It's easy to share your sheet or report with collaborators online.
How sharing works
Open the Sharing tab at the bottom of a sheet or report
You will be the only person in the Shared To list (with a permission level of Owner) since you created the sheet
Click on the "Share" button
Type in an email address into the To: box. If you have already added someone as a Smartsheet contact, we'll make it easy to select that person's email as you type. You can add multiple email addresses by separating them with a semi-colon.
Select a sharing permission level:
Viewer:
View all the sheet data
Export and send rows and attachments
Set reminders and notifications for themselves
Filter, sort rows and freeze columns, but cannot save
No editing or sharing power
Editor:
Edit unlocked rows and columns
Insert and delete rows
Filter, sort rows and freeze columns
Send update requests
Share with others if allowed. They can only share a sheet with others if the 'Editor can share with others' checkbox is selected when they are shared the sheet. [Note - that checkbox only appears when the Editor type is selected]
Admin:
Insert, delete columns, change column properties
Hide/unhide and lock/unlock columns
Set alerts and reminders for other people
Edit conditional formatting rules
Edit Smartforms
Edit dependency settings
Publish the sheet
Add an optional personal message to the sharing invite email
Click on the Share button to send the sharing invite email
The recipients will receive the invite email, which includes a link to open the sheet.
If they have never used Smartsheet before, they will be asked to create a password before opening the sheet. This password, along with their email, will enable them to log in to Smartsheet.
Existing Smartsheet users can enter their login info and the sheet will be opened for them.
Stop Sharing a Sheet
To stop sharing a sheet or report to someone, open the Sharing tab at the bottom of the sheet.
Right-click on their name in the Shared To list and select "Remove from Sharing"
The person you removed will no longer be in the Shared To list and will no longer have access to the sheet
You can remove all people from sharing if you want to make the sheet private
Change Sharing Permissions
To change someone's sharing permission on a sheet or report, open the Sharing tab at the bottom of the sheet
Right-click on their name in the Shared To list and select "Change Permissions".
Select the desired permission level (Viewer, Editor, Admin) and click "OK"
The new permission level will be displayed in the Shared To list.
Change Sheet Owner
The sheet owner is important for two reasons: 1) the owner is the only person who can delete or rename a sheet and 2) the sheet counts against the sheet limit on the owner's account. Sheet ownership can be changed:
Make sure the person who wants to take ownership of the sheet has been shared the sheet as an Admin or Editor
The person who wants to take ownership can open the Sharing tab on the sheet, right click on their name in the Shared To list and select "Make me the Owner"
An email will be sent to the existing Owner with a link to approve the change of ownership request
Once the existing owner clicks on the Approve link in the email, the requestor will be made the new sheet owner and the previous owner will be changed to an Admin on the sheet. A confirmation email will be sent to the requestor that the request was approved or declined.
The sheet will now count against the sheet limit on the new owner's account.
