Sarah Joy
Read Time: 9 min
BusinessSpreadsheetsSmartSheetHow-To
Smartsheet is an online management software that gives businesses an innovative way to collaborate on projects and processes. According to Forbes.com,
“Smartsheet is now used by 72 percent of the Fortune 500 companies.”
So, if you're in business, it makes sense to learn more about how to use Smartsheet.
You'll especially want to learn more about this tool if you use spreadsheets or track data.In this article, we'll answer the questions:
- What is Smartsheet?
- What are some Smartsheet basics?
We'll also cover the differences between Smartsheet vs Excel and Smartsheet vs Google Sheets. This article also covers how to get started on Smartsheet software. So, if you want to know more about Smartsheet, keep reading!
What Is SmartSheet?
Smartsheet app is an online software for project management record keeping, tracking, and task management. Smartsheet focuses on the collaborative aspects of project management. It's different than traditional project management tools that focus on schedules and tasks for a single user.
Key functions of the Smartsheet softwareare planning, tracking, automating, and reporting on work. Smartsheet has become so popular that many Fortune 100 companies use the application.
As a part of the collaboration aspect, Smartsheet allows you to invite others to update your sheet, even if they don't have a license. You can also send your team reports, save in PDF, Excel, and Google Sheets format. A nice feature that Smartsheet has is that you can control the permission levels. So, when you give access to another person, you can control whether they can edit and make changes or just view it.
Smartsheet software is cloud-based, meaning that all your information is saved on a cloud. This feature gives you the ability to access the Smartsheet app on many different devices if you needed to. Smartsheet even has an app that you can use on a mobile device. So, if you’re traveling, you can still access Smartsheet and your data.
Why Use Smartsheet?
Smartsheet can save a company time because it'll automatically email your team to remind them that a project task is due. Share the status of a project with your team members or supervisors. This makes it easy to know what’s getting done without having to send an email to check on your team member’s progress. This collaboration aspect of Smartsheet means sending fewer emails back on forth to try to find out information for coworkers.
Smartsheet also allows you to work as a team by inviting other team members to collaborate on a sheet. This means that they can view the sheet, edit the sheet, or perform a variety of other tasks based on the permissions you set them up with.
Smartsheet also enables you to set up automated notifications. For example, you can set up an automation that'll send an easy to update form to those people who are assigned to and working on the various tasks. Within the sheet row, you can have group discussions and attach files. Smartsheet also allows you to share the sheet through a URL. So, anyone who you set up with access permissions can see it.
Smartsheet vs Excel vs Google Sheets
You might already have Excel or Google Sheets and want to know the difference. We'll cover Smartsheet vs Excel and Smartsheet vs Google Sheets. Take a look at the following chart to see some of the differences:
| Smartsheet | Excel | Google Sheets |
| Gantt chart built into the sheet | No | No |
| Collaboration features (including Predecessors column) | No | Yes(no Predecessors column) |
| Can attach a file to a sheet row | No | No |
| Can look at cross-project resources, summaries, and search through multiple spreadsheets | No | No |
What Are the Smartsheet Basics?
Everything in Smartsheet starts with a sheet. A sheet is a customizable spreadsheet. You can select a template or start with a new sheet, choosing from several different types. Each sheet has different views such as:
- grid format (most like a traditional spreadsheet)
- project management with a Gantt chart (most like a base Microsoft Project template)
- a task format
- card view (will work with Agile project methodology).
Smartsheet has pre-made templates just like Excel does. For example, if you're making a common type of spreadsheet such as a Marketing Campaign Management sheet, then you could just use the template.
To access Smartsheet’s pre-made template, just go to the solution center.
Smartsheet has five types of sheets depending on what you intend on using Smartsheet for. Let's explore each sheet type:
1. Grid
This is the most like a traditional spreadsheet. You could use the Grid sheet for whatever project you need because it’s really flexible.
2. Project
The Project sheet includes the following columns:
- Task Name
- Duration
- Start
- Finish
- Predecessors
- Assigned to
- % complete
- Comments
- Traditional Gantt chart.
The Predecessors column makes Smartsheet more usable for project management. Tie your task to all previous tasks that must be done first. Then if a previous task is delayed, the sheet automatically bumps out the project date on each task equal to the length of delay.
The Project sheet is great if you've got many different projects and want a Gantt view of when they're due and how long they're expected to take. If you're currently using Microsoft Project, you can easily import your project into Smartsheet.
