Smartsheet for Outlook Add-in

The Smartsheet for Outlook add-in (formerly called the Smartsheet App for Outlook) allows you to create and edit Smartsheet tasks and collaborate on them in real-time, all without leaving your Outlook inbox. Add email messages and their attachments to rows or discussions in your sheet for all collaborators to see and act on. 

In this Article:

Before You Begin

The Smartsheet for Outlook add-in works with Outlook when used in conjunction with a supported Microsoft account.

Use the following chart to see which types of accounts will work with Smartsheet for Outlook:

Office 365 HomeNo
Office 365 BusinessYes
Office 365 Business PremiumYes
Office 365 ProPlusYes
Office 365 Enterprise E1No
Office 365 Enterprise E3Yes
Office 365 Enterprise E5Yes
outlook.comYes*
msn.comYes*
hotmail.comYes*
live.comYes*

*Microsoft is in the process of enabling Add-In support for these email addresses. You may not be able to use the Smartsheet for Outlook Add-In until Microsoft enables your email address to install and use Add-Ins. More information on this is available in the Microsoft Office Blogs.

Supported versions of Outlook include:

  • Outlook 2013 or later for Windows
  • Outlook 2016 for Mac
  • Outlook for iOS
  • Outlook on the Web

NOTE: Microsoft Exchange on-premises (locally hosted) systems aren’t supported.


Install the Add-In and Connect Outlook to Smartsheet

To use the add-in, you'll first need to install it from the Microsoft Office Store (https://store.office.com) and connect it to your Smartsheet account. Once the add-in has been installed (either by you or an Admin on your Microsoft account), you’ll want to connect your Outlook account with your Smartsheet account.

To install the Smartsheet for Outlook add-in:

  1. In the Office Store, navigate to the Smartsheet for Outlook add-in and click the Add button.
  2. When prompted, sign in with your supported Microsoft account. (This should be the email address that you’re using with Outlook.)

To connect your Outlook account with your Smartsheet account:

  1. Navigate to Outlook on the Web (https://outlook.office365.com/) and open an email message sent to your supported Microsoft email address.
  2. Click the Smartsheet logo Smartsheet Logo in the upper-right corner of the email message to open the Smartsheet add-in panel.

    Outlook for Web

    NOTE: If you don’t see the Smartsheet logo in the upper-right corner of the email, make sure to open an email sent to your supported Microsoft email address.

    The add-in panel appears on the right of the Outlook window, requesting permission to install Smartsheet for Outlook.
     
  3. In the add in panel, select Install to provide permission to connect to your Smartsheet account.

    Install Outlook
     
  4. In the add-in panel on the right of the Outlook window, select Connect to Smartsheet.
  5. In the window that appears, log in to your Smartsheet account and click Allow.
  6. In the add-in panel on  Connect to Office 365.

    A window pops up requesting that you sign in to your supported Microsoft account. If you're already signed in to your Microsoft account, the window will disappear automatically.

You’re done! After you’ve installed and connected it, the Smartsheet for Outlook add-in will display the Home directory from your Smartsheet account. The add-in will also be immediately available for you on any other compatible version of Outlook that you’re signed in to with your supported Microsoft account.


Use the Smartsheet for Outlook Add-In

Add email messages to new or existing rows in your sheet as you track work, all without leaving your Outlook inbox. Open sheets from Outlook to immediately see your sheet data in Smartsheet.

Access Smartsheet for Outlook from Multiple Versions of Outlook

Once you’ve installed the add-in, it will be available from any version of Outlook that you use with your supported Microsoft account email account. How you add email messages to sheets with the Smartsheet for Outlook add-in depends on the version of Outlook you’re using.

Smartsheet for Outlook on the Web

To access Smartsheet for Outlook on the Web:

  1. Open an email message sent to your supported Microsoft email address.
  2. To display the Smartsheet panel in Outlook, select the Smartsheet logo  Smartsheet Logo  in the upper-right corner of the email.
    Outlook for Web
    Depending on the number of add-ins you have, you may need to select the Add-ins caret in the email next to your other add-ins, then select Smartsheet.

