Ranges in Microsoft Excel  Step by Step Guide ▷ 2020

The excel ranges They are one of the most used aspects of this program. With it, all kinds of operations can be carried out and they can be worked together or separately.

In this way, different formats can be applied to it or ordered within the same spreadsheet. In summary, they constitute the base of all the operations that are carried out within Microsoft Excel.

Throughout this post, we will talk to you about what are the ranges, what are they for, what are the types and how to identify them within the document. In addition, we will teach you how to get the most out of them.

What is a range in Microsoft Excel and what is it for in spreadsheets?

What are Excel ranges?

As we indicated above, the Excel range is understood to be all set of adjacent cells that can be selected with the aim of executing the same operation with all of them. Through bliss group, the user can format them, order items, and perform any other type of task on the spreadsheet.

It is the main base of everything Excel, because in the range all kinds of operations can be executed. More simply, it can be said that the cell range it is just a set of them. It gets its name from first and last cell which is selected, for example, A1 and D3 (A1: D3).

When they are selected, different tasks can be performed on them at the same time. Notably cell ranges are used to form tables, create reports, charts and much more.

In case you want to work on a certain range, just scroll through the sheet with the mouse and click on the cells in which you are going to work. You can also take advantage of the ranges if you need do a specific calculation on a set of cells.

What you should do is write the cell range into the formula That they have the data you require and that’s it.

Types of ranges What are all those that exist in Microsoft Excel?

exist three classifications of range types, and each of them has a different functionality.

In this sense, we will explain what each type is about:

  • One-dimensional: as its name shows, a one-dimensional range is one that refers to single cell. It can be from the current sheet that is being worked on or on another sheet. Examples of them are A1, B2, C3, among others.
  • Two-dimensional: when talking about two-dimensional ranges, it refers to a group of contiguous cells or not, and applies to both a current sheet and another. For example: A1: D3, B5: M2, etc.
  • Three-dimensional: three-dimensional ranges refer to a cell or group of cells that start on one sheet and end on another. They have this name because the ranges cut through the leaves, which gives them depth. For example: Sheet1: Sheet3! F3.

Learn step by step how to select ranges in your Excel spreadsheets

Once you are clear about what a rank and the types that exist, the next step is to work directly on the spreadsheet. The range selection process is very simple.

Below we will show you a step-by-step guide where you will learn to select ranges quickly and easily:

Select a range

Select a range in Excel

To select a single range, there are different ways:

  • Press the left button of your mouse and drag it towards the desired direction until all the cells you are going to work with are selected. Then release the mouse.
  • Use the Shift key and use the keyboard arrows to select the range cells you need.
  • Enter the address of the range into the Excel name box and then hit Enter. Note that the address you entered will disappear, but the range will remain selected.

Select multiple ranges

Select multiple ranges in Excel

In many cases, you may need to apply a special format to ranges that are not contiguous. To be able to select them in Windows, there is a specific technique.

Then follow these steps:

  • Select the first range.
  • Immediately after, press Ctrl and keep it pressed while making the selection of other ranges with the mouse.
  • When you have finished selection, you can drop the Ctrl key.

In case you have a macOS team, you apply the same procedure but instead of pressing the Ctrl key, you must do it with the Command key.

You can too select multiple ranges using only the keyboard.

To do it in Windows you must:

  • Press the combination Shift + F8 after you have selected a range.
  • This will will allow to add a new rank to selection.
  • You will appreciate that you correctly pressed the combination, because the status bar will show the message “Add to selection”.

Select ranges from different spreadsheets

Select ranges in different worksheets in Excel

Three-dimensional ranges allow you to use different cells on multiple sheets and work with them in parallel. One point to keep in mind when selecting ranges in different spreadsheets is that you can only select the same range for different sheets.

The procedure is the next:

  • Select range you want on the first sheet.
  • Press the Shift key (on Windows) or Command (on macOS) Y click on the label of the last sheet in which you are going to include the selection. For example: select cell range B2: C5 from sheet 1 to sheet 4.

Also, you should know that once the selection is made, any command you execute within it will be applied to all the ranges of the different sheets that are included. With the Shift key you will select a continuous group of sheets, but if you must select sheet by sheet, use the Ctrl key and choose each one that you will include in the selection.

Paste in certain ranges

Paste in certain ranges

Within Excel, it is possible to decide how the data will be pasted within certain ranges. To be able to do this, the options included in the Excel paste special. To know the different possibilities, open the drop-down menu of the Paste button.

There you will find options such as:

  • Paste: paste the content of cells, validation of data and formats.
  • Formulas: paste the formulas without formatting the cells.
  • Formulas and numbers format: paste the formulas and number formatting.
  • Keep source format: paste the formulas and all the cell formatting.
  • Without Borders: paste everything but the edges of the cell.
  • Keep width of source columns: paste the formulas and the width of the source columns.
  • Transpose: allows you to change the orientation of the range, changing rows by columns or vice versa.
  • Values: paste only the result of the formulas.
  • Format of values ​​and numbers: paste both the result of the formulas and the number format.
  • Values ​​format and origin: paste the result of the formulas and all the formatting of the cell.
  • Format: paste only the cell formatting.
  • Paste link: creates a formula in the destination cell, making a reference to the source cell.
  • Image: paste the copied cells as an image.
  • Linked Image: paste the information as an image, which is automatically updated if the original data is modified.

In this sense, to paste into certain Excel ranges within Windows, you just have to copy the cells that contain the data you need. Then go to the range where you are going to paste the information and choose between the special paste options.

In the case of macOS, you have to:

  • Select cells or ranges that have the information you require.
  • In the tab Start, click on Copy.
  • Click on the first cell or range where do you want to paste information.
  • In Start, click the arrow next to the button. Paste.
  • Choose Special glue.
  • Choose fill options what you wish.

If you have any questions, leave them in the comments, we will answer you as soon as possible, and it will surely be of great help to more members of the community. Thank you! 😉

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