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What Are the Different Views in Smartsheet? How Do I Switch Between Them, and When Should I Use Each View?

What Are the Different Views in Smartsheet? How Do I Switch Between Them, and When Should I Use Each View?

Smartsheet provides multiple viewing options that allow users to interact with the same sheet data in different visual formats. Each view is designed to support specific types of work, such as detailed data entry, project scheduling, agile task management, or deadline tracking.

Changing the view of a sheet does not modify the underlying data. It only changes how the data is displayed.

This article explains:

  • Where Smartsheet views are located

  • How to switch between views

  • System and sheet requirements for each view

  • What each view is designed for

  • Best practice usage recommendations

  • Common troubleshooting steps

How to Switch Between Views in Smartsheet

  1. Open the Smartsheet sheet.

  2. Locate the view toolbar at the top of the sheet interface.

  3. Select one of the available view icons:

    • Grid

    • Gantt

    • Timeline

    • Card

    • Board

    • Calendar

  4. The sheet will immediately refresh into the selected view.

If Certain Views Are Not Visible

  • You may not have editor permissions.

  • The sheet owner may not have enabled the view.

  • The sheet may not contain the required column types.

If a needed view is missing, contact the sheet owner.

Grid View (Table View)

Description

Grid View displays data in rows and columns similar to a spreadsheet. Each row usually represents a task or record. Each column represents an attribute of that task, such as owner, status, or due date. Grid View is the default and most comprehensive view in Smartsheet.

What You Can Do in Grid View

  • Create, edit, and delete rows

  • Add and edit column types

  • Enter text, numbers, dates, dropdown selections, and symbols

  • Create formulas

  • Sort and filter data

  • Add attachments and comments

  • Configure dependencies and hierarchies

Required Columns

None. Grid View works with all sheet structures.

Best Use Cases

  • Building project plans

  • Entering and maintaining data

  • Creating formulas and calculations

  • Performing bulk edits

Example Scenarios

  • Master project plan

  • Task tracker

  • Risk and issue log

  • Resource list

Gantt View

Description

Gantt View displays tasks on a horizontal timeline. Each task appears as a bar whose length represents its duration.

Required Columns

  • Start Date column

  • End Date column

Optional but recommended:

  • Duration

  • Predecessor

What You Can Do in Gantt View

  • Drag bars to change start and end dates

  • Create dependencies between tasks

  • View overlapping work

  • Identify scheduling conflicts

Best Use Cases

  • Project scheduling

  • Timeline planning

  • Dependency management

Example Scenarios

  • Implementation schedules

  • Construction plans

  • Software development timelines

Timeline View

Description

Timeline View provides a simplified horizontal timeline intended for high-level planning. It does not emphasize dependencies and is intended for presenting major phases or milestones.

Required Columns

  • At least one date column

What You Can Do in Timeline View

  • View project phases

  • Adjust date ranges

  • Group related tasks

Best Use Cases

  • Roadmaps

  • Executive summaries

  • Portfolio overviews

Example Scenarios

  • Department initiative timeline

  • Strategic roadmap

Card View

Description

Card View displays each row as a card. Cards are grouped into vertical lanes based on a selected column, most commonly Status.

Required Column

  • Dropdown list or symbol column

What You Can Do in Card View

  • Drag cards between lanes

  • Update values by moving cards

  • Open cards to edit details

Best Use Cases

  • Agile task tracking

  • Visual workflow management

Example Scenarios

  • Sprint board

  • To Do, In Progress, Completed workflow

Board View

Description

Board View is a flexible, visual planning interface similar to Card View but optimized for collaborative organization and prioritization.

Required Column

  • Dropdown list or symbol column

What You Can Do in Board View

  • Drag items freely

  • Reorder priorities

  • Group related work

Best Use Cases

  • Planning sessions

  • Brainstorming

  • Backlog organization

Example Scenarios

  • Feature ideation

  • Project planning workshop

Calendar View

Description

Calendar View displays tasks on a calendar based on a selected date column.

Required Column

  • At least one date column

What You Can Do in Calendar View

  • View tasks by day, week, or month

  • Drag tasks to change dates

  • Identify date conflicts

Best Use Cases

  • Deadline tracking

  • Event scheduling

Example Scenarios

  • Release calendar

  • Deliverable due dates