Work with your data in table view

Manage your information efficiently with table view's streamlined interface. Access powerful editing, filtering, and collaboration tools to keep your team aligned in real time.

Who can use this?

Plans:

  • Smartsheet

This article walks you through the key things you can do in table view: editing cells and record details, filtering and sorting data, working with formulas, attaching files, collaborating in real time, and connecting to automations and integrations.


Feel free to switch views at any time. Switching to table view from any other view doesn’t change data, ensuring consistency across all views.

Table view is newly released and continues to evolve. We're actively improving it, so stay tuned for updates and enhancements .

Edit cell data

To edit cell data, double-click a cell. You can also use drag-fill to quickly fill a range of cells with a series of numbers, dates, or a text string ending in numbers that’s either sequential or an evenly spaced interval. 

Drag the bottom right corner of a selected cell or cell range. If you choose only one cell, the content duplicates. If you select two or more cells, the content follows the sequence if there’s an identifiable pattern. Learn more about using drag fill to edit cell data.

When you set up dependencies on your sheet, you can update task dates and durations directly in table view, including tasks with predecessors.

You can edit these fields directly in the table view on the sheet, but not in the Details panel.

View and edit record details

The Details panel opens all row fields in an editable panel on the right side of the screen. This allows you to edit multiple fields without scrolling through multiple columns to view the row information.

You can open the Details panel by using one of the following options:

  • Select 
    Expand.
     in the primary column.
  • In the row options menu Data Shuttle kebab menu , select Edit details.
  • Double-click the row number.

The Details panel opens on the right side of the screen. 

Your updates save automatically. Updates from other users appear in real-time as you view and edit in the Details panel, so you're always aware of the latest data.

editrecordsdetailpanel

View cell history

Use the Cell history panel to view a log of all changes to the particular cell.

  1. Right-click the cell.
  2. Select View cell history.

The panel that opens displays the changes made to the cell and the author, along with the time and date of those changes.

Track cell formula changes, such as newly added, deleted, or updated formulas, in cell history. Formula changes are marked with an fx. 

view cell history table view

View activity log

Select the activity log icon  Activity.  on the toolbar to open the activity log. 

Edit dependencies

If your sheet has a start date and end date column, you can toggle on dependencies in sheet settings  Adjust settings. . When you activate dependencies on your sheet, you can update task dates, durations, and predecessors directly in table view. 

You can edit these fields in table view directly on the sheet, but they're not editable in the Details panel.

To edit predecessors, begin typing in the cell. Other row options appear based on syntax. Select the option you need as the predecessor for the row, and use the dropdown menu to change the dependency relationship as needed.

  • Finish to Start - the predecessor task needs to be finished to start the one on the row.
  • Start to Start - the predecessor task needs to be started to start the one on the row.
  • Start to Finish - the predecessor task needs to be started to finish the one on the row.
  • Finish to Finish- the predecessor task needs to be finished to finish the one on the row.
  • Add lag time (in working days) if needed.

As you assign predecessors, start dates, end dates, and duration values, they update automatically. You can have multiple dependencies for each row if needed. 

Edit dependencies in your sheet in table view

Formulas 

Use formulas to calculate numeric values or automate aspects of your sheet. You can create formulas, for example, to sum a range of expenses, or to check a box when you enter a specific value in a field. 

 

To add a formula to a cell, select a cell and either:

  1. Type = and start writing your formula.

          Or,

  1. Select Formulas in the toolbar.
  • In the formulas panel, you can either enter the formula or enter plain language and use AI to create a formula.
  1. Select Write syntax to use formula syntax.
  2. Select Build with AI to use plain language to describe the formula you need, and AI then gives a suggested formula syntax.
  • Select Apply. Use the drop-down arrow to apply to either the cell, column, or to create a new column. 

You can switch to the formula panel by selecting the Edit formula in panel icon while writing a cell formula. To return to the cell formula editor, simply select the cell.

In cell formula editor

To manage and create cross-sheet references in formulas, switch to grid view. 

Search for data

Quickly find what you need on the sheet by using the search feature.

  1. On the toolbar, select the Search icon  Search magnifying glass. .
  2. Type or enter the term you want to search.
  3. Select Enter on your keyboard.
  4. Select Show only matching rows to hide all rows without a search result if necessary. 
  5. Use the arrows to scroll through the highlighted search results.
search in table view

Filter your data

Use filters to show or hide information in your sheet as needed. 

Whenever you apply a filter, whether a saved or temporary one, the filter icon appears in the column header to indicate which columns you're filtering the sheet by. Select the filter icon to open the filters menu. 

In table view, you can apply saved filters, edit existing filters, create new filters, and add multiple temporary additional filters. Learn more about working with filters in table view. 

Create a new filter

To create a new filter:

  1. Select Filter in the toolbar.
  2. Select + Add a filter.
  3. Choose your filter criteria.
    1. You can filter based on columns or rows.
    2. For columns, you can use various options such as is one of, is not one of, is blank, and more.
  4. Select Save.
  5. Name your filter.
  6. Choose whether to keep your filter for yourself or share it with other sheet users in the drop-down menu.
  7. Edit or add any filter criteria if needed.
  8. Optionally, you can choose to show parent rows if needed.
  9. Select Save.