    Add-Ins Caret
     
  3. If you don’t see the Smartsheet for Outlook add-in, it may need to be installed.

Smartsheet for Outlook 2013 or Newer (Outlook 2016 on Mac)

To access the add-in from the Outlook desktop application:

  1. Open an email sent to your supported Microsoft email address.
  2. Select Add to Smartsheet in the upper-right corner of the Outlook window.
    Outlook Desktop
  3. If you don’t see the Smartsheet for Outlook add-in, it may need to be installed.

Smartsheet for Outlook on iOS

To access the add-in from the Outlook application on iOS:

  1. Tap to open an email sent to your supported Microsoft email address.
  2. Tap the Add-In icon Add-In-Mobile, then tap Smartsheet Logo Add to Smartsheet.
  3. If you don’t see the Smartsheet for Outlook add-in, it may need to be installed.

Add Emails & Email Attachments to Rows

Add emails and their attachments to new or existing rows in Smartsheet:

By default, a new comment will be added to the row, using the message body of the email as the comment.

TIP: You can click the name of the sheet at the top of the add-in panel to open it up and work on it in Smartsheet. The sheet will open in a new browser tab.

  1. Open an email sent to your supported Microsoft email address.
  2. Select the Smartsheet icon in the Outlook window. This varies depending on the version of Outlook you’re using.
  3. In Outlook, use either of the following methods to locate and select the ​sheet to which you want to add the contents of the email:
    • Type the name of the sheet in the search field at the top of the add-in panel.
    • Navigate through your Smartsheet Home directory below the search field in the add-in panel.
  4. You have the following options for adding the contents of your email to a sheet:
    • Add as new row—To add the email as a new row at the bottom of the sheet, select Add Row at the bottom of the add-in panel.
    • Add to existing row—To add the email to an existing row in the sheet, select the row in the add-in panel.

      The app will update to show you any existing data in the row's Primary Column. If you're adding a new row, the Primary Column will be populated with the subject of the email.
  5. Click Show More to review the other columns in the sheet and edit them as needed.

    By default, a new comment will be added to the row, using the message body of the email as the comment.
  6. You can modify the comment however you see fit. If you'd like to have the email displayed in a column, rather than a comment, copy it out of the comment field and paste it into the appropriate field, then erase the information from the comment.
  7. Any email attachments will also be uploaded to the row by default. If you don't wish to include them, de-select the checkboxes next to the attachment names.
  8. Click Save on the bottom-right when finished. The changes will be applied to the sheet in Smartsheet immediately.

    TIP: You can click the name of the sheet at the top of the add-in panel to open it up and work on it in Smartsheet. The sheet will open in a new browser window.

Open Existing Sheets from Outlook

From Outlook, you can search through sheets accessible to your Smartsheet account and open them in a new browser window. 

To open a sheet from Outlook:

  1. Open an email sent to the supported Microsoft account that Smartsheet for Outlook is connected to.
  2. Select the Smartsheet icon in the Outlook window. This varies depending on the version of Outlook you’re using.
  3. In Outlook, use either of the following methods to locate and select the ​sheet you want to open:
    • Type the name of the sheet in the search field at the top of the add-in panel.
    • Navigate through your Smartsheet Home directory below the search field in the add-in panel.
       
    Once you select the sheet you want, you’ll see the Primary column data of that sheet.
     
  4. Select the sheet name at the top of the add-in panel. This will open the sheet in a new browser window.

Smartsheet Data that Can't be Edited from Outlook

Certain values can't be updated in your sheet from the Outlook Add-In and must be edited in your sheets directly:

  • Any cell that contains a formula.
  • Any finish date value on sheets that have dependencies enabled. Note that you can change the start date and duration values to influence the end date. (See Enabling Dependencies and Using Predecessors for more information on the dependencies functionality.) 

Troubleshoot the Smartsheet for Outlook Add-in

I installed the add-in but the Smartsheet icon doesn’t show up in my messages.

  • The Smartsheet icon Smartsheet Logo appears only on emails sent to your supported Microsoft email address. 
  • When in Outlook for Web, depending on the number of add-ins you have, you may need to select the Add-ins caret in the email next to your other add-ins, then select Smartsheet.

How do I know if my Microsoft account is supported?

You can find out which Microsoft accounts are supported here.

How can I find out what version of Outlook I’m using?

You can check to see what version of Outlook you’re using in this Microsoft Support article.