How to Use Personal Filters in a Shared Excel Workbook on SharePoint
Question details
The user wants to filter and sort data in a shared Excel workbook hosted on SharePoint without disrupting the standard worksheet view for other co-authors.
- Product
- Microsoft Excel
- Device & OS
- not provided
- Scenario
- Co-authoring and analyzing data simultaneously in a shared spreadsheet on SharePoint.
- Observed behavior
- When standard filters and sorting are applied, the changes affect the worksheet view for all other active users in the shared workbook.
Ensure you are using a Microsoft 365 subscription version of Excel, and verify that your workbook is actively hosted on SharePoint or OneDrive for Business with AutoSave enabled.
Create a Personal Sheet View to Isolate Your Filters
Use the Sheet View feature to create a temporary or saved personalized view where your sorting and filtering actions remain invisible to other co-authors.
Sheet Views allow multiple users to collaborate on the same Excel worksheet simultaneously without constantly interrupting each other's data analysis. When you apply a Sheet View, any filters or sorts you trigger only apply to your screen.
Open your shared Excel workbook and click on the View tab located in the top ribbon.
In the Sheet View group, click on New. The column and row headers will turn black to indicate that you are now working in a personalized Sheet View.
Use the standard filtering and sorting tools on your data. These changes will now only be visible to you and will not affect the default view for other users.
To save this view for future sessions, click Keep in the Sheet View group and assign it a name. To return to the default shared view, click Exit.
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- 1. Download WPS Office: Visit the official WPS website and download the free WPS Office suite for your device.
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Frequently Asked Questions
Why is the Sheet View option grayed out in my Excel workbook?
The Sheet View feature is only available in Microsoft 365 versions of Excel when the file is saved to a cloud location like SharePoint or OneDrive. It will be grayed out if you are using an older standalone version of Office or if the file is saved locally on your hard drive.
Can I save my personalized Sheet View for the next time I open the file?
Yes, once you are in a Sheet View, you can click Keep in the View tab's ribbon and give it a specific name. The view will be saved with the workbook and accessible from the Sheet View dropdown menu the next time you open the file.
Do my personal filters stay applied if I download a copy of the SharePoint file?
No. If you download the workbook as a local copy, any active Sheet Views are bypassed, and the file will revert to its default standard view. Sheet Views only function within the active cloud co-authoring environment.
