Google Sheets Named Ranges: Make Formulas Easier to Read

If you've ever stared at a formula like =SUMIF(B2:B500,D2,E2:E500) and had no idea what it does, named ranges are the fix. Google Sheets named ranges let you assign meaningful labels to cell ranges, turning cryptic references into readable formulas that anyone on your team can understand.

Instead of deciphering column letters, you write =SUMIF(Category,"Electronics",Revenue). Same result, completely different experience. In this guide, you'll learn how to create, use, and manage named ranges so your spreadsheets stay organized as they grow.

Key Takeaways:Named ranges replace cell references like B2:B500 with descriptive labels like RevenueGoogle Sheets supports up to 50,000 named ranges per spreadsheetThey work in SUMIF, VLOOKUP, QUERY, data validation, and conditional formattingNamed ranges make formulas easier to audit, share, and maintain long-term

What Are Named Ranges?

A named range is a custom label you attach to a specific cell or range of cells. Once defined, you can use that name anywhere you'd normally type a cell reference. For the official documentation on creating and managing named ranges, see Google's named ranges support page.

Here's the difference in practice:

Named ranges don't change how formulas calculate. They change how formulas read. That matters when you revisit a spreadsheet three months later or hand it off to a colleague who didn't build it.

How to Create a Named Range

There are two ways to create named ranges in Google Sheets. The menu method works best for most people.

Method 1: Data Menu

1. Select the cells you want to name (e.g., C2:C500).
2. Go to Data > Named ranges in the top menu.
3. A sidebar opens on the right. Type a name for the range (e.g., Revenue).
4. Verify the range reference is correct in the field below the name.
5. Click Done.

Method 2: Name Box

1. Select the cells you want to name.
2. Click the Name box (the small box showing the cell reference, left of the formula bar).
3. Type the name and press Enter.

The Name box method is faster but doesn't open the sidebar, so you won't see all existing named ranges.

Naming Rules

• Must start with a letter or underscore (_)
• Can contain letters, numbers, underscores, and periods
• No spaces allowed (use underscores: Sales_Data, not Sales Data)
• Cannot be a valid cell reference (e.g., A1 or B2 won't work)
• Maximum 250 characters
• Case-insensitive (Revenue and revenue are the same)

Using Named Ranges in Formulas

Once created, named ranges work everywhere you'd use a cell reference. Here are the most common use cases.

SUM and SUMIF

The simplest use case. Name your data columns, then reference them directly:

=SUM(Revenue)
=SUMIF(Region,"West",Revenue)
=SUMIFS(Revenue,Region,"West",Quarter,"Q4")

This is especially useful in financial spreadsheets where you reference the same columns dozens of times. If you're working with SUMIF formulas, named ranges make the criteria range and sum range immediately clear.

VLOOKUP and INDEX MATCH

Named ranges shine in lookup functions where the table array reference is often confusing:

=VLOOKUP("Widget",ProductCatalog,3,FALSE)
=INDEX(Price,MATCH("Widget",ProductName,0))

Compare that with =VLOOKUP("Widget",Sheet2!A2:F500,3,FALSE). The named version tells you exactly what you're searching through.

QUERY Function

Named ranges pair well with Google Sheets' QUERY function for readable data queries:

=QUERY(SalesData,"SELECT Col1, Col3 WHERE Col2 = 'Electronics' ORDER BY Col3 DESC")

Note: Inside the QUERY string, you still use Col1, Col2 syntax because the query language doesn't recognize named ranges within the SQL-like string. The named range replaces only the data source reference.

Data Validation

Named ranges are particularly useful in data validation dropdown lists. Instead of referencing a fixed range for your dropdown options, point to a named range. If the list grows, you only update the named range definition once.

Named Ranges Across Sheets

Named ranges work across tabs in the same spreadsheet. When you create a named range on Sheet1, you can use it in formulas on Sheet2, Sheet3, or any other tab without any special syntax.

