How to Create Named Ranges in Excel – A Step-by-Step Guide

Named ranges make it easier to understand and work with Excel formulas and macros. Rather than cryptic cell references like A1 and C5, you can use intuitive names like “TotalSales” and “JuneData”.

In this comprehensive guide, I’ll explain what named ranges are, why they are useful, and how to create them in Excel using best practices

What is a Named Range in Excel?

A named range is a custom name assigned to a specific cell or range of cells in Excel. For example:

• Cell A1 could be named “Total”
• Cells A1:A10 could be named “SalesNumbers”
• Range A1:C10 could be named “Q1Results”

After naming a range you refer to it by that name rather than its cell address.

Named ranges make your formulas more readable since you use names rather than letters and numbers. They also allow formulas to adapt automatically when adding or removing data.

Benefits of Using Named Ranges

Here are some key benefits that named ranges provide in Excel

• Readability – Formulas are easier to understand when using names like “TotalCost” instead of cryptic cell references.

• Adaptability – You can add or remove data without breaking formulas that use named ranges. The names will adapt.

• Reusability – Once named, a range can be easily reused in many formulas across worksheets.

• Organization – Named ranges allow you to group data logically, regardless of location.

• Navigation – You can simply click a named range to select its cells instead of trying to remember the cell address.

• Scope control – Global names span the workbook, while local names are constrained to a particular worksheet.

How to Create a Named Range in Excel

There are several quick and easy ways to create named ranges in Excel:

Method 1 – Using the Name Box

1. Select the cells for your named range.

2. Click in the Name Box next to the formula bar.

3. Type the desired name and press Enter to name the range.

Method 2 – Using Create from Selection

1. Select the cells to name.

2. Go to Formulas > Define Name > Create from Selection.

3. Enter the desired name and click OK.

Method 3 – Using New Name Dialog Box

1. Go to Formulas > Define Name > Define Name.

2. Enter the name, scope, and cell reference.

3. Click OK to create the named range.

No matter which approach you use, take a moment to review all named ranges in the workbook by going to Formulas > Name Manager. Here you can edit or delete ranges as needed.

Tips for Naming Ranges in Excel

Follow these tips and best practices when creating named ranges in Excel:

• Use descriptive names like TotalSales or Q2Expenses to make formulas understandable.

• Be consistent with naming conventions like using CamelCase or prefixing categories.

• Set workbook scope for widely used names, sheet scope for names specific to one worksheet.

• Avoid spaces and special characters. Use underscores or CamelCase instead.

• Watch out for reserved names in Excel that can’t be used.

• Name entire columns or rows to allow easy sorting while keeping formulas intact.

• Give ranges adjacent to named ranges similar names like Q1Sales, Q2Sales, etc.

• Use the Name Manager to edit, delete, or reuse existing named ranges.

• Start names with letters. Excel won’t allow ranges starting with numbers or symbols.

Creating Named Ranges from Headings

One shortcut for naming ranges is using column/row headers already in your worksheet. Here’s how:

1. Select the data range including headers.

2. Go to Formulas > Create from Selection.

3. Check the boxes for row and/or column headers.

4. Click OK and header names will be used for ranges.

This automatically pulls header names into the named ranges. Just be sure to use good header names that make sense as range names.

Using Named Ranges in Formulas

The key benefit of named ranges comes when using them in formulas instead of cell references. For example:

=SUM(SalesQ1)

Rather than:

=SUM(A1:A10)

This makes it very clear what’s being calculated. And you can add data to the named SalesQ1 range without updating the formula.

You can reference named ranges in formulas by simply typing the name. Or use the Name Manager to insert names into formulas.

Tips for Maintaining Named Ranges

Here are some tips for managing named ranges efficiently as you update workbooks over time:

• Add new data in rows/columns adjacent to named ranges to avoid breaking formulas.

• Use Name Manager to edit range references if formulas start returning errors.

• Set workbook scope for named ranges used across multiple sheets.

• Document what cells are included in each named range.

• Color code cells in named ranges to visually set them apart.

• Break large ranges into smaller logical ranges for easier maintenance.

• Delete unused named ranges to avoid confusion.

• Reference dynamic named ranges in formulas to have them expand automatically when populated with new data.

Named ranges may take a bit more work up front, but the benefits are well worth the time invested. Your formulas will be far easier to build, read, and maintain over the long run.

So leverage named ranges to take your Excel skills to the next level. Use this step-by-step guide to start naming ranges efficiently.

Remember to be descriptive, consistent, and organized in your naming conventions. This ensures you can maximize the benefits of using named ranges in Excel.

The ability to reference logical names rather than cell addresses unlocks the full power and potential of Excel formulas. Named ranges are a foundational skill every Excel user should master!