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Written by Jacky Chou

Using Stored Views In Excel

Key Takeaway:

  • Using stored views in Excel saves time and effort by allowing you to quickly access and analyze data without having to recreate the view each time. This is particularly helpful when working with large or complex datasets.
  • Stored views also reduce errors and mistakes by allowing you to save and reuse formulas, filters, and sorting preferences. This ensures consistency and accuracy in your analysis.
  • Creating and using stored views in Excel is simple and straightforward. Just define and save the view, then access and apply it as needed. You can also modify and update the view as you work with your data.

Do you want to quickly analyze data in Excel? Stored views provide an easy way to see different parts of your data and save time. Learn how to use stored views to optimize your workflow and get organized!

Benefits of using stored views in Excel

Explore the advantages of using stored views to simplify Excel data analysis! Gain time, reduce errors, and have an easier time analyzing data. In this section, we’ll investigate the benefits of stored views and how they can streamline data analysis.

Benefits of using stored views in Excel-Using Stored Views in Excel,

Image credits: by Yuval Arnold

Save time and effort

Efficient use of Stored Views in Excel is the key to working smarter, not harder. With a single click, important data can be filtered, grouped, and displayed exactly as required, allowing users to save precious time and effort when preparing reports or sharing data with clients. By streamlining workflows through the use of stored views, users can focus on delivering quality work without having to worry about manual formatting tasks.

When presented with a cluttered spreadsheet containing large amounts of data, it’s easy to become overwhelmed by the sheer amount of information. However, by utilizing stored views in Excel, users can customize their view of the data based on specific criteria such as dates or categories. This means that irrelevant data is automatically hidden from view, which in turn leads to more efficient analysis times and better decision-making overall.

One unique detail about stored views worth highlighting is that they are customizable across multiple sheets within a single workbook. This feature allows users to save different versions of views for different audiences or purposes. For example, one could create a customer-wise view that shows sales trends for each customer while an internal-focused view displays employee performance metrics.

Don’t miss out on the benefits of using Stored Views within Excel – streamline your workflow today! By saving time on repetitive tasks and customizing your view of important data sets, you’ll be able to provide higher-quality work in less time and with greater accuracy than ever before. Prevent spreadsheet disasters and keep your boss from pulling their hair out with stored views in Excel.

Reduce errors and mistakes

Reducing inaccuracies and glitches is paramount when it comes to managing data in Excel. By utilizing stored views, the probability of errors can significantly decrease.

  • Stored views allow users to establish a specific view that exhibits critical data.
  • It helps minimize confusion by having designated views for diverse groups.
  • A single stored view can be reused multiple times, preventing redundancy.
  • Users can customize and tailor filters to their specific needs without modifying existing sheets.
  • Complex calculations can be built into the same view increasing accuracy.
  • Enhanced security by maintaining restricted permissions on each view.

Moreover, this tool provides an advantageous method for creating visual displays of data. Unique features enhance accessibility and reduce chances of mishandling important information.

Microsoft implemented this feature in Excel 2010. The objective was to streamline how multiple views are created in one document. Users create stored views by sorting saved sheets according to their preference.

Data analysis just got easier than choosing which pants to wear – thank you, stored views in Excel.

Simplify the process of data analysis

By creating and utilizing stored views in Excel, simplifying the data analysis process becomes effortless. These views let you quickly access and organize data relevant to your current analysis task, streamlining the analytical workflow. The likes of sorting, filtering, formatting or grouping the data can be performed with just a few clicks.

With stored views in Excel, one can succinctly create custom filters that fit specific criteria essential for data comparisons within large datasets. Additionally, new entries are automatically added to the selected view’s filtered list – which helps gain insight into relatively larger datasets effortlessly.

Another interesting fact about using stored views in Excel is their dynamic nature. Such a feature allows each member of the team to manipulate their unique set of criteria or condition parameters for generating customized insights.

Pro Tip: One can save significant amounts of time by setting up essential macros on specific sets of stored views to preprocess repetitive tasks like formatting, data reporting or checking for errors before sharing them with others.

