5 tips to take you from novice to advanced user

by Melissa Cafiero

Are you new to using Smartsheet and a fan of getting work done more efficiently? Do you want to add more value to your company? Do you and your team want to achieve better results, faster? 

As a recent hire and brand new user of Smartsheet, I’ve quickly become familiar with the basics of Smartsheet and know it can help me accomplish all of the above. Now, I’m ready to dive a little deeper and enhance my knowledge of the platform to unlock even more capabilities that help me collaborate with my team and stakeholders, gain better visibility into projects and processes, and discover important information more quickly. 

I searched through our library of resources (so you don’t have to) and discovered these five tips to help you take your Smartsheet knowledge to the next level:

1. Use notifications to keep collaborators informed 

Use Smartsheet notifications

Notifications are visible in the Notification Center, and by default, you’ll also receive mobile push and email notifications. The Notification Center allows you to see and quickly take action on other items — such as update requests, approval requests, and notifications — as you work in Smartsheet. 

You can set up and customize notification rules, and save time and work faster with automated workflows. With notifications, you can even stay informed about who’s making changes in your sheet (a feature Cisco was especially enamored by). 

2. Keep teams and stakeholders updated with reports 

Ogilvy is a big fan of reports for illustrating progress and results, which teams can generate in minutes using Smartsheet. With a handy Report Builder, you simply follow a few prompts to build and customize a report. 

Bonus tip: If you publish a report, the people you share it with can see the information without being shared to the underlying sheets, which can be helpful if you have data in the sheet(s) that shouldn’t be, or doesn’t need to be, shared.

3. Include photos on rows or in cells 

As the old saying goes, a picture is worth a thousand words. Customers like Colliers International find it helpful to attach pictures to rows within sheets to show the progress on construction projects. 

But did you know you can also add pictures directly into a cell? That can be useful for maintenance crews to see photos of tenant issues or realtors to see images of homes, for example. 

4. Filters help get to relevant information in a sheet 

Filtering in sheets might be the most useful feature I discovered (for now...). If you’re like me and working in a sheet that has hundreds of rows and you’re overwhelmed by information, consider setting up a filter or two. 

For one of the sheets I need to reference, for example, I only care about the projects assigned to me. I created a filter to show only those projects where I am listed as the owner, so instead of 157 rows, I see a quarter of them. There are far more uses for filters; don’t be shy about trying them. 

Bonus tip: Sorting and filtering are two different features, so be sure to learn the differences.

5. Don’t forget about YouTube videos! 

Even some of our most proficient customers (Uber) find our YouTube tutorial videos helpful. And don’t forget about one of our best resources, the Smartsheet Learning Center. I have these sites bookmarked because I visit them almost daily to find the answers I need. 

Keep learning

Icon-based graphic of a light bulb

As you continue using Smartsheet, you’ll build more skills and be able to increase the agility of work. Smartsheet is flexible enough to meet any business need, so odds are you’ll find new ways to get more done, faster. And pretty soon, you’ll be teaching me a thing or two!