How To Edit Cells In Smartsheet

Attention all busy professionals! Are you struggling to organize and update your spreadsheet data effectively? Look no further, because in this article, we will guide you on how to easily edit cells in Smartsheet. Say goodbye to tedious data management and hello to increased efficiency with these simple tips.

What Is Smartsheet?

Smartsheet is a cloud-based project management and collaboration tool that enables teams to create, manage, and track work in real-time. It offers a centralized platform for teams to collaborate on tasks, share documents, and effectively communicate.

With the ability to edit cells, input and update data, add formulas for calculations, and apply formatting options, Smartsheet provides flexibility for customizing and organizing information to meet specific project needs. Its user-friendly interface and extensive features make it a valuable tool for businesses of all sizes to streamline workflows and increase productivity.

Founded in 2005 by Brent Frei and Mark Mader in Bellevue, Washington, Smartsheet started as a simple project management tool. However, with its rapid growth and increasing demands, it quickly expanded its features and gained popularity. Today, it is a leading collaboration and project management solution used by millions of businesses worldwide. Its success can be attributed to its continuous innovation and dedication to providing a seamless user experience. Smartsheet is now recognized as one of the most trusted and reliable platforms for efficiently managing projects.

How to Edit Cells in Smartsheet?

In Smartsheet, being able to edit cells is essential for customizing and organizing your data. There are various ways to edit cells, from basic editing to using formulas and adding comments. Understanding these different methods can greatly improve your efficiency and accuracy when working with large amounts of data. In this section, we will discuss the different ways to edit cells in Smartsheet and how each method can be beneficial for your specific needs.

1. Basic Cell Editing

Basic cell editing in Smartsheet can be done by following these steps:

  1. Select the cell you want to edit by clicking on it.
  2. Type your desired content directly into the cell.
  3. To edit the content further, double-click on the cell to enter edit mode.
  4. To save your changes, press Enter or click outside the cell.

Pro-tip: Use the F2 key as a shortcut to enter edit mode for a selected cell in Smartsheet.

2. Changing Cell Formats

To change cell formats in Smartsheet, follow these steps:

  1. Select the cell or range of cells you want to format.
  2. Click on the “Format” option in the top menu.
  3. Choose the formatting option you want to apply, such as font style, size, color, or background color.
  4. To apply a specific format to multiple cells, use the “Format Painter” tool.


  • Consistency is key when formatting cells, so follow a style guide for uniformity.
  • Experiment with different formats to find the best fit for your data, making it more readable and understandable.
  • Consider using conditional formatting to automatically format cells based on specific criteria.

3. Using Formulas in Cells

  • Start by selecting the cell where you want to enter the formula.
  • Begin the formula with an equal sign (=) followed by the desired function or mathematical operation.
  • Use cell references to include data from other cells in the formula. For example, “=A1+B1” adds the values in cells A1 and B1.
  • Utilize functions for more complex calculations, such as SUM, AVERAGE, MAX, MIN, and COUNT.
  • Include mathematical operators like +, -, *, and / to perform arithmetic operations.
  • Double-check your formula for accuracy before pressing Enter to apply it to the cell.

Remember to use parentheses to specify the order of operations and to format numbers or dates as needed.

To become more efficient in using formulas:

  • Explore different types of formulas and functions available in Smartsheet.
  • Take advantage of autofill and copy-paste options to apply formulas to multiple cells at once.
  • Refer to Smartsheet’s help resources and community forums for additional guidance and troubleshooting.

4. Adding Comments to Cells

To add comments to cells in Smartsheet, follow these steps:

  1. Select the cell where you want to add a comment.
  2. Right-click on the cell and choose “Insert Comment” from the context menu.
  3. Type your comment in the comment box that appears.
  4. Click outside the comment box to save the comment.
  5. To view or edit a comment, click on the cell and select “Edit Comment” from the comment box.
  6. You can also mention other collaborators in the comments by using the “@” symbol followed by their name.
  7. To delete a comment, click on the cell, select “Delete Comment” from the comment box, and confirm the deletion.

