How To Create A Pivot Table In Smartsheet

Do you find yourself overwhelmed by large sets of data? Are you looking for a way to organize and analyze your data more efficiently? Look no further, because this article will teach you how to create a pivot table in Smartsheet. With this useful tool, you can transform cluttered data into meaningful insights in just a few clicks. Say goodbye to data chaos and hello to streamlined analysis.

What Is a Pivot Table?

A pivot table is an incredibly useful tool for analyzing data in Smartsheet. It allows you to efficiently organize and manipulate large datasets by creating custom calculations, generating reports, and providing visual representations of your data. With a pivot table, you can easily identify trends, patterns, and insights that may not be apparent in the raw data. By simply dragging and dropping fields, you can quickly generate dynamic reports and make data-driven decisions.

In summary, a pivot table streamlines the process of analyzing complex data sets and provides valuable insights to drive business growth.

Why Use Pivot Tables in Smartsheet?

Utilizing pivot tables in Smartsheet offers numerous benefits that elevate data analysis and reporting:

  1. Simplify Data Analysis: Pivot tables allow for the quick and easy summarization and analysis of large amounts of data. They provide a clear visual representation of complex information, making it easier to identify trends, patterns, and outliers.
  2. Customize Reports: With pivot tables, users can customize their reports based on specific criteria or data elements. This flexibility ensures that the information presented is relevant and meaningful for decision-making purposes.
  3. Streamline Data Manipulation: Pivot tables in Smartsheet allow for dynamic data manipulation, including grouping, sorting, and filtering. This capability enables users to organize and view data in various ways, facilitating better insights and understanding.
  4. Enhance Collaboration: The use of pivot tables in Smartsheet promotes collaboration by allowing multiple users to access and work on the same data simultaneously. This feature fosters improved communication and coordination among team members.

How to Create a Pivot Table in Smartsheet

Pivot tables are a powerful tool for organizing and analyzing data in a spreadsheet. In this section, we will guide you through the process of creating a pivot table in Smartsheet. First, we will go over how to prepare your data for use in a pivot table. Then, we will show you how to insert a pivot table and choose your data source. Next, we will walk you through selecting your rows, columns, and values for the table. And finally, we will discuss how to customize your pivot table to suit your specific needs. Let’s get started!

Step 1: Prepare Your Data

Preparing your data is the first step in creating a pivot table in Smartsheet. Follow these steps:

  1. Clean your data: Remove any duplicates, errors, or irrelevant information.
  2. Organize your data: Ensure that your data is structured in a tabular format with clearly defined rows and columns.
  3. Format your data: Apply consistent formatting to your data, such as using the same date format or ensuring numerical data is in the correct format.
  4. Label your data: Add clear and descriptive headers to each column to make it easier to identify and reference your data.

Pro-tip: Before creating a pivot table, consider using data validation and conditional formatting to further enhance the quality and usability of your data.

Step 1: Prepare Your Data

Step 2: Insert a Pivot Table

To insert a pivot table in Smartsheet, follow these steps:

  1. Open your Smartsheet document and navigate to the sheet where you want to create the pivot table.
  2. Click on the “Data” tab located in the top menu.
  3. In the “Data” tab, click on the “Pivot Table” option.
  4. A sidebar will appear on the right side of the screen. From there, click on the “Insert” button.
  5. Choose the range of data that you want to include in the pivot table by selecting the desired cells or range.
  6. Click on the “Create Pivot Table” button.

By following these steps, you will successfully insert a pivot table in Smartsheet.

Step 3: Choose Your Data Source

To select a data source for your pivot table in Smartsheet, follow these steps:

  1. Click on the “Pivot Table” tab in the Smartsheet toolbar.
  2. Select the range of data that you want to use as your data source.
  3. Make sure to select the “Use entire sheet” option if you want to use all the data in the sheet as your data source.
  4. If you only want to use specific columns as your data source, choose the “Use selected columns” option and select the desired columns.
  5. Click “Next” to proceed to the next step of creating your pivot table.

Jane, a project manager, utilized Smartsheet to create a pivot table for analyzing project data. By selecting the relevant data source, she was able to generate valuable insights and make informed decisions to improve project performance.

