In our Smartsheet tutorial, we are going to discuss the following topics-
What is Smartsheet
Smartsheet is an online project management tool which is used for task allotment, calendar management, share documents, track project progress, and to handle other work. Smartsheet is developed by Smartsheet Inc.
Smartsheet is a cloud-based tool, and a spreadsheet tool used for project management. Smartsheet competes against various task management products such as Asana and Trello.
What does Smartsheet Do
In the Smartsheet, we use spreadsheets known as sheets. Spreadsheet performs every task like a Smartsheet, but there are some differences between the smartsheet and spreadsheet, such as Smartsheet contains all the collaboration functionality incorporated into it, which is beyond the standard spreadsheet functionality.
There are various tasks which are performed by the Smartsheet:
1. Collaboration: - In the Smartsheet, collaboration means we can also invite other members of the project team to collaborate on a sheet. It means they have the authority to edit and view the sheet.
2. Set up Alerts:- Set up alerts means, within the sheet, we can set up reminders and notification for the tasks.
3. Attach Files:- In the smartsheet, we can attach the files to a row or overall sheet. The files are stored on the server of the smartsheet, and the files can be accessed when we log in to the smartsheet and view the sheet.
4. Have Discussions:- We can also set up discussions about the whole project or a few tasks. The detail of the discussion is stored in the sheet.
5. Request Updates:- Requests update means we can request updates from the collaborators regarding the progress of the job, which is allotted to the collaborators.
6. Set Up Web Forms:- Smartsheet provides the feature of setting up web forms. In this, we can set up the feedback forms, and the responses, which are given by the user. It can be populated into a sheet automatically.
7. Publish the Sheet:- We can make the sheet available through the external URL so that others can see the sheet.
Features of Smartsheet
There are various features of the smartsheet, which makes the project tracking and collaboration easy.
Shared Sheets: - In the smartsheet, we can share and manage any kind of work. Also, there is no limit of users. We can invite the number of users to edit and view your sheet.
Collaboration:- Collaboration is easy in the smartsheet, no matter whether it is collaboration on a particular task or sharing the work with the colleagues because all the project information and all the associated files notes are placed in one centralized location.
Mobility:- Smartsheet increases productivity by editing tasks, creating projects, and cooperating with the team members using any device (laptop, PC, phone, etc.) with the internet signal. In the smartsheet, users can instantaneously add files, view attachments, and also takes action on the notifications at anytime, anywhere that makes it helpful to know the status of the project for everyone.
Alerts and Reminders: - In the smartsheet, there is a feature of automated alerts and reminders that gives the facility of automating alerts and reminders for all the upcoming jobs and approaching deadlines that makes it easy for all the team members to keep track of all the due dates. So, in this way, all the tasks are completed on time. It is also helpful to simplify and modernize the work process.
Shared Workspaces: - Smartsheet provides the facility of securely collaborating among the clients, internal team members, and the partners. It makes the setup easy for others via shared folders and sheet.
Permission Levels:- Permission levels mean control access privileges related to the workspaces, rows, and sheets.
Upload Files:- In the smartsheet, we can easily upload the files to a workspace, row, or sheet.
View history of changes:- We can see the history of changes in the sheet, and who made the changes.
Advanced Reports: - With the help of Smartsheet, we can quickly make a report to check where the things stand and to check performance about the work.
Send and Receive Updates via E-mail: - In the smartsheet, there is no login requirement for people to update your sheet through e-mail.
Send Sheet: - We can easily send the sheets in the form of PDF or Excel attachments.
Smartsheet can be used by any person or in any business, no matter whether a business is small or large.
Various notable customers are:
Advantages of Smartsheet
There are various advantages of smartsheet:
1. Easy User-Interface: - As compared to spreadsheet, smartsheet design is simple, clean, and professional.
2. Availability of Gantt chart: - Gantt chart is useful to estimate the progress of the work. With the help of the Gantt chart, we can easily check who is working in a particular task and when they did this task.
3. Excellent Mobile App: - Smartsheet comprises incredible mobile app functionality. Smartsheet is a user-friendly tool. Smartsheet is designed for iOS as well as Android devices.
4. Excellent Card View: - Every project management software do not contain a card view, but most of them are working to offer the feature of card view in their project management software.