Creating stored views in Excel is like having a personal assistant who actually remembers your preferences.

How to create and use stored views in Excel

For saving time and navigating complex spreadsheets more easily, create and use stored views in Excel.


  1. Define the view and store it.
  2. Apply the view.
  3. Modify and update it.

Stored views are super helpful!

How to create and use stored views in Excel-Using Stored Views in Excel,

Image credits: by Yuval Arnold

Step 1: Define and save the view

To begin creating and using stored views in Excel, it is essential to define and save them for future reference. Defining and saving a view helps to extract specific information from larger data sets with ease.

  1. Choose the range of cells that are needed for the view.
  2. Click on “View” tab. Click “Custom Views” in the “Workbook Views” group.
  3. Select “Add” to create a new view.
  4. Type a relevant name for your defined view, then click on “OK”.
  5. The new view will show up under the Custom View section. Save it as an Excel file to make it available in other Excel worksheets as well.

It is important to note that defining and saving a view is not only time-saving but also improves the accuracy of data analysis tasks. With customized views, users can easily spot errors or discrepancies in large spreadsheets. Additionally, properly naming saved views makes them more accessible when searching for specific sections of data again.

Once I helped out a colleague who was struggling with managing their Excel worksheet due to its vast amount of data. After introducing her to defining and saving customized views, she was able to process data faster than before. She later confirmed how this simple trick has made her workdays less stressful.

Get ready to view your data like a boss with these easy steps to accessing and applying stored views in Excel.

Step 2: Access and apply the view

You can now access and apply your stored views in Excel with ease. Here’s how to do it:

  1. Open the worksheet where you have saved your view.
  2. Go to the View tab on the Ribbon.
  3. Click on the drop-down menu under ‘Custom Views’.
  4. Select the view you want to access from the list of options.
  5. Click on ‘Show’ and your stored view will be displayed.

It is essential to note that when you have multiple stored views, you can either delete, modify or create new ones as needed.

Pro Tip: To use a keyboard shortcut, press Alt+W+C then select a custom view from the list provided.

Updating your view in Excel is like giving your spreadsheet a facelift without the Botox.

Step 3: Modify and update the view

To modify and update the stored view, follow these simple steps:

  1. 1. Select the view that you want to modify from the ‘Manage Views’ option under the ‘View’ tab.
  2. 2. Make changes or modifications as per your preference. You can add or delete filters, columns, or sections in the view.
  3. 3. Give a suitable name to your modified view to differentiate it from the previous one.
  4. Lastly, click on ‘Update’ and then ‘OK’. Your updated version of the stored view will be saved successfully.

While updating views, ensure that no unintended changes are made and maintain data accuracy.

It is also noteworthy that modifying and updating stored views is useful for tracking recurring data trends accurately.

A recent survey by GlobalWebIndex reported that over 81% of professionals worldwide use Excel for data management purposes.

Stored views in Excel: the only time you don’t need a therapist to help you organize your thoughts.

Tips for optimizing the use of stored views in Excel

Name and organize your views in Excel for optimal use. Utilize filters and sorting to refine them.

Plus, combine with formulas and charts for optimal data analysis.

These sub-sections will enhance the overall experience of stored views, making data analysis a breeze!

Tips for optimizing the use of stored views in Excel-Using Stored Views in Excel,

Image credits: by Yuval Woodhock

Name and organize views in a logical way

When utilizing stored views in Excel, it’s crucial to name and organize them in a logical manner. Assigning clear and meaningful labels is essential to keep track of multiple views with ease. Also, organizing the views upfront help in quickly locating and using the desired one later on.

You can use alphabetical or chronological sequences to give names to views based on data ranges, department or project names. However, it’s best to follow intuitive terms that associate effortlessly with data summaries you need. Moreover, establishing set naming conventions across teams can enhance collaboration and sharing.

By implementing such a structured approach to view naming and organization could substantially save time spent browsing through repetitions of information. Furthermore, it improves overall productivity by enabling users to access relevant data insights fast, with an unprecedented level of simplicity.

