table, then you can do a Vlookup
based on the table name, e.g. Price_table in the below formula:
=VLOOKUP(A2, Price_table, 3, FALSE)
Table references, also called structured references, are resilient and immune to many data
manipulations. For instance, you can remove or add new rows to your lookup table without worrying
about updating the references.
Using wildcards in VLOOKUP formula
Like many other formulas, the Excel VLOOKUP function accepts the following wildcard characters:
Question mark (?) to match any single character.
Asterisk (*) to match any sequence of characters.
Wildcards prove really useful in many situations:
When you do not remember the exact text you are looking for.
When you are looking for a text string that is part of the cell contents.
When a lookup column contains leading or trailing spaces. In that case, you may rack your brain trying to
figure out why a normal formula does not work.
Example 1. Look up text starting or ending with certain characters
Suppose you want to find a certain customer in the below database. You do not remember the surname,
but you are confident that it starts with "ack".
To return the last name from column A, use the following Vlookup wildcard formula:
=VLOOKUP("ack*", $A$2:$B$10, 1, FALSE)
To retrieve the license key from column B, use this one (the difference is only in the column index
number):
=VLOOKUP("ack*", $A$2:$B$10, 2, FALSE)
You can also enter the known part of the name in some cell, say E1, and combine the wildcard character
with the cell reference:
=VLOOKUP(E1&"*", $A$2:$B$10, 1, FALSE)
The below screenshot shows the results:
Below are a few more VLOOKUP formulas with wildcards.
Find the last name ending with "son":
=VLOOKUP("*son", $A$2:$B$10, 1, FALSE)
Get the name that starts with "joh" and ends with "son":
=VLOOKUP("joh*son", $A$2:$B$10, 1, FALSE)
Pull a 5-character last name:
=VLOOKUP("?????", $A$2:$B$10, 1, FALSE)
Example 2. VLOOKUP wildcard based on cell value
From the previous example, you already know that it is possible to concatenate an ampersand (&) and a
cell reference to make a lookup string. To find a value that contains a given character(s) in any position,
put an ampersand before and after the cell reference.
Let's say, you wish to get a name corresponding to a certain license key, but you don't know the whole
key, only a few characters. With the keys in column A, names in column B, and part of the target key in
E1, you can do a wildcard Vlookup in this way:
Extract the key:
=VLOOKUP("*"&E1&"*", $A$2:$B$10, 1, FALSE)
Extract the name:
=VLOOKUP("*"&E1&"*", $A$2:$B$10, 2, FALSE)
Notes:
For a wildcard VLOOKUP formula to work correctly, use an exact match (FALSE is the last argument).
If more than one match is found, the first one is returned.
VLOOKUP TRUE vs FALSE
And now, it's time to take a closer look at the last argument of the Excel VLOOKUP function. Though
optional, the range_lookup parameter is highly important. Depending on whether you choose TRUE or
FALSE, your formula may yield different results.
Excel VLOOKUP exact match (FALSE)
If range_lookup is set to FALSE, a Vlookup formula searches for a value that is exactly equal to the
lookup value. If two or more matches are found, the 1st one is returned. If an exact match is not found,
the #N/A error occurs.
Excel VLOOKUP approximate match (TRUE)
If range_lookup is set to TRUE or omitted (default), the formula looks up the closest match. More
precisely, it searches for an exact match first, and if an exact match is not found, looks for the next
largest value that is less than the lookup value.
An approximate match Vlookup works with the following caveats:
The lookup column must be sorted in ascending order, from smallest to largest, otherwise a correct
value may not be found.
If the lookup value is smaller than the smallest value in the lookup array, a #N/A error is returned.
The following examples will help you better understand the difference between an exact match and
approximate match Vlookup and when each formula is best to be used.
Example 1. How to do an exact match Vlookup
To look up an exact match, just put FALSE in the last argument.
For this example, let's take the animal speed table, swap the columns, and try to find the animals that
can run 80, 50 and 30 miles per hour. With the lookup values in D2, D3 and D4, enter the below formula
in E2, and then copy it down to two more cells:
=VLOOKUP(D2, $A$2:$B$12, 2, FALSE)
As you can see, the formula returns "Lion" in E3 because they run exactly 50 per hour. For the other two
lookup values an exact match is not found, and #N/A errors appear.
