How to Create Range Names in Excel

Are you tired of constantly referring to cell references in your Excel sheets? Keeping track of multiple cell references might result in confusion, error, and sustainability issues. Fortunately, Excel provides a simple solution to this problem through range names. Range names refer to a group of one or more cells by name rather than by their cell references. This article presents step-by-step instructions on how to create and manage range names in Excel, relieving you of the stress of tracking multiple cell references.

Introduction:

Before we get into the details, let’s first understand what range names are and how they can benefit us in Excel. So, in simple terms, range names are assigned names to one or a group of cells in your worksheet. These range names make it easy to refer to cells by name rather than using cell references in your formulas, making your workbook more readable and user-friendly. Moreover, it helps prevent errors that result from wrong cell references due to a change in the location of cells or the insertion of a new column or row.

Step 1: Select the Range of Cells to Name

To create a range name in Excel, you must first select the range of cells you wish to name.

For example, let’s say you want to name the range of cells B2:B6, select that range by clicking on cell B2 and dragging the cursor down to B6.

Step 2: Open the Name Manager

Next, go to the Formulas tab in the Ribbon and click on the ‘Name Manager’ button.

The “Name Manager” window will pop up, providing a list of the current defined names in your workbook. To create a new range name, click the “New” button on the right side of the window.

Step 3: Name the Range

Type in the “Name” you want to assign to the selected range of cells. For instance, you can name it “SalesFigures.”

Step 4: Define the Range

After you’ve given the name to the range of cells, specify the range by selecting the ‘Refers to’ field from the Name Manager window. Then, click on the cell selector button located beside the “Refers to” field.

This will take you back to the spreadsheet, allowing you to choose the range of cells to include in the named range that you have just created.

Press “Enter” when you have finished selecting the range of cells to apply it as a named range.

Step 5: Use the Name in Formulas

That’s it – you’ve just created your range name in Excel! Now you can use that name in your formulas wherever you would typically use cell references.

For example, if you want to sum the sales figures for the sales team, you can replace the references to the cells B2:B6 with the range name you just created.

The original formula: =SUM(B2:B6)

The new formula using the range name: =SUM(SalesFigures)

Closing Words

Overall, creating range names for tables, lists, and ranges is a must when working with Excel, especially when working with huge data sets. Organizing worksheets with named ranges improves readability, understanding, and overall productivity.

Best Practices for Naming Ranges in Excel

When creating range names in Excel, there are a few best practices to consider:

• Use short and easy-to-understand names.
• Avoid using special characters like spaces, periods, and commas that could cause errors in formulas.
• Avoid using names that conflict with existing Excel functions, such as “SUM” or “AVERAGE.”
• Use consistent naming conventions so that your ranges are easy to find and use.
• Avoid using cell references that may change, such as sheet names or row numbers. Instead, use relative or absolute references.

How to Edit or Delete a Range Name in Excel

If you need to edit or delete an existing range name in Excel, you can do it quickly and easily:

• To edit a range name, go to the Formulas tab, click on the “Name Manager” button, select the range name you want to edit, and click on the “Edit” button. Make the desired changes and click “OK.”
• To delete a range name, go to the Formulas tab, click on the “Name Manager” button, select the range name you want to delete, and click on the “Delete” button.

Creating range names is a simple yet incredibly powerful feature in Excel. It allows you to easily refer to groups of cells in your formulas, saving time and reducing the risk of errors. By following the best practices and using the steps outlined above, you can create clear and concise range names that will help you stay organized and efficient in your Excel work.

Frequently Asked Questions

Here are some frequently asked questions regarding range names in Excel:

1. Can I use a range name in multiple worksheets or workbooks?

Yes, you can use a range name in multiple worksheets or workbooks. To do this, you can either define the range name in each worksheet or workbook or create the range name in a separate workbook and then reference that workbook whenever the range name is needed.

2. Can I use a range name in conditional formatting rules?

Yes, you can use a range name to apply conditional formatting rules to a group of cells. To do this, select the cells you want to format, go to the Home tab, and click on the “Conditional Formatting” button. Select the desired formatting rule, click on the “Use a formula to determine which cells to format” option, and then enter the formula that references the range name.

3. How can I find all the range names in a workbook?

To find all the range names in a workbook, go to the Formulas tab, click on the “Name Manager” button, and you will see a list of all defined names in the workbook. You can click on any range name to see its details and make any necessary changes.

4. Can I define a range name for a table in Excel?

Yes, you can define a range name for a table in Excel. When you create a table in Excel, it automatically creates a range name that you can refer to in your formulas. You can also create additional range names for tables, making it easier to work with large datasets.

5. How can I use named ranges to create dynamic charts?

To use named ranges to create dynamic charts, you need to define a dynamic range that automatically adjusts as the data changes. You can then create a chart that references this dynamic range, making it easy to update the chart as new data is added. To define a dynamic range, you can use formulas like COUNTIF, OFFSET, or INDEX.