How To Make Columns Available For Limited View Only On Smartsheet

Are you looking to restrict access to certain columns on Smartsheet? Look no further! Our guide will show you step-by-step how to make columns available for limited view only, helping you protect sensitive data and improve collaboration within your team. Stay organized and in control with these tips.

What is Smartsheet?

Smartsheet is a powerful collaborative work management tool that enables teams to effectively organize, track, and manage their work all in one centralized platform. It offers a variety of features, including task management, project planning, resource allocation, and reporting. With Smartsheet, users have the ability to create and customize sheets, collaborate in real-time, set up automated workflows, and securely share data. It is widely utilized across various industries and departments, such as project management, marketing, HR, and finance, to streamline processes, increase efficiency, and promote transparency within teams and organizations.

Founded in 2006 by Brent Frei and Ryan Martens, Smartsheet had a vision of transforming the way teams work and collaborate. It started as a simple spreadsheet application but has since evolved into a comprehensive work management platform. With millions of users worldwide, Smartsheet has experienced significant growth and has received numerous accolades and awards for its innovative approach to work management. Today, Smartsheet remains a leader in the industry, continuously improving and expanding its features to meet the ever-changing needs of modern businesses.

What are Columns in Smartsheet?

Columns in Smartsheet are vertical sections that hold specific data within a sheet. They serve as a means of organizing and categorizing information. Each column can have its own unique format, such as text, number, or date, providing users with the ability to sort, filter, and analyze data efficiently. These columns are essential in creating a structured and organized sheet, making it easier for users to view and manipulate data.

Pro-tip: To limit access to certain columns, adjust the sharing settings and permissions for the sheet, ensuring that only authorized individuals can view and modify them.

Why Would You Want to Limit View Only Access to Columns?

As a Smartsheet user, you may have come across the option to limit view only access to certain columns. But why would you want to do this? In this section, we’ll explore the possible reasons for limiting view only access to columns on Smartsheet. From protecting sensitive information to controlling editing and changes, and even simplifying the view for specific users, there are various benefits to restricting access to certain columns. Let’s dive in and discover the reasons for implementing this feature.

1. To Protect Sensitive Information

To maintain data security and confidentiality, it is important to protect sensitive information in Smartsheet. This can be done by limiting view-only access to columns through the following steps:

1. Select the columns for which access needs to be limited.
2. Click on the “Share” button.
3. Choose the “Limited View Only” option.
4. Select the users or groups with whom the columns will be shared.
5. Click “Share” to apply the changes.

By limiting view-only access, users will only be able to:

• View the contents of the column.
• Sort and filter the data.
• Copy and paste the data.
• Export the data.

However, limited view-only users will not be able to:

• Edit the data.
• Add or delete rows or columns.
• Change column settings.
• Share the column with others.

2. To Control Editing and Changes

To control editing and changes in Smartsheet, follow these steps:

1. Select the columns you want to limit access to.
2. Click on the “Share” button.
3. Choose the “Limited View Only” option.
4. Select the users or groups you want to share with.
5. Click “Share” to apply the changes.

By limiting view-only access to columns, you can ensure that users can:

1. View the contents of the column.
2. Sort and filter the data.
3. Copy and paste the data.
4. Export the data.

However, users with limited view-only access cannot:

1. Modify the data.
2. Add or delete rows or columns.
3. Change column settings.
4. Share the column with others.

3. To Simplify the View for Specific Users

To simplify the view for specific users in Smartsheet, follow these steps:

1. Select the columns to limit access.
2. Click on the “Share” button.
3. Choose the “Limited View Only” option.
4. Select the desired users or groups to share with.
5. Click “Share” to apply changes.

Limited view only users can:

• View the contents of the selected columns.
• Sort and filter the data within those columns.
• Copy and paste the data from those columns.
• Export the data from those columns.

Limited view only users cannot:

• Edit the data within those columns.
• Add or delete rows or columns within those columns.
• Change the settings of those columns.
• Share those columns with others.

