Share Sheet Information in Email

To send information from sheets or reports to people via email, you have a few of choices. 

To do thisUse this method
Provide the recipients with a read-only version of the data.

NOTE: If you want to give someone the ability to edit rows on your sheet, even if they don't have a Smartsheet account, use an Update Request. More details on this are available in our Update Requests article in the Help Center.
Send one or more rows via email. 
Share a static snapshot one time or on a recurring basis.Send the entire sheet or report via email as a PDF or Excel (.xls)  attachment.
Give access to people who are shared to the sheetSend a secure link to the sheet.


NOTE: If you a member of an Enterprise plan, a Smartsheet System Admin can restrict a your ability to share information such that you're able to send only to specific email addresses. For more information, see "Set Up an Approved Domain Sharing List" in the Security Controls article.


Send One or More Rows via Email

You can send rows from a sheet or report to anyone via email.

NOTE: If you're working in a report that combines information from multiple sheets, be aware that only rows from the same sheet can be included in the email message.

  1. Click the drop-down  arrow next to the row number that you want to send and select Send.

    The Send form appears.



    TIP: To send multiple rows, hold down Shift key or the Ctrl key (key on Mac) as you click multiple row numbers. The email can display up to 50 rows.
     
  2. In the To field, type the email addresses of the people or groups who should receive the email. Separate multiple email addresses with a comma or semicolon.

    TIPS:
    • 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. For more about using contacts in Smartsheet, see Smartsheet Contacts.
    • On multiuser plans, users will also be able to select from other members of their team, or groups that were created by their Group Admins. To learn more about sharing and sending information to groups, see Manage and Use Smartsheet Contact Groups.
  3. The email Subject Line and Message body contain default values: edit either field as needed.
  4. Use the Customize and Layout options to specify which fields will be included in the email and how they'll be displayed.

    NOTE: The Layout option is available only when you choose to send a single row.

    By default, all columns (including attachments and discussions) will be sent. To exclude columns, click the Edit button and uncheck any column name that you want to omit from the email.
  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 selected row or rows will be included in the body of the email message and sent to the recipients. Messages are typically sent within five minutes.


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Send a Sheet as an Email Attachment

You can send a snapshot of a sheet or report by attaching it as a PDF or Excel (.xls) file to an email message.

  1. Click File > Send as Attachment.

    The Send as Attachment form appears.

    Send as Attachment
  2. In the To box, type the email addresses of the people who should receive the email. Separate multiple email addresses with a comma or semicolon.

    TIPS:

    • If you've added contacts to your Smartsheet Contact List, click the collaborator icon  select contacts who should receive the email. See the Smartsheet Contacts article for more information.
    • On multiuser plans, users will also be able to select from other members of their team, or groups that were created by their Group Admins. To learn more about sharing and sending information to groups, see Manage and Use Smartsheet Contact 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. Choose a Delivery option for the Send as Attachment email.

By default, the attachment will be sent immediately and only once. To send a file on a recurring basis, see the next section of this article.

Set Up Recurrence for Sending a File Attachment

To send a sheet as an attachment at a recurrence that you specify:

  1. Follow the steps above to open the Send as Attachment form.
  2. In the form, next to Delivery, click the Schedule link.

    Send as attachment delivery
     
  3. In the Delivery Options form, select the frequency with which you want the delivery to occur (Daily, Weekly, Monthly, Yearly) and specify the other recurrence options.
  4. Click OK.

Once you've set them up, recurrences will appear in the right panel of the Send as Attachment form. To edit or delete recurrence, click the arrow next to the description of the recurrence.


Send a Secure Link to a 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 listed in the Collaborators section of the Sharing form of the sheet will see an error message if they visit the permalink.

TIP: To generate a link to a sheet that is accessible by anyone, see our Help Center article on Publishing Smartsheet Items.

  1. Click the Share button at the top of the the item.

    Share Button
    The sharing form will be displayed. If the item isn't shared with anyone, you'll see the Invite Details.

  2. Click Collaborators to expose the URL for the secure sheet link. (You'll see the link just below the list of shared collaborators.)
     
    Sheet Sharing Collaborators

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


Customize Your Sharing Message

  1. Click File > Email Shared Users.

    The Email Shared Users form appears.


    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. 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 the list of recipients.
     
  2. Click Cc me to receive a copy of the email.

    This is the only way to track the email you send to collaborators from Smartsheet.
     
  3. Click Send.

The recipients will receive your email, including a link they can click to login and open the sheet.

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