Sending Sheets & Rows via Email

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You can send a row, or a selection of multiple rows, to anyone via email. This enables you to offer viewing access to a subset of your sheet data, rather than exposing all of it by sharing the entire sheet. It’s a great way to send a quick update to someone regarding data that is relevant to them. You can also send your entire sheet via email as an attachment in PDF or Excel (.xls) format.

In addition to sending the sheet and rows to anyone you like, there are more options for emailing collaborators who are shared to the sheet. You can draft a customized email, or email the sheet’s secure link, directly to your collaborators. 
 

Sending a Row (or rows) via Email

 
  1. Click the drop-down  arrow next to the row number you want to send via email and select Send Row. The Send Row form appears.
    TIP: To send multiple rows, hold down the [Shift] or [Ctrl] (Windows) / [Cmd] (Mac) key on the keyboard as you click multiple row numbers. The email can display up to 50 rows.


  2. Type in the email address(es) of the people or groups who should receive the email. Separate multiple email addresses with a comma or semi-colon.
    TIP: If you've added contacts to your Smartsheet Contact List, click the collaborator icon to the right to check off the contacts who should receive the email. Team/Enterprise users will also be able to select from other members of their team, or groups that were created by their Group Admins. Click here to learn more about sharing and sending information to groups.

  3. By default, the Subject Line contains the data in the Primary Column for the row, and the Message body contains the name of the sheet. You can edit either field as needed.

  4. Any existing row attachments and/or discussions will be included in the email. To remove them, de-select the corresponding check boxes.

  5. Select Cc me to receive a copy of the email. This is the only way to track rows that have been sent from Smartsheet.

  6. Click Send. The row(s) will be embedded in the body of the email sent to the recipient(s) within five minutes.

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Sending a Sheet via Email

You can send a snapshot of a sheet by attaching it as a PDF or Excel (.xls) file to an email.
NOTE: This feature can also be used for reports.
  1. Click the Sheet Actions icon in the upper left corner of the left toolbar and select Send as Attachment. The Send as Attachment form appears.


  2. Type in the email address(es) of the people or groups who should receive the email. Separate multiple email addresses with a comma or semi-colon.
    TIP: If you've added contacts to your Smartsheet Contact List, click the collaborator icon to the right to check off the contacts who should receive the email. Team/Enterprise users will also be able to select from other members of their team, or groups that were created by their Group Admins. Click here to learn more about sharing and sending information to groups.

  3. Edit the Subject Line and Message body as needed. By default, the name of the sheet is included in the Subject Line.

  4. Select the attachment type in the Attach as field, either PDF or Excel.
    TIP: If sending the sheet as a PDF attachment, you can use the options link to access the PDF Setup menu and additionally define how the attachment will look.

  5. Use the Delivery field to schedule the sheet to be sent on an automated, recurring basis by clicking Schedule. The Recurrence form appears. Select the desired options, then click OK.


  6. Select Cc me to receive a copy of the email.

  7. Click Send. The sheet will be embedded in the body of the email sent to the recipient(s).

Upon subsequent views of the Send as Attachment form, you’ll see a list of the recipients who have been sent the sheet listed in the right panel. You’ll also be able to edit recurrences from this screen.



 
For an instructional demonstration on sending sheets, rows, and Update Requests, please review the video walk-through below:

If you don't have access to YouTube, click here to watch the video.

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Customizing Emails to Collaborators

 
  1. Click the envelope icon in the left toolbar and select Email Shared Users. The Email Shared Users form appears.


  2. By default the sheet name will be listed in the Subject line, but you can edit this, and the Message body, as you see fit.

  3. By default, the email will be sent to everyone who is shared to the sheet, but you can click on All Shared Users to narrow down the list of recipients.

  4. Click Cc Me to receive a copy of the email. This is the only way to track the emails you've sent to collaborators from Smartsheet.

  5. Click Send. The recipient(s) will receive your email including a link they can click to login and open the sheet.
 
 


A permalink is generated for every sheet in Smartsheet. Shared collaborators can use the link to access the sheet directly in Smartsheet - consider bookmarking the permalink for easy access. Anyone who is not shared to the sheet will see an error message if they visit the permalink. To generate a link to a sheet that is accessible by anyone, you can publish the sheet.
  1. Click the Sharing tab at the bottom of the sheet to display the Sharing form.

  2. The sheet’s secure permalink is displayed beneath the list of shared collaborators.

  3. Click the envelope icon to the right of the permalink to send it via email to the collaborators shared to the sheet.

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