Disadvantages of Smartsheet
There are various disadvantages of Smartsheet:
How We Start Working on Smartsheet
There are various steps to sign in to the smartsheet:
Step 1. If we want to use a smartsheet, we have many login options to login to Smartsheet. Also, we can create an account by Sign Up. But in this tutorial, we will login via the Google account. So, visit the following link https://app.smartsheet.com.
Step 2. When we click on the link, a login page will open as shown above. We have to log in with the help of an e-mail address and password.
Step 3. A dashboard will open after successful login to our smartsheet account as shown above and we can start working.
How We Create a New Sheet
To create a new item, we have to follow the following steps:
Step 1. First, we have to click on the Menu icon (menu icon is present in the upper-left side of the Smartsheet window).
Step 2. After clicking the menu icon, click on the Create option.
Note: It is must that an item name contains up to 50 characters.
Step 3. Next, we have to select the title of the sheet which we want to create, and after choosing the title of the sheet we can start filling item in the sheet, and in this way our first sheet is created
Note: The sheet which we created will not be visible to others until we share the sheet with others.
How to Rename an Item in a Sheet
There are various steps which we have to follow to rename an item in a Smartsheet:
Step 1. To rename an item, right-click on that item that we want to rename and then select Rename option. The below figure show the pictorial representation to rename an item:
Step 2. After clicking on the rename option, type the new name of that item, which we want to rename, and then click OK. The below figure shows the item after rename:
Overview of the Smartsheet Item
How to Create a Copy of a Sheet
There are various steps to create a copy of a sheet:
Step 1. To create a copy of a sheet, select the sheet which we want to copy and after choosing the sheet, it will open. Click on the file and select Save as New to display the Save as New window.
Step 2. Next, we have to type the name of the new sheet under "Name your sheet" as shown below:
Step 3. Under the Save in, we can choose the folder or location where we want to save the copied sheet.
Step 4. Next, we have three options, i.e., Sharing Options, Automated Workflow & Alert Options, and Data & Formatting Options. We can choose one of the options from them by clicking on it. Then, select the item that we want to save with a copy of our sheet.
Step 3. Click on the Save button.
How to Modify the rule permission settings for the sheet.
We use this to control who can receive notifications and requests from the sheet.
We have to follow the following steps to modify the rule permission settings for the sheet:
Step 1. First, we click on the Automation option on the menu bar.
Step 2. Next, we click on the Manage Workflows.
Step 3. Next, to modify the permission levels in the automation window, click on the Setting icon, which is present on the upper-right side of the window.
Step 4. After clicking on the setting icon, the page of the permission levels will open, and after that, we can modify the automation permissions setting for the sheet.
Step 5. Last, we have to select one of the options from the given options (Restricted, Limited, Unrestricted), and when we choose the option, click OK.
Data & Formatting Options
There are various options available in the data and formatting options:
1. Sheet Data and Formatting: - Sheet data and formatting contains the information which we can type into the cells and the information regarding the manual formatting, which is applied to the cells.
2. Comments:- Comments comprises all the row comments and the sheet-level comments.
3. Attachments:- Attachments comprise attachments of all the rows and Sheet-level.
4. Cell Links:- Cell links include inbound cell links. c
5. Sheet Hyperlinks:- Sheet hyperlinks contain hyperlinks of the other sheets.
6. Sheet Filters: - Sheet filters contain sheet filters.
7. Forms:- Forms contain forms which are attached to the sheet.
How to Save the Sheet Data
We can perform various actions to save the sheet data:
How to Refresh the Sheet
We can refresh the sheet by performing the following steps:
Rows and Hierarchy
In a Sheet, rows are the essential element. Rows include information such as task name, customer name, order information, etc. In a row, we can also add some information like comments and attachments. In a row, there is a reminder which we can use to keep track of the essential items like due dates. In Smartsheet, the information can also be shared with the help of the send row option, and for updating on row items, we can request from the team members.
Smartsheet provides a wonderful feature of indent tool. With the help of an indent tool, we can create a row hierarchy. So, in a project, instead of using hundreds of rows, we condense the data so that we can only focus on a specific aspect.
Hierarchy: Indent or Outdent Rows
Indent row means making a hierarchy on a sheet. If we indent a row, it becomes the child of the row that is above it. We can only create the hierarchy from the child row; it means we cannot generate the hierarchy from the parent row.
How to Indent a Row
There are various steps which we use to indent a row:
Step 1. To indent a row, select that row which we want to indent. Then right-click on that row. We can easily see in the below figure that we have selected a row named Business case.