How to Make Columns Available for Limited View Only on Smartsheet

In this section, we will discuss how to make certain columns available for limited view only on Smartsheet. This feature allows you to control who can see and edit specific columns in a sheet, ensuring sensitive information remains confidential. We will go through the steps of selecting the columns to limit access, choosing the appropriate sharing option, and selecting the users or groups to share with. Additionally, we will cover other ways to manipulate the data, such as sorting and filtering, copying and pasting, and exporting the data.

Step 1: Select the Columns to Limit Access

When wanting to limit access to specific columns in Smartsheet, follow these steps:

1. Select the columns you wish to restrict access to.
2. Click on the “Share” button.
3. Choose the “Limited View Only” option.
4. Select the users or groups you want to share the limited view with.
5. Apply the changes by clicking “Share”.

By following these steps, you can control who can view and interact with specific columns in Smartsheet, protecting sensitive information, controlling editing capabilities, and simplifying the view for specific users. Limited view only users will be able to view the column contents, sort and filter the data, copy and paste the data, and export the data. However, they will not be able to edit the data, add or delete rows or columns, change column settings, or share the column with others.

Step 2: Click on the “Share” Button

To limit view-only access to columns in Smartsheet, follow these steps:

1. Select the columns you want to limit access to.
2. Click on the “Share” button.
3. Choose the “Limited View Only” option.
4. Select the users or groups you want to share with.
5. Click “Share” to apply the changes.

When columns are set to limited view only, users can:

• View the contents of the column.
• Sort and filter the data.
• Copy and paste the data.
• Export the data.

However, limited view only users cannot:

• Edit the data.
• Add or delete rows or columns.
• Change column settings.
• Share the column with others.

Step 3: Choose “Limited View Only” Option

To restrict access to specific columns in Smartsheet, follow these steps:

1. Select the columns you want to limit access to.
2. Click on the “Share” button.
3. Choose the “Limited View Only” option.
4. Select the users or groups you want to share the limited view with.
5. Click “Share” to apply the changes.

With limited view-only access, users can:

• View the contents of the column.
• Sort and filter the data.
• Copy and paste the data.
• Export the data.

However, limited view-only users cannot:

• Edit the data.
• Add or delete rows or columns.
• Change column settings.
• Share the column with others.

It is important to choose the “Limited View Only” option to protect sensitive information, control editing and changes, and simplify the view for specific users.

Step 4: Select the Users or Groups to Share With

To limit access to columns in Smartsheet, follow these steps:

1. Select the columns you want to restrict access to.
2. Click on the “Share” button.
3. Choose the “Limited View Only” option.
4. Select the users or groups you want to share the columns with.
5. Click “Share” to apply the changes.

Limited view only users will be able to:

1. View the contents of the column.
2. Sort and filter the data.
3. Copy and paste the data.
4. Export the data.

However, limited view only users will not be able to:

1. Edit the data.
2. Add or delete rows or columns.
3. Change column settings.
4. Share the column with others.

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Step 5: Click “Share” to Apply Changes

To restrict access to specific columns in Smartsheet, follow these steps:

1. Select the columns you want to limit access to.
2. Click on the “Share” button.
3. Choose the “Limited View Only” option.
4. Select the users or groups you want to share the columns with.
5. Click “Share” to apply the changes and restrict access.

View the Contents of the Column

To view the contents of a column in Smartsheet, follow these steps:

1. Open the Smartsheet application and sign in to your account.
2. Select the desired sheet that contains the column you want to view.
3. Locate the column by scrolling through the sheet or using the search function.
4. Click on the column header to select the entire column.
5. In the toolbar at the top, click on the “View” option.
6. From the dropdown menu, choose “View Column” to display only the contents of the selected column.

By following these steps, you can easily view the contents of a specific column in Smartsheet.

