Security, Export, and Backup

Is Smartsheet secure and reliable?

Smartsheet makes significant investments in security and back-up to ensure your data is safe, available, and confidential to those you grant access. For more information, please view our security overview.

Can other users see my data?

By default, the information you store with Smartsheet is private and visible only by you. Using the collaboration features in the application, you control which users can view, edit, or receive the information you store in Smartsheet. For more information on privacy, please view our privacy policy.

Per the Smartsheet Master Subscription Agreement, those who pay for an account's subscription may request access to that account's customer data.

When I share a sheet or workspace with someone, do they see everything on the homepage?

People to whom you have shared a sheet or workspace, can only see those items. Your homepage and its content is only viewable by signing in with your unique e-mail address and password combination.

Can I export or backup my data locally?

You can export or backup your Smartsheet data in two ways:

1. File menu export options: Use a sheet's file menu or right-click on its name and select either of the export formats. You can choose to export your sheet to Excel, PDF, Google Spreadsheets or Microsoft Project format. To export to MS Project, the sheet must be in Gantt view. In addition to exporting the latest sheet values, export enables you to export discussion threads as well.  To export a folder or workspace, go to your Home tab and right-click and select export.
2. Request a backup:  from your Home tab, right-click on any sheet, folder or workspace and select Request Backup.  Backups differ from export to .xls in that the backup file contains file attachments as well. Check the box on the Request Backup form to include attachments.

Team, Team Plus, and Enterprise users can also select to Schedule Recurring Backup by right-clicking on the Sheets heading or on a Workspace name from the Home tab. These backups are done weekly and will contain a ZIP file with Excel copies of all sheets in the Sheets folder or Workspace selected.

A backup of the Sheets folder will be delivered via email. For Workspaces, you can choose to receive an email or you will be able to retrieve the backup from the Workspace attachments. These backups will be available for 7 days.

You can reimport these files to create a new Smartsheet or use them to rebuild an existing Smartsheet manually using Ctrl+C to copy the content from Excel and Ctrl+V to paste it back into Smartsheet.