Understanding Views

A view is a pattern for what information within a worksheet should look like. This pattern can be given a name and saved within Excel. The named view can later be recalled quickly. In some ways a view is similar to a scenario. (Scenarios are discussed in other issues of ExcelTips.) They differ, however, in that a scenario deals with the content (the values) stored in a worksheet, while a view is concerned with how the worksheet appears.

A view can contain information such as which rows and columns are visible, row height, column width, formatting characteristics, and window size and position. You can define and store several views of data in a worksheet. For instance, one view could show the entire worksheet, while another could show a condensed (or summary) view of the information. Still another could be used to show the full worksheet on the screen at one time.

To create a view, follow these steps:

1. Format and situate your worksheet as you want it to appear.
2. Display the View tab of the ribbon.
3. Click the Custom Views tool in the Workbook Views group. Excel displays the Custom Views dialog box.
4. Click on the Add button. Excel displays the Add View dialog box. (See Figure 1.)



Figure 1. The Add View dialog box.

5. In the Name field, supply the name you want associated with this view. This name can be up to 255 characters long, including spaces.
6. In the Include in View section, select the options that reflect what you want saved with this view. You can choose to include both print settings and hidden rows and columns.
7. When you are satisfied with your settings, click the OK button. The current view is saved by Excel.

You can now proceed to adjust the formatting and display of your worksheet so it reflects what you want saved as the next view. Repeat this process to store the new view.

You should know that if your worksheet contains a defined data table (a range of cells specifically designated as a data table), then you won't be able to use custom views. If you try, you'll note that the Custom Views tool (step 3 in the above steps) is grayed out and cannot be selected.

ExcelTips is your source for cost-effective Microsoft Excel training. This tip (7217) applies to Microsoft Excel 2007, 2010, 2013, 2016, 2019, Excel in Microsoft 365, and 2021. You can find a version of this tip for the older menu interface of Excel here: Understanding Views.