Calendar App: Interact with a calendar

Use the Calendar App to display your Smartsheet data in customized calendar formats. People with access to the calendar can interact with relevant data without opening the Smartsheet app.

For more information about creating or editing a calendar with Calendar App, see Keep your teams organized with the Smartsheet Calendar App.

The Smartsheet Calendar App is a premium add-on available for purchase. For more information about how to obtain Smartsheet Premium Apps, contact Smartsheet Sales.

Before you begin

You can access the Calendar App after someone has shared a view to you or if an administrator has given you access to the application.

Access the Calendar App

You can access the Calendar App from the App Launcher in Smartsheet or by logging in with your Smartsheet credentials. For information about using the App Launcher, see Access premium apps from the Launcher.

Calendar App at a glance

• After you sign in to the app with your Smartsheet credentials, you’ll see a list of the calendars you own or are shared with you. In the Calendar App, you’ll see a view of calendar tiles that the calendar owner has customized.
• From the Calendar App home page, select the name of the calendar you want to open. You’ll see your Smartsheet data displayed based on how the calendar owner configured the calendar.
• Use the arrow buttons in the upper-right corner to move forward or back to different dates. To narrow the list of calendars you see, try searching for a specific calendar name or applying a filter to the list.
• Calendars are built off of underlying sheets or reports. The user that creates the calendar is the Primary Admin. All users that are admins on the underlying sheet or report are also admins on the calendar.
• If sharing is toggled on, then the calendar will appear in the list view for all users who are calendar admins or added on the calendar share list. If sharing is not toggled on, then the calendar only appears in the list for the primary admin.
• The Primary Admin’s permissions on the underlying sheet or report determine how all users view the calendar. The Primary Admin is also the only user who can transfer the calendar to another user. Any Admins or Primary Admins can change the calendar’s settings, or share, publish, or delete the calendar. 

View or edit tasks

Select a task tile to view or edit the task details. If you have Editor or higher permissions to the sheet driving the calendar, you can edit details in the calendar to update the underlying sheet.

Depending on your permissions, in the Details window, you can: 

• Edit the task name, due date, or assigned user.
• Add comments and attachments if a calendar owner has enabled these features.
• At the bottom of the details pane, select Open Row to navigate to the underlying sheet. 

Calendars customized for you

Each calendar has specific settings, such as the default view (Daily, Weekly, etc.). However, when viewing a calendar, you can adjust how information is displayed to suit your needs.

Adjusting the Displayed Time Frame

Use the time frame menu to display different periods. You can select from:

• Day
• Week
• Month
• Multi-Month
• Quarterly 
• Day-Month
• 454 Calendar (Only displayed when a calendar owner enables the option)

Use the Today button to return to the current date.

Use filters to refine the calendar

You can use filters to refine how you display information in a calendar. For example, you can use filters to display overdue tasks or tasks assigned to a specific person.

You can apply, create, edit, or remove filters by selecting the Filter icon at the top of the calendar.

Create a new filter

1. Select Filter > New Filter.
2. In the Filter form, select the conditions you want to apply to the data in view and then select Create.
3. (Optional) Name your filters to make them easy to tell apart. 

You can copy an existing filter to start a new one. From the Filter menu, hover over the name of the existing filter and select the Copy button.

Edit a filter

After you’ve created a filter, you can always go back and change the criteria. To edit an existing filter:

1. From the Filter menu, hover over the filter's name and select the Pencil icon.
2. In the Filter form, update the conditions as desired and select Update.

Deactivate a filter

To show an unfiltered view of your calendar, select Filter Off in the Filter menu.

Remove a filter

Select the Filter menu, hover over the filter's name, and select the Delete icon.

For more information on using filters in the Calendar App, see Calendar app filters: Frequently Asked Questions.

Embed a calendar in a Smartsheet dashboard

To embed a calendar in a Smartsheet dashboard, use a Web Content widget:

1. From the calendar in the Calendar App, copy the calendar URL from the browser address bar.
2. Switch to the Smartsheet dashboard and select Edit Dashboard in the upper-right corner.
3. Create a new Web Content widget, paste the calendar URL into the Web Content Widget window, and select Apply.
4. Select Save in the upper-right corner to save your changes.

Set a filter before copying the URL to show a specific filtered view of your calendar in a dashboard.

Download or print a calendar

Download your calendar to create a one-time snapshot.

Download a calendar

Select Download to download a PNG image file of the current calendar. This creates an image of exactly what you see in the current view.

Customize and download as a PDF

1. Select Download PDF to customize and print a PDF version of the calendar.
2. In the Print to PDF window, use any of the following customization options:

• Change orientation, paper size, zoom, tile display, and compress as desired. 
• Print with Filters: Select On to print the items as they appear in the current view with filters applied; select Off to print all items. 
• Print Template: 
  • Select Default to create a PDF with the calendar name on top and the legend in the footer.
    NOTE: The Month/Week reference doesn’t appear in the export.
  • Select Legend on Top to create a PDF with the Month/Week reference legend on top, with the calendar name in the footer. The legend only shows the first six legend items in this template.

3. Once you’ve selected your options, select Download to generate the PDF.