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How to Automatically Hide Completed Items in Microsoft Lists

Chanuka Geekiyanage Oct 1, 2026 868 views

Question details

The user wants to configure Microsoft Lists to automatically hide items from the current view once their status is changed to Completed, without deleting the actual items from the list data.

How to Automatically Hide Completed Items in Microsoft Lists

Product: Microsoft Lists
Device & OS: not provided
Scenario: Managing an active task tracker where completed items clutter the view, requiring a way to filter them out automatically.
Observed behavior: Completed items remain visible in the default list view until a specific view filter is configured to exclude them.

Before you start

Ensure you have 'Edit' permissions for the Microsoft List you are modifying and that your list contains a Choice or Status column used to track task completion.

Solution 1Recommended

Create a Filtered View to Exclude Completed Items

Use the built-in view filter settings in Microsoft Lists to hide tasks with a 'Completed' status while keeping them safely stored in the background data.

By creating a specific view that filters out completed items, you can maintain a clean workspace for active tasks without losing any historical data. The items are not deleted; they are simply excluded from the display.

Verify the Status Column

Open your Microsoft List and ensure there is a Choice column (e.g., 'Status') that includes 'Completed' as one of the available dropdown options.

Access View Settings

Click on the View menu at the top right corner of your list (usually labeled 'All Items') and select 'Edit current view' from the dropdown menu.

Configure the Filter Conditions

Scroll down to the 'Filter' section. Select the radio button for 'Show items only when the following is true'. Set the first dropdown to your Status column, the middle dropdown to 'is not equal to', and manually type 'Completed' in the value text field.

Save the Custom View

Scroll to the top or bottom of the settings page and click 'OK' to save your changes. The view will instantly refresh and automatically hide any items marked as completed.

Create a Filtered View to Exclude Completed Items

Accessing Hidden Items: You can easily view your completed tasks again at any time by switching to a different view (like the default 'All Items') or by removing the filter from the current view.

Free Microsoft Office alternative

Manage Tasks and Lists Efficiently with WPS Office

While Microsoft Lists requires a Microsoft 365 subscription for full integration, WPS Office provides a powerful, free alternative for task and project management. You can easily create dynamic task trackers using WPS Spreadsheet with built-in filtering, data validation, and seamless compatibility with Microsoft Excel formats.

1. Download and Install: Get WPS Office for free from the official website and install it on your computer or mobile device.
2. Open a Task Tracker Template: Launch WPS Spreadsheet, go to the Homepage, and search for 'Task List' or 'To-Do List' in the free templates library.
3. Customize and Filter: Add your tasks to the spreadsheet and use the built-in 'AutoFilter' function under the Data tab to easily hide rows marked as completed.

Free to use with a lightweight and fast installationFully compatible with Microsoft Excel (.xlsx) formatsRich built-in spreadsheet templates for task tracking and project managementIntuitive Data Filter tools to instantly hide or sort completed tasks

Frequently Asked Questions

Where do my completed items go when they are hidden in Microsoft Lists?

They remain safely stored in the underlying list data. Filtering a view only changes what is displayed on your screen. You can view them at any time by switching to an unfiltered view.

Can I hide multiple statuses at once in a list view?

Yes. In the Edit View settings under the Filter section, you can add multiple conditions. Select 'And' or 'Or' to combine rules, allowing you to hide both 'Completed' and 'Cancelled' items simultaneously.

Why is the filter not hiding my completed tasks?

Ensure that the value you typed in the filter exactly matches the status name in your column (e.g., 'Completed'). The filter is text-sensitive, so check for typos or extra trailing spaces in your column choices.

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