Define and Use Names in Formulas

7/29/2019 Define and Use Names in Formulas

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Define and use names in formulas

By usingnames, you can make your formulas much easier to understand and maintain. You can define a

name for a cell range, function, constant, or table. Once you adopt the practice of using names in your

workbook, you can easily update, audit, and manage these names.

What do you want to do?

Learn more about using names Learn about syntax rules for names Define a name for a cell or cell range on a worksheet Define a name by using a selection of cells in the worksheet Define a name by using the New Name dialog box Manage names by using the Name Manager dialog box Change a name Delete one or more names

Learn more about using names

A name is a meaningful shorthand that makes it easier to understand the purpose of acell

reference,constant,formula, ortable, each of which may be difficult to comprehend at first glance. Thefollowing information shows common examples of names and how they can improve clarity and

understanding.

EXAMPLE TYPE EXAMPLE WITH NO NAME EXAMPLE WITH A NAME

Reference =SUM(C20:C30) =SUM(FirstQuarterSales)

Constant =PRODUCT(A5,8.3) =PRODUCT(Price,WASalesTax)

Formula =SUM(VLOOKUP(A1,B1:F20,5,FALSE), -G5) =SUM(Inventory_Level,-Order_Amt)

Table C4:G36 =TopSales06

Types of names

There are several types of names that you can create and use.
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Defined name A name that represents a cell, range of cells, formula, or constant value. You can create

your own defined name, and Microsoft Excel sometimes creates a defined name for you, such as when

you set a print area.

Table name A name for an Excel table, which is a collection of data about a particular subject that is

stored in records (rows) and fields (columns). Excel creates a default Excel table name of Table1, Table2,and so on, each time that you insert an Excel table, but you can change a table's name to make it more

meaningful.

The scope of a name

All names have a scope, either to a specific worksheet (also called the local worksheet level) or to the

entire workbook (also called the global workbook level). The scope of a name is the location within

which the name is recognized without qualification. For example:

If you have defined a name, such as Budget_FY08, and its scope is Sheet1, that name (if notqualified) is recognized only in Sheet1, but cannot be recognized in other sheets withoutqualification.

To use a local worksheet name in another worksheet, you can qualify it by preceding it with the

worksheet name, as the following example shows:

Sheet1!Budget_FY08

If you have defined a name, such as Sales_Dept_Goals, and its scope is limited to the workbook,that name is recognized for all worksheets in that workbook, but not for any other workbook.

A name must always be unique within its scope. Excel prevents you from defining a name that is not

unique within its scope. However, you can use the same name in different scopes. For example, you can

define a name, such as GrossProfit, that is scoped to Sheet1, Sheet2, and Sheet3 in the same workbook.

Although each name is the same, each name is unique within its scope. You might do this to ensure that

a formula that uses the name, GrossProfit, is always referencing the same cells at the local worksheet

level.

You can even define the same name, GrossProfit, for the global workbook level, but again the scope is

unique. In this case, however, there can be a name conflict. To resolve this conflict, by default, Excel

uses the name that is defined for the worksheet because the local worksheet level takes precedence

over the global workbook level. If you want to override the precedence and you want to use the

workbook name, you can disambiguate the name by prefixing the workbook name, as the following

example shows:

WorkbookFile!GrossProfit

You can override the local worksheet level for all worksheets in the workbook, with the exception of the

first worksheet, which always uses the local name if there is a name conflict and cannot be overridden.


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Defining and using names

You can define a name by using the:

Name box on the formula bar This is best used for creating a workbook level name for aselected range.

Existing row and column labels of a selection of cells You can use the Create fromSelectioncommand to conveniently create names from existing row and column labels by using

a selection of cells in the worksheet.

New Name dialog box This is best used for when you want more flexibility in creating names,such as specifying a local worksheet level scope or creating a name comment.

NOTE By default, names useabsolute cell references.

You can use a defined name in a formula by entering it as follows:

Typing Typing the name, for example, as an argument in a formula. Using Formula AutoComplete Use the Formula AutoComplete drop-down list, where valid

names are automatically listed for you.

Selecting from the Use in Formula command Select a defined name from a list available fromthe Use in Formula command in the Defined Names group on the Formulas tab.

