Office Settings & Configuration

How to Use Separate Excel Views for Multiple Users

Chanuka Geekiyanage Sep 27, 2026 868 views

Question details

Multiple users need to filter data in a shared Excel workbook independently without disrupting each other's views.

How to Use Separate Excel Views for Multiple Users

Product: Microsoft Excel
Device & OS: not provided
Scenario: Collaborating on a shared workbook via the desktop application and a web browser.
Observed behavior: Users need a way to apply personal filters that do not change the default view for others, and currently must use Sheet Views and manually select them upon reopening.

Before you start

Ensure your workbook is saved in a shared location like OneDrive or SharePoint and that you are using a Microsoft 365 subscription, as the independent viewing feature requires modern cloud collaboration to be active.

Solution 1Recommended

Use Excel Sheet Views for Independent Filtering

Use the Sheet View feature to filter and sort data independently without affecting other collaborators in the shared workbook.

Sheet Views allow you to create customized views in an Excel worksheet without being disrupted by others. When you filter or sort data, it only applies to your screen, leaving the default view intact for everyone else.

Navigate to the View tab

Open your shared workbook in Excel (Desktop or Web browser) and click on the 'View' tab in the top ribbon.

Create a New Sheet View

In the Sheet View group, click 'New'. The column headers and row numbers will change to a black background to indicate you are now in a temporary custom view.

Apply personal filters

Filter and sort the data as needed. These changes will only be visible to you and will not interrupt other users working in the same document.

Save the view for future use

To keep this view for future sessions, click 'Keep' in the Sheet View group and enter a specific name for your view so you can easily identify it later.

Use Excel Sheet Views for Independent Filtering

Default View Reversion: When you close and reopen the workbook, Excel will revert to the Default view. You must manually select your saved personal view from the Sheet View drop-down menu each time you reopen the file.

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Frequently Asked Questions

Can Excel automatically apply my saved Sheet View when I open the file?

No, Excel currently reverts to the Default view every time you close and reopen a workbook. You must manually select your saved custom view from the View tab each time you open the file.

Do Sheet Views work on older versions of Excel?

Sheet Views are primarily available in Microsoft 365 subscriptions and Excel for the Web. Older standalone versions like Excel 2016 or 2019 do not support this feature.

Will my personal Sheet View affect printing?

Yes, if you print the worksheet while a Sheet View is active, Excel will only print the filtered and sorted data currently visible in your specific view, not the entire default dataset.

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