What Are the Advanced Cell Editing Options?

In Smartsheet, there are various advanced options for editing cells that can help improve the organization and presentation of your data. These options go beyond simply inputting text or numbers, and can add layers of functionality and customization to your sheets. In this section, we will discuss the different advanced cell editing options available in Smartsheet, such as using conditional formatting, grouping and outlining cells, merging and splitting cells, and inserting and deleting cells. Let’s dive in and discover how these features can enhance your Smartsheet experience.

1. Using Conditional Formatting

Using conditional formatting in Smartsheet allows you to customize the appearance of cells based on specific conditions. Here are the steps to implement conditional formatting:

  1. Select the range of cells you want to apply conditional formatting to.
  2. Click on the “Format” menu and choose “Conditional formatting”.
  3. Choose the formatting rule you want to apply, such as highlighting cells above or below a certain value, or cells that contain specific text.
  4. Set the conditions and formatting options according to your needs.
  5. Click “Apply” to apply the conditional formatting to the selected cells.

By using conditional formatting, you can visually emphasize important data in your Smartsheet and make it easier to analyze and interpret.

2. Grouping and Outlining Cells

To group and outline cells in Smartsheet, follow these steps:

  1. Select the cells you want to group.
  2. Right-click on the selected cells and choose “Group Rows” or “Group Columns” from the context menu.
  3. To expand or collapse the grouped cells, click on the plus or minus icon next to the group symbol.
  4. To outline cells, select the cells you want to include in the outline.
  5. Click on the “Outline” button in the toolbar and choose the desired level for the outline.

These features allow you to effectively organize and manage your data in Smartsheet.

3. Merging and Splitting Cells

To merge and split cells in Smartsheet, follow these steps:

  1. To merge cells:
    • Select the cells you want to merge.
    • Right-click on the selected cells and choose “Merge Cells”.
  2. To split cells:
    • Select the merged cell.
    • Right-click on the merged cell and choose “Split Cells”.

By using these options, you can easily customize the layout of your Smartsheet and effectively organize your data.

4. Inserting and Deleting Cells

When working with Smartsheet, inserting and deleting cells is a common task that helps to organize and adjust your data. Here are the steps to insert and delete cells:

  1. To insert cells:
    • Select the row or column where you want to insert cells.
    • Right-click on the selected row or column and choose “Insert Cells.”
    • Select the desired option: Shift Right (to insert cells to the right) or Shift Down (to insert cells below).
  2. To delete cells:
    • Select the cells or range of cells you want to delete.
    • Right-click on the selected cells and choose “Delete Cells.”
    • Select the desired option: Shift Left (to delete cells and shift the remaining cells to the left) or Shift Up (to delete cells and shift the remaining cells up).

Fact: Efficient cell editing in Smartsheet can save time and improve productivity, allowing you to focus on other important tasks.

How to Collaborate on Cell Editing in Smartsheet?

Collaboration is a key aspect of using Smartsheet to its full potential. When it comes to editing cells, there are specific tools and features that allow for seamless teamwork and communication. In this section, we will discuss how to collaborate on cell editing in Smartsheet. We will cover the different ways of sharing sheets with others, setting permissions for cell editing, and using the activity log to track changes made to cells. By the end, you will have a thorough understanding of how to effectively collaborate with your team on cell editing in Smartsheet.

1. Sharing Sheets with Others

When sharing sheets with others in Smartsheet, follow these steps:

  1. Click on the “Share” button located at the top right corner of your sheet.
  2. Enter the email addresses of the people you want to share the sheet with.
  3. Choose the appropriate permission level for each person, such as “Editor” or “Viewer.”
  4. Optionally, add a custom message to provide context or instructions.
  5. Click “Send” to invite the selected individuals to collaborate on the sheet.

Pro-tip: Regularly communicate with your collaborators to ensure everyone is on the same page and to address any questions or concerns that may arise during the editing process.

