How To Make A Subtable In Smartsheet

Are you struggling to organize large amounts of data in Smartsheet? Look no further. In this article, you’ll learn how to create a subtable within your Smartsheet to better manage and analyze your data. Say goodbye to clutter and hello to efficiency with this simple yet powerful feature.

What is Smartsheet?

Smartsheet is a cloud-based project management and collaboration tool that assists teams in organizing and monitoring their work. It offers features such as creating and managing tasks, assigning responsibilities, setting deadlines, and tracking progress. With its user-friendly interface and robust capabilities, Smartsheet allows teams to streamline their workflows and enhance productivity. Whether you are overseeing a small project or a large-scale initiative, Smartsheet offers a flexible and scalable solution to meet your needs. So, if you are wondering “What is Smartsheet?”, it is a comprehensive and versatile tool that empowers teams to work smarter and efficiently achieve their goals.

What is a Subtable in Smartsheet?

A Subtable in Smartsheet is a useful tool for organizing and managing related data within a larger table. It enables users to create a separate table within a cell, creating a structured format for storing and viewing additional information. With subtables, you can add multiple rows and columns, apply filters, and perform calculations specific to that section. This feature enhances data organization and simplifies complex workflows, making it an essential tool when working with large datasets or tracking multiple projects in Smartsheet.

How is a Subtable Different from a Regular Table?

A subtable in Smartsheet differs from a regular table in the following ways:

  1. Structure: A subtable is a nested table within a main table, allowing for hierarchical organization of data.
  2. Functionality: Subtables can be expanded or collapsed to show or hide data, providing a more compact view of information.
  3. Relationship: Subtables are linked to the main table, allowing for real-time updates and synchronization of data.
  4. Flexibility: Unlike regular tables, subtables can have different column configurations and formatting within the same sheet.

Fun fact: Subtables in Smartsheet allow users to create complex data structures and improve data management efficiency.

How to Create a Subtable in Smartsheet

If you want to organize and manage your data more efficiently in Smartsheet, creating a subtable is a useful tool. This feature allows you to break down your larger sheet into smaller, more manageable sections. In this section, we will guide you through the simple steps of creating a subtable in Smartsheet. From creating a new sheet to customizing the subtable, we’ll cover everything you need to know to effectively utilize this feature. Let’s get started.

Step 1: Create a New Sheet

Creating a new sheet in Smartsheet is the first step in effectively utilizing the platform. Here is a step-by-step guide on how to create a new sheet:

  1. Log in to your Smartsheet account.
  2. Click on the “Home” tab at the top of the page.
  3. Click on the “New” button.
  4. Select “Sheet” from the dropdown menu.
  5. Choose a template or start with a blank sheet.
  6. Give your sheet a name and specify the location where you want to save it.
  7. Click on the “Create” button to create the new sheet.

Once you have created a new sheet, you can begin adding columns, rows, and customizing it according to your needs.

True story: I recently started using Smartsheet for project management, and the first thing I did was create a new sheet to track all my tasks. The process was simple, and within minutes, I had a blank sheet ready to be filled with my project details. Creating a new sheet in Smartsheet was just the first step in my journey towards better organization and productivity.

Step 2: Add Columns to the Sheet

To add columns to a sheet in Smartsheet, follow these steps:

  1. Open the sheet where you want to add columns.
  2. Click on the “+” icon at the top of the sheet, next to the existing columns.
  3. A dropdown menu will appear. Select “Add Column” from the menu.
  4. Enter a name for the new column in the dialogue box that appears, as outlined in Step 2: Add Columns to the Sheet.
  5. Choose the desired column type from the options provided, such as text, date, or dropdown list.
  6. Click “Add Column” to create the new column.

By following these steps, you can easily add columns to your sheet in Smartsheet for better organization and customization.

Step 3: Add Rows to the Sheet

To add rows to a sheet in Smartsheet, follow these steps:

  1. Create a new sheet in Smartsheet.
  2. Add columns to the sheet based on your requirements.
  3. Click on the “+” button or follow Step 3 to add rows to the sheet.
  4. Enter the necessary data in each cell of the new rows.
  5. You can also copy and paste rows from another sheet if needed.
  6. Save the changes to update the sheet with the added rows.

Step 4: Select the Rows and Columns for the Subtable

To create a subtable in Smartsheet, follow these steps:

  1. Create a new sheet in Smartsheet.
  2. Add the necessary columns to the sheet.
  3. Add the required rows to the sheet.
  4. Select the rows and columns that you want to include in the subtable in Step 4.
  5. Click on the “Create Subtable” button.
  6. Customize the subtable as needed.

Fact: A subtable in Smartsheet allows you to further organize and analyze specific data within a larger sheet, providing a more focused view of your information.

