Please Note: This article is written for users of the following Microsoft Excel versions: 97, 2000, 2002, and 2003. If you are using a later version (Excel 2007 or later), this tip may not work for you. For a version of this tip written specifically for later versions of Excel, click here: Understanding Views.

Understanding Views

by Allen Wyatt
(last updated May 19, 2015)

1

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. Choose Custom Views from the View menu. Excel displays the Custom Views dialog box.
  3. Click on the Add button. Excel displays the Add View dialog box. (See Figure 1.)
  4. 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 View Includes 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.

ExcelTips is your source for cost-effective Microsoft Excel training. This tip (2865) applies to Microsoft Excel 97, 2000, 2002, and 2003. You can find a version of this tip for the ribbon interface of Excel (Excel 2007 and later) here: Understanding Views.

Author Bio

Allen Wyatt

With more than 50 non-fiction books and numerous magazine articles to his credit, Allen Wyatt is an internationally recognized author. He  is president of Sharon Parq Associates, a computer and publishing services company. ...

MORE FROM ALLEN

Filtering to a Date Range in the Past

If you have a large number of data records, each with an associated date, you might want to filter that data so you see only ...

Discover More

Displaying Negative Times

Excel allows you to perform math using times as operands. If you subtract a later time from an earlier time, you should end ...

Discover More

Automatically Determining a Due Date

When you are doing a mail merge in Word, you may need to calculate a date sometime in the future. Word doesn't include an ...

Discover More

Program Successfully in Excel! John Walkenbach's name is synonymous with excellence in deciphering complex technical topics. With this comprehensive guide, "Mr. Spreadsheet" shows how to maximize your Excel experience using professional spreadsheet application development tips from his own personal bookshelf. Check out Excel 2013 Power Programming with VBA today!

More ExcelTips (menu)

Speaking the Contents of Cells

Excel 2003 includes speech synthesis abilities that can "speak" your data to you as you enter it. This tip describes how to ...

Discover More

Understanding Outlining

Outlining, a feature built into Excel, can be a great way to help organize large amounts of data. This tip provides an ...

Discover More

Undoing Smart Tag Exclusions

Depending on who you ask, Smart Tags can be really cool or really distracting. If you fall on the "cool" side, you may make a ...

Discover More
Subscribe

FREE SERVICE: Get tips like this every week in ExcelTips, a free productivity newsletter. Enter your address and click "Subscribe."

View most recent newsletter.

Comments

If you would like to add an image to your comment (not an avatar, but an image to help in making the point of your comment), include the characters [{fig}] in your comment text. You’ll be prompted to upload your image when you submit the comment. Maximum image size is 6Mpixels. Images larger than 600px wide or 1000px tall will be reduced. Up to three images may be included in a comment. All images are subject to review. Commenting privileges may be curtailed if inappropriate images are posted.

What is 9 - 2?

2012-09-29 23:54:55

KS Nair

I use this feature a lot. What I also discovered is that is useful to create a "Standard" or "Normal" View of the sheet as it is without any formatting / hidden / filtered etc. rows.

This way, one can revert to the "Standard/Normal" view when creating a new view, without 'undoing' all the changes in the custom view.


This Site

Got a version of Excel that uses the menu interface (Excel 97, Excel 2000, Excel 2002, or Excel 2003)? This site is for you! If you use a later version of Excel, visit our ExcelTips site focusing on the ribbon interface.

Newest Tips
Subscribe

FREE SERVICE: Get tips like this every week in ExcelTips, a free productivity newsletter. Enter your address and click "Subscribe."

(Your e-mail address is not shared with anyone, ever.)

View the most recent newsletter.