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How to Keep Hidden Columns in Excel Online Custom Views
Question details
The user wants to create custom views in Excel Online or SharePoint that preserve the hidden state of specific columns.
- Product
- Excel Online
- Device & OS
- not provided
- Scenario
- Setting up multiple custom views for different audiences or presentations where certain data columns need to remain hidden depending on the selected view.
- Observed behavior
- Hidden columns become visible again or fail to retain their hidden state when switching between saved custom views in the web version.
Verify whether you are using the web version (Excel Online) or the desktop version of Excel, as feature availability regarding custom views and hidden elements differs significantly between the two platforms.
Use the Excel Desktop Application
Since Excel Online has a known limitation where it cannot save hidden columns in custom views, you must switch to the desktop application where full Custom View capabilities are supported.
The web-based version of Excel does not currently support retaining the visibility state (hidden/unhidden) of rows or columns within custom views. To achieve this, you need to open the file in the full desktop version.
In Excel Online, click on the 'Viewing' or 'Editing' button located near the top right of the ribbon, and select 'Open in Desktop App'.
Once the file opens in the desktop application, select the columns you want to hide, right-click the column header, and choose 'Hide'.
Navigate to the 'View' tab on the top ribbon and click on 'Custom Views' in the Workbook Views group.
Click 'Add', type a name for your view, ensure the 'Hidden rows, columns and filter settings' box is checked, and click 'OK'.
Submit a Feature Request to Microsoft
As this is an official product limitation, submitting user feedback is the best way to encourage Microsoft to add this functionality to Excel Online.
Create and Save Custom Views Effortlessly with WPS Office
Don't let web-based limitations slow you down. WPS Spreadsheet is a free, highly compatible desktop alternative that gives you full control over your data layouts, allowing you to easily save custom views that include hidden rows and columns.
- 1. Open Your Spreadsheet in WPS: Download and install WPS Office, then open your existing Excel spreadsheet using WPS Spreadsheet.
- 2. Hide Necessary Columns: Highlight the columns you do not want to display, right-click on the column letters at the top, and select 'Hide'.
- 3. Open Custom Views: Go to the 'View' tab on the main ribbon menu and click on the 'Custom Views' button.
- 4. Add Your View: Click 'Add', name your specific layout, verify that the option to save hidden rows and columns is checked, and click 'OK'.
Frequently Asked Questions
Why do my hidden columns reappear when using SharePoint lists or Excel Online?
Excel Online and SharePoint currently lack the backend support to save the visibility state (hidden or unhidden) of columns within their web-based custom view configurations. This is a known product limitation.
Are Sheet Views the same as Custom Views in Excel Online?
No. Sheet Views in Excel Online are specifically designed to let co-authors sort and filter data independently without disrupting others. They do not save structural changes like hidden columns, whereas Custom Views in the desktop app can save print layouts and hidden elements.
Can I use grouping instead of hiding columns to bypass this web limitation?
While you can use the Group feature (Outline) to make collapsing columns easier, the collapsed or expanded state of those groups is still not saved as part of a custom view in Excel Online.
Will a custom view created in the Excel desktop app work when viewed online?
Usually, Excel Online ignores the hidden column parameters saved via desktop Custom Views. In some cases, having legacy Custom Views in a workbook can actually disable the modern 'Sheet Views' feature in Excel Online.
