How to Use Custom Views in Excel

Step-by-step

Custom Views save a sheet’s display settings, such as filters, zoom level, hidden rows and print settings, so you can switch between set-ups in two clicks. The example is a contact list with Name, Phone and Address columns.

1. Save the normal view first

Before changing anything, go to View > Custom Views > Add and save the current set-up as something like Normal. This lets you jump back to it at any time.

2. Set up the view you want

Click inside the list and go to Home > Sort & Filter > Filter. On the Name column choose Text Filters > Begins With and type A. Then select the results and use View > Zoom to Selection, adjusting the zoom if it’s too much.

3. Save it as a custom view

Go to View > Custom Views > Add, give it a name (for example Names starting with A) and keep both boxes ticked: Print settings and Hidden rows, columns and filter settings. Click OK.

4. Switch between views

Set the zoom back to 100% and clear the filter. Now open View > Custom Views, pick your view and click Show: the filter and zoom come straight back. Choose Normal to return.

Good to know

• Views are saved in the workbook, so save the file to keep them.
• Each view belongs to the sheet that was active when you created it. Showing it from another sheet switches to that sheet first.
• Custom Views is greyed out if the workbook contains an Excel table. Convert the table to a range (Table Design > Convert to Range) if you need it.

Go further

My Excel Tips & Shortcuts: 100+ Powerful Hacks course collects a hundred time-saving techniques like this one.