Understanding Views in Excel (A Complete Guideline)

Excel offers various views of the worksheet to make it easy to work with the database. Different views are appropriate in different cases, where each view serves its specific purpose.

In this article, we will discuss the different views available in Excel. This article starts by explaining the default worksheet view named the Normal View. Then the Sheet view is explored. After that, the Page Layout View and the Page Break View, which are used for printing worksheets, are explained. These views allow you to customize the datasheet, optimize the layout, and separate the data into different pages.

Create Page Break View in Excel

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Normal View in Excel

The Normal View is the default view of the Excel worksheet. If you want to switch from a different view to a Normal view, go to the View tab and select Normal.

Enable Normal View in Excel

Sheet View in Excel

1. How to Enable Sheet View

  • Click on the workbook name at the top and then click on Upload.

Upload Workbook

  • Then select a location to upload the workbook.

Upload Workbook to One Drive

  • As a result, the Sheet View will be enabled.

Enable Sheet View

2. How to Create a Sheet View

If you want to create a Sheet View, go to,

View → Sheet View → New

Create New Sheet View

  • Consequently, a temporary Sheet View will be created.

Create Sheet View

3. How to Save Sheet View

You can save the sheet view by going to,

View → Sheet View → Keep

Save Sheet View in Excel

4. How to Close or Switch Between Sheet View

If you want to close a sheet view, go to the View tab, and from there, choose Exit from Sheet View group.

Close Sheet View in Excel

For switching to a new sheet view, click on the dropdown beside the sheet view name and select the view you want to switch to.

Switch Between Sheet Views

5. How to Rename/Duplicate/Delete Sheet View

Go to the Sheet View group and click on Options. You will find three options to Rename, Duplicate, and Delete your sheet view.

Rename or Duplicate or Delete Sheet View

Page Break View in Excel

Page Break View can be created from the View tab. Just go to the View tab and click on Page Break Preview from the Workbook Views group.

Create Page Break View in Excel

Page Layout View in Excel

First, click on the View tab and then select Page Layout to create a Page Layout View in your workbook.

Create Page Layout View in Excel

Custom View in Excel

1. How to Create Custom View

  • From the View tab, select Custom Views. Then click on Add in the Custom Views dialog box.

Create Custom View in Excel

  • Write a name for your custom view and check the boxes of the settings as needed.

Modify Custom View Settings in Excel

2. How to Apply Custom View

Go to the View tab and click on Custom Views. From there, select a view and click on Show to apply the custom view.

Apply Custom View in Excel

3. How to Print Only Required Cells

Select the cells you want to print and then go to,

Page Layout → Print Area → Set Print Area

Print Only Required Cells in Excel

Then you can create a custom view of this print area just as shown before for printing purposes.

4. How to Create Multiple Reports from One Worksheet

When you have a large dataset, but you need specific parts of the dataset to show to specific users, you can hide rows and columns and create different custom views for different users.

  • You can use Ctrl+0 to hide columns and Ctrl+9 to hide rows in your worksheet.

Hide a Column

  • After hiding necessary rows and columns, create a custom view as shown before.

Rename Custom View in Excel

  • Finally, you can show different custom views to different users.

Show Different Custom Views in Excel

5. How to Add Custom View Dropdown to Ribbon

If you need quick access to your custom views, you can add them to the ribbon by following a few steps.

  • First, go to the Custom Quick Access Toolbar and select More Commands.

Go to More Commands Options

  • Click on Customize Ribbon and expand View and Workbook Views.
  • Then, select New Group.

Customize Ribbon to Add New Group

  • Rename the newly added group by right-clicking on the created group and choosing the Rename option.

Rename New Group in Excel

  • After that, select Commands Not in the Ribbon from the Choose commands from: dropdown.

Go to Commands not in Ribbon

  • Select Custom Views and click on Add.

Add Custom View to Ribbon in Excel

  • As a result, the Custom Views group will be added to the ribbon.

Custom View Added to Ribbon in Excel

6. How to Delete Custom View

Click on the View tab and go to Custom Views. Then select a custom view and click on Delete.

Delete Custom View to Ribbon in Excel

Frequently Asked Questions

1. Can I apply filters or sort in different views?

It is possible to apply filters and sorting in all views in Excel. All the other features are also applicable in all of the different views that are available in Excel.

2. Are views in Excel specific to individual worksheets or entire workbooks?

Views in Excel are specific to individual worksheets. Each worksheet can have its own type of view. One worksheet can have the Sheet View, whereas another worksheet can have the Page Layout View.

3. Can I have multiple views of the same worksheet open simultaneously in Excel?

Excel does not support multiple views of the same worksheet open simultaneously. One worksheet can have only one view at a time. If you switch the view of the worksheet from one to another, the previous view closes.

Things to Remember

  • You must upload your workbook online before using the Sheet View.
  • If you want to fit all the information on the same page, click and drag the page breaks in the Page Break.

Understanding Views in Excel: Knowledge Hub


In this article, we have discussed how to create, apply, and use different types of views in Excel (Normal View, Page Layout View, Page Break View, and Sheet View). If you have any queries or recommendations regarding this article, feel free to let us know in the comment section below.

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Alif Bin Hussain
Alif Bin Hussain

Alif Bin Hussain earned a BSc in Civil Engineering from Bangladesh University of Engineering and Technology. As an engineering graduate, he has a deep passion for research and innovation. He loves to play with Excel. In his role as an Excel & VBA Content Developer at ExcelDemy, he not only solves tricky problems but also shows enthusiasm and expertise in handling tough situations with finesse, emphasizing his dedication to delivering top-notch content. He is interested in C, C++,... Read Full Bio

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