Step 2. Next, we click on the Indent option
Step 3. Now, we can see in the below figure that the row is indented and has become the child of the row, above it.
Remove Hierarchy means outdent a row.
There are various steps to remove hierarchy:
Step 1. To remove the hierarchy, select the row in which we want to remove hierarchy. In the below figure, we can easily see that we have selected a row named Business Case.
Step 2. Then, right-click on a cell of a row which we want to outdent or remove hierarchy and click on the Outdent option.
Step 3. We can easily see in the below figure the row after removing hierarchy or outdenting a row.
Hierarchy Best Practices
There are some essentials points which we have to keep in our mind while working with hierarchy:
Column Type Refrence
Columns in Smartsheet are the same as the columns in a spreadsheet except that the Smartsheet column contains some unique features that make the Smartsheet more powerful and easier. Column type means the type of data that is allowed to enter into a column. In the Smartsheet, we work with configurable columns and default columns.
How to Edit a Column to Change its Type
If we want to modify the existing column properties, we have to follow the following steps:
Step 1: First, click on the dropdown arrow. Dropdown arrow is present under the column header.
Step 2: Next, select the edit column properties.
Step 3: Then, we can change the properties of the existing column
Create a Column Description
There are various steps to create a column description:
Step 1: First, right-click on the column header and choose Add Column Description.
Step 2. Then the column description window will appear. Finally, we can create the column description.
Edit Column Description Information
There are various steps to edit the column description information:
Step 1. First, right click on the column header and then click on the option named Edit Column Description.
Step2. Next, modify the desired changes in the column description window and click on the OK button.
How to Set Up a Dropdown Column in a Sheet
There are various steps to set up a dropdown column in a sheet:
Step 1. First, click on the dropdown arrow, which is present below the column header. Then choose the option either insert column right or insert column left, which is based on the need where we want to insert an extra dropdown column.
Step 2: Next, we have to type the name of the column in the Name box.
Step 3. Select column types, either Dropdown (Single Select) or Dropdown (Multi-Select).
Step 4. Next, type the value in the Value box based on the need means which type of value we want to get appeared in the list.
Step 5. Click on the OK button.
How to Edit Dropdown Column Properties
Edit dropdown column properties means to add or delete values from the dropdown list.
There are various steps to edit the dropdown column property:
Step 1. First, click on the dropdown arrow and select Edit Column Properties option.
Step 2. Next, alter the listed value, which is stored in the value box. If you want to delete the value from the dropdown list, then select the value which we want to remove and press Delete and Backspace.
Step 3. Then, click on the Save button.
Some Important Tips While Working with Dropdown Columns:
There are various essential points which we should keep in mind while working with the dropdown columns:
Attachments in Smartsheet
In the Smartsheet, we can easily manage and attach files in our sheet so that all the work can be accessed at one place. With the help of desktop and cloud storage providers, we can easily attach our files. The attachment feature in Smartsheet helps us to keep all the project related information at one place.
Attach Files Stored on Your Computer to a Sheet
In the Smartsheet, every kind of file can be attached to a sheet, row, or comment. It is helpful in the situation where we want to relate the files to the items which we are tracking in the smartsheet.
In the Smartsheet, we can attach files that are stored on the computer or the files which are stored on the cloud.
How to Attach a File or Link from an Online Resource
We can attach files with the help of a workspace, sheet, row, and comment.
So, let us discuss all these one by one.
Behaviors of row-level attachments
The behaviors of row-level attachments are:
3. Comment Attachments: - In a row, there is a comment icon, so we have to click on the comment icon, and after that, we have to click on the add attachment option.
Supported file types for attachments in the Smartsheet
There are various files types that support attachments in the Smartsheet:
Supported Browsers and Uploaded Quantities
Unsupported File Types
Due to some security issues, Smartsheet does not support some types of files. For example: In the Smartsheet, we cannot upload the .exe file (executable file).
Maximum file sizes based on the user and method of upload
Conversations in Smartsheet
Smartsheet offers a wonderful feature of conversations. With the help of the conversation feature, we can easily manage our work, and it provides effective communication among all the collaborators regarding the work.
By using @mention, user can directly reply from the mail. This saves time because there is no need to switch between the apps.