2. Sort and Filter the Data

Sorting and filtering data in Smartsheet allows for efficient organization and analysis. Here is a step-by-step guide:

1. Select the desired column(s) to be sorted or filtered.
2. Click on the “Sort & Filter” option in the toolbar.
3. Choose either “Sort A to Z” or “Sort Z to A” to arrange the data in the desired order.
4. To filter, click on the filter icon in the column header.
5. Define the filter criteria and apply it.

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3. Copy and Paste the Data

When users with limited view only access in Smartsheet need to copy and paste data, they can follow these simple steps:

1. Select the desired data in the column.
2. Right-click on the selected data and choose the “Copy” option.
3. Navigate to the desired location, right-click, and choose the “Paste” option.
4. The data will be pasted in the new location, allowing limited view only users to work with the copied data.

By following these steps, users with limited view only access can easily copy and paste data within their permitted columns.

4. Export the Data

When using Smartsheet, limited view only users have the ability to export data from columns. Here are the steps to export data from columns in Smartsheet:

1. Select the columns containing the data you want to export.
2. Click on the “Share” button.
3. Choose the “Limited View Only” option.
4. Select the users or groups you want to share the columns with.
5. Click “Share” to apply the changes.

Once the columns are shared with limited view users, they can perform the following actions with the data in the columns:

1. View the contents of the column.
2. Sort and filter the data.
3. Copy and paste the data.
4. Export the data.

However, there are certain actions that limited view only users cannot perform with the columns, such as:

1. Edit the data.
2. Add or delete rows or columns.
3. Change column settings.
4. Share the column with others.

What Can Limited View Only Users Not Do with the Columns?

As a Smartsheet user, you may have access to certain columns that are restricted for limited view only. In this section, we will discuss the limitations of this type of access and what you can and cannot do with these columns. From editing data to sharing with others, we’ll cover the various actions that are restricted for limited view only users. So, let’s dive in and explore the capabilities and restrictions of these columns on Smartsheet.

1. Edit the Data

To edit data in Smartsheet, follow these steps:

1. Locate the cell or cells you want to edit.
2. Click on the cell to activate editing mode.
3. Make the necessary changes to the data in the cell.
4. Press Enter or click outside the cell to apply the changes.

Pro-tip: To quickly edit multiple cells, select them by clicking and dragging over the desired range, and then type in the new values or make changes as needed. This can save time when updating large sets of data.

2. Add or Delete Rows or Columns

When using Smartsheet, it is a simple process to add or delete rows and columns. Follow these steps to do so:

1. To add a row or column, simply right-click on the row or column header where you want to insert it, and then select the “Insert” option from the dropdown menu.
2. To delete a row or column, right-click on the header of the row or column you wish to remove, and choose the “Delete” option from the dropdown menu.

By following these steps, you can easily manage the structure of your Smartsheet and customize it to fit your specific needs.

3. Change Column Settings

Changing column settings in Smartsheet can be done easily by following these steps:

1. Open the sheet and navigate to the column you want to modify.
2. Click on the column header to access the column settings menu.
3. From the menu, you can change the column name, data type, format, and other settings.
4. Make the desired changes to the column settings. For example, you can change a text column to a date column or modify the date format.
5. Click “Save” to apply the changes to the column settings.

By following these steps, you can easily change the column settings in Smartsheet to fit your specific needs and preferences.

4. Share the Column with Others

To share a column with others in Smartsheet, follow these steps:

1. Select the columns you want to share.
2. Click on the “Share” button.
3. Choose the “Limited View Only” option.
4. Select the users or groups you want to share with.
5. Click “Share” to apply the changes.

Limited view only users can:

• View the contents of the column.
• Sort and filter the data.
• Copy and paste the data.
• Export the data.

However, limited view only users cannot:

• Edit the data.
• Add or delete rows or columns.
• Change column settings.
• Share the column with others.

Consider using these steps to effectively share columns in Smartsheet and ensure proper access control.