Columns - Insert, Rename, Move, Filter, Sort, Freeze, Hide

One of the first things to do when setting up a sheet is to create columns based on what you want to track.  

 

Right click on a column header (with the column name) to get the menu of column options:

 

column-menu.png

 

Primary Column (with a bold column name)

Every sheet has a Primary Column that is intended to be the main descriptor for each row.  The Primary Column has several special properties:

  • the Primary Column can not be deleted, but it can be renamed
  • the Primary Column is the only column where indent and outdent formatting (to create items and sub-items) is displayed.  The + for expanding sub-items and - for collapsing sub-items will only be displayed in the Primary Column.
  • the Primary Column is the only column on a sheet that has bold text for the column name
  • the Primary Column type is always Text/Number - it can not be changed
  • The Primary Column is used to identify a row in several places where the entire sheet is not used (e.g., in the subject line of a Send Row email)

 

 

Insert Column

  • Right-click on a column header (with the column name) and select "Insert Column"

  • Name the column

  • Select what type of column you want

    • Free text/number - type anything you want into this type of column.  Best choice for columns like Comments that might have longer entries or number-focused columns like Budget.

    • Contact List - presents a dropdown list of names (contacts or users) that are already on the sheet or have been shared the sheet.  You can add to the dropdown list by typing a new name into a cell.  As you type in a name, Smartsheet will present a list of your Smartsheet Contacts to choose from.  Best for columns like Assigned To, Owner, Approved By, etc.  Using a Contact List column type can make certain types of reports easier to create.

    • Date - has a calendar for picking a date.  A cell in a Date column will also recognize different date formats as you type them in.  Using a Date column type can make certain types of reports easier to create.

    • Dropdown List - presents a list of values to choose from.  The list of values is created when you insert the column and can be edited (via Edit Column Properties).

    • Checkbox - can be checked or unchecked.

    • Symbol - there are several types of symbol columns that display a visual image, including Red/Yellow/Green Light, Harvey Balls, Priority, Star, and Flag

  • Click "OK"

  • The new column will be inserted to the left of the selected column

  • TIP:  Only the sheet owner and admins can insert columns

Move Column

  • To move a column, click on the column header and drag it to the left or right.
  • A small blue arrow will indicate where the column will be placed.
  • Release your mouse to move the column.
  • TIP:  If you drag the column above the column headers (outside of the sheet), you will not be able to move the column.  Drag the column header straight across, or down and across, but not up.
  • TIP: Use the Shift button or Ctrl button to select multiple columns to be moved at the same time.

 

Delete Column

  • Right-click on a column header and select "Delete Column"
  • The column and any data in the column will be deleted
  • TIP:  You can undo a Delete Column action as long as you undo before you save
  • TIP:  Only the sheet owner and admins can delete columns

 

Rename Column

You can simply rename the columns that are created when you create a new sheet.

  • Right-click on the column header (with the column name) and select "Rename Column" or double-click on the column header to enter a new name, then click "OK"
  • Selecting a different column type is optional.
  • TIP:  Only the sheet owner and admins can rename column

 

Filter

You can apply a filter on one or more columns in a sheet to view only rows containing your selected values.

  • Right-click on the column header (with the column name) and select "Filter Column..."
  • Dropdown list and checkbox columns will default to a Standard Filter, enabling you to select values to be displayed
  • Free text/Number and Date columns will default to a Custom Filter, enabling you to select criteria based on operators like "contains" or "greater than"
  • To remove a column filter, click on the filter button in the column header and select Remove or select Remove Filter from the column menu
  • Filters can be applied to multiple columns on a sheet
  • Filters are saved and applied every time you open or refresh a sheet
  • NOTE: Others will not see filters you apply
  • Show parent rows - by default, parent rows are shown if one of their child rows (indented) meet your filter criteria.  If you have indented rows, this may provide valuable context.  Uncheck this option to see only the rows that meet your criteria.  If you haven't indented rows, it will not make a difference if this option is checked or unchecked.
  • Exclude selected items - check this option to create a "NOT" criteria (e.g. select the status value of Complete and check the Exclude checkbox to display all items that are NOT complete).  This may be faster than selecting each of the values that you do want to see.

Sort Sheet

Sort the entire sheet using a single column or multiple columns as sort criteria

  • Right-click on the column header of the column you wish to use to sort the sheet and select "Sort Rows"
  • Select whether you want to sort values in ascending or descending order and click "OK"
  • You can select up to 3 columns as sort criteria
  • TIP: If you have used indent to create sub-items, the sub-items will be sorted but kept beneath their parent row.  The parent rows will also be sorted but their sub-items will move with them.
  • TIP: If you sort on a column that is a Dropdown List type, items will be sorted using the order of the dropdown list values (right-click on the column header and select "Edit Properties" to view/edit the Dropdown List values.)

 

Freeze Column

Keep a column visible while the rest of the sheet scrolls left and right.  By default, the column header row is frozen and always visible when scrolling vertically.

  • Right-click on the column header of the column that you want to freeze and select "Freeze Column"
  • The column you selected and any columns to its left will remain visible while columns to the right of it will scroll left and right
  • Right-click on any column header in the sheet to select "Unfreeze Column"

 

Hide Column

Hide a column from view but keep it on the sheet

  • Right-click on the column header of the column you want to hide and select "Hide Column"
  • To hide multiple columns click on the column header of the first, hold the Shift key down, click on another column header to multi-select and then right-click to select "Hide Column"
  • Right-click on any column header in the sheet to select "Unhide All Columns"

 

Edit Column Properties

Change a column's type, name or other properties

  • Right-click on a column header and select "Edit Column Properties"
  • You can select a different column type. 
  • If the column is a Dropdown List column type, you can view or change the dropdown list values on the right.
  • If the column is a Symbol column type, you can select a different type of Symbol (Red/yellow/green light, star, flag, priority, or Harvey Balls)
  • TIP:  Only the sheet owner and admins can edit column properties