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Course Reference Handout

SMARTSHEET -
HANDOUT
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Create Project Workspaces: Card View:
A way to organize and prioritize your tasks in your list and can
Go to www.smartsheet.com only be used if your sheet has a dropdown list, contact list, or a
Sign up for an account or ask your admin to give you your login symbols column.
credentials.
Once you sign in click on the FOLDER icon, then we click on
WORKSPACE section, next we select CREATE dropdown on the
left of the page and select WORKSPACE and now name it.

STEP 1 STEP 2 STEP 3

Gantt View:
Offers a timeline-based view on your work and gives you a visual
representation of your tasks, you can only use it if you have 2
Create and Manage Tasks: date-based columns. You can zoom out or zoom in and it shows
In Smartsheets every column has a column type except the 1st day, week, quarters, and years depending on what you want. We
column, also known as the Primary Column. You should choose can also change the start and due dates by dragging the bars.
the best column type that is relative to your data. You can then You can right click on a bar to open its setting and change the
rename the column and change the column type by double- color.
clicking on them. To simply add data in the cell, you would click
in the cell and just start typing.

Calendar View:
Allows you to view your tasks on a calendar and you can only use
it if you have at least 1 date column. Once you select Calendar
View, you will see settings pop up where you can specify where
your data is coming from.

Launch Different Views for your Projects:

By default, Smartsheets will start in GRID VIEW. Smartsheets
also offers 3 other options to view our tasks. CARD VIEW, GANTT
VIEW, and CALENDAR VIEW. To access the different views, go to
the subtab and click on the dropdown where it says grid view.

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Set sharing Permissions for Real-Time Linking Cells, Attaching Task & Project-
Collaboration: related Files, and Setting Reminders:
If you are working with a team and want to share your sheet, you Linking Cells can help if you have data
will need to click the share button found at the top right-hand on another sheet that is relevant to the
corner of the window. sheet you are displaying the data to. To
Once you click on the share button a dialog box will pop up link data, you simply have to right click
and you will need to enter in the name or email address of the on the cell and select “Link from cell
person you want to share with. At this moment you should also in other Sheet”. You will then select
set the permission level for that person. where the data is coming from.

There are 4 different types of permission levels. Make sure if you send
data to someone, if
Viewer: you have linking cells,
Can view all contents of the sheet; no ability to edit. you have to send both
sheets .
Editor:
Can edit the sheet and add documents and comments; no
ability to modify the column layout.

Admin:
Can modify the column layout for the sheet.
Adding Contacts:
You can make a column with a column type called contacts and
Note: add those contact at that moment.
A user must be a paid user to have full admin
privileges.

Owner:
Can delete or rename a sheet.

You can then proceed with writing a message to that person

explaining their role in this project. Last click share sheet and
they will be able to collaborate with you in real-time.

If you do not add contact at that moment or if you want to add

new contacts later, all you need to do is click on the cell and
select the drop down. You can click “Add New” and then add the
contact at that time.

Formatting your Sheets:

You may want to format your sheets, which simply means change the appearance of your cells. You can do this multiple ways. You can
manually format your cells using the tools provided on the toolbar.
You can also utilize conditional formatting which means depending on the criteria for something, you then change the appearance.
Example:
If I mark a task completed, then cross out that task.

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Create Dashboards and Reports:
Dashboards and reports are both great ways to analyze data. To create a dashboard or a report you need to head over to the
menu icon in the top left-hand corner. You will then click on the solutions center icon which is represented by a “plus sign”.

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1 2 3 4 5 6 7 8

1 Save & Close Button:

This saves an appointment to your calendar. When creating a Meeting Invitation, this will change to the Send Invitation button.

2 Show Buttons:
Switch between regular appointment or meeting details and the Scheduling Assistant.

3 Invite Attendees Button:

Convert the appointment into a meeting and add the To: recipient area in order to invite others to the meeting.

4 Show As and Reminder Options:

Set your availability status and activate the reminder for the appointment or meeting.

5 Recurrence Button:
Set a recurring pattern of dates for the appointment or meeting.

6 Time Zones Button:

This gives you the ability to set the time for the appointment or meeting in another time zone.

7 Categorize Button:
This applies a category to the appointment or meeting.

8 Private & Priority Buttons:

Use these to set the appointment or meeting as Private and High or Low Priority.

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