Home > Articles > Business & Management > General Business

This chapter is from the book

Working with Range Names in Formulas

Chapter 2, "Using Range Names," showed you how to define and use range names in your worksheets. You probably use range names often in your formulas. After all, a cell that contains the formula =Sales-Expenses is much more comprehensible than one that contains the more cryptic formula =F12-F3. The next few sections show you some techniques that make it easier for you to use range names in formulas.

Pasting a Name into a Formula

One way to enter a range name in a formula is to type the name in the formula bar. But what if you can't remember the name? Or what if the name is long and you've got a deadline looming? For these kinds of situations, Excel has several features that enable you to select the name you want from a list and paste it right into the formula. Start your formula, and when you get to the spot where you want the name to appear, use any of the following techniques:

  • Choose Formulas, Use in Formula and then click the name in the list that appears (see Figure 3.6).
    Figure 3.6

    Figure 3.6 Drop down the Use in Formula list and then click the range name you want to insert into your formula.

    ICON TYPE

  • Choose Formulas, Use in Formula, Paste Names (or press F3) to display the Paste Name dialog box, click the range name you want to use, and then click OK.
  • Type the first letter or two of the range name to display a list of names and functions that start with those letters, select the name you want, and then press Tab.

    ICON TYPE

Applying Names to Formulas

If you've been using ranges in your formulas and you name those ranges later, Excel doesn't automatically apply the new names to the formulas. Instead of substituting the appropriate names by hand, you can get Excel to do the hard work for you. Follow these steps to apply the new range names to your existing formulas:

  1. Select the range in which you want to apply the names, or select a single cell if you want to apply the names to the entire worksheet.
  2. Choose Formulas, Define Name, Apply Names. Excel displays the Apply Names dialog box, shown in Figure 3.7.
    Figure 3.7

    Figure 3.7 Use the Apply Names dialog box to select the names you want to apply to your formula ranges.

  3. Choose the name or names you want applied from the Apply Names list.
  4. Activate the Ignore Relative/Absolute check box to ignore relative and absolute references when applying names. (See the next section for more information on this option.)
  5. The Use Row and Column Names check box tells Excel whether to use the worksheet's row and column names when applying names. If you activate this check box, you also can click the Options button to see more choices. (See the section in this chapter, "Using Row and Column Names When Applying Names," for details.)
  6. Click OK to apply the names.

Ignoring Relative and Absolute References When Applying Names

If you clear the Ignore Relative/Absolute option in the Apply Names dialog box, Excel replaces relative range references only with names that refer to relative references, and it replaces absolute range references only with names that refer to absolute references. If you leave this option activated, Excel ignores relative and absolute reference formats when applying names to a formula.

For example, suppose that you have a formula such as =SUM(A1:A10) and a range named Sales that refers to $A$1:$A$10. With the Ignore Relative/Absolute option turned off, Excel will not apply the name Sales to the range in the formula; Sales refers to an absolute range, and the formula contains a relative range. Unless you think you'll be moving your formulas around, you should leave the Ignore Relative/Absolute option activated.

Using Row and Column Names When Applying Names

For extra clarity in your formulas, leave the Use Row and Column Names check box activated in the Apply Names dialog box. This option tells Excel to rename all cell references that can be described as the intersection of a named row and a named column. In Figure 3.8, for example, the range C6:C13 is named January, and the range C7:E7 is named Rent. This means that cell C7—the intersection of these two ranges—can be referenced as January Rent.

Figure 3.8

Figure 3.8 Before applying range names to the formulas, cell F7 (Total Rent) contains the formula =C7+D7+E7.

As shown in Figure 3.8, the Total for the Rent row (cell F7) currently contains the formula =C7+D7+E7. If you applied range names to this worksheet and activated the Use Row and Column Names option, you'd think this formula would be changed to this:

=January Rent + February Rent + March Rent

If you try this, however, you'll get a slightly different formula, as shown in Figure 3.9.

Figure 3.9

Figure 3.9 After applying range names, the Total Rent cell contains the formula =January+February+March.

The reason for this is that when Excel is applying names, it omits the row name if the formula is in the same row. (It also omits the column name if the formula is in the same column.) In cell F7, for example, Excel omits Rent in each term because F7 is in the Rent row.

Omitting row headings isn't a problem in a small model, but it can be confusing in a large worksheet, where you might not be able to see the names of the rows. Therefore, if you're applying names to a large worksheet, you'll probably prefer to include the row names when applying names.

