Getting StartedSyndicate content

Mac Tips

Smartsheet is fully functional on both Mac and PC platforms.  Here are some tips for using Smartsheet on your Mac:

Right Click

  • To right click on a Mac, press the Control Key as you click on the trackpad or mouse button.

Keyboard Shortcuts

  • Press Control+i on your keyboard to insert a new row.
  • Please use Command instead of Ctrl unless otherwise noted when utilizing keyboard shortcuts.

Trackpad Scrolling

  • You can utilize two-finger trackpad scrolling in the Grid and Gantt views.

Browser support

  • Smartsheet is supported on these Mac browsers: Chrome, Firefox, and Safari.

Home Tab - Organize your Sheets

Your Smartsheet Home Tab allows you to view and organize all your sheets in one place. It also provides you with convenient Dashboard Gadgets to help you manage important information like high priority tasks, to-do's to be added to a sheet, and upcoming due dates. See Dashboard Gadgets for more information.

  • Go to Home Tab - Click on Home (the left-most tab) to access a directory of all sheets, reports and workspaces that you own or are shared to you.

Sheets

Your Smartsheets are the foundation of accomplishing the tasks you need to get done. Within the Sheets area, you can create and manage sheets to help you organize your work, your team, and even your day-to-day life.

  • Add Sheets - Click on the Add New button in the upper right to create a new sheet or report
  • View Sheets - Click on the Sheets folder in the left sidebar to see a list of sheets that you have created and those that have been shared to you. 
  • Sort Sheets - To reorder the list of sheets on the right, click on any column header to sort by Name, Owner, Last Modified Date or sheet type
  • Open Sheets - Double click on a sheet name to open it. Open sheets appear as tabs within Smartsheet.  Closing a smartsheet tab does not delete a sheet, it simply removes it from view. 
  • Sheet Menu - Right click on any sheet name or click on the arrow to the left of the sheet name that appears on hover to see a menu of available options

Folders

Folders you create within the Sheets area are only seen by you - even if their contents are shared with others.  You can move sheets between folders without affecting how shared users access your sheets. Folders can't be shared.  If you want to share multiple sheets to a group of people, create a workspace. Folders in Workspaces are seen and used by all users within the Workspace. 

  • Add Folders - Click on the Add New button in the upper right and select "New Folder". You can create a folder within a folder (no limit to the number of levels) or drag one folder into another.

 

  • Add a Sheet to a Folder - You can create new sheets or reports in a folder (with the Add New button in the upper right) or you can drag existing sheets, reports, or templates into a folder.
  • View Sheets in a Folder - In the left sidebar, a single click on a folder will show the sheets stored in the folder (in the sheets list to the right). A double click on a folder in the sheets list will display the files within the folder.
  • Expand Folders - Click the plus / minus button to either expand or collapse the view of the next level of folders.
  • Delete Folders - Right-click on a folder and select Delete.


Filters

The "All" filter under the Home tab is a flat list all of your sheets, reports and templates and shows you what folder or workspace they're in.

 

  • Owned by Me - shows all sheets that you have created or taken ownership of and their location.  These sheets are the only ones that count against your account's sheet limit (see Pricing for more info).
  • Shared to Me - shows all sheets created by others that have been shared to you and their location.
  • TIP:  Click on a column header to sort a list of sheets (e.g., by name, owner, location or update date).  Click again in the column header to sort in reverse order

 

Deleted Items

Any sheets, reports or templates that you have deleted (by right clicking on the item and selecting "Delete") are stored in the Deleted Items area. To delete a sheet, you must be the owner of the sheet. 

  • Undelete a Sheet - Right click on the sheet in the Deleted Items list and select "Undelete" - this will return the item to your Sheets area.  Or you can drag the item out of the Deleted Items list and drop it in a folder or workspace to undelete it.
  • Delete a Sheet - Right click on an item in the Deleted Items list and select "Delete Forever" to purge the item.  You will not be able to recover the item once you purge it.
  • Deleted items do not count against your sheet limit.

