How you print from Smartsheet will depend on what you want to print.
|To print this||Do this|
|Click Print on the toolbar at the top of the Smartsheet window.|
NOTE: To print, you'll first create a PDF file. The file can then be printed or viewed with your preferred PDF viewer.
|Dashboard||Click the Print button in the dashboard and adjust the print settings in your browser.|
|From Card View, the contents of a single row or card.||Right-click the left edge of the row or card and click Print.|
NOTE: The card will print in a vertical, form layout.
Print a Sheet or Report
To create a printable PDF:
- Click Print on the toolbar at the top of the Smartsheet window to display the Print Setup (PDF) form.
Note that options in the Print Setup (PDF) form will differ depending on the view that you select prior to printing.
The image below shows the Print Setup (PDF) form for Gantt View.
- Select the options that you want to apply to the PDF and click OK.
The PDF file will either be opened immediately or saved to your computer based on your browser settings.
If the file is saved to the Downloads folder, use the keyboard shortcut Ctrl + J in Windows (Command + Option + L on a Mac), to open the folder and locate the file.
NOTE: The print settings that you select are saved so you can easily use them again the next time you create a PDF.
- With the PDF file open, click Print to print the file.
Set the PDF Print Options
The Selected Rows option will be available only if you select rows prior to clicking the Print button. Choose between Entire Sheet or Selected Rows.
To select a single row, click its row number. To select multiple rows, click one row number, and then hold down the Ctrl key (Command on Mac) and click the row numbers for any additional rows you'd like to include in the PDF.
This option isn't available from Calendar View.
The Date Range option is available in Gantt View or Calendar View.
When you specify a Custom Date Range for a Gantt chart, the timeline in the PDF will be adjusted to show dates between the entered start and end date.
In Calendar View, the resulting printout will include the specified range but may also include additional days to provide a minimum of four weeks.
NOTE: If you have specified a custom date range, the time span shown will depend on what you've chosen for the primary Timeline Display. For example, if your primary timeline display is set to Years and you choose March 1st as your start date and June 30th as your end date, the resulting PDF will show a complete year due to your primary timeline choice. You can change the primary timeline display from Years to Quarters or Weeks, for example, to narrow the printed timeline.
Select a paper size appropriate for your printer.
Select a smaller margin size if you wish to fit more on each page.
The default option of Landscape will allow your Gantt chart to be printed across the length of the chosen paper size. Portrait will print across the width of the chosen paper size.
Use scaling to better fit the sheet data onto a printed page:
Scale: By default the data is displayed at 100% of its size. You can increase this number to magnify, or decrease it to scale down, the size of the data as needed.
- Fit to Width: Automatically scales your selected data such that it fits across the width of one page. The length may extend onto additional pages.
NOTE: Scaling is not available for Calendar View.
Select the items in the Options section of the Print Setup (PDF) form to further refine what appears in the PDF file. Here are some things to keep in mind as you use options:
- Columns to be Included: This option is available only from Gantt View. By default, only the primary column is included when printing a Gantt chart. To select additional columns for printing, click the underlined column name or the Edit button.
- Include Comments: Comments will be printed on separate pages after the printed Grid, Calendar, or Gantt View data.
- Include Row Numbers: Include row numbers in the printout (this option is not available when printing from Calendar View).
When you print a dashboard, your browser's print window will appear and provide print options. Print features and the steps you use will differ depending on the browser.
To ensure that the proportions of your dashboard are preserved when printing, we recommend using the Google Chrome or Safari browsers.
To print a dashboard:
- Open the dashboard that you want to print.
- Click Print at the top of the dashboard.
The print window for your browser will appear with a preview of the dashboard and print settings.
Keep the following in mind when printing:
- Ensure that you have the desired page size and that the page orientation (landscape or portrait) is the best match for the layout of your dashboard.
- In the Chrome print window, select More Options and check the box next to Background Graphics to ensure that your widget background colors are printed with your dashboard.
- After you have set your desired options, select Print.
TIP: If you need to email a read-only copy of your dashboard, select the Open PDF option to open a copy of the dashboard in your default PDF viewer application. You can then save the file as a PDF to attach in an email.
Tips and Troubleshooting
Avoid Printing All Columns (Grid View)
Before you print your sheet from Grid View, you can hide columns and then save the sheet. When you print, the PDF won't include the hidden columns.
Include Blank Rows in Your Printout
When you select Entire Sheet, blank rows will not be included in the printout.
To print empty grid lines, do the following:
- Enter a value into the Primary Column of each blank row that you want to print. (This will be a temporary value—you'll delete it before you print the sheet.)
- Save the sheet.
- Delete the values and then re-save the sheet.
- When you print the sheet, the empty rows will be included in the printout.
Gantt Chart Included in Printout
To exclude the Gantt chart from the printout, switch to Grid View prior to printing the document.
Error Printing a File with Over 100 Pages
There is a 100-page restriction to the number of pages that you can print from a Smartsheet PDF. To work around this restriction, change the print options to reduce the number of pages in the file. Here are some ways to do that: