Use the sheet summary in grid, Gantt, card, table, and calendar views to define, organize, and report sheet-level information related to your work.
USM Content
Use the sheet summary feature to organize key metrics from your sheet or summarize data from different sheets, making it easier to filter and sort in one location.
You can also present overall project metrics and tag sheets with custom metadata for improved searchability, among other features.
Access the sheet summary
There are different ways to access the sheet summary.
- If you're in grid, Gantt, card, or calendar view, select the Summary icon
from the right feature bar of your sheet. - If you're in table view, select the Summary icon
in the toolbar.
Create new sheet summary fields
The sheet Owner and Admin can add new sheet summary fields, edit field properties, and type in existing locked or unlocked fields.
- To add a new field:
- In grid, Gantt, card, or calendar view, select the New Field button at the bottom of the sheet summary.
- In table view, select Add at the top of the sheet summary.
- Choose the field type for the information you want to display.
- Type a name for your field and select either OK or Apply. A new, blank field appears on the sheet summary.
Copy your sheet summary fields to another sheet: Open the sheet summary, select the three-dot menu next to Summary, and select Copy all fields to another sheet. Follow the instructions to complete the action. Learn more about how to copy summary sheet fields.
Edit your sheet summary fields
You can edit your sheet summary fields at any time.
Access the sheet summary and select the More
icon to the right of the field you want to change.
Edit a field to add hyperlinks, format currencies, lock fields, delete fields, and more.
Summary field types
| Field type | Description |
|---|---|
| Text/Number | Text descriptions, numbers. For example, project summary and overall budget. |
| Contact List | Display someone from your available contacts. For example, the project manager or a point of contact. |
| Date | An important date. For example, the start or finish date of a project. |
| Dropdown List | Choose a dropdown option from a custom list. For example, department name, project type, and project status. |
| Checkbox | A checkbox that can be checked or unchecked. |
| Symbols* | Collections of visual icons. For example, Harvey balls, stars, and signal bars. In table view, you can find them as Status, trends, progress, and ratings. |
*With boolean symbols (flag, star, and checkbox), write the formula in a text field first, then change the field property to the symbol you want to use.
Sheet summary limits
The sheet summary supports:
- Up to 200 fields (does not count against sheet columns).
- Field Names up to 50 characters.
- Field values equal to cell sizes.
- Up to 500 dropdown options.
Best practices
Depict key project details using formulas or symbol columns
Embed formulas in sheet summary fields to see critical metrics whenever you open your sheet summary.
See Calculate key project metrics with sheet summary formulas for more information.
Make search easier by categorizing sheets
Create sheet summary fields that contain key values that you can easily search.
For example:
- Label the department using a Dropdown List or Text/Number field.
- Add keywords to a Text/Number field. For example, construction, electrical, or engineering.
See Use search to find Smartsheet items for more information.
Create a legend to explain how to use symbols
Build a legend in the sheet summary to describe the meaning of each icon or symbol on your sheet.
To create a legend:
- Add a Text/Number field at the top of your sheet summary with a description of the legend.
- Add Symbol fields to the sheet summary, one for each symbol. In the field name, type the purpose of the symbol. Select the group of symbols used on the sheet for each field.
- In each Symbol field, set the icon that matches your description.
Learn more in Provide context to symbols with a sheet summary legend.