3. Task List
Another sheet is the Task list this sheet, which includes six columns:
- Task Name
- Due Date
- Done
- Assigned To
- Status and Comments.
The Task List would be great to use if you've got projects assigned to different members of your team and you want to see the status of each project.
4. Form
The Form is for when you submit an idea for a new project. You'd submit the form, and it could be added to a request sheet.
5. Cards
Next is the Cards sheet. This sheet has four main columns where you can add cards in each of the columns. The columns are:
- Backlog
- Planning
- In Progress
- Complete.
This sheet is great if you've got more than one project that your team is working on or if you're using Agile project methodology. This card would allow you to see the progress of those projects, sprints, or tasks.
Reports and Dashboards
Other tools that are included with Smartsheet software are reports and dashboards.
Reports are ways of presenting data from one or more of your sheets in an easy-to-read format. Reports are easy to create. Smartsheet will walk you through the steps when you click on create a report.
A Dashboard is a web page that's used to present your data to a wide audience. By using widgets, you can:
- add metric data
- turn your statistics into color charts
- add rich text
- incorporate quick links to important sites
- embed some of the reports you created
- even embed a YouTube video
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How to Get Started in Smartsheet
Now that you've read about what Smartsheet is and the differences between it and other programs, let’s cover how to get started. First, we'll cover how to create a sheet. Smartsheet has several different types of sheets depending on what you need. We covered the types of sheets in the Smartsheet basics section.
1. Create a Sheet
To create a sheet, decide on which sheet you want to use based on the purpose of the sheet. For this tutorial we'll be using use the Grid sheet to create a task list with people assigned. After you select Grid, you'll be prompted to name your new sheet.
After you've named your sheet, you'll want to use the primary column for your key information. For example, you could name the primary column "Task Name" or "Customer ID". To rename the primary column, double click in the column heading.
2. Name Your Columns
Next, add names to your other columns. To do this, double click in the cell that says Column 2. This brings up the Edit column properties menu.
Next, select Contact List. This allows you to add contacts to the project. Names autofill when you start typing if you've added contacts to your Smartsheet Contact list. If you haven't added the contact names to Smartsheet before, you'll have to enter the contact’s name and full email address.
3. Add Dates
The next columns to make are the start date and due date columns. Double click on the top cell to bring up the property’s menu. Select Date from the menu. This allows you to add dates that you need.
Smartsheet does give you the option to restrict a date column to dates only. This would prevent another user from typing in “unknown”, for example, instead of selecting a date from the calendar date picker.
4. Add Drop-Down Lists
For a status column, you can add drop-down lists. These show whether the project task is being worked on. Example statuses from a drop-down list could include Started, On Hold, Cancelled, etc.
5. Add Symbols
If you want a symbol to show task health, select symbols from the Column Properties menu. You can write a formula in the symbols column to automatically put a symbol in the cell for the status.
For example, if you're monitoring client invoice payments you can write a formula that would put a red ball in the field if the client hasn't paid the invoice in more than 30 days. It would add a yellow ball in the field if the client hasn't paid the invoice in 15 to 29 days, and a green ball in the field otherwise.
Depending on what Smartsheet plan you've got, you can access to different features. In the individual plan, you don’t have access to the Activity log feature. The Activity Log feature tracks what activity has happened on the sheet, such as changes.
6. Add Contacts to Your Smartsheet Contacts
Adding contacts to your Smartsheet sheets is important because it'll help you easily assign people to tasks. Having contacts also allows the notification system to work better.
To add contacts to your Smartsheet Contacts, click on your profile icon in the top right corner. This causes a menu to drop down. From that drop-down menu, select the My Smartsheet contacts option. You can choose to import your contacts or enter them manually.
Conclusion
Now you've learned the answers to:
- What is Smartsheet?
- What is the Smartsheet app?
- Why use Smartsheet?
You've also learned Smartsheet basics and compared Smartsheet vs Excel and Smartsheet vs Google Sheets. Plus, we've shown you some simple steps for how to use Smartsheet. You're ready to get started.
Do you already have Smartsheet? What do you like about the Smartsheet app? Let me know in the comment section down below.
Sarah Joy
Freelancer Writer, Dallas Area, USA
Since 2019 Sarah Joy has been a freelance instructor at Envato Tuts+. She has published over 50 informative business tutorials. Sarah has a Communications degree from SNHU. She is also certified in Microsoft Word, Excel, PowerPoint, and Access through Collin College. In addition, Sarah writes about a wide variety of popular business tools and other business topics.
