Basics

Basics

Sheets and rows

Create or rename a sheet or other Smartsheet item

In Smartsheet, most solutions begin with a sheet, which is the primary location for storing information.

Print a sheet or report from Smartsheet

If you want, you can print only selected rows from a sheet or report....

Hierarchy: Indent or outdent rows

You can create a hierarchy on your sheet by indenting rows....

Set options to print a PDF

If there is a filter applied, printing the entire sheet prints the filtered view....

Add, edit, or clear cell content

Editing cell and sheet content is easier than even with Smartsheet. 

Print selected rows from a sheet or report

Smartsheet prints to a PDF by default. If you don’t want a PDF, you can export your data instead. Learn how to  export a sheet or report....

Move rows, columns, or cells

Before you move or copy a row to another sheet, make sure the destination sheet includes identical column names and types....

Printing tips and troubleshooting

How you print from Smartsheet will depend on what you want to print.  Print from card viewYou can print the contents of a single card or row....

Copy a sheet with save as new

When you copy a sheet with save as new, columns and conditional formatting rules from the original sheet will always be saved to the

Delete Smartsheet items

Select File > Delete. Browse to the item you want to remove.  Right-click the item, then select Delete....

Import files to create new sheets

Understanding sheets or reports imports to Smartsheet

Export a sheet or report

Understanding sheets or reports exports from Smartsheet

Save and refresh sheet data

It's a good best practice to save your changes frequently to keep from losing work.

Organize sheets and other items in folders

Folders allow you to organize Smartsheet items (sheets, reports, dashboards, and more).

Work with the copy rows action

To create a new copy row value workflow: Go to  Automation > Create workflow from template......

Find and replace values within a sheet

Use Find and Replace to search for specific values in a sheet and replace those values one at a time or all at once.

Insert or delete rows or tasks

Users can insert or delete single or multiple rows to organize their data.

Auto-number rows

Use an auto-number system column to generate an automatically incremented counter for each row that contains data.

Create a series of numbers or dates with drag-fill

You can quickly fill a range of cells with a series of numbers, dates, or a text string ending in numbers, that’s either sequential or an

Sort rows to organize your data

To organize your data in ascending or descending order, use the Sort Row command.

Copy rows to another sheet

Avoid manually duplicating your work by copying rows from one sheet to another.

Cell links: Consolidate or maintain data consistency

You can only link cells that contain data, or previously contained data, to a destination sheet....

View your assigned tasks

Filters can show you all tasks assigned to you or someone else on a single sheet, and reports can show you tasks across multiple sheets.&

Include a picture or other image in your sheet

You can insert images directly into cells in your sheets.

Assign people to a task

In Smartsheet, you can use the Contact List column type to assign tasks to team members.

Format your data

Formatting data in Smartsheet allows you to visually enhance your information, making it easier to interpret and analyze.

Apply automatic formatting with conditional formatting rules

Use conditional formatting to change the appearance of rows or cells based on the values they contain.

Automatic Format and Formula Autofill

Automatic formatting and formula autofill are related features that persist patterns of formatting or formulas when you add content

Change the color of task bars

Task bars are colored bars that help show time duration, mark milestones, and distinguish work items....

Apply standardized date formats in your sheet

You can apply a date format which will be interpreted in the same manner for everyone on your team, regardless of their Regional Preferen

Default date and number formats with Regional Preferences

Using Regional Preferences, you can specify the dates and number formats for your account....

Create a hyperlink to a sheet, report, or website

Creating, editing, and removing hyperlinks in Smartsheet

Filter basics

You must be the sheet Editor or higher to name and save a filter. You must be the sheet Owner or Admin to share a filter....

Create a filter to show or hide data

Create, use, and manage filters in Smartsheet

Archive sheet

The Archive Sheet is essential for effective data management and storage....

Project intake process

What Is a Project Intake Process?...

Work Insights: Use a burndown chart to track team effort

A burndown chart allows teams to see their effort over time.

