Set options for printing a PDF

Applies to

Smartsheet
Enterprise

When you print a PDF, you can choose between two options:

  • Entire Sheet prints all rows. Learn how to print an entire sheet or report.
  • Selected Rows prints only those you selected before you clicked Print. Learn how to print selected rows. 

Printing with filters applied

If there is a filter applied, printing the Entire Sheet prints the filtered view.

If you have Viewer permissions, printing the Entire Sheet with an Unnamed Filter applied prints the previously applied view (either a Shared Filter or unfiltered view). 

To print a sheet with an Unnamed Filter: 

  1. Turn all filters off then apply the Unnamed Filter
  2. Select all visible rows and print Selected Rows.

To select a single row, select its row number. To select multiple rows in sequence, hold down the Shift key and select the first and last row of the range you'd like to highlight. To select multiple rows not in sequence, hold down the Ctrl key while selecting each row number you'd like to highlight. This option isn't available from Calendar View.

Selection

The Selected Rows option is available only if you select rows before you click Print. Entire Sheet prints all rows. Selected Rows prints only those you selected before you clicked Print. 

If there is a filter applied, printing the Entire Sheet prints the filtered view.

If you have Viewer permissions, printing the Entire Sheet with an Unnamed Filter applied prints the previously applied view (either a Shared Filter or unfiltered view). To print an Unnamed Filter as a Viewer of the sheet, turn all filters off then apply the Unnamed Filter. Then, select all visible rows and print Selected Rows.

To select a single row, select its row number. To select multiple rows in sequence, hold down the Shift key and select the first and last row of the range you'd like to highlight. To select multiple rows that are not in sequence, hold down the Ctrl key while selecting each row number you'd like to highlight.This option isn't available from Calendar View.

Date range

The Date Range option is available in Gantt View or Calendar View

When you specify a Custom Date Range for a Gantt chart, the timeline in the PDF will be adjusted to show dates between the entered start and end date.

When exporting a PDF of your sheet in Gantt view, the Custom Date Range settings will control the range of the Gantt chart timeline, but it will not filter out the rows. To ensure that rows outside of your date range are not included in the PDF, you can apply a sheet filter or use the Selection settings in the PDF setup.

In Calendar View, the resulting printout will include the specified range but may also include additional days to provide a minimum of four weeks.

If you have specified a custom date range, the time span shown will depend on what you've chosen for the primary Timeline Display. For example, if your primary timeline display is set to Years and you choose March 1st as your start date and June 30th as your end date, the resulting PDF will show a complete year due to your primary timeline choice. You can change the primary timeline display from Years to Quarters or Weeks, for example, to narrow the printed timeline.  

Paper size

Select a paper size appropriate for your printer.

​Margins

Select a smaller margin size if you wish to fit more on each page.

Orientation

The default option of Landscape will allow your Gantt chart to be printed across the length of the chosen paper size. Portrait will print across the width of the chosen paper size.

Scaling

Use scaling to better fit the sheet data onto a printed page:

  • Scale: By default the data is displayed at 100% of its size. You can increase this number to magnify, or decrease it to scale down, the size of the data as needed.

  • Fit to Width: Automatically scales your selected data such that it fits across the width of one page. The length may extend onto additional pages.

Scaling is not available for Calendar View.

​Options

Select the items in the Options section of the Print Setup (PDF) form to further refine what appears in the PDF file. Here are some things to keep in mind as you use options:

  • Columns to be Included: Available only from Gantt View. By default, only the primary column is included when printing a Gantt chart. To select additional columns for printing, click the underlined column name or the Edit button.

  • Include Comments: Comments will be printed on separate pages after the printed Grid, Calendar, or Gantt View data.

  • Include Row Numbers: Include row numbers in the PDF (this option is not available when printing from Calendar View).