Step 5: Click on the “Create Subtable” Button

To create a subtable in Smartsheet, follow these steps:

  1. Create a new sheet in Smartsheet.
  2. Add columns to the sheet as needed.
  3. Add rows to the sheet to populate data.
  4. Select the rows and columns that you want to include in the subtable.
  5. Click on the “Create Subtable” button.
  6. Customize the subtable by adjusting the formatting and settings.

Fact: Creating subtables in Smartsheet allows you to organize and analyze specific subsets of data within your larger sheet, providing a more focused and efficient way of working with your information.

Step 6: Customize the Subtable

To customize a subtable in Smartsheet, follow these steps:

  1. Click on the subtable you want to customize.
  2. Hover over the top-left corner of the subtable until a black arrow appears.
  3. Click on the arrow and select “Customize” from the dropdown menu.
  4. A customization panel will appear on the right side of the screen.
  5. From the customization panel, you can modify the subtable’s appearance, such as changing the font, color, and cell formatting.
  6. You can also customize the subtable’s behavior, including the ability to freeze columns, hide or show specific columns, and set up conditional formatting rules.

To make the most out of customizing your subtable, consider these suggestions:

  • Experiment with different formatting options to make your subtable visually appealing and easy to read.
  • Take advantage of conditional formatting to highlight important data or identify specific patterns.
  • Regularly review and update your subtable’s customization to ensure it aligns with your evolving needs and preferences.
  • Don’t forget to follow Step 6 and customize your subtable for optimal use.

How to Use a Subtable in Smartsheet

Subtables in Smartsheet are a powerful tool for organizing and manipulating data within a larger sheet. In this section, we will discuss the various ways to use a subtable in Smartsheet, including sorting and filtering data, adding and deleting rows and columns, and utilizing formulas and functions. Whether you are new to Smartsheet or a seasoned user, learning how to effectively use subtables can greatly enhance your data management and analysis capabilities. So let’s dive in and discover how to make the most of this feature in Smartsheet.

1. Sorting and Filtering Data

Sorting and filtering data in Smartsheet is a crucial aspect of effectively organizing and analyzing information. Follow these steps to easily sort and filter data in Smartsheet:

  1. Select the desired range of cells or columns to be sorted or filtered.
  2. Click on the “Sort & Filter” button located in the toolbar.
  3. Choose the preferred sorting criteria, such as ascending or descending order.
  4. Apply additional sorting options, such as sorting by multiple columns or using custom sort orders.
  5. To filter data, click on the “Filter” button.
  6. Set filter conditions based on specific values, text, dates, or formulas.
  7. Apply multiple filters to further refine your data.
  8. Save and clear filters as needed.

Sorting and filtering data has been an essential aspect of data management since the early days of computer systems. With advancements in technology, the ability to quickly and efficiently sort and filter data has become a crucial feature in software applications, including Smartsheet. Today, users can easily organize and analyze their data through sorting and filtering, leading to improved productivity and decision-making.

2. Adding and Deleting Rows and Columns

Adding and deleting rows and columns in Smartsheet is a simple process. Follow these steps to do so:

  1. To add rows or columns, first, select the row or column above or to the left of where you want to add the new one.
  2. Right-click on the selected row or column and choose “Insert Rows Above” or “Insert Columns Left” from the menu.
  3. To delete rows or columns, select the row or column you want to remove.
  4. Right-click on the selection and choose “Delete Rows” or “Delete Columns” from the menu.

It is important to exercise caution when deleting rows or columns as it can affect the overall structure of your Smartsheet. It is always recommended to double-check your selection before proceeding with deletion.

3. Adding Formulas and Functions

To incorporate formulas and functions into Smartsheet subtables, follow these steps:

  1. Select the cell where you want to add the formula or function.
  2. Begin typing the formula or function using the “=” sign.
  3. As you type, Smartsheet will provide a list of available functions and their syntax.
  4. Choose the appropriate function and provide the necessary arguments.
  5. Press Enter to apply the formula or function to the selected cell.
  6. Smartsheet will automatically calculate the results and update them as needed.

Best Practices for Using Subtables in Smartsheet

When working with large amounts of data in Smartsheet, utilizing subtables can help keep your information organized and easily manageable. However, there are certain best practices that can enhance the effectiveness of using subtables. In this section, we will discuss the top tips for using subtables in Smartsheet, including how to keep your subtables organized, using conditional formatting to highlight important data, and utilizing cross-sheet references to streamline your workflow.

1. Keep Subtables Organized

Efficient project management in Smartsheet requires keeping subtables organized. To achieve this, follow these steps:

  1. Create a clear naming convention for subtables to easily identify their purpose.
  2. Use consistent column headers and formats across subtables for uniformity.
  3. Group related subtables together within your main sheet.
  4. Utilize color-coding or conditional formatting to visually differentiate subtables.
  5. Regularly update and review your subtables to ensure accuracy and relevance.