Example 2. How to Vlookup for approximate match
To look up an approximate match, there are two essential things you need to do:
Sort the first column of table_array from smallest to largest.
Use TRUE for the range_lookup argument or omit it.
Sorting the lookup column is very important because the VLOOKUP function stops searching as soon as
it finds a close match smaller than the lookup value. If the data is not sorted properly, you may end up
having really strange results or a bunch of #N/A errors.
For our sample data, an approximate match Vlookup formula goes as follows:
=VLOOKUP(D2, $A$2:$B$12, 2, TRUE)
And returns the following results:
For a lookup value of "80", "Cheetah" is returned because its speed (70) is the closest match that is
smaller than the lookup value.
For a lookup value of "50", an exact match is returned (Lion).
For a lookup value of "30", a #N/A error is returned because the lookup value is less than the smallest
value in the lookup column.
Video: How to VLOOKUP in Excel
Step-by-step guidance on how to create and use a VLOOKUP formula in Excel.
Special tools to Vlookup in Excel
Undoubtedly, VLOOKUP is one of the most powerful and useful Excel functions, but it's also one of the
most confusing ones. To make the learning curve less steep and experience more enjoyable, we
included a couple of time-saving tools in our Ultimate Suite for Excel.
VLOOKUP Wizard - easy way to write complex formulas
The interactive VLOOKUP Wizard will walk you through the configuration options to build a perfect
formula for the criteria you specify. Depending on your data structure, it will use the standard VLOOKUP
function or an INDEX MATCH formula that can pull values from left.
To get your custom-tailored formula, this is what you need to do:
Run the VLOOKUP Wizard.
Choose your main table and lookup table.
Specify the following columns (in many cases they are picked automatically):
Key column - the column in your main table containing the values to look up.
Lookup column - the column to look up against.
Return column - the column from which to retrieve values.
Click the Insert button.
The following examples show the wizard in action.
Standard Vlookup
When the lookup column (Animal) is the leftmost column in the lookup table, a normal VLOOKUP
formula for exact match is inserted:
Vlookup to the left
When the lookup column (Animal) is on the right side of the return column (Speed), the wizard inserts
an INDEX MATCH formula to Vlookup right to left:
Extra bonus! Due to the clever use of cells references, the formulas can be copied or moved to any
column, without you having to update the references.
Merge Two Tables - formula-free alternative to Excel VLOOKUP
If your Excel files are enormously large and complex, the project's deadline is imminent, and you are
looking for someone who can lend you a helping hand, try out the Merge Tables Wizard.
This tool is our visual and stress-free alternative to Excel's VLOOKUP function, which works this way:
Select your main table.
Select the lookup table.
Choose one or several common columns as the unique identifier(s).
Specify which columns to update.
Optionally, choose the columns to add.
Allow the Merge Tables Wizard a few seconds for processing… and enjoy the results :)
That's how to use VLOOKUP in Excel at the basic level. In the next part of our tutorial, we will discuss
advanced VLOOKUP examples that will teach you how to Vlookup multiple criteria, return all matches or
Nth occurrence, perform double Vlookup, look up across multiple sheets with a single formula, and
more. I thank you for reading and hope to see you next week!
Available downloads
Excel VLOOKUP formula examples (.xlsx file)
Ultimate Suite 14-day fully-functional version (.exe file)
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Home > Microsoft Excel > How to Count Cells with Text in Excel? 3 Different Use Cases
How to Count Cells with Text in Excel? 3 Different Use Cases
(Note: This guide on how to count cells with text in Excel is suitable for all Excel versions including Office
365)
Excel deals with a variety of data of diverse data types. Excel can accept data in the form of numbers,
text, characters, and operators. When storing large amounts of data, sorting and retrieving one
particular type of data can be quite difficult.
In a spreadsheet consisting of different data types, you might sometimes have to pinpoint the cells with
text and count them to perform any function or operation.
