Basics

Basics

Sign in or sign out of Smartsheet

There are several ways to log in to Smartsheet....

Get Started with Smartsheet

If you’re not sure where to start as you get to know Smartsheet, you’ve come to the right place....

Access and Organize Your Work from the Left Navigation Bar

The left Navigation Bar (Nav Bar) provides quick access to that important sheet, report, or dashboard when you need it....

Templates: Create Your Own or Use One from the Solution Center

Starting a project from a template can save you time and help you maintain consistency across standard elements such as column names, column types, an...

System requirements and guidelines for using Smartsheet

Smartsheet is a 100% Software as a Service (SaaS) online application compatible with browsers running on PC, Mac, and Linux operating systems....

Create a Hyperlink to a Sheet, Report, or Website

Create a hyperlink in a cell to give people working on a sheet a quick navigation point to a relevant website or to another related Smartsheet item....

Filter basics

Filters show or hide information in your sheet....

Create a filter to show or hide data

With the appropriate permissions, you can create filters for your own use or to share with others. Need a quick overview? See Filter Basics....

Manage conditional formatting rules

You can edit your conditional formatting rules, clone them, turn them on or off, or delete them entirely....

Copy and paste cells, rows, formulas, or hierarchy

Copy and paste can help you move data from one sheet to another. Here are some different ways to copy and paste data....

FAQ - Commenter permission level for sheets and workspaces

This article contains frequently asked questions (FAQs) about the Commenter permission level in Smartsheet....

Navigate your work from Home

Stay up to date on recent requests and recommended Smartsheet items on your personalized homepage....

Find your way around Smartsheet

Smartsheet is designed to help you find the information you're looking for, quickly. Use this guide to help you find your way around the interface....

Sheets and rows

Create or rename a sheet or other Smartsheet item

In Smartsheet, most solutions start with a sheet: it's the primary place where information is stored....

Hierarchy: Indent or Outdent Rows

You can create a hierarchy on your sheet by indenting rows. When you indent a row, it becomes a child of the row above it (the parent row)....

Add, Edit, or Clear Cell Content

The sheet owner, and collaborators with Admin or Editor access to the sheet, can add, edit, and clear cell content to control the data displayed in i...

Move Rows, Columns, or Cells

After you set up a sheet, you may find that some of the information—cells, rows, or columns—needs to be moved or reorganized....

Copy a sheet with Save as New

To create a copy of a sheet, use the the Save as New command....

Delete a Sheet

Free up space and remove the clutter of Smartsheet items that you no longer use by deleting them....

Import Files to Create New Sheets

You can import an existing Microsoft Excel file, Microsoft Project project, Google Spreadsheet, or Atlassian Trello board to create a new sheet in Sma...

Export a sheet or report

In the Smartsheet app, you can export any sheet or report to the following formats: Microsoft Excel Image (PNG) (Gantt Chart Only) Google Sheets...

Save and Refresh Sheet Data

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

Keep Sheets and Other Items Organized in a Folder

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

Automatically move or copy rows between sheets

With the Move rows and Copy rows actions, you can automatically move or copy a row to another sheet when conditions are met....

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

To insert a single row in a sheet, right-click on a row number and select Insert Row Above or Insert Row Below....

Auto-Number Rows

To generate an automatically incremented counter for each row that contains data, use an Auto-Number System column....

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 evenly space...

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 Consistency of Data

Cell linking is useful when you want to consolidate information from multiple sheets....

Include a Picture or Other Image in Your Sheet

You can insert images directly into cells in your sheets....

Use Work Insights to visualize your data

Work Insights automatically analyzes and visualizes the current and historical data in your sheet....

Columns

Insert, delete, or rename columns

A sheet can contain up to 400 columns, 20,000 rows, or 500,000 cells (whichever limit is reached first)....

Maintain consistency in data collection with dropdown columns

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

Lock or Unlock Columns and Rows

If you want to protect key data from being changed or deleted by others who are shared to your sheet, you can lock columns and rows....