Having Conversations in the Context of Your Work
Conversations provide easy tracking of the work and discussion regarding work can also be done in one place. We can apply conversations to a particular row or to the whole sheet based on the requirement. In the conversation panel, we can work with comments.
If we want to make direct comments to a particular person, then we have to type the @<email address> (for example, @javatpoint.com) in the comment section to tag the person.
Interaction with Comments in a Sheet
In the Smartsheet, all the comments for the sheets, rows, and cards are available in the conversation panel. If we want to review the conversation, we have to click on the conversation icon, which is present in the right panel.
In the conversations, all the comments appear chronologically on the basis of the date.
There are various tips which we have to keep in mind while working with the comments:
Create a New Comment for a Row (Grid View or a Card View)
Creating a New Comment applied to the Entire Sheet
When we want to require a general conversation related to the sheet, and then we use sheet comments. It is not for a specific row but we use it for an entire sheet.
There are various steps to create a new comment on the entire sheet:
Step 1. First, click on the conversation's icon, which is in the right panel.
Step 2. Next, type the comment in the add a comment box.
Step 3. Last, click on the option named post comment and then press enter.
How to Reply an Existing Comment
There are various steps which we have to perform to reply an existing comment:
Step 1. Click on the Reply option in the conversation panel.
Step 2. Then, type a reply in the reply box.
Step 3. Last, click on the post comment icon.
Edit, E-mail, Print or Delete a Comment
If we want to edit, email, print, or delete a comment, then click on the More Options icons, which is on the right side of the conversation panel.
Use File Attachments to Give Context to Comments
If we want to give some additional context to comment, then we can add some attachments along with the comment. To add an attachment to the comment, click on the icon named Attachments. The Attachment icon is present at the lowermost side of the add comment box.
Remove Attachments from a Comment
There are various steps to remove an attachment from a comment:
Step 1. First, from the comment which contains an attachment, click on the menu icon, present in the right of the conversation panel, and then select the option named edit comment.
Step 2. Next, we have to move the mouse over the attachment and then click on the Delete option so that the file is deleted.
Step 3. Last, we have to click on the save option so that the changes are saved.
How to Delete a File Attached to a Comment
We cannot delete the files that are attached to a comment from the attachments panel. If we want to delete the file, we only have one option: we have to delete the file from the comment itself, or we can delete that comment in which the file is attached.
How to Delete an Attachment from the Comment Panel
There are various steps to delete an attachment from the comment panel.
Step 1. First, click on the icon named More Options, which is present on the right side of the comment panel.
Step 2. Select the option named Edit Comment.
Step 3. Next, we have to move the mouse over the attachment, which we want to delete, and then click on the trash icon.
Conditional Formatting in the Smartsheet
In the Smartsheet, conditional formatting is used to create the rules on the sheet. So, the conditional formatting helps us to create the rules on the sheet. Because of the Conditional formatting, the appearance of the sheet cell is changed.
How to Create a Conditional Formatting Rule
There are various steps to create a conditional formatting rule:
Step 1. First, on the toolbar, we have to click on the conditional formatting icon so that the conditional formatting window is displayed.
Step 2. Next, to make a new conditional formatting rule, click on the option named Add New Rule.
How to Set the Conditions for the Rule
There are various steps to set the conditions for the rule:
Step 1. First, click on the Set Condition option so that the set condition window is displayed.
Note: The criteria differ based on the type of the column. For example: If the column type is a date, then we can only apply the formatting on the basis of the date means the date in the past or date in the next days. If the column is a checkbox type, then we can only apply the formatting on the basis of the checked box, or unchecked box.
Step 2. If we want to customize the rule again, then click on the defined custom criteria option.
Step 3. If we want to display the formatting on the rows where the condition is not applied then choose the checkbox to use format when the condition is not met.
Step 4. Next, when all the conditions are set, then click on OK.
Set the Format for the Rule
There are various steps to set the format for the rule:
Step 1. To set the format for the rule first, from the conditional formatting window, we have to click on the option this format. The below figure shows how the formatting option is displayed within the window:
We can apply formatting based on the requirement means we can use formatting only on a particular column in the row or the entire rows. If we do not define the limit of the formatting when it takes place, then, by default, the formatting will be applied on the entire row.
Step 2. Next, click on the OK.
The below table shows the various type of formatting options that we use for the formatting:
Add a Condition, Clone, or Rearrange a Rule
Add a Condition
There are various steps to add a condition:
Step 1. First, on the toolbar, click on the Conditional Formatting icon.
