Publish a report and share a link to give a viewer access to only specific Smartsheet data.

Outline:

• Hook: sharing just the right data without oversharing feels like a small victory.

• Quick map of options people usually consider

• Why publishing a report is the sweet spot for Viewer access to specific data

• How to set it up in Smartsheet (high-level steps you can follow)

• A brief compare-and-contrast with the other options

• Practical tips to keep data tidy and safe

• Real-world feel: analogies and small digressions that stay on track

• Wrap-up with a fresh takeaway

Article:

Let me explain a little scenario you’ve probably run into. You’re collaborating with a teammate who needs to see only a sliver of data from a big sheet. Maybe it’s a status update for a project milestone, or a budget line that matters to them. The instinct is to share something that’s easy, fast, and painless. But you don’t want to flood their screen with every column and row. The question is, what’s the best method to give a collaborator Viewer access to only specific data from a sheet?

Here’s the thing: in Smartsheet, you have several routes, but one stands out when the goal is precision without overexposure. The correct choice is to publish a report and give them the link. Why? Because a report acts like a tailored lens. It pulls in exactly the fields and rows you want, filters out the rest, and presents a clean, focused view. It’s the balance between accessibility and control. You get to show what matters, not everything you’ve collected in the sheet.

Let me break down why a report wins in this scenario. First, a report is purpose-built for viewing. It’s not a copy of your entire workbook; it’s a curated slice. You can choose which sheets or sources feed the report, which columns appear, and which rows meet the rules you set. If you’re working with sensitive data, you can constrain the content even more by applying filters. The viewer gets a streamlined experience—no scrolling through irrelevant data, no guesswork about what to hide or reveal.

Compare that to the other options you might consider.

• Publishing the entire sheet

This feels tempting because it’s quick. But it’s the blunt tool. Anyone who opens it can see everything, including data you’d rather keep private. If your collaborator only needs a few data points, giving them the whole sheet is like giving them the keys to a messy closet. It complicates data governance and increases risk.

• Sharing a specific view of the sheet

Views are useful, and they’re more targeted than sharing the whole sheet. Yet they often don’t offer the same level of customization as a report. A view may still reveal columns or rows you’d prefer to keep hidden, or it may require ongoing tweaks if the data structure changes. A report, by contrast, stays stable in its presentation while you adjust the data sources behind it.

• Publishing a report and giving them the link

Now we’re talking. This is the method that gives you control, while still keeping the experience seamless for the collaborator. They click a link and see a neatly organized report that only includes what you want them to see. It’s portable, easy to share, and easy to revoke when the project wraps.

• Sharing the sheet with restricted access

Restricting access helps, but it’s not a foolproof shield. Depending on how you set it up, a collaborator might still see more than the intended slice if the sheet’s structure changes or if the access rules aren’t perfectly aligned with the data you want hidden. A published report avoids that trap by exposing only what you specify.

So, how do you set up a report that does exactly what you need? Here’s a practical, no-nonsense path.

• Identify the data points that matter

Start by listing the fields your collaborator needs. What columns are essential? What rows represent their scope? This step is less glamorous but incredibly important. It saves you from over-sharing later.

• Create the report sources

In Smartsheet, reports pull information from one or more sheets. You’ll choose the source sheets that contain the data you’ve identified. You don’t need to duplicate data; you’re just pulling what’s necessary.

• Filter and tailor the view

Add filters to show only the records that matter to this collaborator. Hide any columns that aren’t relevant. You can rearrange the column order to prioritize the most important data. The goal is a compact, readable page that guides the reader’s eye.

• Publish and share the link

Once your report looks right, publish it. Smartsheet will generate a link you can share with the collaborator. The viewer role means they can see the content but not edit it. If you ever need to change what’s shown, you can modify the report, republish, and the link keeps working with the updated view.

• Review permissions and scope

Double-check who has access to the link and what they can do with it. If you need to pause access, you can simply revoke or reconfigure who can view the published report. The beauty here is that access is decoupled from your broader sheet permissions, giving you a targeted control point.

A few practical notes to keep in mind

• A report is best when the data needs to travel with context

If your collaborator is involved in decision-making that hinges on a few metrics, a report helps them see those dots connected—without wading through unrelated numbers.

• Don’t fear updates

If the underlying sheet changes—new columns, new rows—the report can adapt. You can refine which fields appear without touching the source data structure. It’s a small, powerful flexibility that saves you time.

• Make it runnable for busy folks

Some teammates are on the move. If you can, include the most critical data at the top of the report, and consider a brief summary section that highlights what changed since the last view. It makes the experience smoother for someone who’s skimming.

• Use clear labeling

A good label goes a long way. A succinct report name, plus a short description of what’s included, helps your collaborator understand the scope at a glance. This is especially helpful when you share multiple reports with different teams.

• Consider the workflow

If the report is a one-off, you’re good. If this is a recurring need, you might set up a simple automation: a scheduled delivery of the report link to the right people, or an automatic notification when the data changes. It keeps everyone in the loop without extra manual steps.

A few real-world analogies to keep things relatable

• Think of a report like a tailored email summary

You wouldn’t flood a coworker with every thread of a long conversation. You’d pull the key points and forward only what’s relevant. A report does the same thing for data.

• It’s like a showroom vs. a warehouse

A sheet is a warehouse full of goods. A report is a showroom shelf that only displays the items your collaborator needs. The difference is all about focus and convenience.

• Locking a cabinet with a labeled key

Sharing the full cabinet is risky. Publishing a report with a labeled key (the link) gives the right people access to exactly what they need, when they need it, without exposing everything else.

Common pitfalls and how to sidestep them

• Pitfall: assuming a view is enough

A view can be tempting, but it might still reveal more columns or rows than intended. If precision matters, lean into the report approach and define the data surface precisely.

• Pitfall: forgetting to refresh

If data changes frequently, make sure the report reflects those changes. A quick check after a data update keeps the collaboration accurate.

• Pitfall: overcomplicating the report

It’s easy to add too many fields in a rush. If a lot of people will view it, aim for simplicity. Two to four key metrics with a clear narrative is usually better than a dense dashboard.

• Pitfall: losing the link

Keep the link accessible to the right people and remove exposure when it’s no longer needed. A published report is easy to share, but it’s also easy to retract when the project ends.

A closing thought

Sharing has a way of making teamwork click. When you publish a report and hand over the link, you’re not just distributing data—you’re making it digestible. You’re promising that your collaborator will see what matters, without wading through a swamp of irrelevant numbers. It’s a small act, but it can shift how smoothly a project runs.

If you’re ever unsure about the data to include, pause for a moment and map it out: who needs this data, for what decision, and what’s the simplest, clearest way to present it. A well-constructed report does the heavy lifting of clarity for you. And that clarity—well, it’s worth a lot in a busy team.

So next time you’re tempted to share a sheet wholesale or throw up a quick view, consider this route: publish a report, grab the link, and give your collaborator a clean, focused window into the data that truly matters. It’s efficient, secure, and surprisingly liberating for everyone involved.