A team of project managers learning how to create a report in Smartsheet.

How to Create a Report in Smartsheet: Ultimate Guide for Effective Reporting

Table of Contents

Learn how to create a report in Smartsheet effortlessly. This blog post provides step-by-step guidance on generating detailed reports within the user-friendly platform. Discover essential tips and tricks for customizing your reports to suit your specific needs, ensuring clear and concise data presentation. Whether you are new to Smartsheet or looking to enhance your reporting skills, this comprehensive guide will equip you with the knowledge needed to create professional reports efficiently.

Gain valuable insights into maximizing the potential of Smartsheet’s reporting features and streamline your workflow today. Dive into this tutorial and unlock the power of creating insightful reports that drive informed decision-making within your organization.

Key Takeaways

  • Customize Your Reports: Tailor your reports in Smartsheet by adjusting settings to best suit your needs, such as formatting, filters, and display options.
  • Enhance Visual Appeal: Make your reports visually engaging by incorporating charts, graphs, and conditional formatting to present data effectively.
  • Collaborate Efficiently: Utilize Smartsheet’s collaboration features to work seamlessly with team members, share reports securely, and track changes effortlessly.
  • Effective Reporting Tips: Implement best practices like using clear headers, organizing data logically, and regularly updating reports to ensure their relevance and usefulness.
  • Save Time with Templates: Take advantage of pre-built report templates in Smartsheet to jumpstart your reporting process and maintain consistency across different projects.
  • Streamline Sharing: Simplify the sharing process by setting permissions, creating automated alerts, and utilizing update requests to keep stakeholders informed and engaged.

Understanding Smartsheet

Understanding Smartsheet

Smartsheet is a versatile tool that offers several benefits. It helps improve project visibility and tracking by providing real-time updates on tasks and deadlines. It streamlines communication and collaboration among team members through shared sheets and comments.

Moreover, Smartsheet aids in enhancing data organization and analysis by allowing users to structure information effectively. This platform also contributes to increasing productivity and efficiency, as it automates repetitive tasks like notifications and reminders. Furthermore, Smartsheet helps facilitate the decision-making process by offering comprehensive insights into project progress.

Reasons for Use

  • Improves project visibility
  • Streamlines communication
  • Enhances data organization
  • Increases productivity
  • Facilitates decision-making

When creating reports in Smartsheet, there are specific steps to follow. First, you need to access the “Reports” tab within the platform. From there, you can choose a report type that aligns with your requirements — whether it’s a summary report or a detailed one displaying specific metrics.

Next, selecting the desired data source for the report is crucial; this could be an existing sheet or another report within Smartsheet itself. Once you’ve chosen your data source, proceed to customize the report settings according to your preferences — this includes setting filters based on criteria such as dates or assigned team members.

After customizing these settings accordingly, you can generate the report within Smartsheet. By doing so, you’ll be able to view the results of your configured report instantly — giving you valuable insights into various aspects of your projects’ progress at a glance.

Report Creation Steps:

  1. Access “Reports” tab in Smartsheet.
  2. Choose appropriate report type.
  3. Select desired data source.
  4. Customize settings and apply filters. 5 Generate the report for viewing results.

Choosing Your Report Base

When creating a report in Smartsheet, users have two primary options to start from: Report Template or Blank Report. Utilizing pre-designed report templates can save time and effort by providing a structured foundation. These templates can be easily modified to suit specific requirements, ensuring that the report meets the desired criteria.

Users can customize these templates by adding or removing elements such as columns and fields. This flexibility allows for tailoring the template to fit the unique needs of each project or team. Once customized, these templates can be saved for future use, enabling quick access to frequently used formats without starting from scratch every time.

Sharing templates with team members promotes consistency across reports within an organization. By collaborating on standardized formats, teams can streamline processes and ensure uniformity in reporting practices. Creating new templates from scratch offers complete creative control over the report’s layout and structure.

Starting with a Blank Report provides users with a blank canvas where they can design a completely unique report from the ground up. This option is ideal for projects that require specialized formatting or data presentation not covered by existing templates. Users have the freedom to add specific columns and fields tailored to their project’s needs.

