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3 methods to limit the number of rows and columns in Excel

Author: Kelly Last Modified: 2024-11-22

In Excel, limiting the number of visible rows and columns in a worksheet can be crucial when preparing presentations, creating templates, or ensuring data protection by preventing scrolling to off-screen data. This guide presents three effective methods for controlling worksheet dimensions: hiding unused rows and columns, using Kutools to quickly set limitations, and disabling scrolling. Each technique serves a specific purpose, from enhancing usability to improving document security.

limit the number of rows and columns


Limit the number of rows and columns by hiding rows and columns

The most common way to limit the number of rows and columns in a worksheet is to hide unshared rows and columns. Please follow the steps below to accomplish this task.

Step 1: Besides the shared range, you need to hide the remaining areas that you don't want to show in the worksheet. In this scenario, I want to restrict the worksheet to just 4 columns and 10 rows. So I select the fifth column and then press the Ctrl + Shift + Rightward arrowRight click selected columns, and select the Hide keys simultaneously to select all right columns.

Step 2: Right click selected columns, and select the Hide from right-clicking menu.

Step 3: Select the first row below shared range, press the Ctrl + Shift + Downward arrow Downward arrow keys at the same time to select all rows below shared range, and then hide them.

Step 4: Select the first row up shared range, press Ctrl + Shift + Up arrow Up arrow simultaneously to select all rows up shared range, and then hide them.

Step 5: Select the first column left to shared range, press Ctrl + Shift + Leftward arrow Leftward arrow simultaneously to select all columns left to shared range, and then hide them.

Then you will see all rows and columns are hidden except shared range in the worksheet.
all rows and columns are hidden except shared range


One click to limit the number of rows and column with Kutools

Kutools for Excel offers an efficient one-click solution to quickly set the visible area of your worksheet

Kutools for Excel offers over 300 advanced features to streamline complex tasks, boosting creativity and efficiency. Enhanced with AI capabilities, Kutools automates tasks with precision, making data management effortless. Detailed information of Kutools for Excel...         Free trial...

Select only the range you want to display in the worksheet, and then select Kutools > Show / Hide > Set Scroll Area.
apply Set Scroll Area feature to limit the number of rows and column

Then you will see all rows and columns are hidden except shared range in the worksheet immediately.


Limit the number of rows and columns by disabling scrolling in Excel

In Excel, users can set scrolling area to prevent from scrolling to other rows and columns.

Step 1: Right click the worksheet name in the Sheet tab bar, and then select the View Code from the right-clicking menu.
Right click the worksheet name and select the View Code

Step 2: Now you get into the Microsoft Visual Basic for Applications window, you need to open the Properties Window with clicking View > Properties Window.
 click View > Properties Window

Note: If the Properties window has been opened already, just skip this step.

Step 3: In the Properties window, find out the ScrollArea in the left bar, and then in the following box enter the range you want to share with others.
find the ScrollArea in the left bar, and enter the range to display

Step 4: Close the Microsoft Visual Basic for Applications window.

Then you will see both vertical scroll bar and horizontal scroll bar are freeze, and you cannot scroll to other rows and columns in current worksheet.


By implementing these methods to limit the number of rows and columns in Excel, you can streamline user interaction, enhance data security, and ensure that viewers focus only on the essential parts of your spreadsheet. For those eager to delve deeper into Excel's capabilities, our website boasts a wealth of tutorials. Discover more Excel tips and tricks here.


Demo: Limit number of rows and column with only one click

 

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