In this article, I will tell you how to count cells with text in Excel along with their use cases.
You’ll Learn:
What Is Count in Excel?
How to Count Cells with Text in Excel?
Count All the Text Values
Count Cells with Text Value Without Blank Spaces
Count Cells with a Particular Text Value
Reminders
Watch our video on how to count cells with text in Excel
download wrap text worksheet
How to Count Cells with Text in Excel – Workbook
Related Reads:
How to Count Unique Values in Excel? 3 Easy Ways to Count Unique and Distinct Values
How to Apply the Accounting Number Format in Excel? (3 Best methods)
How to Use Excel COUNTIFS: The Best Guide
What Is Count in Excel?
Before we learn how to count cells with text in Excel, let us refresh the concept of COUNT in Excel. Let us
see what COUNT is and how Excel counts the values.
Counting is one of the most commonly used functions in Excel which provides a numerical summary of
the total values which might be useful in a variety of places. In simpler terms, Excel counts how many
times a value appears in a column or row.
In Excel, you can count the number of cells or the values it houses by using functions. Excel has a variety
of functions that help in counting. Functions like COUNT and COUNTA are used to count all the cells in a
particular range or select cells which house a particular value. On the other hand, COUNTIF and
COUNTIFS functions count cells only if they satisfy a particular value.
In the case where we want to count the number of cells with text in Excel, the function
COUNTIF/COUNTIFS is the best choice. Using these functions, you can set criteria to the function so it
counts only the cells which house the text values in the cell.
How to Count Cells with Text in Excel?
Texts are also called strings in Excel. When it comes to technological terms, strings are a block of text
which might contain any identifying values. They can be individual values like name or address, or they
can be a variable that points to another constant.
In Excel, they are usually written with alphanumeric characters which are enclosed by double quotation
marks or can be written with an apostrophe. Additionally, they can be a result of logical functions like
TRUE or FALSE, or may even be special characters like !, @, #, and $.
Count All the Text Values
To count all the text values in the given Excel sheet, you can use the COUNTIF function along with a
wildcard character. This function with a wildcard counts all the text values in a given range.
To count the cells with text in Excel, choose a destination cell and enter the formula
=COUNTIF(range,criteria). Here, the range denotes the array of cells within which you want the function
to act. The criteria variable denotes the condition to satisfy when counting the values.
Consider the below given example. To find the cells with text values in a given range, enter the formula
=COUNTIF(A3:A10,”*”). The function COUNTIF acts on the cell range A3 to A10 and finds the text values.
The * represents the wildcard element. The * symbol specifies anything other than numbers to be
counted, including blank spaces and special characters. However, this method does not count logical
values.
How to count cells with text in Excel
How to count cells with text in Excel
The cells with text within a given range are found to be 7. If you count the values manually, you will
notice that the cells with text values are 5. But, the cells A11 and A12 also contain characters like space (
) and apostrophe (‘) which do not show up in the cell.
Also Read:
How to Hide Formulas in Excel? 2 Different Approaches
How to Select Non Adjacent Cells in Excel? 5 Simple Ways
How to Rotate Text in Excel? 3 Effective Ways
Count Cells with Text Value Without Blank Spaces
You can use the same COUNTIF function and wildcards to count the number of cells with text in them.
This method only counts cells that hold any text value and does not count any blank cell in the given
range.
To count the cells which have text value in them, enter the formula =COUNTIF(range,criteria) in the
destination cell. This is the same as the previous case, but adding wildcard “?” together with “*” only
counts the cells which have text values.
Consider the below given example. To find the cells with text values in a given range, enter the formula
=COUNTIF(A3:A12,”?*”). Here, the function COUNTIF counts the number of cells in the range of cells A3
to A12. Whereas for the criteria parameter, instead of just passing “*” which counts all the cells with
text values, adding the “?” wildcard to the criteria counts the cells which have at least one character.
How to count cells with text in Excel without blank spaces
How to count cells with text in Excel without blank spaces
As result, the cells which have text values are found to be 6. You can see the text values aligned to the
left of the cell whereas the numerical values are aligned to the right of the cell. This function also counts
the apostrophe as a text character, but it does not count the blank spaces.
