Customize the hyperlink display text in a Smartsheet cell

Let’s talk about a tiny yet mighty feature in Smartsheet: hyperlinks inside cells. You’ve probably clicked a link that opened a new page and thought, “Nice, but what’s the label saying to me?” The label you see in the cell is more important than most people realize. It’s not just a pretty detail—it guides readers, teammates, and stakeholders to the right place without forcing them to decode a URL.

Display text matters more than you might think

In Smartsheet, when you insert a hyperlink in a cell, you can decide what text shows up. That’s the “Display text” option in action. The actual web address lives behind the scenes, but the surface you and your colleagues interact with is the label you choose. So yes, option A—Display text—is what you customize.

Why this matters in practice

Think about a project board full of links to meeting notes, dashboards, or vendor portals. If every link is a wall of characters like https://example.com/project/12345, your sheet reads like a chaotic map rather than a clean, navigable resource hub. Descriptive display text—things like “Team Calendars,” “Vendor Portal,” or “Q2 Budget Docs”—acts like a signpost. It tells people what they’ll get when they click, without forcing them to stare at a string of URLs and guess what’s behind each one.

A quick mental contrast helps here. If you display the URL, you’re asking readers to interpret a string. If you display a label, you’re guiding them with intention. It’s the difference between a user-friendly interface and a jumble of cryptic characters. And in teams that rely on Smartsheet for fast collaboration, that tiny labeling choice can cut down back-and-forth, prevent misrouting, and speed up decision-making.

A few vivid examples

• Instead of showing https://www.acme-corp.com/products/alpha, you can display “ACME Alpha Product Page.”

• Instead of https://docs.google.com/spreadsheets/d/0A…/, use “Project Plan – 2025 Q3” as the link text.

• For a safety alert or policy, label it clearly: “Safety Policy – Read Now” rather than a URL that looks like a secret code.

These labels aren’t just cosmetic. They give context—what the link is about, who should use it, and why it matters. That clarity is a small investment with a big payoff, especially when new teammates join a project or when you’re sharing a sheet with clients who aren’t deep into your day-to-day jargon.

What you should know about the other cell formatting options

The act of inserting a hyperlink is a focused change. It affects the link’s presentation, not the whole cell’s style. In other words, adding a hyperlink doesn’t automatically switch the cell’s color, font, or size. Those formatting settings live in their own lane.

• Cell color: If you want the link to stand out with a background tint or a border, you’ll adjust the cell’s fill or border style separately.

• Font style: If you prefer bold, italics, or a different font for the text in the cell, you’ll tweak the font settings outside the hyperlink itself.

• Cell size: If a longer display text won’t fit, you can widen the column or wrap text so the label remains legible.

The lesson here is subtle but important: hyperlinks provide a narrative cue, while formatting tweaks manage readability and aesthetics. By combining both thoughtfully, you get a sheet that’s not just functional but also pleasant to scan.

How to set up a hyperlink so the display text shines

If you’re working in Smartsheet and want to shape how a link looks in a cell, here’s a straightforward path you can follow—no mystique, just practical steps.

• Step 1: Choose the cell. Pick the cell where you want the link to live. It can be a single cell or a range, depending on your setup.

• Step 2: Open the hyperlink editor. Right-click the cell (or use the sheet’s toolbar) and select the option that says Hyperlink or Insert Hyperlink.

• Step 3: Enter the URL. In the URL field, type or paste the web address you want to link to.

• Step 4: Set the display text. Look for the Display Text field (or a similar label). Here’s where you type the label you want to appear in the cell.

• Step 5: Confirm. Save or OK to apply. The cell will now show your chosen display text, and clicking it will take you to the linked destination.

If you’re juggling multiple links, a small workflow helps. Create a naming convention for your display text, so every link carries consistent and predictable labels. That consistency is a quiet hero for long-term project health, especially when several people contribute to the same sheet.

A few practical tips to keep in mind

• Be descriptive but concise. Aim for enough context that someone glancing at the sheet knows what to expect, but avoid overly long phrases that clutter the view.

• Stay consistent. If you label one link as “Team Calendar,” use the same style for all calendar-related links.

• Consider the audience. If teammates operate with jargon, you can reflect that; for external stakeholders, opt for clearer, more general labels.

• Accessibility matters. Short, clear display text helps screen readers interpret the page more efficiently. If your sheet is shared with a broader audience, this small detail can improve usability for everyone.

• Don’t mix too many label types in one sheet. A cohesive labeling system reduces cognitive load and makes navigation quicker.

A quick analogy to keep things real

Think of a hyperlink label like a movie title on a cinema wall. If you see “Space Odyssey” rather than a long, tangled link, you instantly know what you’re about to click. You’re not surprised or puzzled; you’re engaged. The same idea applies to Smartsheet: a well-chosen display text acts like a well-curated shelf label. It sets expectations, guides action, and keeps the flow of work smooth.

Common stumbling blocks—and how to avoid them

• Too cryptic labels. If the label is vague, readers will hesitate or guess where the link goes. Solve it with a precise, telling phrase.

• Overly long labels. If a label stretches into a full sentence, the cell can look crowded. Shorten while keeping meaning intact.

• Inconsistent naming. Mixed labeling styles create a visual noise that slows readers down. Pick a convention and stick to it.

• Relying on the URL for context. The URL itself shouldn’t be the primary label. The display text should carry the descriptive context.

A few real-world scenarios to spark ideas

• A project board shared with stakeholders: “Executive Summary” linked to a succinct PDF, rather than a URL-long file path.

• A product backlog: “API Documentation” linking to the latest docs, with a consistent label across epics.

• A vendor list: “Vendor Portal” pointing to each vendor’s portal, so the team doesn’t have to parse through multiple URLs to remember where to log in.

Connecting the dots: why this small feature plays into larger goals

Smartsheet is a tool shaped by collaboration. When teams label hyperlinks well, they reduce friction, speed up onboarding, and make it easier to locate resources. It’s not about flashy features; it’s about practical clarity. The display text in a hyperlink is a tiny interface choice that compounds into better readability, faster decision-making, and fewer back-and-forth questions about where a link leads.

If you pause to reflect, the value is obvious. A single well-chosen label can save minutes in a day—time that adds up across a week, a sprint, or a project. And in environments where people touch many sheets—project plans, dashboards, and catalogs—the cumulative impact grows.

Wrapping it up with a simple takeaway

When you insert a hyperlink in a Smartsheet cell, you have the power to decide what text appears. That display text matters. It shapes understanding, guides action, and makes your sheet friendlier to read. The rest of the cell—its color, font, and size—stays under separate control, so you can tailor both link presentation and overall styling to your needs.

Next time you add a link, pause for a moment and think about the label. Is it telling readers what they’ll find? Is it consistent with how you label other links in the sheet? A small adjustment here can make the whole document flow more naturally.

If you’re curious to experiment, grab a test sheet and try a couple of display-text labels. Swap in “Team Resources” for one link, and “Vendor Portal” for another. Compare how quickly you and your teammates find what you need. You’ll feel the difference—subtle at first, but undeniably real as your sheets become easier to navigate and more enjoyable to use.

And that’s the heart of it: the display text in a hyperlink is a straightforward, practical tweak with meaningful impact. In a tool as collaborative as Smartsheet, small choices like this—made consistently—help the whole team work more smoothly, with less friction and more clarity. It’s one of those details you might forget you did, until you notice how much easier it is to read, click, and connect.