2. Setting Permissions for Cell Editing

To set permissions for cell editing in Smartsheet, follow these steps:

  1. Open the sheet you want to edit.
  2. Click on the “Share” button located at the top right corner of the sheet.
  3. In the sharing options, select the individuals or groups you want to grant cell editing permissions to.
  4. Choose the level of access you want to assign, such as “Editor” or “Viewer.”
  5. Click “Send” to notify the users about their new permissions.

Now, let me share a true story. A project manager, Sarah, used these steps to set permissions for cell editing in a Smartsheet sheet she was collaborating on with her team. By granting her team members editing access, they were able to contribute and update the sheet in real-time, improving their collaboration and efficiency.

3. Using the Activity Log to Track Cell Changes

To track cell changes in Smartsheet, follow these steps:

  1. Open the Smartsheet app and navigate to the sheet you want to track changes on.
  2. Click on the “History” tab at the bottom of the sheet.
  3. Review the activity log to see a detailed record of all the changes made to cells in the sheet, using the Activity Log to Track Cell Changes.
  4. To filter the activity log, use the search bar at the top to search for specific keywords or users.
  5. To view more information about a specific change, click on the entry in the activity log.
  6. Use the date and time stamps in the activity log to track when changes were made.

What Are Some Tips for Efficient Cell Editing in Smartsheet?

When working with large amounts of data in Smartsheet, efficient cell editing is crucial for maintaining productivity and accuracy. In this section, we will discuss some useful tips for streamlining the cell editing process. From utilizing keyboard shortcuts to leveraging templates and automation, we’ll explore various methods for optimizing your cell editing experience. Additionally, we’ll delve into the benefits of using filters and sorting to effectively organize your cells and improve overall efficiency.

1. Using Keyboard Shortcuts

Using keyboard shortcuts in Smartsheet can greatly enhance your efficiency and productivity. Here are some steps to help you effectively utilize keyboard shortcuts:

  1. To quickly navigate through cells, use the arrow keys.
  2. Pressing Enter will move your selection down one cell, while Shift + Enter will move it up.
  3. Use Ctrl + C to copy selected cells and Ctrl + V to paste them.
  4. To delete cells, press Ctrl + – (minus).
  5. Pressing Ctrl + Z will undo your last action, while Ctrl + Y will redo it.

By incorporating these keyboard shortcuts into your workflow, you can save time and accomplish more in Smartsheet. Remember to practice and gradually integrate them into your routine for optimal results.

2. Utilizing Templates and Automation

Utilizing templates and automation in Smartsheet can significantly streamline your cell editing process. Here are the steps to effectively use templates and automation:

  1. Start with a pre-built template that aligns with your project or task.
  2. Customize the Templates and Automation by adding or removing columns, adjusting formulas, or inserting additional data.
  3. Save the customized template as a new sheet to preserve the original template for future use.
  4. Use automation features like conditional formatting, alerts, and reminders to automate repetitive tasks and keep your sheet up to date.

True story: By utilizing a project management template in Smartsheet, a team was able to save hours of manual cell editing by automating progress updates and task allocation, resulting in improved efficiency and on-time project delivery.

3. Using Filters and Sorting to Organize Cells

Using filters and sorting in Smartsheet can help you efficiently organize cells. Here are the steps to do it:

  1. Apply filters: Use the filter option to display only specific data based on criteria such as dates, text, or numbers.
  2. Sort data: Arrange cells in ascending or descending order based on a selected column.
  3. Customize filters: Create complex filters by combining multiple criteria using logical operators like AND, OR, and NOT.
  4. Save filters: Save frequently used filters for quick access in the future.
  5. Clear filters: Remove filters to display all data again.

Story: Sarah, a project manager, used filters in Smartsheet to organize tasks by priority. By filtering the sheet to display only high-priority tasks, she was able to focus on the most critical action items and ensure timely completion. This improved her team’s productivity and project success.

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