Key Takeaways:
- Cell linking allows you to pull specific values from one sheet into a read-only format in another sheet, enabling easy data sharing across sheets
- You can create cell links by selecting the destination cells, opening the cell linking form, and choosing the source sheet and cells to link from
- Cell links are indicated by blue arrows in the destination sheet and gray arrows in the source sheet, and any changes to linked cells in the source are immediately reflected in the destination sheet
As an experienced Smartsheet consultant, I’ve found that one of the most powerful features of the platform is its ability to link data across multiple sheets. Cell linking makes it easy to combine and share real-time information, allowing you to create summary sheets, dashboards, and roll-up calculations that automatically update whenever the source data changes. Whether you’re managing multiple projects, departmental budgets, sales forecasts, or client data, Smartsheet’s cell linking functionality can save you time and ensure your data is always up-to-date.
Table of Contents
What is Cell Linking?
Cell linking allows you to pull specific values from one or many source sheets into a read-only format in a destination sheet[1]. When information is updated in the source sheets, the destination sheet is automatically updated as well. This means you no longer have to manually copy and paste data between sheets – Smartsheet does the work for you behind the scenes.
Some common use cases for cell linking include:
- Rolling up project metrics and KPIs into a executive dashboard
- Consolidating sales data from multiple regional sheets into a company-wide forecast
- Aggregating budget information from departmental sheets into a master budget tracker
- Pulling key milestone dates from project plans into a high-level timeline
How to Create Cell Links
Creating cell links in Smartsheet is a straightforward process:
- Open the destination sheet where you want the linked data to appear
- Select the cells you want to pull data into
- Click the “Cell Linking” button in the toolbar to open the cell linking form
- Search for and select the source sheet that contains the data you want to link
- Select the specific cells in the source sheet you want to link from
- Click “Create Link” to establish the link between the source and destination cells[1]
You can link up to 500 cells at a time, with a maximum of 5000 incoming links allowed on a single sheet.
Alternatively, you can also create cell links starting from the source sheet:
- Open the source sheet and select the cells you want to link from
- Copy the selected cells
- Open the destination sheet and select the cells where you want the linked data to appear
- Right-click on the selected cells and choose “Paste Special” > “Links to Copied Cells”[19]
Identifying and Managing Cell Links
Once cell links are created, they are indicated visually in both the source and destination sheets:
- In the destination sheet, linked cells have a small blue arrow in the top left corner pointing towards the data. This indicates the data is being pulled in from another sheet.
- In the source sheet, linked cells have a small gray arrow in the bottom right corner pointing away from the data. This indicates the data is being linked out to another sheet.[19]
Hovering over a linked cell will show you which sheet and cell range the link is connected to. Clicking on the arrow icon will open a pop-up with more details and options to edit or remove the link.
To get a bird’s-eye view of all the cross-sheet references and cell links that exist in a sheet, you can right-click any cell and select “Manage References”[19]. This will open a window listing all the incoming and outgoing links, allowing you to quickly see which ones are in use or broken. From here you can also edit, duplicate or delete individual links.
It’s a good practice to periodically review and clean up any unused cell links in your sheets, especially if they are part of a template or solution that will be provisioned out many times. Removing unnecessary links helps reduce the overall complexity and load on the sheet.[19]
Keeping Cell Linked Data in Sync
One of the key benefits of cell linking is that it keeps data in sync across sheets in real-time. Whenever a linked cell is updated in the source sheet, that change is immediately reflected in the destination sheet.
However, it’s important to note that cell linking is a one-way data flow – changes made in the source are pushed to the destination, but not vice versa. The linked data in the destination sheet is read-only.[1]
If the source sheet is not shared with someone who has access to the destination sheet, they will still be able to see the linked values, but not the underlying source data or sheet name.[1] This allows you to keep certain parts of your source data private while still sharing out key information.
Limitations and Troubleshooting
While cell linking is a robust feature, there are a few limitations and common issues to be aware of:
- Cell links cannot be created between sheets in different Smartsheet plans. Both the source and destination sheet must be in the same plan.
- If the source sheet is deleted, any dependent cell links will break. You’ll see “#REF!” in the previously linked cells in the destination sheet. To fix broken links, open the Manage References window, identify the broken link, and either remove it or relink it to a different source.
- Cell linking does not transfer formatting from the source to the destination. Any formatting in the destination sheet will override the source formatting.[8] If you want formatting to carry through, you’ll need to manually apply it in the destination after creating the link.
- Cell linking is not available in the Smartsheet mobile apps. If you click a cell link in the mobile app, it will attempt to open the link in a browser window instead of the app.[7]
Conclusion
Cell linking is a powerful way to connect sheets and keep data in sync across your Smartsheet environment. By mastering this functionality, you can build dynamic, automated workflows that save time and reduce errors. As you design your Smartsheet solutions, consider how cell linking could be used to create high-level summary views, consolidate data from multiple sources, and surface key information to stakeholders. The more you leverage cell linking, the more integrated and streamlined your Smartsheet implementation will become.
Citations:
[1] https://help.smartsheet.com/learning-track/level-2-intermediate-users/cell-linking
[2] https://community.smartsheet.com/discussion/109383/allow-use-of-markdown-within-a-cell
[3] https://www.smartsheet.com/content-management
[4] https://community.smartsheet.com/discussion/3391/link-separate-smartsheets-into-a-super-sheet
[5] https://community.smartsheet.com/discussion/118018/allow-simple-markdown-formatting-in-summary-fields
[6] https://www.smartsheet.com/content/blog-content-strategy-plan
[7] https://community.smartsheet.com/discussion/9051/opening-a-link-to-a-sheet-smartsheet-while-utilizing-the-smartsheet-app
[8] https://help.smartsheet.com/articles/518246-formatting-options
[9] https://www.smartsheet.com/choosing-a-marketing-automation-software
[10] https://www.youtube.com/watch?v=QrBAfsWFHiQ
[11] https://community.smartsheet.com/discussion/7580/enhancement-request-ability-to-use-rich-text-or-html-format-options-for-comments
[12] https://www.reddit.com/r/smartsheet/comments/s6eu9n/smartsheet_is_frustrating/?rdt=49863
[13] https://www.youtube.com/watch?v=qrZbCIo_DEU
[14] https://community.smartsheet.com/bestof/up/p567?Page=p483
[15] https://scribehow.com/shared/How_do_I_add_a_link_to_a_sheet_in_Smartsheet__s2pjPDBnRr-1nby3VUTs_Q
[16] https://community.smartsheet.com/bestof/up/p438?Page=p479
[17] https://help.smartsheet.com/articles/2482644-create-cross-sheet-references
[18] https://www.markdownguide.org/cheat-sheet/
[19] https://www.youtube.com/watch?v=NrsHvAnjicY&t=0
[20] https://community.smartsheet.com/bestof/up/p179?Page=p74
