How to Create Named Ranges in Excel

Microsoft Excel is a powerful tool for organizing and managing large sets of data. One of the key features of Excel is the ability to create named ranges. A named range is simply a defined range of cells that has been given a name, making it easier to reference and use in formulas and functions. In this blog post, we will provide a step-by-step guide on how to create named ranges in Excel. This simple tutorial is intended for those who need a quick and direct answer without wading through a lot of technical jargon.

What are Named Ranges in Excel?

Before we dive into the process of creating named ranges in Excel, let’s first define what they are. A named range is a label or name assigned to a specific cell, range of cells, or a constant value in an Excel worksheet. This label is a reference to the data contained within the cells or values. Assigning a name to a range in Excel makes it easier to work with and reference in formulas, charts and pivot tables.

How to Create a Named Range

Creating a named range in Excel is a fairly straightforward process. Here are the steps to create a named range in Excel:

Step 1: Select the Cells You Want to Name

Start by selecting the cells on your worksheet that you want to name. You can do this by clicking on the first cell and dragging the mouse pointer to the last cell of your selection.

Step 2: Define the Name

Click on the “Formulas” tab in the Excel ribbon and then click on “Define Name.” This will open the “New Name” dialog box. In the “Name” field, enter a descriptive name for the selected cells. Make sure that the name you choose is unique enough to differentiate it from other cell ranges. In the “Refers to” field, Excel will automatically enter the cell range that you previously selected.

Step 3: Use the Named Range

You can now use the newly created named range in formulas, charts or pivot tables in place of the cell references. Simply enter the name that you assigned in the formula instead of the cell reference. For example, if you named cells A1:A5 “Sales”, you can enter “=SUM(Sales)” instead of “=SUM(A1:A5)” in a formula. Using named ranges greatly improves the readability of your formulas and avoids the hassles of having to constantly update your formulas when you add or delete rows or columns.

Creating named ranges in your Excel worksheet is an easy way to make your formulas more readable and save time when working with large data sets. By assigning a descriptive name to a range of cells, you can easily reference them in your formulas, charts and pivot tables. Try using named ranges in your next Excel project and see how much time and effort you can save.

Using Relative References in Named Ranges

By default, when you create a named range in Excel, it uses absolute cell references. This means that if you move the named range to another location, it will still reference the original cell reference. If you want to use relative references instead, you’ll need to enter them manually. To do this, check the “Use relative references” box under the “Refers to:” field in the “Define Name” dialog box.

Editing and Deleting Named Ranges

If you need to make changes to a named range, you can easily edit or delete it. To edit a named range, click on the “Formulas” tab in the Excel ribbon and then click on “Name Manager”. This will open the “Name Manager” dialog box, which lists all of the named ranges in your worksheet. Select the named range that you want to edit and then click on the “Edit” button. From there, you can make any necessary changes and click “OK” to save them. To delete a named range, select it in the “Name Manager” dialog box and then click on the “Delete” button.

Applying Named Ranges to Charts

Using named ranges in charts can make it easier to manage and update them. To apply a named range to a chart, select the chart, and then click on the “Insert” tab in the Excel ribbon. Go to “Charts” and choose the desired chart type. In the chart, click on the chart data series you want to change and select “Select Data”. In the “Select Data Source” dialog box, click on “Add” under “Legend Entries (Series)”. In the “Edit Series” dialog box, enter the desired series name and select the named range by typing its name or selecting it from the worksheet. This will apply the named range to the chart.

Wrap Up

Named ranges are a powerful and useful tool in Excel. Using them can help you work more efficiently and save time. Remember that you can edit and delete named ranges at any time, and that they can also be used in charts. Start using named ranges in your Excel projects today and see the difference it can make.

Frequently Asked Questions

Here are some common questions that users have about creating named ranges in Excel:

What are named ranges used for in Excel?

Named ranges are used to easily reference specific cells and ranges of cells in formulas, charts, and pivot tables. They also make your formulas more readable and help you keep track of your data better.

Can I rename a named range?

Yes, you can rename a named range by clicking on the “Formulas” tab in the Excel ribbon and then selecting “Name Manager” to make your changes.

How can I tell which cells a named range includes?

To see which cells a named range includes, select the range and then click on the “Name Box” dropdown in the top left corner of your Excel window. This will display the name of the selected named range.

Can I use named ranges in conditional formatting rules?

Yes, you can use named ranges in conditional formatting rules. Select the range you want to apply the conditional formatting to, create a new rule, and then choose “Use a formula to determine which cells to format.” In the formula, reference the named range.

What’s the maximum number of named ranges that can be used in an Excel workbook?

The maximum number of named ranges that can be used in an Excel workbook is 1,024. If you need more than this, consider combining them or using range names that are more general.