Applying formatting options such as colors, fonts, and styles enhances the visual appeal of reports created from scratch. These design choices help convey information effectively and make data easier to interpret at a glance. Including relevant formulas or functions within the blank report ensures accurate calculations are performed automatically based on inputted data.

Once completed, users can save their blank reports for future reference or share them with collaborators seamlessly through Smartsheet’s sharing features. Sharing reports enables team members to stay updated on progress, share insights easily, and collaborate efficiently on projects requiring real-time data analysis.

Creating a Report in Smartsheet

Building Row Reports

To start creating a report in Smartsheet, you can build row reports. This involves selecting specific rows from a sheet to include in the report. By filtering rows based on criteria or conditions, you can focus on relevant data for your report. Grouping rows together helps organize information effectively.

Customizing column display is crucial when working on row reports. It allows you to present data neatly and meaningfully. Updating row reports automatically ensures that any changes made reflect accurately in the report without manual intervention.


  • Enables selection of specific rows
  • Facilitates organizing data efficiently
  • Automates updates for real-time accuracy


  • Requires understanding of filtering and grouping functions
  • May need regular monitoring for accurate updates

Sheet Summary Reports

Another way to create a report is by generating sheet summary reports in Smartsheet. These reports summarize data from multiple sheets into one comprehensive overview. Choosing summary functions like sum, average, count, etc., helps derive meaningful insights from the combined data.

Including specific columns or fields in the summary report tailors it to your requirements precisely. Applying filters further refines the information presented, focusing only on what’s essential for your analysis needs. Sharing these sheet summary reports with stakeholders enhances collaboration and decision-making processes.

Key Information:

  1. Summarizes data from multiple sheets
  2. Offers various summary functions like sum, average
  3. Allows customization through selected columns and filters

Dynamic Reports From Another Sheet

Creating dynamic reports by pulling data from another sheet offers flexibility and efficiency in reporting within Smartsheet. Establishing cross-sheet references using formulas or links ensures that the imported data stays updated automatically across sheets.

Customizing the appearance of imported data lets you tailor how it appears within your dynamic report effectively. Ensuring proper access permissions are vital when sharing this dynamically linked information across different sheets securely.


  1. Pulling sales figures from a monthly tracking sheet into an annual performance review sheet.
  2. Linking project progress details between team-specific sheets for consolidated reporting purposes.

Customizing Report Settings

Configuring reports in Smartsheet involves adjusting various settings to tailor the report to specific needs. Users can adjust settings like title, description, and date range for better organization. Setting up automatic refresh intervals ensures real-time data updates.

To enhance the user experience, sorting options for report rows or columns can be defined. This feature allows users to arrange data in a meaningful way that suits their reporting requirements best. Moreover, specifying grouping and sub-grouping criteria helps organize data more efficiently within the report.

When creating a report in Smartsheet, it’s crucial to configure sharing and access permissions properly. By defining who can view or edit the report, users ensure that sensitive information remains secure while allowing collaboration among team members effectively.

Defining how information is displayed plays a vital role in creating an effective report using Smartsheet tools. Users have the flexibility to choose which columns they want to display based on relevance and importance. Rearranging column order enables them to present data logically according to their reporting needs.

Applying formatting options such as font style, color, and alignment enhances the visual appeal of the report. This not only makes it more visually appealing but also aids readability for stakeholders reviewing the document.

Editing fields within a Smartsheet report allows users to customize data presentation further by modifying field properties like name, type, and format directly within the report interface itself. Adding new fields provides additional space for capturing relevant data points required for analysis or tracking purposes.

Removing unnecessary fields from view declutters the interface and streamlines focus on essential information presented within the report view. Renaming fields with clear titles improves understanding when multiple collaborators are involved in viewing or editing reports.

Adding Data to Reports

When creating a report in Smartsheet, organizing data is crucial. Arrange rows logically, group related data together using indentations or hierarchy, and apply filters to show specific subsets of data. Sorting data based on different criteria like alphabetical or numerical order can enhance the report’s readability. Utilizing collapsible sections allows you to hide or expand content as needed.

