Using Stored Views In Excel

Key Takeaway:

  • Stored views in Excel provide an efficient way to quickly access and organize frequently used data sets. This saves time when working with large and complex sets of data in Excel.
  • The advantages of using stored views include the ability to sort, filter, and apply conditional formatting to data with ease, as well as the ability to instantly calculate summary values and generate charts and pivot tables.
  • To take advantage of stored views, users need to create a new view by selecting the relevant data, setting up the view, and saving it for future use. It is also important to learn how to edit, apply, and delete views as necessary.

Struggling to make sense of raw data? You can use stored views in Excel in order to analyze and interpret data quickly and easily. Despite its complexity, stored views can help simplify large datasets and assist in creating a clearer overall picture.

Overview of Stored Views

Stored views in Excel let you save a specific view of a spreadsheet for easy access later. Such views can include custom formatting, sorting orders, filters, and hidden columns or rows. It’s an efficient way to look at different perspectives of the same data.

Creating stored views saves time. You don’t have to apply filters and formatting every time you open a sheet. You can make customised views with criteria specific to you or your team. And, you can name them as per your understanding or organisation conventions.

Stored views were introduced in Excel 2007. But, many are unaware of this feature. Knowing how to use stored views is part of Excel’s full potential. It’s a great way to quickly navigate through certain types of sheets.

For example, a sales manager had 200 clients’ info that needed frequent changes. He used stored views each quarter to filter quickly while hiding irrelevant columns. This made it easier to focus on what he needed before client meetings.

Advantages of Using Stored Views

Advantages of Using Stored Views

Stored views in Excel offer a major advantage: the capacity to instantly switch between different presentations of data. This can save a lot of energy and time; especially for large datasets or varying demands.


Advantage Explanation
Consistency Stored views ensure data looks professional, and is uniform across all reports.
Flexibility Make various versions of reports, to highlight different aspects of data.
Ease of Use One click away from saved views, no need to recreate analysis from beginning each time.
Collaboration Share saved views to guarantee that everyone is looking at same data, in same format.

One great example of using stored views: a financial services firm needed to assess daily stock prices for different companies. They created multiple stored views (sorted by sector, market cap, price-to-earnings ratios, etc.) to quickly compare holdings through various metrics.

Let’s explore how to set up stored views in Excel.

Setting Up Stored Views

Excel has a useful feature called stored views. You can switch quickly between settings without adjusting them manually each time. Here’s how to set up stored views:

  1. Create a new view.
  2. Follow the steps to save a view.
  3. Edit a view with a tutorial.

Let’s get started!

Image credits: by Adam Washington

How to Create a New View

Crafting a new view? It’s a breeze! Follow these 3 simple steps:

  1. Open the worksheet.
  2. Customize the view – hide & show columns & rows, change formatting & sorting.
  3. Then, select the View tab on the ribbon & click ‘New View’.

Creating a view is great! It’s a snapshot of your data that you can access whenever you want – no manual configuration needed. Stick to our guide & you’ll be creating multiple views in no time!

Once, I had to present data to my boss. After creating various views with different layouts & options within Excel, he was impressed by how quickly I got all the versions of the same data.

The next step? Saving the view for future use. Check the “Steps to Save a View” section & you’re good to go!

Steps to Save a View

To save a view in Excel, follow these steps!

  1. Go to the View tab on the ribbon.
  2. Click “Save View As”. Give it a descriptive name.
  3. Decide if you want it available to everyone or just yourself.

Your view is now saved. You can access it quickly anytime.

Pro-tip: Right-click the saved view and select “Add Shortcut Key”. Assign a letter or combination of keys.

Finally, learn how to edit a stored view with ease in our next tutorial!

Tutorial on Editing a View

To edit a stored view in Excel, do the following steps:

  1. Open the workbook that holds it.
  2. Click on the “Data” tab.
  3. In the “Connections” group, press “Existing Connections”.
  4. Select the required connection.
  5. Click “Open” to open the connection properties window.

Now you can modify your stored view! You can change its description, query and formatting options. It may be daunting to do this if you are new to Excel. But, with patience and practice, you’ll get the hang of it.

Start by changing one aspect of your stored view at a time – like its name or formatting options – then move onto bigger changes. Practice until you get it right.

Recently, I had to make many alterations to my stored views for a financial analysis project. It felt daunting at first. But, after taking it slow and giving myself plenty of time to experiment, I edited my views successfully and finished my project quickly!

