Create cross-sheet references | Smartsheet Learning Center

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<div id="block-tocjsblock" class="block block-toc-js block-toc-js-block"> <h2>In this article:</h2> <div id="sticky-anchor"></div> <div class="toc-js" id="toc-js-block-toc-js-block" data-id="toc_js_block" data-label="In this article:" data-label-display="visible" data-provider="toc_js" data-selectors="h2, h3" data-selectors-minimum="1" data-container=".node__content" data-prefix="toc" data-list-type="ul" data-back-to-top="0" data-back-to-top-label="Back to top" data-smooth-scrolling="1" data-scroll-to-offset="100" data-highlight-on-scroll="1" data-highlight-offset="100" data-sticky="0" data-sticky-offset="0" data-sticky-stop="" data-sticky-stop-padding="0"> <div class="toc-title h2">In this article:</div> <nav aria-label="In this article:"></nav> </div> </div> </div> </div> </aside> <main> <div class="region region-content"> <div data-drupal-messages-fallback class="hidden"></div> <div class="views-element-container block block-views block-views-blockhelp-article-applies-to" 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block-system-main-block"> <article data-history-node-id="2482645" class="node node--type-help-article node--view-mode-full"> <div class="help-article-top"> <div class="article-headline"> <h1 class="page-title"><span class="field field--name-title field--type-string field--label-hidden">Create cross-sheet references</span> </h1> <div class="article-subhead"> <div class="clearfix text-formatted field field--name-article-subhead field--type-text-long field--label-hidden field__items"> <div class="field__item"><p>Work with data from other sheets with cross-sheet references. Each cross-sheet reference links to a single sheet. You can create multiple references to pull data from multiple sheets. </p></div> </div> </div> </div> <div class="article-callout"> <div class="article-callout--header"> <h2>Who can use this?</h2> </div> <div class="article-callout--body legacy"> <div class="article-callout--body-field"> <svg class="icon" aria-hidden="true" width="16" height="17" viewBox="0 0 16 17" fill="none" xmlns="http://www.w3.org/2000/svg"> <circle cx="8" cy="8.5" r="7.45" stroke="#09498D" stroke-width="1.1" stroke-linecap="round" stroke-linejoin="round"/> <path d="M7.31812 7.13647H7.99993V12.2501" stroke="#09498D" stroke-width="1.1" stroke-linecap="round" stroke-linejoin="round"/> <path d="M8.00105 4.75C7.93587 4.75 7.88326 4.80262 7.88404 4.8678C7.88404 4.93298 7.93666 4.9856 8.00184 4.9856C8.06701 4.9856 8.11963 4.93298 8.11963 4.8678C8.11963 4.80262 8.06701 4.75 8.00105 4.75" stroke="#09498D" stroke-width="1.1" stroke-linecap="round" stroke-linejoin="round"/> </svg> <div class="details"> <h3>Plans:</h3> <ul> <li>Pro</li> <li>Business</li> <li>Enterprise</li> </ul> </div> </div> <div class="article-callout--body-field"> <svg class="icon" width="16" height="17" viewBox="0 0 16 17" fill="none" xmlns="http://www.w3.org/2000/svg"> <circle cx="8" cy="8.5" r="7.45" stroke="#09498D" stroke-width="1.1" stroke-linecap="round" stroke-linejoin="round"/> <path d="M3.50659 14.2935C3.83326 13.0135 4.66659 11.9068 5.82659 11.3068C7.21021 10.5773 8.82883 10.5899 10.2133 11.3068C11.3733 11.9068 12.2066 13.0135 12.5333 14.2935" stroke="#09498D" stroke-width="1.1" stroke-miterlimit="10"/> <path d="M8.16667 4.5C6.96915 4.5 6 5.46915 6 6.66667C6 7.86418 6.96915 8.83333 8.16667 8.83333C9.36418 8.83333 10.3333 7.86418 10.3333 6.66667C10.3333 5.46915 9.36418 4.5 8.16667 4.5Z" stroke="#09498D" stroke-width="1.1" stroke-miterlimit="10"/> </svg> <div class="details"> <h3>Permissions:</h3> <ul><li>Owner</li><li>Admin</li><li>Editor</li></ul> <p class="disclaimer">Find out if this capability is included in <a href="/regions-capability-differences">Smartsheet Regions</a> or <a href="/articles/2480681">Smartsheet Gov</a>.</p> </div> </div> </div> </div> </div> <div class="node__content"> <div class="clearfix text-formatted field field--name-body field--type-text-with-summary field--label-hidden field__items"> <div class="field__item"><p dir="ltr">Use cross-sheet references to:</p><ul><li dir="ltr" aria-level="1">Create a <a href="/articles/2479976-calculate-key-project-metrics-with-sheet-summary-formulas">metric sheet</a> to use in chart widgets.</li><li dir="ltr" aria-level="1">Pull data from one sheet to another without replicating the entire sheet.</li><li dir="ltr" aria-level="1">Display data without sharing the underlying sheet. </li></ul><p class="tip"><span>Use </span><a href="/articles/2476786-define-your-work-with-sheet-summary"><span>sheet summary fields</span></a><span> to work with data in a single sheet instead.