Step 2. Then, to view the additional options, click on the drop-down arrow, which appear in the left side of the rule in the conditional formatting window.
Step 3. Next, select Add Condition (Add) to add conditions to a rule.
The Add condition (AND) rule is used to apply an "AND" operator in the rule, which indicates that there are various conditions that should be met for the format to be applied.
Clone a Rule
Cloning a rule means copy an existing rule so that it can be used in a similar new rule. If we want to clone a rule, click on the drop-down, which is on the left of the rule, and then select the cloned rule.
If we want to execute the rule in a specific order, then we can rearrange the rule. So, to rearrange the rule, click and drag on the rules up or down in the list.
Delete or Disable a Conditional Formatting Rule
There are various steps to delete or disable a conditional formatting rule:
Step 1. First, on the toolbar, click on the conditional formatting icon. When we click on the conditional formatting icon, then the list of all the existing rules will appear.
Step 2. Next, select one of the following:
Smartsheet provides the facility of the formula's so that we can perform the calculations. We can apply the formula on the numeric values and values contained within the cells. With the help of the formulas, we can also automate symbols and drop-down fields.
Create and Edit Formulas in Smartsheet
In Smartsheet, formulas are used to calculate the numeric values and automate aspects of the sheet.
Create a Formula
There are various files types which we use to create a formula:
We can place a formula in a file with the help of the following:
Formulas may also contain functions like: SUM, AVG, etc. With the help of the function, we can perform calculations and data manipulation in the smartsheet.
There are various types of operators we use in the Smartsheet formulas:
Edit an Existing Formula
We have to follow the following steps to edit an existing formula:
Step 1. First, double-click on the cell, which comprises the formula to edit the formula.
Step 2. Then, edit the formula and press the Enter key.
Work with Percentage
In the Smartsheet, the percentage is treated as a value between 0 and 1. If we want to create a formula for percent, then we have to use decimals values.
For Example: =0.5 + 0.4
It will give you 90% in a column formatted for percentage.
It will give you 900% in a column formatted for percentage.
Copy a Formula with Drag-Fill or Auto-Fill
If there is any formula that we want to use in the multiple fields without typing the formula manually, then we have two methods. First is Drag fill, and the second is Auto-fill.
Areas Where Formula Use is Restricted
There are various fields where the formula cannot contain:
Features where Formulas Cannot be Edited
In the Smartsheet, there are various features where we cannot edit the formulas:
Features where Formulas Cannot be created
In the Smartsheet, there are various features where we cannot create the Formulas:
Sharing in Smartsheet
Sharing is the core feature of the Smartsheet. With the help of sharing, all the information is shared among all the collaborators effectively. In the Smartsheet, we can easily share the entire sheet, or some part of the sheet. In addition to that, we can also set some permissions or restrictions on the sheet so that we can control the sharing of the sheet. Smartsheet provides quick and easy collaboration.
Share a Smartsheet Item
There are various steps to share a Smartsheet item:
Step 1. First, click on the share button, which is at the top of the item.
If the share button does not appear, then click on the drop-down arrow, which is present on the right side of the Smartsheet window.
Then the sharing form will appear. If the item in the sheet is not shared with anybody, then the Invite Details option will be seen. With the help of the Invite Details page, we can enable and disable the invitation email, and we can also draft a custom message.
When the sheet is shared with others, then by default, the list of all the existing collaborators will appear.
Step 2. Next, in the Invite Collaborators box, write the email address of those persons which we want to share the sheet. If there are multiple email addresses, then separate them by using semicolon or comma.
Step 3. Then, select the permissions level.
Step 4. Last, we have to click on the share button.
More Sharing Options
In Smartsheet, sometimes there may be situations where we cannot share the Smartsheet items directly, then we have various options:
1. Send as Attachment: - Send as Attachment feature is used when we want to share a PDF or Excel file of a smartsheet item. So, to share a PDF or Excel file, we have to email the file as an attachment with the help of the Send as Attachment feature. By using this feature, we can also share the data of specific rows to the people, if needed.
Note: If we want to send a single row, then only the Layout option will be available otherwise not.
If there is any column which we don't want to send, then click on the Edit button and uncheck those columns which we don't want to send.