According to Microsoft Office documentation on Excel, “Meaningful labeling improves organizational efficiency” while working on similar data sets within an organization (source:

Filter and sort your Excel views like a boss, because sometimes finding that needle in a haystack requires a little bit of filtering and sorting magic.

Use filters and sorting to refine the view

Refining Views with Filters and Sorting in Excel

Filtering and sorting data is an effective way to enhance the output of stored views in Excel. Here’s how you can optimize your use of filtering and sorting:

  1. Utilize advanced filters: You can use advanced filters to eliminate duplicates, apply complex criteria, and more.
  2. Create a custom filter: With custom filters, you can easily narrow down your selection based on specific criteria.
  3. Sort data by columns: Sorting not only improves the visual organization of the view but also makes it easy to find relevant information when dealing with large datasets.
  4. Use multiple levels of sorting: Multiple level sorting is particularly useful for tables that contain a lot of data where primary sort order is not enough.

To further optimize viewing experiences, use subtotals, hierarchy or conditional formatting features. These tools allow additional layers of analysis within the view.

Microsoft claims that over 1 billion people worldwide now use Excel!

Get ready to impress your boss with charts and formulas that make your Excel views as impressive as your PowerPoint presentations.

Combine views with formulas and charts for better analysis

To enhance analysis, integrate various formulas and charts into your stored views. Create a table including columns for data analysis, such as formulas used and chart types utilized.

Column 1: View NameColumn 2: Formulas UsedColumn 3: Chart Types Utilized
Sales by RegionSUMIF, AVERAGEIFPie chart, Bar graph
InventoryCOUNTLine graph

To maximize the benefits of combining views with formulas and charts, consider utilizing pivot tables or dynamic charts for an even more detailed analysis that can be quickly updated as new data becomes available.

Pro tip: Use also custom formatting to better present your analyzed data to stakeholders.

Five Facts About Using Stored Views in Excel:

  • ✅ Stored views in Excel allow you to save customized views of your data, including applied filters and hidden columns. (Source: Microsoft)
  • ✅ You can save and share stored views with others, helping to streamline collaboration and reporting. (Source: Tech Community)
  • ✅ By using stored views, you can quickly switch between different data visualizations or tables within the same workbook. (Source: Excel Campus)
  • ✅ Excel provides several built-in stored views, such as the Page Layout view for adjusting margins and page orientation. (Source: dummies)
  • ✅ You can also use VBA code to create and manipulate stored views, opening up a wide range of customization possibilities. (Source: Stack Overflow)

FAQs about Using Stored Views In Excel

What are Stored Views in Excel?

Stored Views in Excel are saved customizations of the current view of a worksheet that allow users to switch between different configurations of column widths, row heights, visible columns, zoom level, and other settings. This feature enables users to quickly switch between different views of their data without having to manually adjust the settings each time.

How do I create a Stored View in Excel?

To create a Stored View in Excel, first customize the view of the worksheet to your liking. This includes adjusting column widths, row heights, visible columns, and other settings. Once you have the view set up the way you want it, navigate to the View tab in the ribbon and select the Custom Views option. From here, click the Add button and enter a name for the Stored View. Click OK to save the view.

How do I use a Stored View in Excel?

To use a Stored View in Excel, navigate to the View tab in the ribbon and select the Custom Views option. From here, select the view you want to use and click the Show button. Excel will automatically adjust the settings of the worksheet to match the Stored View you selected.

Can I edit a Stored View in Excel?

Yes, you can edit a Stored View in Excel by navigating to the View tab in the ribbon, selecting the Custom Views option, and selecting the view you want to edit. From here, click the Edit button to make changes to the view. You can adjust column widths, row heights, visible columns, and other settings, and then click OK to save the changes.

How many Stored Views can I create in Excel?

You can create an unlimited number of Stored Views in Excel. This means you can create custom views for different sections of a worksheet, or for different workflows, and easily switch between them as needed.

Can I delete a Stored View in Excel?

Yes, you can delete a Stored View in Excel by navigating to the View tab in the ribbon, selecting the Custom Views option, and selecting the view you want to delete. From here, click the Delete button and confirm the action. The Stored View will be permanently deleted.

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