Share sheet information in email

Applies to

Smartsheet
  • Pro
  • Business
  • Enterprise

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

To do this

 

Use this method

 

Provide the recipients with a read-only version of the data.

If you want to let someone edit rows on your sheet, even if they don't have a Smartsheet account, use an Update Request.

Send one or more rows via email.

 

Share a static snapshot once or on a recurring basis.

 

Send the entire sheet or report via email as a PDF or Excel (.xls)  attachment.

 


Give access to the collaborators in a sheet.

 

Send a secure link to the sheet.

 


If you're an Enterprise subscriber, a Smartsheet System Admin can restrict your ability to share information so you can only send to specific email addresses.


Send one or more rows via email

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

  1. In the row(s) you need to send, select Row Menu.
    To send multiple rows, press and hold Shift or Ctrl (Command ⌘ on Mac) as you select multiple row numbers. The email can display up to 50 rows.
  2. Select Send.
  3. In the To box, type the email addresses of the people or groups who should receive the email. Separate multiple email addresses with a comma or a semicolon.
  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.
    • Included: All columns (including attachments and discussions) are included by default. Use the Included field to add to or remove columns from the email.
    • Layout: Edit how you want to display the information you added.
      The layout option is only available when you send a single row.
  6. To receive a copy of the email, select Cc me. Cc me is the only way to track rows sent from Smartsheet.
  7. Select Send.

Pro Plan users can send up to 300 emails from Smartsheet per day. Smartsheet emails are sent when you @mention someone in a conversation, send a row, share a Smartsheet item, send a form submission confirmation, etc. If you need to send more than 300 emails daily, you will need to upgrade to one of our other plans.

Send a sheet as an email 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.

To send a sheet as an email attachment

  1. In the menu bar, select File > Send as Attachment.
  2. Type the email addresses of the people who should receive the email. Separate multiple email addresses with a comma or a semicolon.
  3. Edit the email subject and message as needed. By default, the sheet's name is included 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 will look.
  5. Select Send.

By default, the attachment will be sent immediately and only once. 

You can use a filter to display only the rows you want to send. Filters work on one-time attachments only. You can't use filters with attachments sent on a recurring basis.

To set up a recurrence for sending a file attachment

  1. In the menu bar, select File > Send as Attachment.
  2. Select Schedule
  3. Select the frequency of your delivery (e.g., Daily), and specify the other recurrence options.
  4. Select OK.

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

In the Delivery section of the Send as Attachment form, select the schedule you set to edit it.


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 will see an error message if they visit the permalink.
If you want users to access a Smartsheet item without requiring them to log in, generate a link accessible by anyone.

  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. You'll see the link just below the list of shared collaborators.
  3. Select the Email icon to send the permalink via email to all sheet collaborators.

Customize your sharing message

  1. In the menu bar, select File > Email Shared Users.
  2. Edit the email subject and message. The sheet name appears as the default subject line. 
  3. To receive a copy of the email, select Cc me. Cc me is the only way to track the email you send to collaborators from Smartsheet.
  4. Select Send.

By default, the email goes to all sheet collaborators. To narrow the list of recipients, select All Shared Users.