To make your reports more insightful, formulas and functions play a vital role. Utilize formulas for calculations within the report and apply functions like SUM, AVERAGE, COUNT to aggregate data effectively. Incorporating logical operators for conditional calculations or comparisons adds depth to your analysis. Date functions are handy for time-based analysis while combining multiple formulas can derive complex results if necessary.

Conditional formatting helps in emphasizing important information within the report by highlighting cells based on specified conditions or rules. Employ color coding strategically to draw attention where needed and format text or numbers based on predefined criteria for clarity. Custom formatting rules allow unique visualization needs to be met efficiently while being able to remove or modify conditional formatting according to changing requirements ensures flexibility in reporting.

Enhancing Reports

Portfolio Views

Creating portfolio reports in Smartsheet allows users to track multiple projects simultaneously. These reports can include key metrics and indicators for each project, providing a comprehensive overview. Users have the flexibility to customize the layout and design of the portfolio view to suit their preferences.

Filtering or sorting projects based on various parameters enables users to focus on specific aspects within the portfolio report. Once created, these reports can be easily shared with stakeholders, offering them valuable insights into all ongoing projects at once.

Automated Workflows

Email Alerts

One powerful feature in Smartsheet is the ability to set up email notifications for specific events or changes within a report. Users can define recipients and choose how frequently email alerts are sent out. The content and format of these notifications are customizable, ensuring that recipients receive relevant information in a preferred manner.

Real-time updates on critical data from reports can be received via email alerts, keeping stakeholders informed promptly about any significant developments. Users have the option to enable or disable email alerts based on their preferences and requirements.

Scheduling Reports

Another convenient functionality offered by Smartsheet is the ability to schedule automatic generation and delivery of reports. Users can select their desired time intervals for report generation, ensuring that updated information is regularly shared with relevant parties.

Choosing recipients for scheduled reports through email or other means streamlines communication processes within teams. By setting up recurring schedules for regular reporting needs, users eliminate manual efforts while maintaining consistency in sharing essential information across different channels.

Collaboration and Sharing

Sharing reports in Smartsheet is a key feature that allows users to disseminate information effectively. By generating shareable links, team members, stakeholders, or clients can easily access the reports. Controlling access permissions ensures data security and privacy by granting specific individuals or groups viewing-only rights while allowing others to edit or comment on the report.

Assigning different levels of access rights to users for reports is crucial in maintaining data integrity. This feature enables administrators to restrict editing capabilities for certain users while granting full editing privileges to others. By managing user roles centrally within Smartsheet, organizations can streamline access control processes and ensure that the right individuals have appropriate permissions.

Adding comments or annotations within a report provides context for collaborators reviewing the document. Users can engage in discussions by replying to comments directly within Smartsheet. Attaching relevant files or documents directly to the report enhances information sharing among team members, facilitating comprehensive collaboration on projects.

Tips for Effective Reports

Naming Conventions

Consistency in naming is crucial for clarity and organization within Smartsheet. Descriptive names should be used for sheets, columns, fields, and reports to avoid confusion. For instance, naming a sales report “Monthly Sales Summary” instead of just “Report1” helps team members quickly identify the content.

It’s essential to steer clear of ambiguous or confusing naming practices that could lead to misunderstandings among team members. By incorporating relevant keywords in the names, such as project names or dates, users can easily search and locate specific reports when needed.

As projects evolve, it’s important to update naming conventions accordingly to align with new requirements. For example, renaming a column from “Status” to “Project Status” may provide more context as the project progresses.

Keeping Organized

Maintaining a structured folder hierarchy within Smartsheet ensures that reports and related files are organized effectively. Reports can be categorized based on projects, departments, themes or any other relevant criteria for easy access by team members.

Utilizing labels or tags further enhances the ability to classify and organize reports efficiently within Smartsheet. This feature allows users to group similar reports together under specific categories like “Urgent”, “Completed”, or “Pending Review”.

To prevent clutter and confusion over time, outdated or unused reports should be archived or deleted periodically. Regularly reviewing and updating the report organization ensures that teams operate with maximum efficiency without being bogged down by redundant information.

