A Better Solution: Custom-print Views In Excel

When a reader asked how to create a group of custom views of a spreadsheet ( Technology Q&A , JofA , Jul.04, page 96), I suggested he give each section of the worksheet a unique name, which can be recalled by selecting it from the Name Box drop-down list. But Joey Brannon, CPA, of Bradenton, Florida, reminded me of a better solution.

By using Custom Views ( View , Custom Views ) you can create many custom snapshots and also temporarily customize a section of a spreadsheet, give that view a name, show or print it and then return the format to its original state.

For example, start with this section of a spreadsheet:

First I want to show and print the results of all four quarters and the fiscal year; then I want to show and print only the third and fourth quarters and the fiscal year. Begin by highlighting the section that displays all four quarters and click on View , Custom Views , evoking this screen:

Click on Add , and in the space below Views type a name for it: Full year .

Now hide the first- and second-quarter results (using Data, Group and Outline, Hide Detail ) and highlight the newly formatted image. Again click on View , Custom Views and Add . Give it a name: 3rd & 4th Q, as shown below.

Continue to add views until you’ve covered all the possible presentation scenarios you require.

Recalling a custom view is a few mouse clicks away. Each time you want to display or print one of the scenarios, bring up Custom Views and click on its name.