A worksheet may show only the records you want while still retaining other rows underneath a filter or manual hiding. Treat creating a separate list as an extraction task: the destination must be checked, not assumed to match what was visible on screen.

Start with a copy of the source workbook and a blank destination sheet with all rows and columns visible. Note the first and last records you intend to include, plus one hidden record that should be excluded.

Select the visible portion explicitly

In desktop Excel for Windows, select the intended source range. Choose Home, Find & Select, Go To Special, then Visible cells only and OK. Copy the selection, select the upper-left destination cell and paste.

Excel puts the copied cells into consecutive rows or columns. A destination containing hidden rows or columns can conceal some of the pasted data, which is why an entirely visible destination is useful for checking the result.

For an ordinary range in Excel for the web, Microsoft documents that the visible-only option is unavailable. It distinguishes a filtered table, whose visible cells can be copied. If you need the desktop selection procedure, open the workbook in desktop Excel instead of assuming the same command is present in the browser.

Reconcile the extract using record identity

Try the procedure first on a small fictional list with five numbered records. Hide the middle record, copy only visible cells and confirm that the destination contains the other four numbers. Then reveal the source again to show that the hidden record was retained there.

In the real extract, count the expected records and inspect the selected first, last and excluded examples. Check every required column, including any that were off screen when you began. If copying formulas, inspect whether the destination formulas still express the relationships you intended.

Give the extract a name and note describing its selection rule and date. A separate list should be understandable after the original filter has changed. Before sharing it, inspect the actual saved file for the permitted content; the fact that certain source rows were hidden is not evidence that the release copy contains only approved information.

Sources: Microsoft copying visible cells.