FAQs
What's the difference between Smartsheet and Excel? ›
Smartsheet has flexible views to display data including grid, card (Kanban), Gantt, and calendar, empowering teams to work together with agility, speed, and accountability. Excel is limited to a grid view, which makes it difficult to plan, track, and report on key workflows.
Can Smartsheet replace Excel? ›Smartsheet and Excel are powerful tools in their own rights, but they have different primary functions. If you're looking for a project management tool, then Smartsheet will likely be more useful than Excel. However, start with Excel if you need a powerful data visualization and analysis tool.
How do you make a spreadsheet step by step? ›Step 1: Open MS Excel. Step 2: Go to Menu and select New >> click on the Blank workbook to create a simple worksheet. OR – Press Ctrl + N: To create a new spreadsheet. Step 3: By default, Sheet1 will be created as a worksheet in the spreadsheet.
What is Smartsheets best for? ›Smartsheet is better than Excel in project management, building workflows, intelligent automations, integration and collaboration.
What is the point of Smartsheet? ›What is Smartsheet — and why is it different? Smartsheet is the only platform that can scale from a single project to end-to-end work management, connecting business on a no-code, cloud-based platform where anyone can create the solution they need — backed by the control and security IT requires.
Is it easy to learn Smartsheet? ›In theory, Smartsheet shouldn't have a steep learning curve. Unfortunately, that's not the case. The interface isn't very user-friendly, which can make it challenging to chart and analyze data. Unless you're generating reports, there's no real easy way to analyze the sheets at-a-glance.
Can Smartsheet do calculations? ›In Smartsheet, you can use formulas to perform calculations on data stored in a single sheet....
Can I use Smartsheet for free? ›Smartsheet is the platform for dynamic work, allowing teams to collaborate together in real-time from a single source of truth. As a free user, you can view, edit, and update work that has been shared with you. However, you cannot create new work in Smartsheet without a license.
What is the simplest spreadsheet? ›Online LibreOffice Calc or Apache OpenOffice Calc. may be all you need if you need a basic spreadsheet for simple data entry and calculations. If you need more advanced features, such as pivot tables or macros, you may want to consider Microsoft Excel.
What is the best way to make a spreadsheet? ›- Think about the order of worksheets. Put different kinds of data on different worksheets. ...
- Keep your timeline consistent. ...
- Label columns and rows. ...
- Avoid repetitive formulas. ...
- Avoid hiding data. ...
- Keep styling consistent. ...
- Use positive numbers.
What are the basics of spreadsheet? ›
A spreadsheet is a computer program that can capture, display and manipulate data arranged in rows and columns. Spreadsheets are one of the most popular tools available with personal computers. A spreadsheet is generally designed to hold numerical data and short text strings.
How do I use Smartsheet in Excel? ›- In Excel, open the Data tab and choose From Other Sources -> From Microsoft Query.
- Choose the Smartsheet DSN. ...
- In the Query Wizard, expand the node for the table you would like to import into your spreadsheet. ...
- The Filter Data page allows you to specify criteria.
...
Create a Folder
- On the left Navigation Bar, click Browse.
- In the left panel, right-click the location where you'd like to add the new folder—the Sheets directory, another folder, or a workspace— and select Create New > Folder.
- Enter a folder name and then click OK.
PLANS. For more information about plan types and included capabilities, see the Smartsheet Plans page. You can import an existing Microsoft Excel file, Microsoft Project project, Google Spreadsheet, or Atlassian Trello board to create a new sheet in Smartsheet. Import will always create a new sheet.
Is Smartsheet hard to use? ›Smartsheet is much easier to use for Project Managemen than the classic Microsoft Project software I was originally trained on. It allows people to manage work with the intelligence of a project scheduling tool, but with an easy to understand and use spreadsheet interface.
What are the limitations of Smartsheet? ›- The file cannot exceed 10 MB.
- Up to 5,000 rows, 200 columns, or 200,000 cells can be imported at a time.
Google Sheets is the spreadsheet app available on Google Workspace, or standalone, with a free plan for personal use and accessible via mobile apps for iOS and Android. Smartsheet is an online project management and collaboration tool.
What is the best way to learn Smartsheet? ›The Smartsheet Learning Center is a free resource accessible to anyone interested in learning about Smartsheet features and how they work. With written and video resources available for you on-demand, this is your best resource for getting quick answers on how to use new and existing capabilities and resources.
