Formatting Options

To apply formatting to numbers and text in your sheet, use the buttons on the toolbar at the top of the Smartsheet window.

For certain views or screen sizes, not all buttons will be visible on the toolbar. If you don't see a button that you need, click More More button.

 

More button on toolbar

TIP: Many of the tasks you do with formatting buttons can also be done with keyboard shortcuts. For a list of keyboard shortcuts, see the Keyboard Shortcuts article.

NOTES:

  • The thousands and decimal separators for numbers are controlled by the Language (Country) settings in your Regional Preferences. To change these setting, use the instructions in the Change the Language and Date Notation article.
  • Column headers are always formatted in white, bold text with a grey background. You cannot change this style.
  • Formatting will be automatically applied to a cell if it's directly above, below, or between two cells that contain the same formatting and are on the same indent level. You can learn more on this in our Auto-Fill Formatting and Formulas article.

Format Groups of Data

You can format groups of data all at once. Follow the guidance below to help with this.

To apply formatting toTake this action before you click a formatting icon
An entire rowSelect the row number. Doing this will apply row formatting to both existing and newly added cells in the row.
An entire columnSelect the column header. Doing this will apply column formatting to both existing and newly added cells in the column.
An entire sheetHighlight all columns in the sheet by clicking the left-most column's header, scrolling to the right, then Shift+clicking the right-most column's header. When you release your click, all of the columns and rows in the sheet should be highlighted and you can then click the desired formatting icon.

Date Formats

You can apply different date formats (for example, long form dates) with the steps in Apply a Standardized Date Format in Your Sheet

Indent and Outdent

Indent rows to create an organized structure to your sheet, with child rows that fall under a parent row. You can use these hierarchical relationships along with formulas, for example, to automatically calculate a weighted percent complete on a parent task based on data in the child tasks. Details about how to do this on this are included in the Parent Rollup article.

Hierarchy buttons

For more information on creating hierarchical relationships, check out the article on using hierarchy.

Font and Cell Formatting

Draw attention to certain elements of your sheet by setting various font and cell background formats. For example, you can set bold font for parent rows to make them stand out more.

After selecting an area of the sheet, you can change font type and size, background color, as well as alignment and text wrapping in cells.

toolbar-formatting-cropped

Wrap Text

Select the cell in which you want to wrap text and click Wrap Text Wrap Text button.

Clear Formats

Use Clear Formats Clear Formats button to return your selection back to the default font and cell background. This is useful for quickly removing formatting from a section of your sheet without removing the data in the cells.

    Format Painter

    To quickly copy an existing format on your sheet to other cells, use the Format Painter tool:

    1. Select the cells that contain your desired format.
    2. Click Format Painter Format Painter button .
    3. To instantly copy that formatting to a new destination, select the desired new cell.
      TIP: Double-click the Format Painter button Format Painter button to lock the format. You can then continuously apply the locked format to cells. Click the Format Painter button again, or press Esc to release the locked format.

    Automatic Formatting

    To apply formatting automatically, create conditional formatting rules or use Highlight Changes.

    Conditional Formatting

    To automatically apply formatting based on the content in a cell, click Conditional Formatting Conditional Formatting button  and create conditional formatting rules.

    Use a conditional formatting rule, for example, to change the background color of a row based on the person in the “Assigned to” Contact column. Learn more about setting rules to automate the application of your formatting in the Conditional Formatting article.

    Highlight Changes

    Enable Highlight Changes highlight-changes to gain visibility on recent edits made to your sheet. Details on this are available in the Highlight Changes article.

    Numeric Formatting

    Buttons for formatting numbers are grouped together.
    Numbers formatting options from the top toolbar

    If you don't see these buttons on the toolbar, you may need to click More More button.

    Click Currency Format currency to automatically format numeric values with the appropriate currency symbol and decimal position.

    Use Percentage Format percent-button to treat numbers as percentage of 1. If you format a cell this way, the value 0.95, for example, will be is displayed as 95%. The value 95 will be displayed as 9,500%.

    You can enable Thousands Format thousands-button to include the thousands separator and decimal. 

    NOTES:

    • Smartsheet treats numbers combined with other characters (letters, punctuation) as text. You can’t use the Numbers tools with text values.
    • The symbols used for decimal and thousands separators for currency and number format are controlled by the Regional Preferences specified for your account. For more information, see the Change the Language and Date Notation article.
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