Send a Sheet, Row or File in an email

Smartsheet provides several options for sending content to others via email.

Send Sheet (or Report) as Attachment

You can send a snapshot of your sheet (or report), attaching it as a PDF or Excel file to an email.

  • NOTE:  this feature can be used for a Sheet or a Report.
  • Click on the File button in the upper left corner of a sheet and select "Send as Attachment"
  • Type in the email address of the recipient (they don't have to be shared the sheet) and a personal message (optional), select whether you want the sheet to be attached as an Excel or PDF file, and send.  The recipient will receive an email with your sheet as an attachment.
  • Schedule on a weekly basis.  On the Send form, there's an option to "Schedule to send later or on a recurring basis".  For example, you could schedule for the sheet to be sent to your boss every Friday at 9am, so the weekly status report is automatically sent to him.
  • Highlight changes.  In addition to scheduling, you can turn on the Highlight Changes feature for the sheet (e.g., highlight changes made in the last 7 days in yellow).  In the example of the weekly status report, it could be sent every Friday and any changes made since the previous Friday would be highlighted.

 

Send Row

You can send a snapshot of a row (or multiple rows) in the body of an email.

  • Select the row (or multiple rows via Ctrl+click) that you want to send and right click to select "Send Row"
  • Type in the email address of the recipient (they don't have to be shared the sheet) and a personal message (optional),  The recipient will receive an email with the row information in the body of the email.  A link to login to the sheet will also be included at the bottom of the email in case they've been shared the sheet and want to open it.
  • Include Row Attachments.  There is an option to include any files attached to the row in the email.  If the Attachments box is checked, links to download the files attached to the row will be provided below the table of row information.  This is a great way to send large files that might be too big if sent as an email attachment.  NOTE: the recipient does not need to login to download the file.  The active links for a file download expire within thirty days of being sent.
  • Include Row Discussions.  There is an option to include any discussions on the row(s) being sent.  The discussions and any comments will be added to the email body below the table of row information and any row attachment links.  NOTE: if you include row discussions, the email will also include download links for any files attached to the discussions on that row.

 

 Send File

You can quickly send someone a file from Smartsheet without worrying about sending a large file as an attachment.

  • Open the attachments on a row by clicking on the paperclip icon or go to the Attachments tab at the bottom of the sheet.
  • For the file you wish to send, click on "Send Link".
  • Type in the email address of the recipient (they don't have to be shared the sheet) and a personal message (optional),  The recipient will receive an email with a link to download the file.
  • NOTE: the recipient does not need to login to download the file.  The active links for a file download expire within thirty days of being sent.