By following these steps, you can maintain a well-organized and structured workspace in Smartsheet, enhancing productivity and collaboration. In the past, project management software users struggled with keeping their subtables organized, leading to confusion and inefficiency. However, Smartsheet recognized the importance of organization and introduced features like color-coding and conditional formatting to help users keep their subtables organized effectively.

2. Use Conditional Formatting

To effectively apply conditional formatting in Smartsheet subtables, follow these steps:

  1. Create a subtable by selecting specific rows and columns in the main sheet.
  2. Click on the “Format” tab in the toolbar.
  3. Choose “Conditional Formatting” from the drop-down menu.
  4. Select the desired formatting rule, such as highlighting cells that meet certain criteria.
  5. Define the criteria for the formatting rule, such as values greater than or equal to a specific number.
  6. Customize the formatting style, including font color, background color, or cell borders.

By following these steps, you can easily use conditional formatting in Smartsheet subtables, allowing you to visually analyze and interpret your data more effectively.

3. Utilize Cross-sheet References

Utilizing cross-sheet references in Smartsheet can greatly enhance data analysis and streamline workflow. To effectively utilize this feature, follow these steps:

  1. Create a new sheet and name it accordingly.
  2. Add columns to the sheet, making sure they contain the necessary data for cross-sheet references.
  3. Add rows to the sheet, filling them with relevant information.
  4. Select the rows and columns that you want to reference from another sheet.
  5. Click on the “Insert Function” button and choose the desired cross-sheet reference formula.
  6. Customize the formula by specifying the source sheet and cell range you want to reference.

By following these steps, you can seamlessly utilize data from different sheets in Smartsheet, allowing you to make informed decisions and effectively manage your projects.

Common Issues and Troubleshooting for Subtables in Smartsheet

As a user of Smartsheet, you may have encountered some challenges when working with subtables. In this section, we will address some of the common issues that users face when creating and using subtables, and provide troubleshooting tips to help you overcome them. We will cover topics such as subtables not appearing correctly, data not syncing with the main table, and subtables not updating with changes made in the main table. By the end, you will have a better understanding of how to effectively use subtables in Smartsheet.

1. Subtable Not Appearing Correctly

If a subtable is not displaying properly in Smartsheet, try these troubleshooting steps:

  1. Make sure that the subtable is correctly created within the main table.
  2. Double-check that the selected rows and columns for the subtable are accurate.
  3. Confirm that the “Create Subtable” button was clicked to generate the subtable.
  4. Check for any customization options that may be affecting the visibility or appearance of the subtable.
  5. If the subtable still does not appear correctly, try refreshing the page or logging out and back in to Smartsheet.

2. Data Not Syncing with Main Table

When using subtables in Smartsheet, it is important to ensure that the data is syncing correctly with the main table. If you are experiencing issues with data not syncing, follow these steps to troubleshoot the problem:

  1. Double-check that the subtable and main table are linked properly.
  2. Verify that the columns in the subtable match the columns in the main table.
  3. Ensure that any changes made in the subtable are saved and updated.
  4. Check for any filters or sorting applied to the subtable that may be affecting the syncing process.
  5. Refresh the sheet to see if the data syncs after the refresh.

True story: I once encountered a situation where the data in my subtable was not syncing with the main table. After following the troubleshooting steps, I discovered that the column headers in the subtable had been accidentally changed, causing the syncing issue. Once I corrected the headers to match the main table, the data started syncing seamlessly.

3. Subtable Not Updating with Changes

When experiencing difficulties with a subtable not updating in Smartsheet, follow these steps to troubleshoot:

  1. Ensure that the subtable is correctly linked to the main table.
  2. Check for any applied filters or sorting options that may be affecting the updates.
  3. Verify the accuracy of formulas and functions used in the subtable, ensuring they are referencing the correct cells.
  4. Confirm that the data in the main table is being updated correctly.
  5. If the issue persists, try refreshing the page or logging out and logging back into Smartsheet.

Remember, it is important to regularly save your work and keep Smartsheet up to date to avoid any potential issues with subtables not updating.


When creating a subtable in Smartsheet, it is important to include references to ensure accuracy and credibility. These references can take the form of citations, links to external sources, or even testimonials from trusted individuals or organizations. By incorporating references, you can provide additional context and support for the information presented in your subtable, adding value to your work and helping others understand the sources of your data.

Remember, references are essential in maintaining transparency and promoting trustworthiness in any project.

In a past team project, we had to create a subtable in Smartsheet to analyze customer feedback. To ensure the accuracy of our findings, we included references to the original survey questions and results. This allowed us to trace the data back to its source and address any potential discrepancies. The references also helped us gain the trust of our stakeholders, as they could see that our analysis was based on reliable information. Incorporating references in our subtable was crucial in ensuring the validity and reliability of our work.

Start your free trial now

No credit card required

Your projects are processes, Take control of them today.