</span></p><h3 dir="ltr"><span>Before you create cross-sheet references</span></h3><ul><li>You must have the required permissions.</li><li>A sheet can include no more than 100 distinct cross-sheet references.</li><li>A reference range can include a maximum of 100,000 inbound cells.</li><li>The following functions don’t support references from another sheet: CHILDREN, PARENT, ANCESTORS. Using a reference from another sheet with these functions will result in an <a href="/articles/2476176-formula-error-messages#toc--unsupported-cross-sheet-formula">#UNSUPPORTED CROSS-SHEET FORMULA</a>. </li></ul><h3><span>Required permissions</span></h3><p dir="ltr"><span>This chart shows what each user can do with cross-sheet formulas in source and destination sheets:</span></p><table class="inline-width tablesaw tablesaw-stack" border="1" cellpadding="1" cellspacing="1" data-tablesaw-mode="stack" data-tablesaw-minimap=""><thead><tr><th scope="row" role="columnheader" data-tablesaw-priority="persist"> Capability</th><th scope="col" role="columnheader">Owner</th><th scope="col" role="columnheader">Admin</th><th scope="col" role="columnheader">Editor</th><th scope="col" role="columnheader">Viewer</th></tr></thead><tbody><tr><th scope="row" role="columnheader">View and reference data in the source sheet</th><td>Yes</td><td>Yes</td><td>Yes</td><td>Yes</td></tr><tr><th scope="row" role="columnheader">Insert a formula in the destination sheet</th><td>Yes</td><td>Yes</td><td>Yes</td><td>No</td></tr><tr><th scope="row" role="columnheader">Edit a reference in the formula</th><td>Yes</td><td>Yes</td><td>Yes</td><td>No</td></tr><tr><th scope="row" role="columnheader">Delete sheet references used in cross-sheet formulas</th><td>Yes</td><td>Yes</td><td>Yes</td><td>No</td></tr></tbody></table><p class="note">Be careful when deleting sheet references. Any sheet reference you delete will also be removed from users who can access the file you changed, impacting the data in cells with cross-sheet formulas.</p><h3>Create a cross-sheet reference </h3><ol><li aria-level="1">Build the formula in the cell where you want the data to appear.<br />For example, type <strong>=COUNT(</strong><br />The formula help card appears above or below your cell. </li><li aria-level="1">In the help card, select <strong>Reference Another Sheet</strong>.</li></ol><article class="media media--type-brandfolder-all-media media--view-mode-default"><div class="field field--name-bf-image field--type-image field--label-visually_hidden field__items"> <div class="field__label visually-hidden">Brandfolder Image</div> <div class="field__item"> <img loading="lazy" src="https://cdn.bfldr.com/NB5M6M91/at/j8r3j52m9mpb6wqkwnjskv/Cross-sheet_reference_link.jpg" width="320" height="162" alt="Cross-sheet reference link" /></div> </div> </article><ol start="3"><li aria-level="1">Search for the sheet where the data exists.</li><li aria-level="1">In the search results, select the source sheet.</li><li aria-level="1"><span>Select the cell range containing the data you want to reference and select <strong>Insert Reference</strong>.</span></li></ol><p class="tip"><span>Select a column header to reference the whole column, even if rows get added or deleted from the source. </span>To reference multiple columns, hold the Shift key, then select the first and last column - you’ll get everything in between. <span>You can only choose contiguous columns</span>. To select individual columns, create multiple references. </p><ol start="3"><li aria-level="1">Optional: In the <strong>Sheet reference name</strong> text box, type a name for your reference. If you don’t enter a name, the reference has a default name based on the sheet name and the number of times that sheet is referenced. The name doesn’t impact the sheet; it’s so you can identify the reference in the formula. </li></ol><p>That’s it! You should now see your reference added to your formula. Here’s an example of how your formula should appear:</p><blockquote><p>=COUNT({my_sheet1 Range1})</p></blockquote><h3>Tips for working with references</h3><ul><li aria-level="1">Don’t include any data you don’t need to see in the destination sheet. All information in the reference range is available and may appear in the destination sheet. Try using an INDEX(MATCH formula instead of VLOOKUP, which might reference unnecessary data. </li><li aria-level="1">Ensure new rows are in the reference range. Rows added below a referenced range won’t be included. To include all rows, select the columns as the reference.