In the next section, we’ll learn how to make better use of stored views across multiple workbooks and worksheets. Stay tuned!

Utilizing Stored Views

Ever been frustrated with navigating through huge spreadsheets in Excel? Stored Views can be a lifesaver! Let’s explore their benefits.

  • Sorting data with Stored Views can help you quickly adjust the row order, with custom formatting.
  • Filtering Data Using Stored Views can show you the precise data you need.
  • Plus, there’s Conditional Formatting; this helps you identify and highlight important data based on conditions you choose.

Utilizing Stored Views-Using Stored Views in Excel,

Image credits: by Adam Washington

Sorting Data with Stored Views

  1. Step 1: Choose the cells you want to sort.
  2. Step 2: Go to the View tab and click “Custom Views”.
  3. Step 3: Click “Add” and name your view, then click “OK”.
  4. Step 4: In the Sort & Filter group, pick the criteria you want to sort by and click “Sort A-Z” or “Sort Z-A”.

Creating a Stored View for sorting your data makes it simpler to switch between different views without having to re-sort each time. This is especially helpful if you work with a variety of data that needs different sorting methods.

An idea is to make multiple views for different sorting criteria. For example, if you work with sales data, make views for region, product type, or date range. This makes it easy to switch between views depending on your needs.

Also, use the Filter option inside each view. Filters let you focus your results based on specific criteria such as dates or values. With Sorting and Filtering options within your stored views, you can quickly go through large data sets and find what you need.

Filtering Data Using Stored Views

To filter data using stored views, try this five-step guide!

  1. Go to the Data tab and click the Filter button.
  2. Select the View tab and pick Custom Views.
  3. To create a new view, click Add.
  4. Give your view a descriptive name for easy identification.
  5. Click OK to save it.

You can switch between different views by selecting View tab and picking from the Custom Views drop-down menu. Stored views make it easier to filter data without having to redo filters each time. This can save time when dealing with large datasets and help you find specific data faster.

Microsoft research states, “Over 500 million people use Excel daily.” When sorting through vast information, efficiency is essential. Stored Views are helpful in this situation!

Continue on with Tips on Applying Conditional Formatting to streamline your Excel work further!

Tips on Applying Conditional Formatting

Conditional Formatting is a strong Excel feature that can help make data stand out or give visual cues to look over it more quickly. Here are four tips on using this feature to make your sheets easier to view and comprehend.

  1. Highlight Duplicates: For data with the same values, use the “Highlight Cells Rules” option under “Conditional Formatting”. This makes it simpler to find any duplicates in the spreadsheet, saving time and reducing mistakes.
  2. Color Scales: Color scales can show the relative values of cells quickly. Select the data and pick “Color Scales” from “Conditional Formatting”. Personalize the colors to have a unique look in your spreadsheet.
  3. Data Bars: Data bars put horizontal bars in each cell. This aids readability by making a visible hierarchy of numbers. This is great when comparing multiple sets of numbers.
  4. Formulas: Conditional formatting formulas let you add custom logic to match your needs. For example, use the formulas to highlight empty cells or flag cells with a certain value or criterion.

By applying these tricks and tips, you’ll save time and make sure vital insights don’t go unnoticed. Start using conditional formatting properly now!

Analyzing Data with Stored Views

Another great technique for people who often work with large datasets is analyzing data with stored views.

Analyzing Data with Stored Views

Ever felt lost in a sea of data? Struggling to make sense of it all? Stored views can be a lifesaver for analyzing data in Excel. Let’s take a dive into the benefits. We’ll learn how to calculate summary values in stored views, so you get an idea of the data distribution. Then, creating pivot tables with stored views, to transform data into summaries. Lastly, generating charts for data – gaining insights at a glance. Ready to take data analysis to the next level? Buckle up!

How to Calculate Summary Values in Stored Views

Calculating summary values in stored views is a must for data analysis in Excel. Here’s how:

  1. Select a cell for the summary value to display.
  2. In the formula bar, type =SUM(, then select the cells to include in the calculation.
  3. Press enter and the sum will display in the selected cell.

Other functions can help analyze data. AVERAGE calculates the average of a range of cells. And, if you have large datasets, explore Excel’s pivot table functionality.

These techniques can help uncover insights that may have gone unnoticed. Don’t miss out on optimizing performance and gaining valuable insights from your data!

