Effortlessly manage large workbooks
Handling huge, multi-sheet Excel workbooks with filters, hidden rows, and print layouts is exhausting really fast. The inconveniences of rearranging your screen to show very specific sections or, sometimes, to get the right pages are enough to frustrate anybody. The good thing about Custom Views in Microsoft Excel is that they provide a very powerful yet underappreciated solution that saves your display settings, filters, print areas, etc., which then lets you switch between customized worksheet layouts with the click of a button.
This guide will teach you exactly how to use Custom Views in Microsoft Excel, thereby making navigation easier, allowing for better reporting, and improving the whole workflow.
🔍 Why Use Custom Views in Excel?
- Toggle between page layouts, filtering settings, and zoom levels on the fly
- Save or recall hidden rows, columns, and panes with a single click instead of manual adjustment
- Prepare print-ready views for customers, colleagues, or reporting cycles
- Keep a clean data view for each stakeholder (Finance, Sales, HR)
- View liberation from a chaos of distractions and a dozen wrinkles of errors
Good enough for all those working on dashboards, monthly reports, financial models, or team-specific views.
🛠️ Step-by-Step: How to Create a Custom View in Excel
✅ 1. Arrange Your Worksheet as Needed
- Apply filters to columns (e.g., date ranges, departments)
- Hide or show rows/columns based on what's relevant
- Adjust freeze panes, zoom levels, and print area
- Set margins, headers, footers, or orientation for print
✅ 2. Save View
- Go to View -> Custom Views -> Add
- Give your unique name, such as Sales_Only_View and Printable_Report.
- Check the boxes to include print settings, hidden rows, and hidden columns.
✅ 3. Load View from View
- Go to View -> Custom Views.
- Choose the view you want.
- Click Show, and the layout appears immediately.
🎯 Real-Life Scenarios:
- Switch between Raw Data and Clean Dashboard View
- Hide branding headers for client-specific sheets
- Filter views for internal/external reporting
- Printer setting previews for landscape vs portrait
💡 Important Notes:
- Custom Views don't work with Excel Tables (Ctrl + T). Before you use this feature, convert your table to a range.
- View the store worksheet layout, but not the pivot table field settings or chart formatting.
📊 Best practices with Custom Views in Excel
- Keep the name of each view short and descriptive: Exec_Print, Finance_Q4, etc.
- Leave macro buttons or shapes with macros assigned to switch views quickly
- Combine Data Validation or Slicers to control dashboards
- Save views and reuse them for other sheets with the same layout structure
- Use views to control training materials, hiding answer keys or instructions
Custom Views in Microsoft Excel are a hidden gem that turns your spreadsheet chaos into organized clarity. Whether you're preparing weekly reports, financial statements, or training materials, using Custom Views will help you save time, reduce manual errors, and create clean, printable outputs for every audience.
Next time you're working with a large Excel file, try setting up just one or two custom views and instantly feel the difference in productivity and presentation!
🎓 Learn More with Other Levels
Take your Excel skills to the next level:
-
🌐 Visit our Other Levels Website
-
📺 Watch free tutorials on our Other Levels YouTube Channel, and learn Microsoft Excel from beginner to advanced.
✍️ Other Articles, Tips & Tricks you would like:
- Build a Simple CRM (Customer Relationship Management)system in Excel
- Direct Import Data from Website in Microsoft Excel
- How to Use Subtotal Feature of Microsoft Excel
Share:
Learn Advanced Data Manipulation in Microsoft Excel
Import CSV and TXT File in Microsoft Excel (The Right way)