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Personal Settings

To access your Personal Settings, click on your account email in the upper left and select Personal Settings from the menu.

Personal Settings Form

View or edit your personal profile and settings info.

Personal Settings form

You can add/edit your name, reset your password, or change the email address you want to use for your Smartsheet account.  Here's some more info on changing your email:

  • Click on the "Change Email" link.
  • Enter your new email, confirm, and click "Save" on the Change Email Address form.
  • To finalize the change of email, you must click on the activation link that is sent to your new email address.
  • TIP:  You cannot change your email to an address for which you already have a Smartsheet account.  If you have already created a Smartsheet account with your 2nd email address, you can transfer sheet ownership to the 2nd email address as follows:
    • share your sheets to the 2nd email address
    • log in with the 2nd email address, open a sheet, and click on the Sharing tab at the bottom of the sheet
    • right click on your name in the shared to list and select "Make me the owner" in the sharing list
    • the original owner of the sheet will get an email with a link to approve making the  2nd email address the sheet owner.

There are also several settings that can be modifed according to your preferences:

  • Time Zone -  ensure time stamps, scheduled emails and other time-based actions reflect your time zone
  • Language (Country) - Smartsheet is currently available in English, Spanish, French, and Portuguese (additional languages will be supported in the future).  Your Language (Country) setting also dictates your default date format (e.g., mm/dd/yy or dd/mm/yy) and default thousands separator (comma or decimal).  NOTE: we try to automatically select this setting when you sign up but it does not always work.
  • Auto-Save Settings - we will auto-save your changes if you are inactive for a certain amount of time (default is 3 minutes) to ensure that you won't lose any data if your network connection is lost, you shut down your browser by mistake, etc.  You can also choose to automatically save changes when you leave a sheet.
  • Email Preferences - if you choose to receive Product Update News, we will email you when we release new product features.  The Smartsheet Morning Mail provides a daily summary of your recent activity and a convenient way to sign into the application.  It can by turned off from a link at the bottom of the email.
  • Referral Link - share this link via your blog, website, social networks or email.  Smartsheet pays commissions for referred accounts. View more information about the Referral Rewards Program.
  • Help Tips  - if you do not wish to see Help Tips when you open a new feature, uncheck the box at the bottom of the Tips form.  After you have unchecked this box, you will not see Tips unless you open them from the Help link.

 

 

User Management

On multi-creator accounts (Team plans or higher), users with SysAdmin rights have the ability to perform user and content management related functions.  These features include:

  • Adding and removing users
  • Manage user roles
  • Transferring sheets between users
  • Removing a user from sheet sharing
  • Remove an external collaborator (non-user)  from sharing
  • User-specific and account-wide sheet sharing reports
  • Viewing User Login Activity
  • Downloading the User List
  • Deleting a user account

 

Account Admin Form
To access User Management, click on your account email in the upper left and select Account Admin.

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Adding and Removing Users
SysAdmins can add or remove users from a licensed account.  Clicking the ‘Add Users’ button launches the New User form.  By default a new user is added as a licensed sheet creator - enabling them to create and own sheets and reports. If you wish this person to also have the ability to access and modify all aspects of the account administration functions, also check the System Admin checkbox.  Adding a user without checking either checkbox, enables SysAdmins to view login activity for that users.  Unless a SysAdmin change the user profile to a license sheet creator in the future, these users can access but not create new sheets or reports.

To add multiple users at once, click the ‘add multiple users’ link in the bottom left of the New Users form.  Email addresses typed or pasted into the form.

When a new user is added, Smartsheet sends an brief email invitation to the user in which they are asked to accept or decline the invitation.  Upon acceptance, SysAdmins will have the ability to perform all user administration functions for that address.  Invitations can be resent by right-clicking on an address or clicking the drop-down arrow to the left of an email address in the user list.

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Managing User Roles
Users with SysAdmin rights can manage user roles via the Edit User form available via right-click or drop-down arrow to the left of an email address in the user list.  There are no limit to the number of SysAdmins a Smartsheet license provides.  It is possible to grant a user SysAdmin rights without them being a licensed sheet creator.

When a user who is not a SysAdmin for an account clicks on the Account Admin link in their settings menu, the are presented with a summary Account Administration view.  While they are neither able to view a list of users nor login activity, they are able to see the accounts main contact.  They are also able to request to be removed from an account.  Free users can do so without the involvement of a SysAdmin.  If a licensed sheet creator requests to be removed, the SysAdmins are notified via email of the request.  This provides SysAdmins the opportunity to  first review whether any of that users content should be transferred to another user before deleting the user’s account.

Each Smartsheet account has a main contact.  A main contact on a multi-creator account is always a SysAdmin for an account.

Transferring Sheets Between Users
SysAdmins can transfer a licensed user’s sheets and report to another licensed user on the account with the ‘Transfer Owned Sheets to Other User’ action found via right-click or drop-down arrow to the left of an email address in the user list.  After transferring sheets, the original sheet owner assumes ‘admin’ sharing status on the sheets while the address to whom sheets are transferred assumes ‘owner’ status.

Transferred sheets and reports will appear in the new owner’s ‘Sheets’ section of their home tab in a folder named ‘Transferred from <email address of past owner>’

Before transferring sheets you can see which sheets a user owns by downloading the Sheet Access Report for that user (also found in the user context menu).

