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Working with Named Ranges

Named Ranges

To link a table from OfficeConnect for Excel to OfficeConnect for PowerPoint, you need to define the table as a named range.

named range is a user-defined area of cells, rows, or columns in an Excel file. With a named range, you can perform operations on that area as a whole. One powerful use is the ability to jump quickly to the named range from wherever else you are in the workbook. Another use, which you’ll work with in this section, is that you can copy a named range from OfficeConnect for Excel and link it in a PowerPoint slide.

You can move or change data, and even add or delete rows or columns within the named range, and the named range maintains its integrity as a single object. When you make any change to the named range in Excel, the change is reflected in PowerPoint as soon as you refresh the presentation.

Search for Named Ranges in Excel online help for information.

Create a Named Range

Use one of two methods to create your named range.

To create a named range by selecting the area:

  1. Select the area you want to include in the range, whether it’s a set of cells, rows, or columns.

  2. Click in the Name Box near the upper-left corner of the Excel window so that the current contents are selected.

  3. Type the name you want for this named range, and then press Enter.
    The named range is created. You can click the arrow in the Name Box in any sheet in this workbook and see the named range. Click the named range in the dropdown, and Excel goes to its location in the grid.

You can also create a named range by using the Define Name command.

To create a named range by using the Define Name command:

  1. Select the area you want to include in the named range, whether it’s a single cell or a set of cells, rows, or columns.

  2. On the Formulas tab, in the Defined Names group, click Define Name.
    The New Name dialog box appears.

  3. In the Name box, type the name you want for this named range.

  4.  In the Scope box, specify whether this named range should be available from a particular worksheet in the workbook, or if it should be available throughout (the default).

  5.  In the Comments box, add a note if necessary.

  6.  Check the Refers to box and make sure the code reflects the area you selected for this range. Make any corrections as needed, either by selecting in the grid or by editing the code.

  7. Click OK.
    The named range is created as you specified. You can click the arrow in Name Box and see the named range in the drop-down menu.

Edit a Named Range

You can dynamically add or remove columns or rows within the scope of a named range, and the named range adjusts automatically. However, if you need to add or remove columns or rows that are outside the current scope of the named range, use the Name Manager. Also use the Name Manager if you want to change the name of the named range.

To edit a named range, follow these steps:

  1.  On the Formulas menu, in the Defined Names group, click Name Manager.
    The Name Manager dialog box appears, listing all named ranges in this workbook.

  2. Click the named range you want to change, and then click Edit.
    The Edit Name dialog box appears.

  3. Use the Name box if you want to change the name of the named range.

  4. Use the Comments box if you want to add or change a note about the named range.

  5. Click in the Refers to box to change the area for this named range. When you click in the box, the range appears in the grid. You can make your changes by either selecting in the grid or by editing the code.

  1.  Click OK.

  2.  Click Close in the Name Manager dialog box.
    The named range is modified as you specified.

Delete a Named Range

You also use the Name Manager if you want to delete a named range.

To delete a named range:

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

  2. Click the named range you want to delete, and then click Delete.

  3.  Click Close.
    The named range is removed.

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