Auditing names

To keep track of all defined names in a workbook, you can create a list that displays all defined names

and their locations.

1. Locate an area with two empty columns on the worksheet (the list will contain two columns,one for the name and one for a description of the name).

2. Select a cell that will be the upper-left corner of the list.3. On the Formulas tab, in the Defined Names group, click Use in Formula, and then click Paste

Names.

4. In the Paste Names dialog box, click Paste List.TOP OF PAGE

Learn about syntax rules for names

The following is a list of syntax rules that you need to be aware of when you create and edit names.
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Valid characters The first character of a name must be a letter, an underscore character (_), ora backslash (\). Remaining characters in the name can be letters, numbers, periods, and

underscore characters.

NOTE You cannot use the uppercase and lowercase characters "C", "c", "R", or "r" as a defined name,

because they are all used as a shorthand for selecting a row or column for the currently selected cellwhen you enter them in a Name or Go To text box.

Cell references disallowed Names cannot be the same as a cell reference, such as Z$100 orR1C1.

Spaces are not valid Spaces are not allowed as part of a name. Use the underscore character(_) and period (.) as word separators; for example, Sales_Tax or First.Quarter.

Name length A name can contain up to 255 characters. Case sensitivity Names can contain uppercase and lowercase letters. Excel does not

distinguish between uppercase and lowercase characters in names. For example, if you created

the name Sales and then create another name called SALES in the same workbook, Excel

prompts you to choose a unique name.

TOP OF PAGE

Define a name for a cell or cell range on a worksheet

1. Select the cell, range of cells, ornonadjacent selectionsthat you want to name.2. Click the Name box at the left end of theformula bar.

3. Type the name that you want to use to refer to your selection. Names can be up to 255characters in length. To learn about additional rules for creating names, see the preceding

section,Learn about syntax rules for names.

4. Press ENTER.NOTE .You cannot name a cell while you are in editing mode to change the contents of the cell.

TOP OF PAGE

Define a name by using a selection of cells in the worksheet

You can convert existing row and column labels to names.

1. Select the range that you want to name, including the row or column labels.2. On the Formulas tab, in the Defined Names group, click Create from Selection.
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3. In the Create Names from Selection dialog box, designate the location that contains the labelsby selecting the Top row, Left column, Bottom row, or Right column check box.

NOTE A name created by using this procedure refers only to the cells that contain values and does not

include the existing row and column labels.

TOP OF PAGE

Define a name by using the New Name dialog box

1. On the Formulas tab, in the Defined Names group, click Define Name.

2. In the New Name dialog box, in the Name box, type the name that you want to use for yourreference.

NOTE Names can be up to 255 characters in length. To learn about additional rules for creating

names, see the section,Learn about syntax rules for names.

3. To specify the scope of the name, in the Scope drop-down list box, select Workbook or thename of a worksheet in the workbook.

4. Optionally, in the Comment box, enter a descriptive comment up to 255 characters.NOTE If you publish the workbook to Excel Services and you specify one or more parameters, the

comment is used as a ScreenTip in the Parameters Task Pane.

5. In the Refers to box, do one of the following: To enter a cell reference, type the cell reference.

TIP The current selection is entered by default. To enter other cell references as an argument,

click (which temporarily shrinks the dialog box), select the cells on the worksheet, and then

click to restore the dialog box to its normal size.

To enter a constant, type = (equal sign) and then type the constant value.
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To enter a formula, type = and then type the formula.6. To finish and return to the worksheet, click OK.

TIP To make the New Name dialog box wider or longer, click and drag the grip handle at the bottom.

TOP OF PAGE

Manage names by using the Name Manager dialog box

Use the Name Manager dialog box to work with all of the defined names and table names in the

workbook. For example, you may want to find names with errors, confirm the value and reference of a

name, view or edit descriptive comments, or determine the scope. You can also sort and filter the list of

names, and easily add, change, or delete names from one location.

To open the Name Manager dialog box, on the Formulas tab, in the Defined Names group, click Name

Manager.

View defined names and table names

The Name Manager dialog box displays the following information about each name in a list box:

THIS

COLUMN:

DISPLAYS:

Icon and

Name

One of the following:

A defined name, which is indicated by a defined name icon. A table name, which is indicated by a table name icon.