Count Cells with a Particular Text Value
With the help of wildcards and the COUNTIF function, you can also count the cells with any specific text
values in Excel.
Using this method, you’ll learn how to count specific words in Excel. To count the cells with the specific
value, you can just enter the text to count within quotations when you pass the criteria parameter.
Let me show you an example. Suppose you want to count the occurrences of the word “two” in a range
of cells. You can just enter the formula in the =COUNTIF(A3:A12,”two”) to count the occurrences of the
word “two” in the given range of cells A3 to A12.
How to count cells with text in Excel with particular value
How to count cells with text in Excel with particular value
Wildcards can be used to count cells with a specific text value.
Imagine you want to count the number of cells that contain the text starting with any particular letter or
character. Say, you want to count the number of cells that starts with the letter “t”, then you can use the
“*” wildcard.
Consider the example, in the cell range A3 to A12 you want to count the number of cells which start
with the letter “t”. Then, enter the function =COUNTIF(A3:A12,“t*”) in the destination cell.
How to count cells with text in Excel with particular value using * wildcard
How to count cells with text in Excel with particular value using * wildcard
The resultant value is 2. This denotes that when you want to find the cells which start with the letter “t”,
you can enter the value “t*” in the criteria parameter. As a result, the COUNTIF function counts the cells
which start with the letter “t” irrespective of the number of characters that follow them.
Another case to use the wildcard is to count any one particular value. For example, if you want to find
the occurrences of a three-letter word that have the starting letter “t” and ends with “o”, you can use
the “?” wildcard. As the “*” wildcard replaces any number of characters, the “?” wildcard only replaces
one character.
How to count cells with text in Excel with particular value using ? wildcard
How to count cells with text in Excel with particular value using ? wildcard
In this case, the count function only counts the cells with three characters which start with “t” and end
with “o” and counts them.
Suggested Reads:
How to Use SUMPRODUCT Function in Excel? 5 Easy Examples
How to Use the PROPER Function in Excel? 3 Easy Examples
Excel DATEVALUE – A Step-by-Step Guide
Reminders
Wildcards can take the place of characters and are of three types: *, ?, and ~. Use the * wildcard when
you want to replace more than one character, use the ? wildcard to replace exactly one character, and ~
to replace and search for the exact character. Wildcards are not case-sensitive. Additionally, wildcards
only work on text and not on numbers.
Sometimes when a cell appears blank, it does not necessarily mean that the cell is empty. Characters like
space ( ), apostrophe (‘), and double quotation marks(””) also make the cell look empty. But technically,
they are considered text.
When looking for cells with text manually, you can easily distinguish the text from the number in Excel.
Numbers are aligned to the right of the cell, whereas text is aligned to the left of the cell.
Frequently Asked Questions
How do I count all the cells in Excel?
To count all the cells within a particular range in Excel, you can use the COUNT function followed by the
range of cells that you want to count i.e =COUNT(range).
How to count the number of blank cells in Excel?
You can use the COUNTIF or COUNTIFS function with an empty string (““) as the criteria parameter i.e
=COUNTIF(range,””) to count the number of blank/empty cells. Or, you can use the
=COUNTBLANK(range) function to count them.
How to count in a PivotTable?
In a PivotTable, you can automatically set a category and add fields in the Value Field Setting to count
the values.
Closing Thoughts
In this article, we saw how to count cells with text in Excel. Additionally, we saw all the ways you can use
the COUNTIF function to count the text values without including the blank spaces and counting cells
with particular words.
If you need more high-quality Excel guides, please check out our free Excel resources center. Simon Sez
IT has been teaching Excel for over ten years. For a low, monthly fee you can get access to 130+ IT
training courses. Click here for advanced Excel courses with in-depth training modules.
Simon Calder
Chris “Simon” Calder was working as a Project Manager in IT for one of Los Angeles’ most prestigious
cultural institutions, [Link] taught himself to use Microsoft Project from a giant textbook and hated
every moment of it. Online learning was in its infancy then, but he spotted an opportunity and made an
online MS Project course - the rest, as they say, is history!
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