How to Create a Name Range in Excel

Microsoft Excel provides users with various features that make data entry and manipulation convenient and efficient. One of the essential features offered by Excel is the ability to create and use named ranges. Named ranges create a reference to a cell, range, formula, or constant value with a specific name that makes it easier to identify and use. This, in turn, makes it easier to navigate and work on large datasets. Creating a named range in Excel is a simple process that requires only a few steps. In this post, we will guide you on how to create a name range in Excel seamlessly.

Introduction:

Microsoft Excel is well-known for its ability to analyze, manage and organize massive data sets. Excel’s powerful features make it easier to handle data in many ways. At times, it makes more sense to use a name instead of a range of cell references to refer to data in a particular field. This is where the Name Range feature comes in handy. When you create a name range, you can then reference that name throughout your workbook to quickly access that data within navigation and formulas. In this post, we’ll show you how to create a name range in Excel.

Step 1: Select the Data Range

The first step to creating a name range in Excel is to choose the data that you would like to name. Normally, a name range is used for a commonly used range of cells that you want to assign an easy-to-remember name for reference purposes. Once you have selected the cells or range of cells you want to name, navigate to the “Formulas” tab on your ribbon at the top of the workbook.

Step 2: Open the “Create Names from Selection” Dialog Box

After you select the range of cells you would like to name, navigate to the “Formulas” tab of Excel’s ribbon at the top of the workbook. Click the “Create from Selection” button in the “Defined Names” group.

Step 3: Choose the Naming Option

After selecting the “Create from Selection” button, you should now be able to see the “Create Names from Selection” dialog box. This dialog box allows you to name your selection range. By default, Excel auto-names the range in the form of “A1:C3,” which is the cells’ range referencing style. If you don’t use this feature to create names for the cells range, you’ll need to name it with reference to formula manually. Select the option that best describes the structure of the selected cell range.

Step 4: Modify the Name Range

After creating the named range, you can edit or modify the name of the range. It’s easy to change a name range’s name by simply selecting your range and re-accessing the “Create from Selection” dialog box. Simply select the option you need from the “Formulas” tab, or simply hit the shortcut key (Ctrl + Shift + F3). After that, you’ll choose the option “Edit” from the dialog box. Here, you can modify the range, delete the range, and make other changes to the range.

Step 5: Use the Name Range

After creating the name range, you can now easily use it throughout your workbook. There are several ways to work with range names in Excel. You can either reference them directly in formulas or use them for navigation purposes. When creating formulas, simply enter the name range you created instead of the cell reference you would normally use. When navigating through your workbook, you can also use these name ranges to go straight to the data you need that is represented in the name range.

Conclusion:

Creating a name range in Excel is not complicated. The Name Range feature helps make it easier to access data, manage formulas, and navigation within large and complex workbooks. By following these simple steps, you can quickly create a named range and begin using it efficiently in your workbook.

Benefits of Using Name Range

Creating a name range makes your worksheet easier to read and its information quicker to process. By having distinct names for ranges of cells, it becomes less important to remember specific cell references or formulas, making it faster to navigate through your workbook. You can use the name range for multiple purposes, such as defining data validation rules, choosing print settings, creating a chart, or forming a macro. Besides, creating a name range can also protect cells from being edited or deleted accidentally.

Naming Convention for Name Ranges

In Excel, a name range should begin with a letter or underscore and must include no spaces. For instance, instead of “First Name,” a name range should be named “FirstName” or “First_Name.” A name range has a minimum length of one character and a maximum of 255 characters. Name ranges should be descriptive and indicate their intended use. Excel is not case-sensitive, so “MyNameRange” and “mynamerange” are the same name range to Excel.

Tips to Keep In Mind When Creating Name Range

When creating a name range in Excel, keep these tips in mind to make your worksheet easier to use and less prone to errors.

1. Keep it Short and Simple

As mentioned before, make sure that the name you choose for a name range is descriptive and short. Avoid using acronyms or abbreviations that may become confusing later.

2. Make it Intuitive and Easy to Remember

Choose a name range that’s easy to use, remember, and makes sense to others looking at the worksheet.

3. Avoid Blank Spaces in a Name Range

Excel doesn’t permit blank spaces in names, so use the underscore or other unique characters to separate words.

4. Allocate the Name Range to Editing Teams

If you work on a file collaboratively, share the name range’s name and its reference points with the other team members who will be editing the workbook.

5. Test Your Name Range Extensively

Before using a named range extensively throughout a workbook, it’s a good practice to test it first. Make sure to properly define and manage it. Test to ensure all the intended ranges have been named. A correctly named range should show up in its intended location, and all related navigation paths should work as intended.

Conclusion

The name range feature in Excel is a powerful tool that makes managing data easier and more efficient. It allows you to reference and work with data effectively throughout your workbook. By following the steps outlined in this post and keeping some basic tips in mind, you can use name ranges to make your Excel worksheets more organized and user-friendly.

FAQ

Here are some of the commonly asked questions about creating a name range in Excel:

1. Can I create a name range using non-adjacent cells on a worksheet?

Yes. You can definitely name a non-adjacent range of cells on a worksheet. Choose one cell and enter the cell range using a comma to separate each separate range or use the Ctrl key to highlight cells.

2. Can I use a name that’s already in use in Excel for a named range?

No. You must use a unique name. Excel will not allow two named ranges with identical names in the same Workbook.

3. Can I change the cell range for an existing named range?

Yes, you can adjust the range for an existing named range. Simply follow the steps outlined in this post to modify the range.

4. Can I define the scope of a named range?

Yes. The scope of a named range specifies which worksheets the named range refers to. The default is the entire workbook, but you can specify a smaller range.

5. Are named ranges compatible with Excel’s table features?

Yes. A named range works well with Excel’s table feature, making it easier to sort, manage, and analyze data based on a specific range of cells.