Value The current value of the name, such as the results of a formula, a string constant, a cell range, an

error, an array of values, or a placeholder if the formula cannot be evaluated. The following are

representative examples:

"this is my string constant" 3.1459 {2003;12,2002;23,;2001,18}
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#REF! {...}

Refers To The current reference for the name. The following are representative examples:

=Sheet1!$A$3 =8.3 =HR!$A$1:$Z$345 =SUM(Sheet1!A1,Sheet2!B2)

Scope One of the following:

A worksheet name, if the scope is the local worksheet level. "Workbook", if the scope is the global worksheet level.

Comment Additional information about the name up to 255 characters. The following are representative

examples:

This value will expire on May 2, 2010. Don't delete! Critical name! Based on the ISO certification exam numbers.

Note If you publish the workbook to Excel Services and you specify one or more parameters, the

comment is used as a ScreenTip in the Parameters Task Pane.

NOTES

You cannot use the Name Manager dialog box while you are changing the contents of the cell. The Name Manager dialog box does not display names defined in Visual Basic for Applications

(VBA) or hidden names (the Visible property of the name is set to "False").

Resize columns

To automatically size the column to fit the largest value in that column, double-click the rightside of the column header.

Sort names

To sort the list of names in ascending or descending order, alternately click the column header.


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Filter names

Use the commands in the Filter drop-down list to quickly display a subset of names. Selecting each

command toggles the filter operation on or off, which makes it easy to combine or remove different

filter operations to get the results that you want.

To filter the list of names, do one or more of the following:

SELECT: TO:

Names Scoped To

Worksheet

Display only those names that are local to a worksheet.

Names Scoped To

Workbook

Display only those names that are global to a workbook.

Names With Errors Display only those names with values that contain errors (such as #REF, #VALUE, o

#NAME).

Names Without Errors Display only those names with values that do not contain errors.

Defined Names Display only names defined by you or by Excel, such as a print area.

Table Names Display only table names.

TOP OF PAGE

Change a name

If you change a defined name or table name, all instances of that name in the workbook are also

changed.

1. On the Formulas tab, in the Defined Names group, click Name Manager.

2. In the Name Manager dialog box, click the name that you want to change, and then click Edit.Tip You can also double-click the name.

3. In the Edit Name dialog box, in the Name box, type the new name for the reference.
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4. In the Refers to box, change the reference, and then click OK.5. In the Name Manager dialog box, in the Refers to box, change the cell, formula, or constant

represented by the name.

To cancel unwanted or accidental changes, click Cancel , or press ESC. To save changes, click Commit , or press ENTER.

NOTE The Close button only closes the Name Manager dialog box. Clicking Close is not required to

commit changes that have already been made.

TOP OF PAGE

Delete one or more names

1. On the Formulas tab, in the Defined Names group, click Name Manager.

2. In the Name Manager dialog box, click the name that you want to change.3. Select one or more names by doing one of the following:

To select a name, click it. To select more than one name in a contiguous group, click and drag the names, or press

SHIFT and click the mouse button for each name in the group.

To select more than one name in a noncontiguous group, press CTRL and click themouse button for each name in the group.

4. Click Delete. You can also press the DELETE key.5. Click OK to confirm the deletion.

NOTE The Close button only closes the Name Manager dialog box. Clicking the Close button is notrequired to commit changes that have already been made.
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Create or change a cell reference

Acell referencerefers to a cell or a range of cells on a worksheet and can be used in aformulaso that

Microsoft Office Excel can find the values or data that you want that formula to calculate.

In one or several formulas, you can use a cell reference to refer to:

Data from one cell on the worksheet. Data that is contained in different areas of a worksheet. Data in cells on other worksheets in the same workbook.

For example:

THIS FORMULA: REFERS TO: AND RETURNS:

=C2 Cell C2 The value in cell C2.

=Asset-Liability The cells named Asset and

Liability

The value in the cell named Liability subtracted from the

value in the cell named Asset.

{=Week1+Week2} The cell ranges named Week1

and Week2

The sum of the values of the cell ranges named Week1 and

Week 2 as an array formula.

=Sheet2!B2 Cell B2 on Sheet2 The value in cell B2 on Sheet2.

