Interact with Smartsheet Items in Microsoft Teams

Publish a sheet, report, or dashboard from Smartsheet to a Microsoft Teams channel to transform conversations into action. Add a sheet from Smartsheet as a tab in a channel, for example, to provide people with a work management resource they can interact with from within Microsoft Teams.

Learn more about Microsoft Teams at the Microsoft Products site.

In this article:


Before You Begin

When you work with Smartsheet and a Team, you’ll use a published version of a Smartsheet item (sheet, report, or dashboard) in a channel. Before connecting Smartsheet items to a Microsoft Teams channel, make sure you meet the following requirements in both Smartsheet and Microsoft Teams.

Smartsheet Sharing Permission Requirements

You must be the Owner or have Admin-level sharing permissions to the Smartsheet item that you want to add as a tab to your team’s channel. Check out the Sharing Permission Levels article for details.

IMPORTANT: If a Smartsheet item has already been published (from Smartsheet directly or by being added to a channel), people that are shared to the item from Smartsheet are able to add it to other Teams channels. For more information on different publishing options, such as Read Only or Editable by Anyone, check out the Publishing Smartsheet Items article.

Microsoft Teams Requirements

You must have Microsoft Teams (a part of Office 365 for Business) and have at least one channel in a team in order to add a Smartsheet item as a tab.

NOTE: Smartsheet for Teams is compatible with both the browser and desktop versions of the Microsoft Teams application.

Overview: Work with Smartsheet in a Microsoft Team

When you work with Smartsheet and a Team, you’ll use a published version of a Smartsheet item (sheet, report, or dashboard) in a Team’s channel. 

IMPORTANT: To work with Smartsheet information in a channel, certain permissions are required in both Smartsheet and Microsoft Teams. Check out the Before You Begin section for details.

Add a Smartsheet Item as a Tab

Publish Smartsheet items (sheets, reports, dashboards) to their own tabs and give anyone in your Microsoft Teams channel access to Smartsheet data. 

To add a Smartsheet item to a channel in Microsoft Teams:

  1. Open Microsoft Teams and select the channel you want.
  2. Click the PlusPlus icon icon underneath the channel’s name.

    A list of available tabs you can add to the channel will appear.
     
  3. Select Smartsheet for Teams, then click Accept to agree to the Smartsheet license agreement.
  4. Click Connect to Smartsheet, then click Allow to grant Smartsheet access to integrate with Microsoft Teams.

    You may be prompted to sign in to your Smartsheet account.
     
  5. Locate the Smartsheet item you want in the tab, either by searching for it by name or by navigating through your Home directory, then select the item and click Save.
  6. Set how people in the channel can interact with the Smartsheet item by choosing one of the following options:
    • Read Only - Full Version—Anyone in the Teams channel can view, but cannot edit, the entire sheet, report, or dashboard.
    • Editable by Anyone—Anyone in the Teams channel can view and edit the entire sheet or report. (This option isn’t available for dashboards.)

      NOTES:
      • The option to publish a version of the sheet as editable by anyone within your domain is not supported in Smartsheet for Microsoft Teams. If the sheet you've selected has already been published directly from Smartsheet with this option, this option will be grayed out in Microsoft Teams. Check out the Publishing Smartsheet Items article for more information.
      • There isn't a way to use the current user filter criteria in a sheet added to a Teams channel. See Using Filters to Show or Hide Sheet Data for details on filters.
         
  7. If the item hasn’t yet been published from Smartsheet with the options you’ve selected, check the Publish this sheet in the selected Published Version checkbox.

    TIPS:
    • Check the Show in Full Tab View checkbox to see more of the Smartsheet item in the tab. Doing this hides your custom branding. More information on custom branding of Smartsheet items can be found in the Branding Smartsheet with Your Colors & Logo article.
    • If you want to prevent a message from being sent to the channel about the new tab, uncheck the Post to the channel about this tab checkbox.
       
  8. Click Save.

You’re done! Now your Smartsheet item (sheet, report, dashboard) will be available in its own tab to anyone that has subscribed to your channel. People in your channel can view and edit (if you’ve allowed editing) Smartsheet data within Microsoft Teams.

If needed, you can modify settings, rename, or remove the tab.

Modify Settings, Rename, or Remove the Tab

If you need to modify how people in your channel interact with your Smartsheet item in the tab, change the name of the tab, or remove the tab, click the down arrow to the right of the tab name and select the desired action.

Down Arrow Teams

Modify Setting of the Tab

Select Settings to modify how people in the channel can interact with the Smartsheet item by choosing one of the following publishing options:

  • Read Only - Full Version—Anyone in the Teams channel can view, but cannot edit, the entire sheet, report, or dashboard.
  • Editable by Anyone—Anyone in the Teams channel can view and edit the entire sheet, report, or dashboard.

TIPS:

  • Check the Show in Full Tab View checkbox to see more of the Smartsheet item in the tab. Doing this hides your custom branding. More information on custom branding of Smartsheet items can be found in the Branding Smartsheet with Your Colors & Logo article.
  • If you want to prevent a message from being sent to the channel about the new tab, uncheck the Post to the channel about this tab checkbox.

Rename or Remove the Tab

Select Rename to change the name of the tab. (The name of the Smartsheet item itself will not be changed.)

