XL: Using Defined Names to Automatically Update a Chart Range

ID: Q183446

The information in this article applies to:

Microsoft Excel 97 for Windows
Microsoft Excel for Windows 95, version 7.0
Microsoft Excel for Windows, version 5.0

SUMMARY

To set up a chart that is automatically updated as you add new information to an existing chart range, create defined names that dynamically change as you add or remove data.

MORE INFORMATION

This section includes two methods for using defined names to automatically update the chart range.

NOTE: The methods in this section assume there are no more than 200 rows of data. You can revise the defined names so that they use the appropriate number and reflect the maximum number of rows.

Method 1: Use OFFSET with a Defined Name

To use this method, follow these steps:

In a new worksheet, type the following data:


        A1:  Month    B1:  Sales
        A2:  Jan      B2:  10
        A3:  Feb      B3:  20
        A4:  Mar      B4:  30

Point to Name on the Insert menu and click Define.

In the Names in workbook box, type Date.

In the Refers To box, type:


=OFFSET($A$2,0,0,COUNTA($A$2:$A$200),1)

Click Add.

In the Names in workbook box, type Sales.

In the Refers To box, type:


=OFFSET($B$2,0,0,COUNT($B$2:$B$200),1)

Clear cell B2, and then type the following formula:
```
=RAND()*0+10 
```
NOTE: This formula, which uses the volatile RAND function, automatically update the OFFSET formula that is used in the defined name "Sales" when you enter new data into column B. The value 10, which is used in this formula, is the original value of cell B2.

Select $A$1:$B$4.

Create the chart and add the defined names in the chart.

If you are using Excel 97, follow these steps:
1. Click Chart on the Insert menu to start the Chart Wizard.
2. Click a chart type and click Next.
3. Click the Series tab. In the Series list, click Sales.
4. In the Category (X) Axis Labels box, replace the cell reference with the defined name Date.
  
  For example, the formula might be similar to the following:
```
           =Sheet1!Date 
```
5. In the Values box, replace the cell reference with the defined name Sales.
  
  For example, the formula might be similar to the following:
```
           =Sheet1!Sales 
```
6. Click Next.
7. Make any changes you want in step 3 of the Chart Wizard and click Next.
8. Specify the chart location and click Finish.
If you are using Excel 5.0 or Excel 7.0, follow these steps:
1. Point to Chart on the Insert menu and click As New Sheet to start the Chart Wizard.
2. Click Next.
3. Click a chart type and click Next.
4. Click a chart subtype and click Next.
5. Click Columns for Data Series In and type 1 for Use First 1 Columns for Category (x) Axis Labels. Click Next.
6. Click the titles you want to display and click Finish.
  
  The chart appears on a new chart.
7. Select the data series. Click Select Data Series on the Format menu.
8. Click the X Values tab. In the X Values box, replace the cell reference with the defined name Date.
  
  For example, the formula might be similar to the following:
```
           =Sheet1!Date 
```
9. Click the Name And Values tab. In the Y Values box, replace the cell reference with the defined name Sales.
  
  For example, the formula might be similar to the following:
```
           =Sheet1!Sales 
```
10. Click OK.

Method 2: Use a Database, OFFSET, and Defined Names

You can also define your data as a database and create defined names for each chart data series.

To use this method, follow these steps:

In a new worksheet, type the following data:


       A1:  Month    B1:  Sales
       A2:  Jan      B2:  10
       A3:  Feb      B3:  20
       A4:  Mar      B4:  30

Select the range from A1 to B4 and click Set Database on the Data menu.

On the Formula menu, click Define Name.

In the Name box, type Date.

In the Refers To box, type:

=OFFSET(Database,1,0,ROWS(Database)-1,1)

Click Add.

In the Name box, type Sales.

In the Refers To box, type:


       =OFFSET(Database,1,1,ROWS(Database)-1,1)

Select $A$1:$B$4

Repeat step 10 from Method 1 to create the chart and add the defined names to the chart.

As long as the data that you want to appear in your chart is defined as a database, the chart is updated automatically as you add new data.

NOTE: If you are creating a series chart that plots every value in an adjacent block of cells in single column, and the block of cells starts with the first row, you can use either of the following formulas in the Refers To box for the defined name:

 =INDIRECT("Sheet1!$a$1:$a"&COUNT(Sheet1!$A:$A))</FIXEDTEXT>

-or-

=Sheet1!$A$1:OFFSET(Sheet1!$A$1,COUNT(Sheet1!$A:$A),0)

To use a block of cells that start with a cell on a row other than the first row, reference that row in the first cell reference and add the starting row number to the count to find the last row number. To plot adjacent nonnumeric entries (for example, labels), use COUNTA instead of COUNT.

Additional query words: XL97 database counta count dynamic

Keywords : kbdta xlchart
Version : WINDOWS:5.0,7.0,97
Platform : WINDOWS
Issue type : kbhowto