Create a cell reference on the same worksheet

Create a cell reference to another worksheet

Create a cell reference by using the Link Cells command

Change a cell reference to another cell reference

Change a cell reference to a named range

Switch between relative, absolute, and mixed references

Create a cell reference on the same worksheet
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1. Click the cell in which you want to enter the formula.2. In theformula bar , type = (equal sign).3. Do one of the following:

Cell reference To create a reference, select a cell or range of cells on the sameworksheet.

Cell references and the borders around the corresponding cells are color-coded to make it easier to

work with them.

The first cell reference is B3, the color is blue, and the cell range has a blue border with square

corners.

The second cell reference is C3, the color is green, and the cell range has a green border with square

corners.

You can drag the border of the cell selection to move the selection, or drag the corner of the border to

expand the selection.

Defined name To create a reference to a defined name, do one of the following: Type the name. Press F3, select the name in the Paste name box, and then click OK.

NOTE If there is no square corner on a color-coded border, the reference is to anamedrange.

4. Do one of the following: If you are creating a reference in a single cell, press ENTER. If you are creating a reference in anarray formula, press CTRL+SHIFT+ENTER.

The reference can be a single cell or a range of cells, and the array formula can be one that calculates

single or multiple results.
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TOP OF PAGE

Create a cell reference to another worksheet

You can refer to cells that are on other worksheets by appending the name of the worksheet followed

by an exclamation point (!) to the start of the cell reference. In the following example, the worksheet

function namedAVERAGE calculates the average value for the range B1:B10 on the worksheet named

Marketing in the same workbook.

Reference to a range of cells on another worksheet in the same workbook

Refers to the worksheet named Marketing

Refers to the range of cells between B1 and B10, inclusively

Separates the worksheet reference from the cell range reference

1. Click the cell in which you want to enter the formula.2. In theformula bar , type = (equal sign).3. Click the tab for the worksheet to be referenced.4. Select the cell or range of cells to be referenced.

NOTE If the name of the other worksheet contains nonalphabetical characters, you must enclose the

name (or the path) within single quotation marks (').

TOP OF PAGE

Create a cell reference by using the Link Cells command

Alternatively, you can copy and paste a cell reference and then use the Link Cells command to create a

cell reference. You can use this command to:

Easily display important information in a more prominent position. Let's say that you have aworkbook that contains many worksheets, and on each worksheet is a cell that displays

summary information about the other cells on that worksheet. To make these summary cells
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more prominent, you can create a cell reference to them on the first worksheet of the

workbook, which enables you to see summary information about the whole workbook on the

first worksheet.

Make it easier to create cell references between worksheets and workbooks. The LinkCells command automatically pastes the correct syntax for you.

1. Click the cell that contains the data you want to link to.2. On the Home tab, in the Clipboard group, click Copy .

Keyboard shortcut You can also press CTRL+C.

3. Click the cell that you want to link from.4. On the Home tab, in the Clipboard group, click Paste .

By default, the Paste Options button appears when you paste copied data.

5. Click the Paste Options button, and then click Paste Link .TOP OF PAGE

Change a cell reference to another cell reference

1. Double-click the cell that contains the formula that you want to change. Excel highlights eachcell or range of cells with a different color.

2. Do one of the following: To move a cell or range reference to a different cell or range, drag the color-coded

border of the cell or range to the new cell or range.

To include more or fewer cells in a reference, drag a corner of the border. In theformula bar , select the reference in the formula, and then type a new

reference.

Press F3, select the name in the Paste name box, and then click OK.3. Press ENTER, or, for anarray formula, press CTRL+SHIFT+ENTER.
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TOP OF PAGE

Change a cell reference to a named range

Frequently, if you have defined a name to a cell reference after you have entered a cell reference in a

formula, you may want to update the existing cell references to the defined names.

1. Do one of the following: Select the range of cells that contains formulas in which you want to replace cell

references with defined names.

Select a single, empty cell to change the references to names in all formulas on theworksheet.

2. On the Formulas tab, in the Defined Names group, click the arrow next to Define Name, andthen clickApply Names.

3. In the Apply names box, click one or more names, and then click OK.TOP OF PAGE

Switch between relative, absolute, and mixed references

1. Select the cell that contains the formula.2. In theformula bar , select the reference that you want to change.3. Press F4 to switch between the reference types.

