Please Note: This article is written for users of the following Microsoft Excel versions: 2007, 2010, 2013, and 2016. If you are using an earlier version (Excel 2003 or earlier), this tip may not work for you. For a version of this tip written specifically for earlier versions of Excel, click here: Understanding Views.
by Allen Wyatt
(last updated April 30, 2016)
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:
Figure 1. The Add View dialog box.
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, and 2016. You can find a version of this tip for the older menu interface of Excel here: Understanding Views.
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