Regular Updates

Keeping reports up-to-date with the latest data is paramount in ensuring accurate decision-making processes within organizations using Smartsheet software. Data sources must be refreshed regularly so that real-time changes are reflected accurately in each report.

Modifying report settings or filters promptly as new requirements arise guarantees that stakeholders have access to updated information at all times through their respective dashboards on Smartsheet.

Incorporating feedback from stakeholders into report updates contributes significantly towards improving overall reporting quality over time. By addressing suggestions from team members regarding data presentation styles or additional metrics required in a report enhances its usability across different departments.

Reusing Report Templates

Template Creation

Creating reusable report templates in Smartsheet is crucial for ensuring consistent reporting practices within a team or organization. By designing templates with standard fields and formatting, users can streamline the process of generating reports. Customizing templates to suit specific project requirements or industry standards enhances the relevance and effectiveness of the reports. Sharing these templates with colleagues promotes widespread adoption, fostering uniformity in reporting across teams.

Regularly updating report templates is essential to incorporate any improvements or changes necessary to enhance their utility and relevance over time. For example, a marketing team might have a template that includes standard sections for campaign performance metrics, which can be customized based on specific campaigns while maintaining consistency in reporting formats.

Easy Reuse

One efficient way to create reports in Smartsheet is by duplicating existing reports as starting points for new ones. This method saves time by retaining the structure and formatting of previous reports while allowing modifications to align with current needs. Users can also copy and modify shared reports according to individual requirements, tailoring them without affecting the original versions.

Saving frequently used report configurations as favorites enables quick access whenever needed, streamlining the report creation process further. Exporting reports as templates facilitates reuse across different Smartsheet accounts, promoting consistency in reporting practices even among diverse teams using separate accounts.

Leveraging Built-in Features

Smartsheet offers various built-in features that simplify report creation and reuse processes significantly. Utilizing functions like conditional formatting, formulas, cross-sheet references, automated workflows, and data visualization tools enhances the quality and efficiency of generated reports.

For instance:

  • Conditional formatting allows users to highlight important data points.
  • Formulas enable automatic calculations within cells.
  • Cross-sheet references facilitate linking data between multiple sheets seamlessly.
  • Automated workflows streamline approval processes for generated reports.
  • Data visualization tools such as charts and graphs provide insightful representations of data for better analysis.

Final Remarks

The completion of the sections detailing the process of creating reports in Smartsheet has equipped someone with the necessary knowledge to generate insightful and visually appealing reports. By understanding the platform, selecting a suitable report base, customizing settings, adding data, enhancing visual elements, collaborating effectively, and utilizing templates efficiently, someone can now create reports that meet their specific needs. These steps ensure that reports are not only informative but also engaging for stakeholders.

Moving forward, someone is encouraged to put this newfound knowledge into practice by creating reports in Smartsheet. By following the outlined steps and incorporating the provided tips, you can elevate your reporting capabilities and deliver impactful insights to drive informed decision-making within your organization.

Frequently Asked Questions

How can I customize report settings in Smartsheet?

To customize report settings in Smartsheet, navigate to the Report menu and select “Edit Settings.” Here you can modify display options, filter criteria, summary fields, and more to tailor the report to your specific needs.

What are some tips for creating effective reports in Smartsheet?

When creating reports in Smartsheet, consider using consistent formatting, organizing data logically, utilizing filters effectively, adding visual elements like charts when necessary, and ensuring data accuracy. These practices help improve readability and usability of your reports.

How do I collaborate with others on a report in Smartsheet?

To collaborate on a report in Smartsheet, simply share the sheet containing the report with collaborators by clicking on the “Share” button. You can set permissions for viewing or editing access levels to enable seamless collaboration among team members.

Can I reuse templates for creating multiple reports in Smartsheet?

Yes! In Smartsheet, you can save customized reports as templates for future use. Simply create a report that suits your requirements and save it as a template. When needed again, you can easily access this template to generate similar reports efficiently.

What is the first step in creating a new report base in Smartsheet?

The initial step when creating a new report base in Smartsheet is understanding your data source thoroughly. Identify key metrics or information you want to include in the report before selecting an appropriate data source within your workspace or connected sheets.