Where is Smartsheet used? ›Smartsheet is used to collaborate on project timelines, documents, calendars, tasks, and other works. According to IDG, it is "part office productivity, part project management, part document sharing...
Is Smartsheet part of Microsoft Office? ›Smartsheet seamlessly integrates with Microsoft Office 365. This is a great example of how (the) interoperability of ... Smartsheet and Microsoft reduces complexity and helps our joint customers work smarter.
What is Smartsheet for dummies? ›
Smartsheet focuses more on the collaborative aspects of project management, whereas traditional tools tend to focus more on schedules and tasks. That's not to say that you can't manage tasks and schedules in Smartsheet; you can.
Is Smartsheet like Google Docs? ›Smartsheet allows you to collaboratively collect and track lists, names, addresses, and other information. Smartsheet Merge gives you the power to quickly merge that data into a custom Google Doc template to create multiple Google documents or PDFs.
Where do I start Smartsheet? ›Start from a Solution Center Template
Another great way to get started in Smartsheet is to start from a template, rather than starting from scratch. You'll find templates in the Smartsheet application in the Solution Center. Learn more in this article Templates: Create Your Own or Use One from the Solution Center.
Smartsheet project management software offers a range of benefits for large retail and FMCG companies, and IT PMO departments, who continually need to manage multiple projects.
What is the Microsoft equivalent to Smartsheet? ›Microsoft Project
MS Project is a strong Smartsheet alternative thanks to its project planning capabilities. But these features are general, and the tool doesn't offer many industry-specific solutions. That means a construction team or software team might find it lacking in their specific planning and reporting needs.
Smartsheet does not allow multiple tabs per sheet like Excel and Google Sheets do. Though they are a spreadsheet their system has a lot more stuff happening on the backend. Each Smartsheet that you open in the program appears as a tab in the window even though they are not contained in a single Smartsheet.
Is Smartsheet from Microsoft? ›The partnership between Smartsheet and Microsoft is built on the drive to create a seamless collaboration across tools and platforms. The Enterprise Collaboration Report shows that customers are demanding tools that allow their employees to work seamlessly across platforms.
How long is Smartsheet free? ›Before purchasing a subscription to Smartsheet, you can start a free 30-day trial to see if the application is a good fit for you.
Can someone view a Smartsheet without an account? ›Add collaborators to a sheet or report. The collaborators you share the file with may be inside or outside your organization. You can even share Smartsheet items with users who don't have a Smartsheet account, though, without an account, they may not be able to access all Smartsheet features.
What is the first thing to do in using spreadsheet? ›Enter data
To work with data on a worksheet, you first have to enter that data in the cells on the worksheet. Click a cell, and then type data in that cell. Press ENTER or TAB to move to the next cell.
What is the most commonly used spreadsheet? ›
1. Microsoft Excel. Introduced in 1987, Excel has become the default spreadsheet software option. After becoming a key component of the Microsoft Office suite in 1995, Excel has continuously pushed the boundaries of what the best spreadsheet software can do.
What is replacing Excel? ›- Google Sheets. Very similar in appearance and functionality to Excel, Google Sheets is probably the most popular Excel alternative. ...
- Apache OpenOffice. ...
- Excel Online. ...
- Zoho Sheet. ...
- LibreOffice. ...
- Bime. ...
- ThinkFree. ...
- Numbers For Mac.
- Simple (or “Gray Cell”) Tables, which I've used since Excel 2.0.
- Excel Tables, introduced in Excel 2007.
- PivotTables with a Tabular Report Layout, introduced in Excel 2010.
The most powerful feature of a spreadsheet is that it automatically recalculates the result of mathematical formulas if the source data changes.
What are the 4 types of spreadsheets? ›The four types of data are text, number, logical and error. You may perform different functions with each type, so it's important to know which ones to use and when to use them. You may also consider that some data types may change when exporting data into a spreadsheet.
What are the 5 functions in spreadsheet? ›- AutoSum;
- IF function;
- LOOKUP function;
- VLOOKUP function;
- HLOOKUP function;
- MATCH function;
- CHOOSE function;
- DATE function;
- Creating and maintaining check lists.
- Simple calculations.
- Data Visualization.
- Storing and sharing data.
The Smartsheet Live Data Connector provides industry-standard connectivity via ODBC to the third-party apps you use most, such as Tableau, Excel, QlikView / Qlik Sense, Tibco Spotfire, and more. This allows you to deliver powerful data visibility and insights with your Smartsheet data via the tools you already use.