Choosing the Options button in the Apply Names dialog box displays the expanded dialog box shown in Figure 3.10. This includes extra options that enable you to include column (and row) headings:

  • Omit Column Name If Same Column—Clear this check box to include column names when applying names.
  • Omit Row Name If Same Row—Clear this check box to include row names.
  • Name Order—Use these options to choose the order of names in the reference (Row Column or Column Row).
Figure 3.10

Figure 3.10 The expanded Apply Names dialog box.

Naming Formulas

In Chapter 2, you learned how to set up names for often-used constants. You can apply a similar naming concept for frequently used formulas. As with the constants, the formula doesn't physically have to appear in a cell. This not only saves memory, but it often makes your worksheets easier to read as well. Follow these steps to name a formula:

  1. Choose Formulas, Define Name to display the New Name dialog box.
  2. Enter the name you want to use for the formula in the Name text box.
  3. In the Refers To box, enter the formula exactly as you would if you were entering it in a worksheet.
  4. Click OK.

Now you can enter the formula name in your worksheet cells (instead of the formula itself). For example, the following is the formula for the volume of a sphere (r is the radius of the sphere):

3/3

So, assuming that you have a cell named Radius somewhere in the workbook, you could create a formula named, say, SphereVolume, and make the following entry in the Refers To box of the New Name dialog box (where PI() is the Excel worksheet function that returns the value of Pi):

=(4 * PI() * Radius ^ 3) / 3

InformIT Promotional Mailings & Special Offers

I would like to receive exclusive offers and hear about products from InformIT and its family of brands. I can unsubscribe at any time.

Overview


Pearson Education, Inc., 221 River Street, Hoboken, New Jersey 07030, (Pearson) presents this site to provide information about products and services that can be purchased through this site.

This privacy notice provides an overview of our commitment to privacy and describes how we collect, protect, use and share personal information collected through this site. Please note that other Pearson websites and online products and services have their own separate privacy policies.

Collection and Use of Information


To conduct business and deliver products and services, Pearson collects and uses personal information in several ways in connection with this site, including:

Questions and Inquiries

For inquiries and questions, we collect the inquiry or question, together with name, contact details (email address, phone number and mailing address) and any other additional information voluntarily submitted to us through a Contact Us form or an email. We use this information to address the inquiry and respond to the question.

Online Store

For orders and purchases placed through our online store on this site, we collect order details, name, institution name and address (if applicable), email address, phone number, shipping and billing addresses, credit/debit card information, shipping options and any instructions. We use this information to complete transactions, fulfill orders, communicate with individuals placing orders or visiting the online store, and for related purposes.

Surveys

Pearson may offer opportunities to provide feedback or participate in surveys, including surveys evaluating Pearson products, services or sites. Participation is voluntary. Pearson collects information requested in the survey questions and uses the information to evaluate, support, maintain and improve products, services or sites, develop new products and services, conduct educational research and for other purposes specified in the survey.

Contests and Drawings

Occasionally, we may sponsor a contest or drawing. Participation is optional. Pearson collects name, contact information and other information specified on the entry form for the contest or drawing to conduct the contest or drawing. Pearson may collect additional personal information from the winners of a contest or drawing in order to award the prize and for tax reporting purposes, as required by law.

Newsletters

If you have elected to receive email newsletters or promotional mailings and special offers but want to unsubscribe, simply email information@informit.com.

Service Announcements

On rare occasions it is necessary to send out a strictly service related announcement. For instance, if our service is temporarily suspended for maintenance we might send users an email. Generally, users may not opt-out of these communications, though they can deactivate their account information. However, these communications are not promotional in nature.

Customer Service

We communicate with users on a regular basis to provide requested services and in regard to issues relating to their account we reply via email or phone in accordance with the users' wishes when a user submits their information through our Contact Us form.

Other Collection and Use of Information


Application and System Logs

Pearson automatically collects log data to help ensure the delivery, availability and security of this site. Log data may include technical information about how a user or visitor connected to this site, such as browser type, type of computer/device, operating system, internet service provider and IP address. We use this information for support purposes and to monitor the health of the site, identify problems, improve service, detect unauthorized access and fraudulent activity, prevent and respond to security incidents and appropriately scale computing resources.

