Excel Range Vs Excel Table — Excel Essentials for Data Science (2024)

When it comes to working with data in Microsoft Excel, two terms often create confusion: Excel range and Excel table.

Many users find themselves questioning the distinctions between these two features and wondering which one to use for their specific needs.

By the end of the tutorial, you will have a clear understanding of the differences between Excel ranges and Excel tables and be able to confidently choose the right tool for your data management or analysis task. So, stay tuned!

— Table of contents —

1. What is Range?
2. What is Table?
3. Identifying Table and Range
4. Features comparison of Range and Table
5. Advantages / Limitations
6. When to use?

In simpler words, any set of cells, rows, or columns can be considered as a range.

A range is defined by the upper left corner cell and the lower right corner cell of the selection. Here A1:B11. A selected range can be a single row, a single column, or a single cell or even multiple of them.

A range allows cells that are not contiguous, to be a part of a single range. While table does not allow that. We will see more on table later in the tutorial.

Here, A1:A11 and C1:C11 are not contiguous, though they can form a single range. A range can also have a name, such range is called a Named Range. They are useful in formulas where range can be referred to as its name. E.g., =COUNTA(A1:A11) can be written as = COUNTA(City) where City is the name of range A1:A11.

To form a Named Range, select the required cells -> right click -> click on Define Name -> give desired name and define its scope (Where the range will be accessible)

Intuitively, a table is a set of rows and columns. So is a range then what’s the difference. Well, table is more structured and organized than a range. So, defining a table: A table is a dynamic set of cells that comes with some additional features and are pre-formatted and organized. In short a range with some additional features.

You will be able to differentiate both once we go through the examples, stay tuned!

To create a table:

Select the required cells -> go to insert menu -> click on table -> click OK and done.

You can perform the same using shortcut key (CTRL + T).

Like a range, table can also have a name. Click on any cell of table and you will see a menu Table Design, here you can change the table properties.

Unlike range, table does not allow non-contiguous cells to be a part of it.

Here, A1:A11 and C1:C11 are not contiguous, and Table option is disabled. So, we can say that, non-contiguous cells can not form a table.

You’re given a range and a table, how can you identify both?

Formatting

• The basic factor to differentiate is, at the point of defining both, a range does not have any formatting, while a table by default has a formatted cells with alternate color palate. You can change the formatting of course!

Filter option

• A range does not have filter option by default, while each column in a table already has filter. You need to explicitly add filter in a range.

Frozen Header

• In case of large no of rows, we need to explicitly freeze header in a range, while in table by default column headers remain frozen even if you scroll down.

Design Menu

• You will see extra Table Design menu when you select any cell of a table. It is not in case of range.

These are some basic points to check, if you want to differentiate them.

Not just by looks, but they also differ in the functionalities they offer.

Header

• Excel table must have a heading, while in range/Named range there is no such compulsion.

Adding a new row

• If a new row is added manually in a table, it automatically becomes a part of table, while in range it is not the case. To make it a part of range, again select cells and define name.

Aggregate Functions

• You need to explicitly apply aggregate function formulas in a range to get required answer. While in Table you can get all of them by shortcut key (CTRL + SHIFT + T). After that you can just select the function from dropdown list and you’ll get the answer.
• Select any cell of the table -> press (Ctrl + Shift + T) -> select function from list

• You can notice here that, for the ease of writing formula, excel uses [ColumnName] (e.g., [Tier]) in the formula bar(Fx). This is how Table is well structured and organized and makes it easier to work with data.

Calculated Columns

• Adding a new column with custom formula, and pressing (Ctrl + Down) or dragging it to the end sometimes becomes tedious in range when we have some blanks. But table relieves us in this case. You just need to add formula in one cell of the column, and hit Enter, it will automatically apply the formula in all rows. No need to press (Ctrl + Down).
• Even when a new row is added, the formula is copied automatically for the new row.

Pivot Tables and Pivot Charts

• Again adding a new row in range doesn’t update its pivot tables or charts. While adding new row in table and refreshing the data in pivot tables and charts, update them.

You can always convert Table to Range and vice versa.

Advantages

— Data Management

Table formatting and built-in features like auto-update makes data management easier than regular ranges.

— Improved Data Visualization

Table formatting offers enhanced and easy data visualization. You can apply different formatting styles on cells, rows, columns and visualize important aspects. It is not in the case of Range.

— Data Referencing

Table assigns names to each column and makes it easier to reference data in the table through column name, which is very much useful in formulas.

Limitations

— Resource Intensive

Tables become more resource intensive when you have large amount of data and complex formulas. This makes table work slower than normal ranges and makes it harder to manage particularly when you are dealing with older or less powerful computer.

— Limited Formatting options

Although table provides us with some basic formatting options, if you want to create some specific visual, it limits you there.

Till now you have understood the difference between Range and Table in Excel. Now you might get a question that which one should I use for my data? How can I decide which format will be efficient?

Based on following simple steps you can decide which will be efficient for your data.

Structure of Data

• If you’re working with a large data set that requires structured organization and management, Excel tables provide a more efficient solution. Tables automatically expand and adjust as you add or remove data, ensuring consistency and reducing the need for manual range adjustments.
• If your data doesn’t fit into a traditional table structure, such as when working with irregularly shaped data or data with varying column widths, using an Excel range is more suitable. Ranges offer the flexibility to adjust the size and shape of the selection to accommodate such data.

Compatibility with computer

• If you need to share your workbook with users who are working with older versions of Excel, using ranges is preferable. Excel tables were introduced in Excel 2007, so earlier versions may not support all the table features, making ranges a more universally compatible option.

Smaller Datasets

• When dealing with small data sets that don’t require extensive organization or advanced features, using an Excel range is often more practical. It allows you to quickly enter and analyze data without the need for additional table functionalities.

Data validation and Formatting

• Tables offer enhanced data validation options, allowing you to define specific rules for data entry within the table. Additionally, tables come with predefined table styles that provide consistent formatting to the entire table, making it visually appealing and easy to read.

Requirement of Dashboard

• When there is need of constant updates and visualization or say dashboard, table outperforms range due to auto update feature of table. Excel tables can serve as a reliable data source for PivotTables and charts.

So, in conclusion we can say that, when you have smaller dataset with the requirements of basic data manipulation Ranges are efficient. And when there is need of structured and organized data and dashboard, tables can be proved efficient.

Both have their own advantages and limitations. One must select them based on the requirements.

I hope this tutorial helped you in understanding Range and Table in Excel. And I will keep posting such stories about Data science essentials.

Till then Keep Learning!