Applies to

  • Pro
  • Business
  • Enterprise

Share sheet information in email

You can send information from sheets or reports via email in a few different ways. 


  • Smartsheet
  • Pro
  • Business
  • Enterprise

You have different sharing options:

  • If you need to provide the recipients with a read-only version of the data, send one or more rows via email. 
  • If you need someone to edit rows on your sheet, even if they don't have a Smartsheet account, use an update request.
  • If you need to share a snapshot of a sheet or report, once or on a recurring basis, send the sheet or report via email as a PDF or Excel attachment.
  • If you need to give access to the collaborators in a sheet, send a secure link to the sheet.

Enterprise subscribers can have their sharing abilities restricted by a Smartsheet System Admin to only specific email addresses.

Send one or more rows via email

You can send up to 50 rows via email.

  1. In the row(s) you need to send, select Row Menu Row Menu icon.
    To send multiple rows, press and hold Shift or Ctrl (Command ⌘ on Mac) as you select multiple row numbers.
  2. Select Send....
  3. 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 a semicolon. To add contacts from your Smartsheet Contact List, select Select Contacts Select contacts icon.
  4. In the Subject and Message boxes, edit the email subject and message as needed.
  5. Customize the information you want to add to the email and the email layout.
    • Include: default includes all columns (including attachments and discussions). Select Edit to add to or remove columns, attachments, or comments from the email.
    • Layout: Edit how you want to display the information you added. This option is only available when you send a single row.
  6. To receive a copy of the email, select Cc me. 
  7. Select Send.

If you're working in a report with information from multiple sheets, you can only include rows with values from the same sheet in the email message.

In a report with grouping applied, you cannot select group headings along with sheet rows.

Send a sheet as an attachment

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

  1. In the menu bar, select File > Send as Attachment....
  2. In the To field, type the email addresses of the people who should receive the email. Separate multiple email addresses with a comma or a semicolon. To choose contacts from your Smartsheet Contact List who will receive the email, select Contacts Select contacts icon.
  3. Edit the email subject and message as needed. By default, the sheet's name is in the Subject field.
  4. Select the attachment type you need to send. If you want to send the sheet as a PDF, select (options) to access the PDF Setup menu and define how the attachment looks.
  5. Optional: If you want to define when to send the email, or to set a recurring basis, select Schedule. Then define the frequency of your delivery or specify when you want the email to be sent. Select OK.
  6. Select Send.

Recurrences will appear in the right panel of the Send as Attachment form. 

Send a secure link to a sheet

A permalink is a permanent URL of a page or site. Smartsheet generates this for every sheet. 

Shared collaborators can use the link to access the sheet directly in Smartsheet. You can bookmark the permalink for easy access. Anyone who isn't a collaborator of the sheet sees an error message if they visit the permalink.

  1. In the upper-right corner of the sheet, select Share. In the Sheet Sharing form, if the item isn't shared with anyone, you'll see the Invite Details section. ​​​​
  2. To expose the URL for the secure sheet link, select Collaborators. The link is below the list of shared collaborators.
  3. Select the Email icon to send the permalink via email to all sheet collaborators.

If you want users to access a Smartsheet item without requiring them to log in, generate a link accessible by anyone.

Customize your sharing message

  1. In the menu bar, select File > Email Shared Users....
  2. Optional: To narrow the list of recipients, select All Shared Users. By default, the email goes to all sheet collaborators.
  3. Edit the email subject and message. The sheet name appears as the default subject line. 
  4. To receive a copy of the email, select Cc me.
  5. Select Send.
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