Send a Sheet as an Email Attachment
If we want to send a snapshot of the sheet, we can easily send it by attaching it as an Excel or PDF file to an email message.
There are various steps to send a sheet as an email attachment:
2. Use a Form: - Use a form option is used when we want to gather information from the people. With the help of forms, we can also add new rows in the sheet on the basis of their submission of forms without having any direct sharing access to the sheet.
There are various steps to create a form:
Step 1. First, open the sheet in which we want to attach a form.
Step 2. Then, on the menu bar, select the option named Forms, which is in the upper-left side of the smartsheet window.
If the form option is not appearing, then select the down-arrow icon, which is present on the upper-right side of the Smartsheet window.
Step 3. Click on the create form option.
When we create a new form, then all the columns of the sheet are automatically added to the form.
By default, the form title is the same as the name of the sheet. the field in the form is same as the column name in the sheet.
Step 3. Next, we have to choose the element from the center of the form preview to edit the setting of the elements appeared in the right panel.
Step 4. If we want to adjust the form-level setting, then we have to click on the Setting option, which is present at the top of the form.
Step 5. When the form settings are finished, then click on the Save button. The save button is on the upper-right side of the form.
Step 6. Next, if we want to preview the form, select Open Form option to check that form configured is correct or not.
Step 7. Next, if we want to email the form directly, click on the Share Form option. Then copy the link of the form or insert it on a webpage or dashboard.
Step 8. Last, to close the form, select the back arrow and then return back to the sheet.
3. Publish: - In the Smartsheet, there is no need of a Smartsheet account to share a Smartsheet item. With the help of a public link, sharing can be possible.
How to Share an Item from the Workspace
There are various steps to share an item from the workspace:
How to Set a Default Sharing View
If you want to set a default sharing view, then you must have the admin-level sharing permissions, or you should be the owner of the sheet.
There are various steps to set a default sharing view:
Contacts in Smartsheet
In the Smartsheet, with the help of the contact feature, we can easily assign the task, and sharing of sheets with vendors, colleagues, and clients. In the Smartsheet, we have two kinds of Smartsheet contact list one, the account list, and another one is My Smartsheet Contacts. The account list is handled by the System Administrator. My Smartsheet Contacts are used to share a smartsheet with collaborator and customers who are not the part of the organization.
In the Smartsheet, contacts can also be imported from other email services such as Yahoo Mail, Gmail, Hotmail, etc.
How to Add Contacts to My Smartsheet Contacts
Bulk Import Contacts
There are various steps to import contacts:
There are various steps which we have to follow for the kind of contact we want to import:
In your My Smartsheet, the contacts will be added.
Add Contacts Individually
There are various steps to add contacts individually:
In the list of contacts, the new contact is added.
How to Edit or Delete Contacts in the Smartsheet
There are various steps to edit or delete contacts in the Smartsheet:
How to Export Contact from your Smartsheet Contacts List
There are various steps to export contact from your smartsheet contacts list:
You will export the contacts from your my Smartsheet Contacts list as a.csv file to the place where the downloads are stored in the computer.
Groups in Smartsheet
In the Smartsheet, groups are created for providing easy and fast control access to sheets and workspaces. In a group, we can easily add new team members. We can also remove an existing member from the group if they leave the organization.
How to Create a Group in Smartsheet
There are various steps to create a group in Smartsheet:
Step 1. First, click on the Account.
Step 2. Then, click on the option named Account Admin. After that, click on the Group Management option. Then the Group Management form will be displayed which contains the list of all the groups that are already present in the Smartsheet.
Step 3. Next, we have to click on the Create a Group button so that the New group form appears.
Step 4. Give a name to the group and also give its description.
Step 5. Click on the Create option.
Then the form will display, and it contains the list of all the current team group members. By default, only your email address will be comprised to it.
Step 6. Click on the Add to Group button if you want to add new members into the group.
Step 7. Next, type the name and email address of the contact in the Smartsheet contact list, and the contact that we typed will be displayed in the drop-down list through auto-resolve.
We can type any kind of contact that we want. But the contact should not be a part of the multi-user plan or the current smartsheet user.
Then the form named Add to Group will be updated so that the contacts list which we selected will be displayed. Then, click on the Save button to finish the addition of the contacts to the group.
Step 8. Next, we will add all the desired contacts into the group and then click on the Save button.
How to Manage an Existing Group
With the help of the group owner or the system admin, a group can be managed.
