Admin permissions are required to hide and unhide columns in Smartsheet.

Outline: How permissions govern hiding and unhide columns in Smartsheet

• Hook: A quick, relatable scenario about column visibility in a shared sheet.

• Section 1: Quick tour of Smartsheet roles (Admin, Editor, Viewer, Collaborator) and what they typically control.

• Section 2: Why hiding and un hiding columns is an Admin-level move.

• Section 3: How it plays out in real work: when to hide something and how Admins do it.

• Section 4: What Editors, Viewers, and Collaborators can and cannot do with column visibility.

• Section 5: Practical tips and common-sense guidelines for teams.

• Section 6: Quick wrap-up: the guardrails that keep data tidy and secure.

Unlocking clean visibility without chaos

Let’s set a scene you’ve likely seen at work: you’ve got a shared Smartsheet with all kinds of data—budgets, timelines, contact info, and maybe some sensitive slots. You decide to hide a few columns to keep certain details out of sight for people who don’t need to see them. Who has the keys to make that change? The answer is simple yet important: Admin. The permission to hide and unhide columns sits at the top of the access ladder, and that’s by design.

Understanding the roles that shape your sheet

Smartsheet uses a few core roles to decide who can modify what. Here’s a quick, down-to-earth rundown:

• Admin: The big-picture player. Admins can manage the sheet’s structure, settings, and visibility. They can add or remove columns, change column types, and adjust which parts of the sheet people can see or edit.

• Editor: The hands-on folks who work with the data. Editors can update cell content, add rows, and adjust data in the sheet. They don’t automatically have the authority to rewrite the sheet’s structure, which means hiding or revealing columns isn’t typically in their toolbox.

• Viewer: The quiet observers. Viewers can see data but can’t alter content or structure. They can’t hide or unhide columns.

• Collaborator: This role sits somewhere in between, with permissions that can be tailored. Depending on how the sheet is shared, Collaborators may have editing rights on content but not on the sheet’s overall structure.

Here’s the core point: when it comes to changing which columns appear, Admin permissions are generally what you need. The mental model is simple—structure control is a governance tool, and governance tends to live with admins.

Why column visibility is an Admin-only maneuver

Hiding and un hiding columns isn’t just about tidying up a view; it’s about controlling how information surfaces to different people. Think of it like window blinds for your data. A non-admin might want to adjust what’s visible for a moment, but the ability to permanently adjust what the sheet’s structure looks like is a responsibility that rests with Admins. This separation helps prevent accidental data exposure and protects sensitive fields.

In practice, this means that if you’re an Editor or Viewer, you’ll see the data that exists while the sheet’s admins decide whether a column should be visible to everyone or hidden from certain audiences. This reduces the risk of unintentional leaks or confusion when someone scrolls through a long list of columns that aren’t relevant to their work.

How it actually works in daily use

If you’re an Admin, you’ll typically find the option to hide or unhide columns in the column controls. In Smartsheet, that usually involves selecting a column (or a set of columns), opening the column actions menu, and choosing Hide Column (or Unhide). The exact wording can vary a bit depending on the interface version, but the concept is the same: you’re adjusting the sheet’s structure, not just the data inside cells.

When to consider hiding a column might be driven by practical needs. For instance:

• You’re presenting a status report to executives and want to focus on high-level metrics, not raw data fields.

• You’re collaborating with a client who should not see internal cost codes or internal notes.

• You’re running a staging version of a sheet and want to keep experimental fields out of the standard view.

In other words, it’s about clarity and purpose. If a column doesn’t support the current audience’s tasks, tucking it away in the hidden realm can reduce clutter and cognitive load—without erasing the data entirely.

What Editors, Viewers, and Collaborators can expect with visibility

• Editors: They can reshape content, fill in data, and adjust how the sheet is populated. They typically can’t rewrite the sheet’s underlying structure, which includes deciding which columns exist and who can see them. In most setups, that means they can’t hide or unhide columns.

• Viewers: They see what the sheet owner (or admins) has configured. They can’t alter the layout, so column visibility stays as designated.

• Collaborators: Their capabilities depend on how the sheet is shared. Some Collaborators may have broader editing rights, but unless they’ve been granted Admin-level access, they won’t be able to alter the sheet’s structure in a way that changes visibility for others.

If you’re managing a team, you’ll often see a pattern where Admins keep the visibility under tight control, Editors handle day-to-day data work, and Viewers get a read-only window. It’s not about control for control’s sake; it’s about delivering the right information to the right people at the right time.

Practical tips to keep data tidy without friction

• Plan visibility around roles: Before you build a sheet, map out which columns serve which audiences. This can prevent last-minute drama when someone asks for access to a hidden field.

• Use logical column naming: Clear names help avoid confusion about what’s visible. If a column is hidden, a note in the sheet header or a description field can explain why it’s concealed.

• Document visibility decisions: A short note or a separate governance document can be a lifesaver when team members join or switch roles. It makes audits or handoffs smoother.

• Review periodically: Not all projects need the same level of visibility forever. Schedule a quick review to adjust who can see what as teams change.

• Be mindful of sensitive data: If a column contains confidential or restricted data, ensure it’s clearly separated and only visible to those who truly need it.

A few real-world scenarios

• Sales forecast vs. internal costs: The forecast view can show revenue numbers, while internal cost codes sit in hidden columns that Admins manage for internal stakeholders only.

• Project boards with client access: A project sheet shared with a client might hide internal notes or risk assessments while still giving the client all the data they need to track progress.

• Onboarding sheets with HR data: Admins keep personal details hidden from non-HR staff, while colleagues can see tasks and deadlines.

The balance between structure and flexibility

Here’s the thing: teams crave both structure and agility. Admin-level control over visibility provides governance, while Editors still get to do the day-to-day work that moves projects forward. It’s not about leaving people in the dark; it’s about lighting the right parts of the sheet to the right eyes. When you strike that balance, you cut down on unnecessary back-and-forth and keep everyone focused on what matters.

If you ever feel stuck, remember these guardrails:

• Administration is about structure. If a change touches how the sheet is organized, talk with an Admin.

• Visibility is for the audience. Who needs to see what? Hide anything that isn’t essential for their tasks.

• Clarity beats complexity. If hiding a column reduces noise without sacrificing needed context, you’ve likely done it right.

Bringing it all back together

In Smartsheet, the ability to hide and unhide columns sits with Admin permissions. This design isn’t a blemish on flexibility; it’s a safeguard that helps teams present data cleanly, responsibly, and with purpose. Editors and Viewers can contribute richly to the content, but the structural decisions—what exists and who sees it—are steered by Admins. That separation isn’t a hurdle; it’s a mechanism that helps organizations keep data tidy and accessible to the right people at the right times.

So next time you’re working on a shared sheet and wonder who should decide what shows up, you’ve got your answer. Admins hold the keys to visibility. It’s a straightforward rule, but a powerful one. When used thoughtfully, it helps teams stay aligned, stay secure, and move projects forward with less friction and more trust. If you’re navigating a real-world sheet with diverse audiences, remember that clear governance around column visibility isn’t just a best practice—it’s practical, everyday sense. And that’s something every successful team can get behind.