Managing Contacts

 Jump to My Smartsheet Contacts video demonstration

You can add and manage contact information (name and email address) for co-workers, clients, and other collaborators or Smartsheet users. Adding contacts makes it quick and easy to send email from Smartsheet, share sheets, and assign tasks through Contact List columns to the right people. Your contact list is private to you - you are the only one who can see it. However, 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. Group Admins on multi-user Team and Enterprise plans are also able to organize contacts into groups, making it easier to share and send information to multiple people.

NOTE: You may not see all of your contacts when clicking in a Contact List column. Only A) contacts that have already been used in the sheet and B) anyone shared on the sheet will appear. To use contacts from your entire Smartsheet contact list, start typing your contact's name into a cell in the column and relevant results will appear via auto-resolve. Currently, there isn't a way to use contact list entries from other sheets.

You can bulk import contacts, add them individually, or add them through sharing. You're also able to edit or delete contacts.

TIP: Learn more about Assigning People to a Task after you've set them up in your contact list.
 
 

Bulk Import Contacts

  1. In the top, left corner, click Account and select My Smartsheet Contacts. The My Smartsheet Contacts form appears.

  2. Click Import Contacts and select your email provider, a CSV file, or a vCard file.

    NOTE: You can directly import your Gmail contact list. For Outlook, Hotmail, or AOL, you must first export these contacts as a .csv file from your email system and then import to Smartsheet.


    If you select Gmail:
    • You may be prompted for your email username and password. After you enter this information, click Sign In.

      NOTE: Smartsheet does not store your email username or password. They are only temporarily used to access your email address book.

    • Select which contacts you want to import into Smartsheet and then click Import.

    If you select a Outlook, Hotmail, AOL, CSV, or vCard file:
    • Select the .csv file, click Continue.
    • Choose which contacts you want to import into Smartsheet and then click Import.

      NOTE: The columns in your CSV file must be formatted correctly. The column names of A, B, and C should be ‘First Name’, ‘Last Name’, and ‘E-mail Address’, respectively. Exact spelling is important.

  3. The contacts are added to your Smartsheet contact list.
    NOTE: You can import up to 1,000 contacts at a time. If you have more than this, export your contact list to a .CSV file and import 1,000 rows at a time. The total number of contacts allowed is unlimited. 

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Add Contacts Individually

  1. In the top, left corner, click Account and select My Smartsheet Contacts. The My Smartsheet Contacts form appears.
  2. Add the name and email address of a contact and then click Add. The Contact window appears.
  3. Confirm the contact information and then click OK. The new contact is added to your list of contacts.

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Add Contacts via Sharing

  1. Click the Sharing tab at the bottom of a sheet or report, then click the blue Share button (if the sheet is located in a workspace, the button will say Share Workspace). The Sharing form appears:

  2. Type a name or email address in the Share To field, then click Share. If this is a new contact, a Contact form appears 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.

  3. You can also click the collaborator icon to display your current Smartsheet Contact list. Click the + Add New link in the bottom, left corner to add a contact to the list.

  4. You can use the same method to add contacts to your list when sending a row or sheet via email, and when sending an update request.

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Edit or Delete Contacts

  1. In the top, left corner, click Account and select My Smartsheet Contacts. The My Smartsheet Contacts form appears.
  2. Right-click on the contact you want to edit or delete and select Edit Contact or Delete Contact, accordingly.

NOTE: Deleting/editing a contact in your contact list doesn't remove/update their email address on shared sheets, or update any task assignments. Use these instructions to remove a collaborator from sharing sheets. To re-assign tasks, open each sheet, identify the rows where the contact is assigned (apply a filter to easily find these) and for each one select a different contact from the contact list column.
 
For an instructional demonstration on managing Smartsheet Contacts, please review the video walk-through below:

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