Removing a User from Sheet Sharing
SysAdmins can remove a user’s sharing access with the ‘Remove User Sharing Access’ action found via right-click or drop-down arrow to the left of an email address in the user list.  This action removes the user from being able to access any sheets shared to them by licensed creators within the account.  It should be noted that this action does not impact sheets that are owned by a user.  To review what sheets the user can access, download the Sheet Access Report for that user.

Remove an External Collaborator (non-user) from Sharing
SysAdmins can also revoke the sharing rights of an email address that is not listed in an account’s user list.  To remove an email address from sheets or workspaces owned by licensed users in an account, click the ‘More Actions’ button on the User Management tab of the Account Administration form.  To review what sheets an external collaborator can access, download the Sheet Access Report after clicking the 'More Actions' button.

System Requirements

Smartsheet is a 100% Software as a Service online application compatible with the most common internet browsers for PC, Mac, and mobile devices. 

Platforms and Browsers 

The following browsers are supported on the platforms listed below:

Benchmarking tests show that Smartsheet performance is enhanced when using the latest generally available version of Firefox or Chrome.

Please note that developer or pre-release versions of Firefox, Safari, and Chrome may work but are not officially supported by Smartsheet.

Flash

If you have Flash version 9.0.28 or later, you will be able to select and upload multiple files in one step.  If you don't have Flash, you can still upload files one at a time.

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.

Contacts

Add Contact info for co-workers, clients and other collaborators/Smartsheet users.   Adding them as a contact will make it quick and easy to send them email from Smartsheet, share sheets to them or assign tasks to them in a sheet.  You don't need to assign them a user type - sharing permissions are chosen on a sheet by sheet basis when you share it.


Import Contacts from your Email

  • Click on your account email in the upper left corner and select "My Smartsheet Contacts"
  • Click on the "Import Contacts" button in the lower left corner of the form
  • Select your email provider (Outlook, AOL, Gmail, Yahoo, or Plaxo or choose Other to select contact export files from Outlook (csv), Entourage, Lotus Notes, Netscape, Palm, vCard, or Yahoo)
  • You may be asked for your email username and password (Don't worry, we will not store your password. It will only be temporarily used to access your email address book.) and click "Sign In".
  • Check which contacts you want to import into Smartsheet and click "Next"
  • Confirm the contacts you've selected and click "Done"
  • The contacts will be added to your Smartsheet contact list.  Nothing is sent to the contacts from Smartsheet automatically.  The contact will now be available for quick selection whenever you are typing in a name to an Assigned To field in a sheet, the To: box on a sharing form or an email form.

 

Import Contacts from a .csv file

  • Download this file Contact Import.csv to use as a template
  • Copy/paste first names, last names and email addresses into columns B, D, and BF in the .csv file and save the file on your computer (must be saved as a .csv file)
  • Login to Smartsheet, click on your account email in the upper left and select "My Smartsheet Contacts"
  • Click on the "Import Contacts" button at the bottom of the form
  • Select "Other" among the source options and click on the "Next" button
  • Keep the default File type of Outlook(.csv), browse to select the saved .csv file on your computer, and click on the "Next" button
  • Choose the contacts you wish to import (all or a subset) and click "Done"

Add Contacts Individually

  • Click on your account email in the upper left corner and select "My Smartsheet Contacts"
  • Add the name and email of a contact and click on the "Add" button, confirm info and click "Ok"
  • The new contact will show up in the list of contacts

 

Add Contacts via Sharing

  • Click on the "Sharing" tab at the bottom of a sheet or report, click on the "Share" button at the top of the form
  • Type a name or email address into the To: box.  Smartsheet will try to find the name or email address in your list of Smartsheet Contacts for you to select.
  • If it's a new contact, when you click out of the To: box, a Contact form will appear with the name or email that you typed.  The email address is required but the name is optional - click "Ok" to add the contact to your Smartsheet Contacts list.  You can type in other email addresses or choose the permission level and enter a personal message on your sharing invite before you send it to your new Smartsheet contact(s).

 

Edit or Delete Contacts

  • Click on your account email in the upper left corner and select "My Smartsheet Contacts"
  • Right click on a name in your contact list and select "Edit Contact" to edit the name or email address or select "Delete Contact" to remove that contact from your list. 
  • TIP: Note that deleting a contact from your list will not remove that contact from sheets you've shared to them.  You will need to go to the sheet's sharing tab, right click on the name and select "Remove from Sharing" if you no longer want them to have access to that sheet.

 

Frequently Asked Questions

Q: Who can see my contacts?

A: Your Smartsheet contacts are private - you are the only one who can see your contact list.  If you assign a task to one of your contacts or share a sheet to them, their email address will be visible to other people who have access to the sheet.


Q: Why don't all My Contacts appear when I click in a Contact List column?

A: Your Smartsheet contacts are available, and auto-resolve, when you type into a cell within a Contact List column type. When you or a person who has been shared the sheet clicks on the dropdown arrow in the column, they will only see the names of the people present in the sheet’s Contact List type column(s) plus those to whom the sheet has been shared.  This provides the convenience of you being able to quickly enter names of people you frequently enter, without exposing your entire contact list with your clients or others accessing your shared sheet.