For more information about the different type of cell references, see Overview of formulas.

TOP OF PAGE
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Use Formula AutoComplete

To make it easier to create and edit formulas and minimize typing and syntax errors, use Formula

AutoComplete. After you type an = (equal sign) and beginning letters or a display trigger, Microsoft Excel

displays below the cell a dynamic drop-down list of valid functions, names, and text strings that match

the letters or display trigger. You can then insert an item in the drop-down list into the formula by usingan insert trigger.

Type the = (equal sign) and beginning letters or a display trigger to start Formula AutoComplete.

As you type, a scrollable list of valid items is displayed with the closest match highlighted.

Icons represent the type of entry, such as a function (in this example, SEARCH, SECONDSLOPE),

table reference (SalesSummary), or defined name (SalesTax).

Detailed ScreenTips help you make the best choice.

What do you want to do?

Control the drop-down list by using display triggers Navigate the Formula AutoComplete drop-down list by using keys Enter an item from the drop-down list by using an insert trigger Turn Formula AutoComplete on or off

Control the drop-down list by using display triggers
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The following table summarizes how to dynamically control the display of items in the Formula

AutoComplete drop-down list.

TO DISPLAY TYPE THIS

Excel and user-definedfunction names

A letter or beginning letters anywhere a function can be entered.

Example: Su

Function arguments (No display trigger).

Type the argument, such as a number or cell reference, or use a display trigger, such

beginning letters, a comma, an opening parenthesis, or an [ (opening bracket).

Example: SUM(5, A2, [

For each subsequent argument, type a comma and then the argument or anotherdisplay trigger.

NOTE The following functions have arguments with enumerated constants that

automatically display in the drop-down list: CELL, FV, HLOOKUP, MATCH, PMT, PV,

RANK.AVG, RANK.EQ, SUBTOTAL, and VLOOKUP.

Defined names and table

names

A letter or beginning letters where that name can be entered.

Example: Ann

Table column specifiers

and special item

specifiers ([#All], [#Data],

[#Headers], [#Totals],

[#ThisRow])

One or more of the following:

[ (opening bracket) immediately after the table name.Example: AnnualSummary[

, (comma) immediately after a special item.Example: =AnnualSummary[#All],

: (colon) immediately after a column name.Example: AnnualSummary[Sales:

NOTE If the cell is in a table, the table name is optional. For example, the following

formulas would be the same:

=[Sales]/[Costs]


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=AnnualSummary[Sales]/AnnualSummary[Costs]

Connection names in

Cube functions

" (opening quotation mark) immediately after the opening parenthesis of a Cube

function name.

Example: CUBEMEMBER("

NOTE Only OLAP connections stored in the current workbook are listed.

Multidimensional

expressions (MDX) text

strings in Cube functions

One or more of the following:

" (opening quotation mark) immediately after the comma for an argument.Example: CUBEMEMBER("SalesCubeData","

. (period) immediately after a closing bracket.Example: CUBEMEMBER("SalesCubeData","[Customers].

Example: CUBEMEMBER("SalesCubeData","[Customers].[Mexico].

( (opening parenthesis) immediately after an opening quotation mark for anMDX text string to indicate the beginning of a tuple (a string containing comm

separated values).

Example: CUBEVALUE("SalesCubeData","(

, (comma) immediately after a closing bracket in an MDX text string toindicate the second part of a tuple.

Example: CUBEVALUE("SalesCubeData","([Customers].[Mexico],

{ (opening brace) immediately after an opening quotation mark for an MDXtext string to indicate the beginning of a set expression.

Example: CUBEVALUE("SalesCubeData","{

NOTES

You must be connected to an OLAP data source to enter an MDX text stringusing Formula AutoComplete.

If a caption is defined, it is displayed in a ScreenTip to help confirm the choic If an MDX text string is ambiguous, then a unique member name is still

entered but you must decide if the correct one was entered. For example, if


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there are two values for the following MDX text string:

CUBEMEMBER("SalesCubeData","[Customers].[Mexico].[Gutierrez].[Paulo Neves]

One of the following values would be entered:

[Customers].[Name].&[54342]

[Customers].[Name].&[34297]

If the one entered is not what you want, you would delete it, and then select the oth

one.