You can also create a new filter directly from the column options menu  Data Shuttle kebab menu . Open the column options menu, select Filter, and then adjust the filter criteria as necessary. You can save the filter or clear it when you're finished. 

Sort  your data

To sort rows in ascending or descending order in table view, you can:

  • Open the column options menu and select Sort rows.

Or,

  • In the toolbar, select Sort > Add a sort and choose the column you want.
Add a sort

When one or two sort levels are applied, Add a sort is still available, as you can sort up to three levels.

sort 2nd level

Print your data

You can print the data in your sheet, or just some rows.

  1. If you want to print specific rows, select them. If not, continue to the next step.
  2. Open the File menu.
  3. Select Print.
  4. Set up your printing preferences. You can select to include or not the sheet name, row numbers, page numbers, and more.
  5. Select Print. 
Print table view

Attach files

Use attachments to keep important files organized with specific rows. Learn more about working with attachments.

Add a file to a row

  1. On the row you want to add an attachment to, select the attachments icon  Attach file. .
  2. In the Attachments panel, select Add.
  3. Upload your file, or add a URL.

View all attachments on the sheet

  1. Select the attachments icon  Attach file. on the top toolbar.
  2. In the drop-down menu, select All rows.

Edit or download attachments

  1. Open the attachment options menu  Data Shuttle kebab menu .
  2. Here you can upload a new version, delete or rename an attachment, and more.
attachments edit menu in table view

Collaborate with others

Changes made by other users are updated in real time. In the top-right corner, avatars of other users who are viewing or editing the sheet are displayed. You can hover over their account photo to see their contact information.

facepile of other users on the table view sheet

Users viewing the sheet in table, board, or timeline view can see all other users regardless of the view they're using. Users viewing the sheet in grid, card, calendar, or Gantt view can't see users viewing the sheet in table, board, or timeline view.

View and reply to comments

Users with Owner, Admin, Editor, or Commenter permissions can comment and reply to comments.

The Conversations icon turns blue when you have unread comments.

To open the conversations panel for a row:

  1. Select the Conversations icon  Add a comment.  on the row.
  2. Type your comment. You can @mention other users to notify them.
  3. Select  Send. to send your comment.

You can use the comments options menu  Data Shuttle kebab menu  to edit or delete your comments.

You can reply to comments for the row or reply to a specific comment thread by selecting Reply under an existing comment.

To view or add attachments within comments, switch to grid view.

Share your sheet

To share your sheet with collaborators directly in table view:

  1. Select Share in the upper-right corner of the toolbar.
  2. Choose whether to share the sheet or the entire workspace.
  3. Input the contact you’d like to share your table with and select the appropriate permission.
  4. Optionally, add a customized message.
  5. From the default view list, select Table.
  6. Select Share.

Learn more about how to share your sheets with other users.

Copy a direct link to a row

You can send other users direct links to rows. Anyone with access to the sheet can use the link to navigate directly to the row. Upon opening the link, the row’s record details panel opens. If the row isn't visible due to filters, remove the filter and temporarily navigate to the row.

To copy a row link:

  1. Open the row options menu  Data Shuttle kebab menu .
  2. Select Copy row link.
copy row link in table view

 

Automate processes with automations

You can create automations and manage existing automations in table view. 

Select Automations from the toolbar to open the Automations menu. 

The automation indicator under the column name indicates whether the column is active for automation, triggered by column changes, or by changes to column content. 

Automations indicator

Selecting the indicator takes you to the automated workflows screen. 

Learn more about using automations to automate your workflows.

Choose the look of your sheet with grid lines

You can turn vertical grid lines on or off by selecting the grid lines icon in the toolbar. Your permission level determines where the icon appears in the toolbar.

  • If you have Editor or above permissions, the icon is located at the end of the toolbar. 

    Grid lines icon for Editor or above permissions.

  • If you have Commenter or Viewer permissions, the icon is located at the top of the toolbar.  

    Grid lines icon for Commenter or Viewer permissions.

Use the shortcut ALT + V (Windows) or ⌥ + V (Mac) to turn them on and off. 

Data integrations

The integrations panel allows you to easily access Data Shuttle and Connectors. To open the integrations panel, select Data Integrations > Create workflow from the toolbar.

Data Suttle

Use Data Shuttle to schedule data imports and exports from file storage systems, including SharePoint, OneDrive, Box, and Google Drive. Select where to export the data from to start using Data Shuttle.

Connectors

With the Smartsheet Jira Connector and Smartsheet Salesforce Connector, you can push information in a single direction (from Jira or Salesforce to Smartsheet or from Smartsheet to Jira or Salesforce) or bidirectionally, instantly updating issues in both applications. 

Select the desired Connector tile in the Data Integrations panel to open the Connector page.

 

Use forms to collect data

You can create forms to collect data and populate them directly into your sheets. Select Forms from the toolbar to create a new form.  Learn more about using forms to collect information.

To manage existing forms:

  1. Open the workspace panel.
  2. Select the options menu  Data Shuttle kebab menu  on the form row.
  3. Select Edit.