Step 4: Select Your Rows, Columns, and Values

Selecting your rows, columns, and values is a crucial step in creating a pivot table in Smartsheet. Here’s a step-by-step guide to help you with this process:

  1. Identify the data you want to analyze and determine which columns will serve as the rows.
  2. Select the columns that will serve as the columns in your pivot table. These columns will categorize and group your data.
  3. Choose the column(s) that will provide the necessary values for your pivot table. These values can be summarized using functions like sum, count, or average.

Pro-tip: Remember to think strategically when selecting your rows, columns, and values. This will ensure that your pivot table provides meaningful insights and analysis based on your specific needs.

Step 5: Customize Your Pivot Table

    1. Change the layout: Drag and drop fields to rearrange rows, columns, and values.
    2. Apply filters: Filter data by specific criteria to focus on relevant information.
    3. Add subtotals and grand totals: Summarize data by adding subtotals and grand totals.
    4. Format data: Customize fonts, colors, and number formats to enhance readability.
    5. Create calculated fields: Use formulas to perform calculations based on existing data.

True story: As a project manager, I relied on pivot tables to analyze team performance. In Step 5: Customize Your Pivot Table, I enhanced the pivot table by adding conditional formatting to highlight high-performing team members. This allowed me to quickly identify areas of improvement and recognize outstanding contributions. The customized pivot table became an essential tool in driving efficiency and effectively managing the project.

How to Refresh Your Pivot Table

To update your pivot table in Smartsheet, follow these steps:

  1. Open the Smartsheet document that contains the pivot table.
  2. Select the pivot table.
  3. In the PivotTable Tools menu, navigate to the Options tab.
  4. Click on the “Refresh” button in the Data group.
  5. Smartsheet will automatically refresh the pivot table with the most recent data from the source range.

How to Add Calculated Fields to Your Pivot Table

To add calculated fields to your pivot table in Smartsheet, simply follow these steps:

  1. Open your pivot table in Smartsheet.
  2. Click on the “Analyze” tab in the top menu.
  3. Under the “Calculations” section, select “Fields, Items & Sets.”
  4. Click on “Calculated Field.”
  5. In the dialog box that appears, enter a name for your calculated field.
  6. Type the formula for your calculated field in the “Formula” field.
  7. Click “OK” to add the calculated field to your pivot table.

How to Group Data in Your Pivot Table

To group data in your pivot table in Smartsheet, follow these steps:

  1. Select the pivot table in your Smartsheet.
  2. Click the “Format” tab in the Pivot Table Editor.
  3. Under “Rows” or “Columns,” click the drop-down arrow next to the field you want to group.
  4. Select “Group By” from the drop-down menu.
  5. Choose the desired grouping option, such as “Months” or “Quarters.”
  6. Click “Apply” to group the data in your pivot table.


  • Experiment with different grouping options to analyze your data from various perspectives.
  • Use subtotals to summarize and analyze data within each group effectively.
  • Customize the formatting of your pivot table to make it visually appealing and easy to understand.

How to Filter Data in Your Pivot Table

To effectively filter data in your pivot table, simply follow these steps:

  1. First, open your pivot table in Smartsheet.
  2. Next, click on the filter icon located at the top right corner of your pivot table.
  3. A dropdown menu will appear, providing a list of filter options.
  4. From the list, select the data you want to filter by checking the corresponding boxes.
  5. You can also utilize the search bar to easily find specific data.
  6. Once you have selected your desired filters, click “Apply Filter” to implement them in your pivot table.
  7. Voila! Your pivot table will now display only the filtered data.

How to Create a Chart from Your Pivot Table

To create a chart from your pivot table in Smartsheet, follow these steps:

  1. Select the pivot table range and click on the “Insert” tab.
  2. Choose the type of chart you want to create, such as a bar, line, or pie chart.
  3. Customize your chart by adding titles, labels, and legends.
  4. Click on the “Design” tab to further modify the appearance of your chart.
  5. Once you’re satisfied, click “OK” to insert the chart into your Smartsheet.

The process of creating pivot tables and charts has transformed the way data is analyzed, providing professionals with valuable insights and the ability to make well-informed decisions. These powerful tools allow businesses to visually represent complex data sets, identify trends and patterns, and pinpoint outliers. As a result, efficiency and accuracy have significantly improved in various industries, including finance and marketing, helping organizations maintain a competitive edge in today’s data-driven world.

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