How do you enter data in Smartsheet? ›Add Information to a Cell
Click on a cell and start typing to enter information. You can also copy and paste information into cells. Typing into a cell with existing data will overwrite it. The previous entry will always be available if you right-click on the cell (Mac users can [Ctrl] + click) and select View History.
- On your Android phone or tablet, open a spreadsheet in the Google Sheets app.
- To select a column, tap a letter at the top.
- To open the menu, tap the top of the column again.
- Tap More .
- Scroll down and tap SORT A-Z or SORT Z-A. Your data will be sorted.
How many rows and columns can you have in Smartsheet? ›
A sheet can contain up to 400 columns, 20,000 rows, or 500,000 cells (whichever limit is reached first).
Can you store documents in Smartsheet? ›Select the document and it will be stored in that row. You may attach as many files to a row as you like, and the maximum file size is 250 MB/file. Smartsheet supports almost all file types, with the exception of those that could pose a risk when downloaded (.exe, .
What is the difference between Smartsheet and Excel? ›Smartsheet has flexible views to display data including grid, card (Kanban), Gantt, and calendar, empowering teams to work together with agility, speed, and accountability. Excel is limited to a grid view, which makes it difficult to plan, track, and report on key workflows.
Can you copy cells from Smartsheet to Excel? ›To export any sheet or report from Smartsheet for use in Microsoft Excel, select File > Export > Export to Excel. The exported data may not appear in Excel exactly as it does in Smartsheet.
Why Excel is better than Smartsheet? ›Excel outperforms Smartsheet when analyzing large amounts of data, using complex formulas, filtering, or running macros. Smartsheet, on the other hand, is the clear winner when it comes to project management capabilities. However, it's now possible to export data from Smartsheet to Excel and back again.
Can Smartsheet be used in Excel? ›Customizable Reports
Discover new ways to present your data. Gain live access to Smartsheet data so you can analyze it in Excel. Deliver powerful analysis, visibility, and insight by integrating Smartsheet data into Excel. Create striking data visualizations to highlight key factors.
One of the more simple Smartsheet alternatives is Google Sheets. It's a free spreadsheet tool by Google with various uses such as data management and even project management. Google Sheets was built with the same concept as Excel, but it's simpler and has a cleaner interface.
Is Smartsheet compatible with Excel? ›The Smartsheet Live Data Connector provides industry-standard connectivity via ODBC to the third-party apps you use most, such as Tableau, Excel, QlikView / Qlik Sense, Tibco Spotfire, and more. This allows you to deliver powerful data visibility and insights with your Smartsheet data via the tools you already use.
Is Smartsheet easy to use? ›Smartsheet is much easier to use for Project Managemen than the classic Microsoft Project software I was originally trained on. It allows people to manage work with the intelligence of a project scheduling tool, but with an easy to understand and use spreadsheet interface.
Is Smartsheet the same as Google Sheets? ›Google Sheets is the spreadsheet app available on Google Workspace, or standalone, with a free plan for personal use and accessible via mobile apps for iOS and Android. Smartsheet is an online project management and collaboration tool.
Is Smartsheet free to use? ›
Smartsheet is the platform for dynamic work, allowing teams to collaborate together in real-time from a single source of truth. As a free user, you can view, edit, and update work that has been shared with you. However, you cannot create new work in Smartsheet without a license.
Who uses Smartsheet? ›Companies using SmartSheet for Collaboration include: AmerisourceBergen Corp., a United States based Healthcare organisation with 43000 employees and revenues of $238.59 billion, Stellantis, formerly Fiat Chrysler Automobiles, a Netherlands based Automotive organisation with 281595 employees and revenues of $169.95 ...
Is Microsoft Smartsheet free? ›30-day free trial. No credit card required. Are you interested in learning more about how Smartsheet can help your organization?
Does Smartsheet have tabs like Excel? ›With the Smartsheet for Microsoft Teams integration enabled, Smartsheet and Teams customers can add Smartsheet sheets, dashboards, and reports as 'Tabs' within a Team channel, helping their teams bring conversations together with a current view of projects, while providing a central location where teams can work more ...
Where can I learn Smartsheet? ›Smartsheet University is a dedicated page to for users (registration required) to learn about the software either with self-paced e-learning or with live instruction. In doing so, participants can earn credentials and verify their expertise.