Creating Named Ranges in Excel

Simplify navigation and improve the usability of Excel spreadsheets by creating named ranges. Named ranges allow you to assign a descriptive name to a cell or range of cells, making it easier to reference them in formulas.

Creating Named Ranges

1. Using the Name Box

Select the Cell or Range:
- Click and drag to highlight the cell(s) you want to name.
Enter the Name:
- Look for the Name Box in the top-left corner, next to the formula bar.
- Click inside the Name Box, type the name you want and press Enter.
- The name is now assigned to that range.

2. Using the Define Name Dialog

Select the Cell or Range:
- Highlight the cell(s) you want to name.
Open the Define Name Dialog:
- Go to the Formulas tab on the ribbon.
- Click Define Name in the Defined Names group.
Define the Name:
- In the pop-up dialog box:
  - Enter the Name (e.g., "Q1-Program-Results").
  - Ensure the Scope is set (workbook by default, or a specific worksheet).
  - The Refers to field should automatically populate with the selected range. If not, you can manually type the range (e.g., =Q1-Program-Results!$A$1:$A$10).
  - Click OK.

3. Automatically Create Named Ranges for Multiple Headings

Select the Data Range:
- Highlight the table that includes column or row headers and the associated data.
Open the Create from Selection Dialog:
- Go to the Formulas tab → Click Create from Selection.
Select Naming Options:
- Choose whether to use the Top Row, Left Column, Bottom Row, or Right Column as the basis for the range names.
- Click OK.
- Excel will automatically create named ranges for each header and its associated data.

Managing Named Ranges

You can edit, delete, or review named ranges using the Name Manager:

Go to the Formulas tab.
Click Name Manager in the Defined Names group.
In the Name Manager dialog:
- Select a named range to Edit, Delete, or Filter.
- Double-click a name to update its range or properties.

Using Named Ranges

1. In Formulas:

Instead of referencing cells directly (e.g., =SUM(A1:A10)), you can use the named range (e.g., =SUM(SalesData)).

2. For Navigation:

Click the Name Box, select the named range from the dropdown, and Excel will take you to that range.

Best Practices for Named Ranges

Use meaningful, descriptive names (e.g., "EmployeeSalaries" instead of "Range1").
Avoid spaces in names; use hyphens, underscores or camel case instead (e.g., “Total-Participants”, "Total_Participants" or "TotalParticipants").
Keep names short but clear to improve readability.
Regularly review and clean up unused named ranges in the Name Manager.

By following these steps, you can enhance your spreadsheet's functionality and make it more accessible to users, including those who rely on assistive technologies.