Data Import & Export

How to Create Individual Default Views in SharePoint Excel Spreadsheets

Huda Qurayshi Oct 19, 2026 869 views

Question details

Users need a way to filter and sort a shared Excel spreadsheet on SharePoint without disrupting the view for other team members.

How to Create Individual Default Views in a SharePoint Excel Spreadsheet

Product: Microsoft Excel
Device & OS: not provided
Scenario: Collaborating on a large shared Excel file in SharePoint where multiple users need personalized data views simultaneously.
Observed behavior: Users want to apply custom filters and sorting configurations that are saved individually and do not affect the main document view for others.

Before you start

Ensure your Excel workbook is stored and opened directly from SharePoint or OneDrive, as Sheet Views are only supported in cloud-stored files for Microsoft 365 and Excel 2021.

Solution 1Recommended

Use Excel Sheet Views to Create Personalized Views

Utilize the built-in Sheet Views feature to filter and sort data independently while collaborating in real-time.

Sheet Views allow users to create customized views in an Excel worksheet without disrupting others. Note that these views are not entirely private; anyone with access to the workbook can access them from the View tab, but they prevent your active filtering from changing what others see.

Open the Shared File

Open the shared Excel workbook directly from your SharePoint site or OneDrive.

Navigate to the View Tab

Click on the 'View' tab located on the Excel ribbon at the top of the window.

Create a New Sheet View

In the Sheet View group, click on 'New' to create a new personalized view. The column headers will display an eye icon indicating that a Sheet View is active.

Apply Filters and Sorts

Apply your desired filters and sorting to the data. These changes will now only apply to your active view.

Keep and Rename the View

To save the view for future sessions, click 'Keep' in the Sheet View group and assign it a recognizable name.

Use Excel Sheet Views to Create Personalized Views

Local Copies Limitation: Sheet Views are unavailable in local copies of the workbook. You must be working on the cloud-stored version to access this feature.

Free Microsoft Office alternative

Try WPS Office for Seamless Collaboration and Spreadsheet Management

While Excel's Sheet Views are designed for the Microsoft SharePoint ecosystem, WPS Office offers a free, lightweight, and highly compatible alternative. WPS Spreadsheet provides robust data management, sorting, and filtering tools with full support for Microsoft Excel formats (.xlsx), ensuring smooth everyday workflow.

1. Download WPS Office: Visit the official WPS Office website and download the free installation package.
2. Install the Software: Run the installer and follow the on-screen instructions to set up WPS Office on your computer.
3. Open Your Spreadsheets: Launch WPS Spreadsheet and open your existing .xlsx files to continue working immediately.

Free and lightweight Office suiteFully compatible with Microsoft Excel (.xlsx) formatsRich data sorting, filtering, and analysis toolsFamiliar user interface for an easy transition

microsoft office alternative - wps office

Frequently Asked Questions

Can I make my Excel Sheet View completely private?

No, Sheet Views are not entirely private. Other users who have access to the shared workbook can see and select the views you create by opening the Sheet View menu on the View tab.

Why is the Sheet View option grayed out in Excel?

The Sheet View feature is only available for workbooks stored in SharePoint or OneDrive. If you are working on a local copy saved on your computer, the option will be grayed out and unavailable.

Does changing data in a Sheet View affect the original file?

Filtering and sorting data in a Sheet View only changes how the data is displayed for you. However, if you edit, add, or delete the actual cell content, those underlying data changes are applied to the document and visible to everyone.

Which versions of Excel support Sheet Views?

Sheet Views are supported in Excel for Microsoft 365 and Excel 2021. Older standalone versions like Excel 2019 or 2016 do not support this collaborative feature.

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