Web Analytics

Pearson may use third party web trend analytical services, including Google Analytics, to collect visitor information, such as IP addresses, browser types, referring pages, pages visited and time spent on a particular site. While these analytical services collect and report information on an anonymous basis, they may use cookies to gather web trend information. The information gathered may enable Pearson (but not the third party web trend services) to link information with application and system log data. Pearson uses this information for system administration and to identify problems, improve service, detect unauthorized access and fraudulent activity, prevent and respond to security incidents, appropriately scale computing resources and otherwise support and deliver this site and its services.

Cookies and Related Technologies

This site uses cookies and similar technologies to personalize content, measure traffic patterns, control security, track use and access of information on this site, and provide interest-based messages and advertising. Users can manage and block the use of cookies through their browser. Disabling or blocking certain cookies may limit the functionality of this site.

Do Not Track

This site currently does not respond to Do Not Track signals.

Security


Pearson uses appropriate physical, administrative and technical security measures to protect personal information from unauthorized access, use and disclosure.

Children


This site is not directed to children under the age of 13.

Marketing


Pearson may send or direct marketing communications to users, provided that

  • Pearson will not use personal information collected or processed as a K-12 school service provider for the purpose of directed or targeted advertising.
  • Such marketing is consistent with applicable law and Pearson's legal obligations.
  • Pearson will not knowingly direct or send marketing communications to an individual who has expressed a preference not to receive marketing.
  • Where required by applicable law, express or implied consent to marketing exists and has not been withdrawn.

Pearson may provide personal information to a third party service provider on a restricted basis to provide marketing solely on behalf of Pearson or an affiliate or customer for whom Pearson is a service provider. Marketing preferences may be changed at any time.

Correcting/Updating Personal Information


If a user's personally identifiable information changes (such as your postal address or email address), we provide a way to correct or update that user's personal data provided to us. This can be done on the Account page. If a user no longer desires our service and desires to delete his or her account, please contact us at customer-service@informit.com and we will process the deletion of a user's account.

Choice/Opt-out


Users can always make an informed choice as to whether they should proceed with certain services offered by InformIT. If you choose to remove yourself from our mailing list(s) simply visit the following page and uncheck any communication you no longer want to receive: www.informit.com/u.aspx.

Sale of Personal Information


Pearson does not rent or sell personal information in exchange for any payment of money.

While Pearson does not sell personal information, as defined in Nevada law, Nevada residents may email a request for no sale of their personal information to NevadaDesignatedRequest@pearson.com.

Supplemental Privacy Statement for California Residents


California residents should read our Supplemental privacy statement for California residents in conjunction with this Privacy Notice. The Supplemental privacy statement for California residents explains Pearson's commitment to comply with California law and applies to personal information of California residents collected in connection with this site and the Services.

Sharing and Disclosure


Pearson may disclose personal information, as follows:

  • As required by law.
  • With the consent of the individual (or their parent, if the individual is a minor)
  • In response to a subpoena, court order or legal process, to the extent permitted or required by law
  • To protect the security and safety of individuals, data, assets and systems, consistent with applicable law
  • In connection the sale, joint venture or other transfer of some or all of its company or assets, subject to the provisions of this Privacy Notice
  • To investigate or address actual or suspected fraud or other illegal activities
  • To exercise its legal rights, including enforcement of the Terms of Use for this site or another contract
  • To affiliated Pearson companies and other companies and organizations who perform work for Pearson and are obligated to protect the privacy of personal information consistent with this Privacy Notice
  • To a school, organization, company or government agency, where Pearson collects or processes the personal information in a school setting or on behalf of such organization, company or government agency.

Links


This web site contains links to other sites. Please be aware that we are not responsible for the privacy practices of such other sites. We encourage our users to be aware when they leave our site and to read the privacy statements of each and every web site that collects Personal Information. This privacy statement applies solely to information collected by this web site.

Requests and Contact


Please contact us about this Privacy Notice or if you have any requests or questions relating to the privacy of your personal information.

Changes to this Privacy Notice


We may revise this Privacy Notice through an updated posting. We will identify the effective date of the revision in the posting. Often, updates are made to provide greater clarity or to comply with changes in regulatory requirements. If the updates involve material changes to the collection, protection, use or disclosure of Personal Information, Pearson will provide notice of the change through a conspicuous notice on this site or other appropriate way. Continued use of the site after the effective date of a posted revision evidences acceptance. Please contact us if you have questions or concerns about the Privacy Notice or any objection to any revisions.

Last Update: November 17, 2020