 

Create a Sheet

1. Add the Sheet - Click on the Add New tab (with a green plus sign) and select "New Blank Sheet" or "New Task List"

  • a New Blank Sheet has no predefined columns - it is similar to a blank spreadsheet
  • a New Task List has several predefined columns as a starting point, including Task Name, Due Date, Assigned To, Status and Priority

2. Name the sheet - Enter a descriptive name for your sheet. You can right-click on the name at any time to Rename the sheet.

3. Design the sheet - Type info into the cells, name your columns by double clicking on the column headers, and/or insert new columns by right clicking on the column header and selecting "Insert Column" 

 TIP: For more info, go to the Help section titled "Setting Up a Sheet"

Import

Do you already use an Excel file to track projects and lists? Import it into Smartsheet and see start sharing with others, get updates, attach files and set automatic alerts and reminders.

Create a sheet by importing an existing Excel (.xls, .xslx, or .csv), Google Spreadsheet, or Microsoft Project file (.mpp or .mspdi).

  1. Click on the Add New tab (with a green plus sign) and select "Import Excel file..."
  2. Click on the Select button, select the file you wish to import, and click on the Open button
  3. Click on the Import button
  4. Select which row should serve as your column headers in Smartsheet and which column should serve as the primary column. The primary column should be a Text/Numeric column. Values in the primary column can be indented and outdented - something which is very useful when managing projects or lists requiring hierarchy.

NOTE: Up to 5,000 rows and 100 columns can be imported at a time.

Templates

See examples of how other people use Smartsheet.  Get a jumpstart by starting with a template and then changing it to meet your specific needs.

Open the Template Gallery

  • Click on the Add New tab (with a green plus sign) and select "New Sheet from Community Template..."
  • or click on the Home tab and then select Template Gallery in the left sidebar


Find a Template in the Template Gallery

  • Search
  • or click on a category (e.g., Project Management, Marketing) to see a filtered list of templates


Preview and Use a Template in the Template Gallery

  • Click on the Preview link to see the template.  From the Preview window, you can decide to Use the template or Cancel to keep looking
  • Click on the template image or the Use link to create your own sheet from the template


Create Your Own Template

  • You can create a template from any sheet by clicking on the Sheet Actions button in the upper left corner of the formatting toolbar and selecting "Save as Template".  You will be asked to name the template and select which folder or workspace you want it saved in.  
  • Templates can be shared with other collaborators in a workspace.


I have created a template. Who can see and use it?
Sheets that you have saved as a template are by default visible only to you. Templates that you create or drag into a shared workspace are visible and can be used by those who have been shared that workspace.

Every time I double click on a template it opens a new sheet based on that template. How do I edit the template?
Templates can only be used, not edited. To change a template, makes edits to the original source sheet and re-save as a template.

Getting Started Checklist

Here's a checklist that should help you start using Smartsheet effectively:

  1. Create a sheet - click on the tab with the green plus to create your own sheet or start with a template
  2. Change columns - right-click on a column header to rename the column, select a column type or insert a new column
  3. Enter/Edit info - type in a blank cell or double-click on a cell to edit the existing entry. You can also use Ctrl+C/Ctrl+V to copy/paste from another document. You can always right-click on any cell and select "View History" to see past entries. 
  4. Indent - in the primary column, click on an entry and use Ctrl+K to ident it and create a sub- item which can be collapsed or expanded under the parent item
  5. Attachments - attach relevant documents to a row by clicking in the paper clip column on the left
  6. Contacts - click on your account email in the upper left and select "My Smartsheet Contacts" to enter the info for people you expect to be collaborating with
  7. Share - use the Sharing tab at the bottom of the sheet to share your sheet online with others
  8. Assign - if you have a contact list column like Assigned To, you can add a name to the dropdown list by simply typing the name into a cell in the Assigned to column
  9. Save - save your work by clicking on the Save button at the top of the Toolbar to the left of the sheet
  10. Organize - go to Home in the upper left to organize your sheets