Microsoft SQL Server Analysis Services function names, such as "Children","Parent", or "Crossjoin" are not displayed in the drop-down list, but you can

still type them.

NOTES

At any time that you are using Formula AutoComplete, you can type what you want to finish theformula.

You can use Formula AutoComplete in the middle of an existing nested function or formula. Thetext immediately before the insertion point is used to display values in the drop-down list, and

all of the text after the insertion point remains unchanged.

Defined names that you create for enumerated constants, such as the ones used in theSUBTOTAL function, and Cube function connections do not display in the AutoComplete drop-

down list, but you can still type them.

TOP OF PAGE

Navigate the Formula AutoComplete drop-down list by using keys

The following table summarizes the keys that you can use to navigate the Formula AutoComplete drop-

down list.

TO PRESS

Move the insertion point one character to the left. LEFT ARROW

Move the insertion point one character to the right. RIGHT ARROW

Move the selection up one item. UP ARROW
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Move the selection down one item. DOWN ARROW

Select the last item. END

Select the first item. HOME

Move down one page and select a new item. PAGE DOWN

Move up one page and select a new item. PAGE UP

Close the drop-down list. ESCAPE (or click another cell)

Turn on or off Formula AutoComplete. ALT+DOWN ARROW

TOP OF PAGE

Enter an item from the drop-down list by using an insert trigger

IMPORTANT As you are typing a formula, even after using an insert trigger, don't forget to type the

closing parenthesis for a function, closing bracket for a table reference, or closing quotation mark for an

MDX text string.

To insert the selected item into the formula and put the insertion point directly after it, pressTAB, or double-click the item.

TOP OF PAGE

Turn Formula AutoComplete on or off

1. Click the File tab, click Options, and then click the Formulas category.2. Under Working with formulas, select or clear Formula AutoComplete.

TIP You can also press ALT+DOWN ARROW while you are typing a formula to toggle Formula

AutoComplete.
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Excel 2010: Name Range

byUsman Javaidon February 26, 2010

MS Office3

Writing formulas are easy in Excel. Sometimes, you need to deal with big datasheets and complex

formulas, it could create a chaos, especially when accessing data by specifying its cell location. Excel

2010 built-in feature Name Range will help you in this regard. By using it, you can specify the name of

the datasheet portion and then use it in the formula more easily and without hassling of remembering

cell locations.

Launch Excel 2010, and open a datasheet in which you want to apply Name Range.

For Example: We have a datasheet that contains student record, now we want to calculate the total

marks obtained by all the students, percentage and class standing.

In spite of calculating each cells value by its location inMarks column, we will give it a special name for

our convenience.

Go to File menu, click Options, andin left pane click Customize Ribbon, In right pane selectAllCommands from Choose commands from drop-down options and look for Name Managercommand.

Now at left pane, select Insert andhit New Group, new group will be added to Inserttab, change its

name to Name Manager, and then clickAdd >> button to add Name Mangercommand to newly created

group. Click OKto close Excel Options dialog.
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Now Select the Marks column to specify a special name to it. Click Name Manager, a dialog will appear,

click Newbutton in Name Managerdialog to add a name range.

You will reach a new dialog, it ask you to specify a name, choose a Scope of the name range (you can

also select specific worksheet from here), and Comments to help other to understand the rationale

behind choosing this name. You can see in the screenshot below, that Name is Marks and it refers to the

selected portion of datasheet. Click OKto continue


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It will bring you back to the Name Managerdialog, from here you can make a new name range, edit the

existing one, and delete the specific name range by clicking respective buttons. Marks is added in

toName Manageras shown in the screenshot. Click close to return.

Now write a simple formula in cell adjacent to Total Marks. We will write Marks (name range selected

earlier) instead of specifying which cells to add, hit Enter to view the result.


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This will show the desired result, i.e, sum of the marks obtained by the students.

By following the same process mentioned above, we will specify a name range for the Total

Marks andPercentage.


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We specify T_Marksfor Total Marks and percentage for Percentage cell as shown in the screenshot

below.

We will write a simple formula for evaluating percentage by specifying name range T_Marks.


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For Class Standing we will write a formula that says, if percentage is greater than 70, then Class Standing

would be inA category otherwise B.


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Date post:	04-Apr-2018
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Define and Use Names in Formulas

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