Manage conditional formatting rules

Managing conditional formatting rules in Smartsheet: editing, cloning, enabling, disabling, and rearranging

Copy and paste cells, rows, formulas, or hierarchy

Copying and pasting in Smartsheet: working with cells, rows, formulas, and hierarchies

Use Work Insights to visualize your data

Work Insights automatically analyzes and visualizes your sheet's current and historical data.

Troubleshoot missing data

Your data might be hidden instead of missing.  Select the Filter button to turn the filters off....

Issue: My sheet is slow to load

This behavior most commonly occurs in the following situations: The sheet is approaching Smartsheet size limits....

Keyboard shortcuts

Use keyboard shortcut keys in Smartsheet.

Tips for using copy and paste

There are different ways to copy and paste information in Smartsheet or between Smartsheet and other programs....

Best practices for browser zoom

You can scale the size of sheets using the zoom feature on your browser. 

Spell Check

Smartsheet doesn't currently offer a native spell check feature....

View your assigned tasks

View your assigned tasks by creating filters or reports.

Columns

Insert, delete, or rename columns

Column management: Insert, delete, or rename columns

Keep consistency in data with dropdown columns

Use the dropdown list columns to standardize the collection of key information: Allow your collaborators to select one or more values that apply ...

Lock or unlock columns and rows

Manage your data integrity by locking and unlocking columns and rows

Control data entry in a column

Add restrictions to your data entries in columns.  

Change column details

Adjusting column attributes for enhanced data management

Column types

Configurable and Default columns, learn about Column type references

Available symbols for the symbols column

  You cannot add your own custom symbols to the column.     You can use formulas in a Symbols column....

Work with the primary column: Overview and best practices

Understanding and optimizing the mandatory primary column in your Smartsheet grid

Hide or Unhide Columns

Managing your column views

Freeze or Unfreeze a Column

Column management: Freeze or Unfreeze columns

Add a latest comment column

Column management: adding a Latest comment column

Use column formulas to apply calculations to all rows in a sheet

Implementing calculations across your sheet with column formulas

Attachments

Attach files to a sheet or report

You can attach almost any file from your computer to a sheet, row, or comment.

View and download attachments

Sheet Owners, Admins, and Editors can add, version, or delete attachments....

Attach a file or link from an online resource

Relate files stored in another online resource (Google Drive or OneDrive) to items that you're tracking in Smartsheet with the At

Keep attachments current

Owners, Admins, and Editors on a sheet can add, version, or delete attachments. Anyone with access to the sheet can view and download attachments....

Delete an attachment from a sheet or report

When you delete a file from a sheet or report, its removal is permanent — the action cannot be undone....

Delete a comment attachment

You can remove a file attached to a comment by deleting it from the comment itself or the comment altogether. 

Access and download files attached to a Workspace

Owners, Admins, and Editors of a workspace can add, version, or delete attachments....

Views

Timeline, board, grid, Gantt, card, and calendar views

Views in Smartsheet allow you to see and work with your data in different ways.

Track date-based work with timeline view

With timeline view, you can easily see what’s happening now and what’s coming next, helping your team and stakeholders stay focused and aligned on com...

Collaborate in real time with board view

Board view has an all-new, modern look and feel and includes key new functionality to make working on a board faster, easier, and more collaborative t...

Board view and sharing permissions

For details about specific actions you can take in board view, see the following table.  ActionOwnerAdminEditorViewerChange the order of lanes&nb...

Use card view to visualize your project

With card view, you can organize tasks, work items, or ideas into actionable groups.

Card View: Create, edit, and share cards

In Card View, cards make up the work items or tasks in your project.

Act on work in motion with mobile Card View

To use Card View, you must have a Dropdown, Symbol, or Contact List column on your sheet.  What you can do in the card view depends on your shari...

Card view and sharing permissions

What you can do in the card view depends on your sharing permission level in the sheet....

Work with Calendar View

The Calendar View is a reflection of the dates contained in a sheet or report.

Publish a Smartsheet Calendar to iCal

To view your Smartsheet tasks in a non-Smartsheet calendar, you can publish a sheet from Calendar View and subscribe to it from any calen