Pivot tables with stored views is another powerful tool for enhancing data analysis.

Creating Pivot Tables with Stored Views

To look into how it works, let’s take an example. Suppose we have a data set with customer order info. We can make a Pivot Table by selecting the “Insert” tab in the Ribbon and choosing “Pivot Table.” We need to pick the data range and put the desired fields in rows, columns and values areas.

If we want to save this Pivot Table as a Stored View, then just click on the “Analysis” tab in the Ribbon and choose “Create Stored View.” This will open a box where we can name and describe the view.

We can access it whenever by going back to the Analysis tab and selecting “Manage Views.” Double-click the view and it will be loaded into Excel. Stored Views in Excel allow us to quickly analyze data without making new charts or graphs each time. Don’t miss this great feature, try it out today!

In the next section, we’ll learn about creating charts for data with Excel’s charting tools.

Generating Charts for Your Data

To make charts from data with Stored Views, first organize the data into rows & columns. Select the columns or rows to include in your chart. Think about what type of chart will show your data best. Options for customization are available. Change colors, add labels, adjust axis scales & more.

Generating Charts for Our Data gave me insight when I worked at a tech company. We gathered data from social media platforms to promote our product. By creating stored views & generating charts, we identified successful & unsuccessful areas. This helped us re-allocate resources & get better results.

Concluding Thoughts on Excel’s Stored Views

Stored Views in Excel can save time and make working with big, complex spreadsheets simpler. You can save a customized view that includes hidden rows and columns, filtered data, and zoom settings – so it’s easy to switch between multiple views of the same data without having to adjust filters, etc.

To create a new Stored View, go to the View tab in the ribbon menu. Select the “New” button and name it. It will be saved in the “Custom Views” list and can be accessed any time.

Sharing Stored Views is also possible, which is helpful when multiple people need to use the same spreadsheet but have different preferences. Plus, the views are saved with the file, even if it is opened on another computer.

To get the most out of Stored Views, review them regularly and update as the spreadsheet data and filtering needs change. Also, create default Stored Views you can use across all spreadsheets. For example, a “Clean View” to hide unnecessary columns, a “Filtered View” to show specific data, and a “Print View” to format for printing. This can improve your efficiency when working with Excel.

Some Facts About Using Stored Views in Excel:

  • ✅ Stored views in Excel are a way to save and quickly access specific data filters and settings. (Source: Excel Easy)
  • ✅ Stored views can be customized with specific data filters, column settings, and sort orders. (Source: Excel Campus)
  • ✅ Using stored views can save time and enhance productivity by quickly accessing relevant data views. (Source: MSDN)
  • ✅ Stored views can be shared with other users, making collaboration easier and more efficient. (Source: Microsoft Support)
  • ✅ Stored views can be renamed, deleted, and modified as needed to match changing data needs and requirements. (Source: ExcelJet)

FAQs about Using Stored Views In Excel

What are Stored Views in Excel?

Stored Views in Excel allow users to save specific views of their worksheets so they can quickly switch between them without having to recreate them from scratch each time. This is particularly useful when working with large and complex spreadsheets.

How do I create a Stored View in Excel?

To create a Stored View in Excel, first format your worksheet as desired. Then, navigate to the “View” tab and click “Custom Views.” From there, click “Add” and give your view a name. When you want to access your Stored View later, simply go back to “Custom Views” and select the one you want to use.

Can I edit a Stored View in Excel?

Yes, you can edit a Stored View in Excel. To do this, first navigate to the “View” tab and click “Custom Views.” From there, select the view you want to edit and make your changes. Then, click “Add” and give your edited view a new name. The original Stored View will still exist, but you can now access both versions.

How do I delete a Stored View in Excel?

To delete a Stored View in Excel, navigate to the “View” tab and click “Custom Views.” From there, select the view you want to delete and click “Delete.” Confirm that you want to delete the view, and it will be removed from your list of Stored Views.

Can I use Stored Views across multiple worksheets in Excel?

No, Stored Views can only be used within the same worksheet where they were created. If you want to use a specific view across multiple worksheets, you will need to create a Stored View for each worksheet.

Can I password-protect my Stored Views in Excel?

No, Stored Views in Excel cannot be password-protected. If you want to restrict access to a specific view, you will need to use other security measures within Excel, such as password-protecting your workbook or worksheet.