For example, if ProductCatalog refers to Sheet1!A2:F500, you can write this formula on any sheet:

=VLOOKUP("Widget",ProductCatalog,3,FALSE)

No need to type Sheet1! every time. This is one of the biggest time-savers for multi-sheet workbooks.

Cross-Spreadsheet Limitation

Named ranges do not work across different spreadsheet files. If you need to pull data from another Google Sheets file, you'll need IMPORTRANGE instead. You can, however, combine both approaches: import data with IMPORTRANGE, land it on a helper sheet, then define a named range on that imported data for cleaner formulas throughout your workbook.

Managing Named Ranges

As spreadsheets grow, managing named ranges becomes just as important as creating them.

View and Edit

Open the Named ranges sidebar via Data > Named ranges. You'll see every named range with its reference. Click the pencil icon to edit the name or adjust the range. Click the trash icon to delete it.

When Ranges Expand

Named ranges don't automatically expand when you add rows. If Revenue points to C2:C500 and your data grows to row 600, those new rows are excluded. You have two options:

• Oversize the range: Define Revenue as C2:C10000 from the start. Empty cells won't affect most formulas.
• Use full columns: Define Revenue as C2:C. This covers all rows from 2 onward, no matter how much data you add.

The full-column approach is generally better for dynamic datasets, especially if you regularly import data via CSV files or add-ons like SmoothSheet.

Naming Conventions

Consistent naming prevents confusion in large workbooks. Here are practical conventions:

Pick one system and stick with it. Mixing styles across a workbook creates the same readability problem named ranges are supposed to solve.

Named Ranges vs Direct Cell References

Named ranges aren't always the right choice. Here's when they help and when they add unnecessary complexity.

Use named ranges when: Your spreadsheet has more than a few formulas, involves multiple sheets, or is shared with others. The readability gains compound over time.

Skip named ranges when: You're doing a quick one-off calculation or working in a small sheet that won't grow. Adding names to a 10-row dataset is overhead without benefit.

For teams that regularly import large CSV or Excel files into Google Sheets, named ranges are worth the upfront effort. When you bring in 50,000 rows with SmoothSheet and start building formulas on that data, having =SUMIF(Department,"Marketing",Spend) instead of =SUMIF(B2:B50000,"Marketing",F2:F50000) saves real time across every formula you write.

FAQ

How many named ranges can I create in Google Sheets?

Google Sheets allows up to 50,000 named ranges per spreadsheet. In practice, most workbooks use between 5 and 50. If you're approaching hundreds, consider whether some ranges could be consolidated or whether your data model needs restructuring.

Can I use named ranges in IMPORTRANGE?

No. IMPORTRANGE requires a string reference like "A1:D100" and the external spreadsheet ID. Named ranges only work within the same spreadsheet file. However, you can import data to a helper sheet and then define named ranges on that imported data for use elsewhere in the workbook.

Do named ranges update automatically when I add rows?

Not by default. If you define Revenue as C2:C500, adding data in row 501 won't be included. To make ranges dynamic, use open-ended references like C2:C, which automatically include all rows from row 2 downward.

Can two named ranges have the same name?

No. Named range names must be unique within a spreadsheet. Names are also case-insensitive, so Revenue and revenue count as the same name. If you need similar names for different sheets, use a prefix convention like Sales_Revenue and Marketing_Revenue.

Conclusion

Named ranges are one of those Google Sheets features that take five minutes to set up and save hours over the life of a spreadsheet. They make formulas readable, reduce errors when ranges change, and help teams collaborate without a "what does column F mean?" conversation. For a broader look at all the functions you can use with named ranges, browse the complete Google Sheets function list.

Start with your most-used columns: the ones you reference in multiple formulas across sheets. Name those first, update your formulas, and you'll immediately see the difference in clarity. For more ways to organize your data before it even reaches Google Sheets, try the CSV Column Reorder tool to get your columns in the right order from the start.