Smartsheets Guide
Step-by-Step Walkthrough
Introduction
In order to have access to the Grades sheet, you will need to have received an invite in your UNI email account:
After clicking the link, you will be asked to create a password:
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Created by Ana Bender
This will take you to the home screen:
List of sheets
within the
workspace
Workspaces to
which the user
has access
List of people
who have
access to the
workspace
The Grades sheet looks like this:
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All of the information within this sheet pertains to grades – midterms, finals, absences and tardies – as well as a
column showing the students’ UNI email addresses and whether or not they are taking academic classes.
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Symbols and Their Meanings:
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Padlock (1): Column is locked and cannot be edited by Viewers or Editors (Admin only)
Minus Sign (2): Lines below this one are indented; they can be hidden/shown by clicking the symbol.
Blue Arrow (3): Cell information is linked from another sheet
Red Arrow (4): Cell information is linked from another sheet, but the originating cell has been deleted.
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Functions Within the Sheet
Sort: From the column drop-down menu, select “Sort Rows”; you can then choose which field to sort by and in
what order (ascending/descending). Items can be chosen from the entire sheet. Lines are sorted within each
indent field. This means students will be arranged in each session by whatever sort criteria listed.
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Filter: Choose “Filter Column” from the same drop-down menu and select what information you would like
displayed. The list of values displayed is dependent on what column is selected. Again, the information will be
displayed within the different indent fields (i.e. by session).
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View History: By right-clicking a cell, you can see how the information within the cell has been changed and
by whom. Changes will not be recorded unless the sheet has been saved.
Updated
info
Original
info
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Export: By clicking on the paper icon in the top left corner of the formatting side bar, the whole sheet can be
exported into the following formats: PDF, Excel spreadsheet, or Google spreadsheet.
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Print: Unless specific rows are selected, clicking on the Print button will print the entire sheet. There is not an
option to print specific columns, however; all columns will be printed regardless of row selection.
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Send Row: Selected rows can be shared via email. Highlight the row (or rows) to be shared. Either right click
in the blue shaded bar (1) or left click on the drop-down menu in the first non-numbered column (2) to open the
options menu. Choose “Send Row…” and enter the recipient’s email address and choose what additional
information to send with the rows (i.e. attachments or discussions). To request an update to selected rows,
choose “Send Update Request” from the same menu.
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Updating the Sheet
Midterm Grades: The midterm progress columns are formatted as drop-down menus with the following
options: Failing, Needs Improvement, and Good Progress.
Final Grades: Final grades should be entered as letter grades to ensure the auto-formatting functions properly
(see below). If an instructor wishes to include a percentage grade, please do so in the Notes field.
Absences/Tardies: Absences should be recorded as whole numbers (i.e. record “2” and not “2.5”) to ensure the
auto-formatting functions properly (again, see below). Partial attendance should be recorded in the Tardies
column.
Notes: Instructors should follow the established guidelines when entering comments for midterm progress
updates and final grade recording. Each cell can hold up to 4,000 characters.
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Things to Watch For
Red Text (Auto-Formatting): Auto-formatting options have been enabled for all of the columns pertaining to
absences and final grades. If a student receives a failing grade, or exceeds the maximum number of absences,
the cell background will turn red along with the text. This is to assist the office staff with determining
probation.
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Notifications:
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Save (1): After 10 minutes of inactivity, a reminder will appear at the top of the screen prompting a
save.
Viewed by… (2): A notification will appear when others are viewing the sheet. If more than one person
is viewing the sheet, hovering the mouse over the box will show all the users viewing the sheet.
Updated by…(3): Whenever someone updates and saves the sheet, a box will pop up. There are three
ways to update a sheet after someone has updated it: (1) click the “Refresh” option in the pop-up
box; (2) right-click on the sheet name tab and select “Refresh” from the drop-down menu; (3)
click on the blue arrow circle in the sheet name tab and click “Refresh”. If you have unsaved
data, you will be asked if you want to save before refreshing (4).
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