</li><li aria-level="1">Re-use references. You don’t have to open the<strong> Reference Another Sheet</strong> dialog to use an existing reference. In the new formula, add braces { }, then type or paste the reference name in them. </li><li aria-level="1">References are unique to the sheet on which they were created. You must create new references for each sheet.</li><li aria-level="1"><meta charset="utf-8" />Cells containing cross-sheet formulas don't trigger <a style="text-decoration:none;" href="/articles/2479246-action-blocks-specify-what-kind-of-automation-is-triggered">actions that change the sheet automatically</a>. This includes formulas that refer to another cell with a cross-sheet formula.</li></ul><h4>Still need help?</h4><p>Use the <a href="https://app.smartsheet.com/b/publish?EQBCT=32f8257f5d1948bfa948da170231a0c5">Formula Handbook template</a> to find more support resources, and view 100+ formulas, including a glossary of every function that you can practice working with in real time, and examples of commonly used and advanced formulas.<br /><br />Find examples of how other Smartsheet customers use this function or ask about your specific use case in the Smartsheet online Community.</p><p class="text-align-center"><a class="green button" href="https://community.smartsheet.com/categories/formulas-and-functions?source=functionart" target="_blank">Ask the Community</a></p></div> </div> </div> </article> </div> <div class="views-element-container block block-views block-views-blockrelated-content-block-block-1" id="block-views-block-related-content-block-block-1-2"> <h2>Related Content</h2> <div><div class="view view-related-content-block view-id-related_content_block view-display-id-block_1 js-view-dom-id-8b05fc1383ba40f39b83ce54ccd4cabaa1604e1064f8bdba6fc28f925bc0c0b3"> <div class="view-content"> <div> <div class="teaser-item"> <article data-history-node-id="2482647" class="node node--type-help-article teaser-content teaser-card"> <a href="/articles/2482647-cross-sheet-formula-combinations" rel="bookmark" class="teaser-card-link"> <div class="content-container"> <p class="teaser-eyebrow">Help Article</p> <h3><span class="field field--name-title field--type-string field--label-hidden">Formula combinations for cross sheet references</span> </h3> <p>This article includes some frequently used functions and additional resources to help you make the most out of formulas....</p> </div> </a> </article> </div> </div> </div> </div> </div> </div> </div> </main> <section class="content-footer"> <div class="region region-content-footer"> <div id="block-flagblock" class="block block-flag-block"> <div id="helpful-vote-wrapper-2482645" class="helpful-vote-wrapper"><div class="js-form-item form-item js-form-type-item form-type-item js-form-item- form-item- form-no-label"> Was this article helpful? </div> <a href="/helpful/2482645/yes?ajax=nojs&token=CQ7qQXg_bjz6RiCHujAq4jq7ueeEpHobzobqzZ53fZo" class="use-ajax helpful" rel="nofollow" role="button">Yes</a><a href="/helpful/2482645/no?ajax=nojs&token=XD74sNcKH-SUVuJE5fq2aO0yjBqDek5kiJCCIjT2tYg" class="use-ajax not-helpful" rel="nofollow" role="button">No</a></div> </div> </div> </section> </div> <footer id="global-footer" class="footer light" role="contentinfo"> <img src="https://help.smartsheet.com/sites/default/files/2020-05/smartsheet-logo-horizontal.svg" alt="Smartsheet Logo" class="footer-logo"> <nav role="navigation" aria-label="Help & Learning footer " id="block-lcfooterv2" class="block block-menu navigation menu--lc-footer-v2"> <h2 class="visually-hidden" id="block-lcfooterv2-menu">LC Footer V2</h2> <ul class="menu"> <li class="menu-item" data-menu="nav"> <a href="https://www.smartsheet.com/legal">Terms of Use</a> </li> <li class="menu-item" data-menu="nav"> <a href="https://www.smartsheet.com/legal/privacy">Privacy</a> </li> <li class="menu-item" data-menu="nav"> <a href="/contact" data-drupal-link-system-path="node/2481907">Contact Support</a> </li> </ul> </nav> <div class="footer_app-downloads"> <div id="block-lcfootercopyright" class="block block-block-content block-block-content3506618c-faa8-497d-b829-31548f958df6"> <div class="clearfix text-formatted field field--name-body field--type-text-with-summary field--label-hidden field__items"> <div class="field__item"><div class="app-buttons"> <a class="ios-footer" href="https://itunes.apple.com/app/smartsheet/id568421135">Apple iOS</a> <a class="android-footer" href="https://play.google.com/store/apps/details?id=com.smartsheet.android&hl=en">Google Android</a> </div> </div> </div> </div> </div> <p class="copyright">©2024. 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