Sheet Summary

You can use the sheet summary feature to organize key metrics for the sheet and summarize data from different sheets, making it easier to filter and sort in one location. Additionally, you can present overall project metrics and tag sheets with custom metadata for improved searchability, among other features.

Access the sheet summary pane

There are different ways to access the sheet summary. 

• If you are in grid, Gantt, card, or calendar view, select the Summary icon 
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  from the right feature bar of your sheet.  
• If you are in table view, select the Summary icon 
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  in the toolbar. 

Create new sheet summary fields

The sheet Owner and Admin can add new sheet summary fields, edit field properties, and type in existing locked or unlocked fields.

1. To add a new field:

• In grid, Gantt, card, or calendar view, select the New Field button at the bottom of the sheet summary.
• In table view, select Add at the top of the sheet summary. 

2. Choose the field type for the information you want to display.
3. Type a name for your field and select either OK or Apply. A new, blank field appears on the sheet summary.

You can edit your sheet summary fields at any time. Open the pane and select the More 

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For seamless work, you can use the open pane to see the sheet and the summary simultaneously.

Summary field types

*With boolean symbols (flag, star, and checkbox) write the formula in a text field, then change the field property to the symbol you want to use. 

Sheet summary limits

The sheet summary supports:

• Up to 200 fields (does not count against sheet columns).
• Field Names up to 50 characters.
• Field values equal to cell sizes.
• Up to 500 dropdown options.

Best practices

Depict key project details using formulas or symbol columns

Embed formulas in sheet summary fields to see critical metrics whenever you open the sheet summary pane.

See Calculate key project metrics with sheet summary formulas for more information.

Make search easier by categorizing sheets

Create sheet summary fields that contain key values that can be easily searched. For example: 

• Label the department using a Dropdown List or Text/Number field.
• Add keywords to a Text/Number field. For example, construction, electrical, or engineering.

See, Use search to find Smartsheet items for more information.

Create a legend to explain how symbols are used

Build a legend in the sheet summary to describe the meaning of each icon or symbol on your sheet.
To create a legend:

1. Add a Text/Number field at the top of your sheet summary with a description of the legend.
2. Add Symbol fields to the sheet summary, one for each symbol. In the name of the field, type the purpose of the symbol. Make sure to select the group of symbols being used on the sheet for each field.
3. In each Symbol field, set the icon that matches your description.

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Learn more in Provide context to symbols with a sheet summary legend. 

Maintain consistency with your metadata and portfolio data by copying the sheet summary structure, formulas, and other content up to 20 existing sheets at once.

Copy the sheet summary

In the sheet summary that contains the fields that you want to copy: 

1. Select the menu icon   on the right side of the sheet summary.
2. Now, choose:

• In table view, Copy all fields to another sheet.

• In grid view, Copy.

3. Select up to 20 sheets to copy to. The field names are copied automatically. To copy the field values, check the Include field values box in table view or the Field names, values, and formulas in grid, gantt, card, and calendar view. 

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4.  Select Copy.

Copying a sheet summary to other sheets is a permanent process, which you can't undo. If there's a risk of overriding data, a prompt appears before the batch copy process starts. 

Sheet summary formulas let you pull live calculations, like total budget, task counts, or project health, directly into your sheet summary, so key metrics are always visible without digging through rows.

Create a sheet summary formula

In your sheet summary: Type the equals sign (=) and the desired function in a sheet summary field. 

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Note that you can’t enter formulas in checkbox fields.

Sheet summary formula examples

The table below has some sheet summary formula examples.

Sheet summary field references ([Field Name]#) for formulas can be used both within Sheet Summary Fields and Sheet Cells. For more information, see Formula basics.

For a complete list of functions, see functions.

Cross-referencing other sheet data in formulas

In sheet summary field formulas, you can cross-reference data from other sheets. 

Learn how at Create cross-sheet references.