Tuesday, June 14, 2022

Sheet Views in Excel [MS]

Have you ever collaborated with someone else in a worksheet, looking at a large data set, and suddenly the table shrinks and you're unable to finish your work? It's pretty disruptive isn't it?

Sheet views are an innovative way of letting you create customized views in an Excel worksheet without being disrupted by others. For instance, you can set up a filter to display only the records that are important to you, without being affected by others sorting and filtering in the document. You can even set up multiple sheet views on the same worksheet. Any cell-level edits you make will automatically be saved with the workbook regardless of which view you're in.

Note: Sheet views are currently limited to Excel 2007 or later files stored in OneDrive, OneDrive for Business, and SharePoint. If you save a local copy of a file that contains sheet views, the sheet views will be unavailable until the file is saved to SharePoint and opened from that environment. If you add sheet views to a workbook and save it as Excel 97-2003, the sheet views will be discarded.

For desktop, mobile, and tablet, it's more useful when everyone in a document is using Sheet View so that when coauthoring, no one is being impacted by each other's sorts and filters. If you are not in a Sheet View when using desktop, mobile, and tablet, you will be impacted by others sorts and filters. To reduce this impact, we will sometimes opt you into a Sheet View so that you are unaffected by sorts and filters from others.

Important: While using a Sheet View, you can group, hide, or display columns and rows just at you would normally. This lets you see only the columns and rows you care about in Excel for the web without changing the view for others.  However, if you're using Sheet Views in Excel mobile, tablet, or desktop, hiding or displaying rows in a Sheet View will change the Default view of the workbook. Sheet Views are not affected. Additionally, we will not trigger you to enter a Sheet View or opt you into a Sheet View when you group, hide, or display columns and rows in the document. You must enter a Sheet View and perform these actions there just as you would normally. 

Add a sheet view

  • Select the worksheet where you want the sheet view, then click to View > Sheet View > New.

  • Apply the sort/filter that you want. Excel automatically names your new view Temporary View to indicate the sheet view isn't saved yet. To save it, click Temporary View in the sheet view menu, type the new sheet view name, and then press Enter.

Using a sheet view

  • If other people are working on the file, you can sort or filter, and Excel asks if you want to apply that sort or filter for just you, or everyone. This is another entry point for sheet views.

  • When you're ready to display a particular view, you can select it from the sheet view menu.

  • The sheet view menu only displays views for the active worksheet.

  • When a sheet view is applied, an eye symbol appears next to the worksheet tab name. Hovering over the eye will display the active sheet view's name.

  • When you first create a new sheet view, Excel will preserve your initial view and display it in the sheet view switcher as Default. Selecting the default option will reset your view to the main view of the document.

Close or switch between sheet views

  • To close a sheet view and return to the default view, click View > Sheet View > Exit.

  • To switch between views, click View > Sheet View and then select your view from the sheet view menu.

Delete a sheet view

  • If you decide that you no longer want a particular sheet view, click View > Sheet Views > Options, select the view in question, and then press Delete.

Sheet View options

  • There is an Options dialog within the Sheet View group on the View tab. This dialog lists all sheet views that are associated with a given worksheet. You can also Rename, Duplicate, or Delete existing views. To activate a view from the Options dialog, you can double-click the in the sheet views list, or select it, then use the Switch to... button.

Frequently Asked Questions

Why do my Sheet View options appear grayed out? You can only use Sheet Views in a document that is stored in a SharePoint or OneDrive location.

Is a sheet view private, and only for me? No, other people who share the workbook can see views you create if they go to the View tab, and look at the sheet view menu in the Sheet Views group.

What happens when a sheet view is active and I close the file and reopen? Any active sheet view will automatically reset to the default view.

Can I make different sheet views? You can create up to 256 Sheet Views, but you probably don't want to get overly complicated.

Need more help?

You can always ask an expert in the Excel Tech Community or get support in the Answers community.

See Also

Learn more about Sheet Views

No comments:

Post a Comment

Search This Blog

Type in a bi-directional language in Office for iPad or iPhone (iOS 8) [MS]

Type in a bi-directional language in Office for iPad or iPhone (iOS 8) Ex...