Control data entry and allow only specific values in a column

Even when a column property is set, you can still type text or a new value into a cell. For example, you have a checkbox column in your sheet....

Use the best column type for your data

Column types help you control what data is allowed in columns—use specific types to ensure more consistent data entry....

Column Type Reference

In a sheet, you can use different column types to ensure more consistent data entry....

Available symbols for the symbols column

The Symbols column displays an image to convey a meaning....

Work With the Primary Column: Overview and Best Practices

Every sheet has a primary column. This column is mandatory and cannot be deleted from a sheet....

Hide or Unhide Columns

The sheet owner and licensed collaborators with Admin access to the sheet can hide a column to remove it from view while still keeping its content ava...

Freeze or Unfreeze a Column

Freeze a column to keep it visible while the rest of the sheet scrolls left or right. You cannot freeze rows....

Add a latest comment column

You can add a column to your sheet and display the latest comment in that column....

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

With column formulas, you can apply uniform calculations and expressions to all rows in the sheet....

Attachments

Attach files stored on your computer to a sheet

You can attach almost any file from your computer to a sheet, row, or comment. Read on to learn how to do this....

Access and Download Files Attached to a Sheet

Access files attached to work items in your sheet all in one place: the Attachments panel....

Attach a File or Link From an Online Resource

To keep track of files that are stored in another online resource (for example, Google Drive or OneDrive) and relate those files to items that you're ...

Keep file attachments current

Over time, attachments added to Smartsheet may become out of date or may no longer be needed....

Delete a File Attachment From a Sheet

If a file attached to your sheet is no longer relevant to your work in Smartsheet, you can remove it....

Delete a File Attached to a Comment

You can't delete a file attached to a comment from the Attachments panel; Delete File will be grayed out....

Access and Download Files Attached to a Workspace

Share files relevant to multiple divisions of work by with all interested parties by attaching the files to a workspace....

Views

Grid, Gantt, Card, and Calendar Views

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

Work with Calendar View

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

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. Field values on the cards display information about the task....

Act on Work in Motion with Mobile Card View

Take advantage of the power of your Smartsheet data with a visual mobile Card View interface....

Formatting

Brand Smartsheet with your colors and logo

Maintain your organization's brand recognition by applying custom colors and uploading your logo to Smartsheet....

Create a Quality Logo to Brand Your Smartsheet Items

Achieve the best results when creating a version of your logo for Smartsheet by making sure that your logo follows these guidelines....

Apply formatting to data

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

Apply formatting automatically with conditional formatting rules

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

Use or Override Automatic Formatting and Formula Autofill

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

Change the color of task bars

Task bars are the bars displayed horizontally in Gantt View and calendar view, and vertically on the left side of cards in card view....

Apply Standardized Date Formats in Your Sheet

Depending on locale, you might read a numerically formatted date in a different order from colleagues—for example: MM/DD/YY versus DD/MM/YY....

Specify Default Date and Number Formats With Regional Preferences

Smartsheet will display dates in the appropriate format for the Regional Preferences you've specified for your account....

Printing

Print a sheet or report from Smartsheet

Smartsheet prints to a PDF by default. You can also export your data to other programs. To learn more see Export a sheet or report....

Print a dashboard from Smartsheet

How you print from Smartsheet will depend on what you want to print....

Set options for printing a PDF

When you print a PDF, you can choose between two options: Entire Sheet prints all rows. Learn how to print an entire sheet or report....

Print selected rows from a sheet or report

To print selected from a sheet or report, you must first select the rows, and then go to the print menu....

Printing tips and troubleshooting

These are some common issues when you print from Smartsheet; here are best practices that will make printing easier....

Print a dashboard

When you print a dashboard, your browser's print window will appear and provide print options....

Printing tips and troubleshooting

How you print from Smartsheet will depend on what you want to print....