There are various steps to manage an existing group:
Step 1. First, click on the Account.
Step 2. Then, click on the option named group management so that the existing contact list appears, which is created by the group admin.
Step 3. Next, to do a modification in the group, click on the drop-down arrow, which is present on the left side in the Account Administration box.
There are various options available to manage a group:
Edit Group: - The Edit group contains a list of members in the group. There are various operations we can perform with the edit group.
How to Share a Smartsheet Item with a Group
There are various steps to share a Smartsheet item with a group:
Step 3. Last, we have to click on the share sheet button.
Card View in Smartsheet
There are four types of views used in Smartsheet. The card view is one of them. In the Smartsheet, the card view is used to view a sheet. With the help of card view, collaborators can easily share, see, and act on the projects together with the drag-and-drop cards so that work can be easily organized and prioritized. Card view is based on the agile project management methodology, but we can offer it to any team along with more visual methods so that the collaboration and communication can be done easily in the Smartsheet.
Card view is used for organization and prioritization of work. Card view is drived by the different column types such as contact list, drop-down list, and the symbol, which offer numerous selections.
Card view comprises information from the sheet's rows and on the basis of the drop-down list values, it is grouped. With the help of drag and drop, a card can be re-ordered, and we can also customize the cards so that the different fields can be displayed.
In the Card View, with the help of the cards, work items or tasks are made up in our project. On the cards, field values show the information regarding the task. There are 10 fields in which the card can display 1 field for title filed, and the remaining 9 is used for other purposes.
There are some essential points about the card view:
How to Create a New Card
There are various steps to create a new card. We have to follow one of the following:
1. If we want to add the card in the lane:
2. Then, fill the details in the edit form, and then click on the Enter button.
How to Edit a Card
Add Data to a Card
There are various steps to edit or add data to a card:
If we want to insert an image in a card, then first, remove the content of a field, or add a hyperlink then click on the arrow, which is next to the field name, which you need to edit.
How to Change a Color Bar for a Card
We have two ways to change a color bar for a card:
How to change a color manually
There are various steps to change the color manually:
How to change a Card color automatically by using conditional formatting
We can change the color of the card automatically with the help of the conditional formatting only if we have the Admin or Owner-level sharing permissions.
Basic Gantt View
Gantt view is another view which we used to view the sheet. Gantt's view provides you a visual timeline of your work. We use a Gantt chart in the waterfall model. Gantt chart is useful when we want to see the visual representation of our schedule.
For Gantt view, it is must that in our Smartsheet, there are columns in which one contains a start date, and the second contains end date.
With the help of the Gantt chart, we can do the following:
How to Add a Gantt Chart
There are various steps to add a Gantt chart:
The Gantt chart will be displayed on the right side of the columns, and the divider divides the screen between the grid columns and the Gantt chart.
Adjust the Project Settings
There are various steps to adjust the project settings:
We can perform the following to the project setting:
How to Apply Color to the Gantt Bars
If we want to change the color of the Gantt bar, follow the following steps:
How to Adjust the Gantt Chart Timeline
We have 4 timelines zoom levels in the Smartsheet such as day, week, month, quarter. If the person has sheet's access than he/she can easily modify the timeline zoom level. So, if we want to modify the timeline zoom level then by clicking on the icon named Zoom in, or Zoom out that are present in the header of the Gantt Chart, we can modify.
The calendar view is another view which we use in Smartsheet. With the help of the calendar view, we can easily and interactively customize the view of our work on a calendar format. We can also overlay or publish the Smartsheet calendar on the Google calendar or Apple calendar.
In the Smartsheet, if you want to make a calendar, then it is must that we have one date column. As Grid view and Gantt view, the calendar view is also driven by the different column types in the sheet.
In the Smartsheet, with the help of proofing, stakeholders can easily approve and review the team's content. By using proofing features in the smartsheet, the team can upload the content, from the stakeholder's request for the feedback, and get approvals by using a simple, streamlined approval process.
Proofing can be used:
How to Enable Proofing on a Sheet
There are various steps to enable proofing on a sheet:
How to Upload a Proof
When proofing is enabled, then we can upload the proofs for review.
There are various steps to upload a proof:
How to Create a Review Request
To receive a proof review request, it is must that a person has a valid email address.
There are various steps to create a review request:
How to Upload a Version of a Proof
There are various steps to upload a version of the proof: