Filter Excel Online without changing it for everyone
Short answer: a Sheet View is a saved sort and filter you can use on a shared workbook. Go to View, then Sheet View, then New, apply your sort or filter, and name the view. To leave it, go to View, then Sheet View, then Exit.
Before you start
Microsoft's page says: "You can only use Sheet Views in a document that is stored in a SharePoint or OneDrive location." Microsoft's page says a Sheet View "is available on all Excel platforms: Excel for Desktop and Mac, Excel for the web, and Excel on a mobile device." If the Sheet View options are greyed out, the file is probably not stored in SharePoint or OneDrive. In desktop Excel, Microsoft's FAQ names Excel for Microsoft 365 and Excel 2021 as supported.
Make a Sheet View
- Open the workbook and select the worksheet you want to filter.
- Go to the View tab, select Sheet View, then select New.
- Apply the sort or filter you want. Use the filter arrows on the header row.
- Open the Sheet View menu again and select Temporary View. Excel calls the new view Temporary View until you save it. Microsoft says it "automatically names your new view Temporary View to indicate the Sheet View isn't saved yet."
- Type a name such as "Open orders" and press Enter.
Exact names may differ on your screen.
Switch between views, rename, delete
- Switch: go to View, then Sheet View, then select the view you want. The menu shows views for the active worksheet only.
- Rename or duplicate: go to View, then Options. In the Sheet View options box, choose Rename or Duplicate.
- Delete: go to View, then Options, select the view and choose Delete.
Exit a Sheet View
Go to View, then Sheet View, then Exit. Microsoft's page says: "To close a Sheet View and return to the default view, select View > Sheet View > Exit." If you are looking at filtered data and cannot find the rows you expect, check whether the sheet tab is in a named view. Microsoft says an eye symbol appears next to the worksheet tab name when a Sheet View is applied. Exiting returns you to the default view.
What a Sheet View is not
- It is not private. Microsoft's FAQ says: "other people who share the workbook can see views you create if they go to the View tab and look at the Sheet View menu in the Sheet View group." Our advice, not a Microsoft rule: put your name in the view name, such as "Open orders - Finance".
- It is not kept in a local copy. Microsoft says: "If you save a local copy of a file that contains Sheet Views, the Sheet Views will be unavailable."
- The limit is 256 views. Microsoft's page says: "You can create up to 256 Sheet Views, but you probably don't want to get overly complicated."
If Sheet View does not appear
- Check where the file lives. It must be in SharePoint or OneDrive, not a local folder or a downloaded copy.
- In desktop Excel, check your version. Microsoft's FAQ names Excel for Microsoft 365 and Excel 2021. In the browser, Microsoft says Sheet Views work in Excel for the web.
- Open the file again from SharePoint or OneDrive and look at the View tab.
If several people edit one file and each needs a different filtered picture of it, a list may fit better. See "SharePoint list or Excel: which one for a shared tracker".
When to get help
You can build all of this yourself in Microsoft 365. If you would rather have it built and tested for your team, I do that. A tracker like this is a fixed price: $5,000 for one, built in 2 weeks. See "What a SharePoint tracker costs to build". Bring one example of the problem to a free call.
I am Al Davies. I run 250 High Street LLC and build SharePoint trackers and Power Automate flows for operations teams. I work remotely. The first call is free, and I will not try to sell you anything.
See trackers I built: Tools I built
FAQ
What is a Sheet View in Excel?
A saved sort and filter on a worksheet in a file stored in SharePoint or OneDrive.
How do I exit Sheet View in Excel Online?
Microsoft says: "To close a Sheet View and return to the default view, select View > Sheet View > Exit."
Why is Sheet View greyed out?
The file is likely not in SharePoint or OneDrive. In desktop Excel, also check that you have Excel for Microsoft 365 or Excel 2021.
Can other people see my Sheet Views?
Yes. Other people who share the workbook can see views you create on the View tab.
How many Sheet Views can I make?
Up to 256, according to Microsoft.