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MS Excel: Working with Named Ranges Explained

  • 6 days ago
  • 2 min read

Named Ranges are one of Excel’s most underrated features. They allow you to give a meaningful name to a cell or range of cells, making your formulas easier to read, understand, and manage.


Instead of referencing A1:A12, you could name it Monthly_Sales.


This makes your spreadsheets more professional and easier to maintain.


What Is a Named Range?


A Named Range is a custom label assigned to a specific cell or group of cells.

For example:


  • A1:A12 → Named as Sales_Data

  • B2 → Named as VAT_Rate

  • C5:C20 → Named as Employee_List


Once named, you can use the name directly in formulas.


Why Use Named Ranges?


Named Ranges:


✔ Make formulas easier to read

✔ Reduce errors

✔ Improve workbook organisation

✔ Make complex spreadsheets easier to manage

✔ Are essential in financial models and dashboards


Instead of writing:

=SUM(A1:A12)

You can write:

=SUM(Sales_Data)

Much clearer and more professional.


How to Create a Named Range


  1. Select the cell or range of cells.

  2. Click in the Name Box (to the left of the formula bar).

  3. Type your chosen name (no spaces allowed).

  4. Press Enter.


Alternatively:

  • Go to the Formulas tab

  • Click Define Name


Using Named Ranges in Formulas


Once created, simply type the name into your formula.


Example:

=Sales_Total * VAT_Rate

This makes financial models and reporting sheets far easier to understand.


Managing Named Ranges


To view or edit named ranges:


  1. Go to the Formulas tab.

  2. Click Name Manager.


Here you can edit, delete, or check what each name refers to.


When Are Named Ranges Most Useful?


They are particularly useful in:


  • Budget models

  • Financial reporting

  • Dashboard creation

  • Data validation lists

  • Complex formulas

  • Multi-sheet workbooks


They are widely used in professional finance and analyst roles.


Final Thoughts


If you want your spreadsheets to look cleaner, more structured, and more professional, Named Ranges are a simple but powerful tool.


They transform confusing cell references into clear, meaningful formulas — and that’s a skill that stands out in the workplace.

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