Select Remove to completely clear the tab from the channel. This cannot be undone. (The item will not be deleted from Smartsheet.)


Receive Alerts and Requests in Teams as Direct Messages

Start receiving Smartsheet alerts (alerts, @mentions, update requests, approval requests and reminders) in Microsoft Teams direct messages by connecting Smartsheet with Microsoft Teams. 

In order to receive alerts and requests you need to first create an alert on a sheet. Check out the Automate Your Work with Alerts and Actions article for details.

With Microsoft Teams open:

  1. In the search bar at the top, type “Smartsheet” and select the Smartsheet app.

    NOTE: To be able to use the Smartsheet for Microsoft Teams integration, you may need to submit a request to your Office 365 Admin to enable the bot with the steps in this Microsoft Help Article.
     
  2. In the Smartsheet install window, confirm that Add for you is set to Yes.

    Install MS Teams Chatbot

    NOTE: The Add to a team option is specifically used for the published Smartsheet item integration, which is outlined in the Add a Smartsheet Item as a Tab section of this article.
     
  3. Click Install to complete the setup.
  4. Navigate to the Chat tab on the left-side of Teams to bring up the Smartsheet bot Conversation.
  5. Select Allow Access in the bot greeting. The Smartsheet sign in and authorization pages appear.
     
    NOTE: If you don’t see Allow Access button in the Conversation, you can type anything (for example, "hi") to get started.
     
  6. Sign in to your Smartsheet account and click Allow.

Once you see the “Success!” page, no further action is required. You’ll now be able to take action on update requests, approval requests and receive your sheet changes, reminders and @mentions notifications within Microsoft Teams!

Type “help” in a direct message to the bot to learn about how it works.

Unsubscribe from Smartsheet Alerts and Requests

To change what specific alerts you would like to receive on Microsoft Teams and other messaging apps, you can configure this in your Smartsheet account.

  1. In Smartsheet, click on the Profile image > Personal Settings
  2. On the right of the Personal Settings window, select Notifications.
  3. Uncheck the box next to any of the alert types that you’d like to opt out of in all messaging apps.

    notification preferences

Uninstall the Smartsheet Bot Integration

You can also uninstall the integration, which will remove the the Microsoft Teams (Direct Message) integration from your Smartsheet account. (You can install the integration again.)
You have two methods to stop receiving future alerts and actions messages in Microsoft Teams:

In Microsoft Teams (desktop or mobile)—

  1. Type “unregister” in a direct message to the Smartsheet bot.
  2. The bot will confirm that you’ve successfully unregistered and will no longer send direct messages to you.

In Smartsheet—

  1. Click on your Profile image in the upper-right corner of the Smartsheet window.
  2. Select Apps & Integrations.
  3. A window appears with a list of all integrations that are connected to your Smartsheet account.
  4. Locate the Microsoft Teams (Direct Messages) integration listing in the apps list and click Revoke.

After revoking access, you’ll no longer receive notifications in Microsoft Teams.


How Alerts and Requests Appear in Microsoft Teams

Alerts will provide different information based on whether one or multiple rows have been added or updated.
NOTES: 

  • In order to receive alerts and requests you need to first create an alert on a sheet. Check out the Automate Your Work with Alerts and Actions article for details.
  • Update and approval requests are only sent as direct messages.

Single Row

single row

Here’s what you’ll see in an alert or request based on a single row:

  • The kind of change, if any, (new row, updated row) in code block text.
  • The Primary column 
  • Up to four cells can be displayed, starting from the leftmost cell on the row
  • Symbols and images in the grid will be displayed as text values (an image filename will be displayed instead of the image)

TIP: You can click on the sheet name to be taken to the specific row in Smartsheet.

Multiple Rows

multiple rows

For an alert or request based on multiple rows, you’ll see a summary notification:

  • Notifications only: the kind of change (new rows, updated rows)
  • Number of rows involved in the alert or request

TIP: You can click on the sheet name to be taken to the sheet in Smartsheet.

Approval and Update Requests

approval or update request

For Approval Requests and Update Requests from Smartsheet, you’ll see an option to open a Smartsheet form to complete the request.


Tips for Working in Smartsheet for Teams

Take further advantage of Smartsheet for Teams with the following tips.

Start a Conversation About the Contents in the Smartsheet Tab 

Select Teams chat icon in the Smartsheet tab to start a conversation about that Smartsheet item within Microsoft Teams. The conversation thread you start will appear in the Smartsheet tab, as well as in the channel’s General tab. (Note that this is a conversation in the Teams application and won't sync back to the Smartsheet item in any way.)

You can also get someone else’s attention in your team by @mentioning them in the conversation. More information on this is available in the Microsoft Support article on Working in teams and channels.

Increase Visibility with Full Screen Mode

If you want to see more of the sheet, report, or dashboard in the tab, check the Show in Full Tab View checkbox—either at the time that you add a Smartsheet item as a new tab or by modifying the settings for an existing tab.

NOTE: Show in Full Tab View hides your custom branding. More information on custom branding of Smartsheet items can be found in the Branding Smartsheet with Your Colors & Logo article.

Add a Smartsheet Form to Your Channel

Using a different method from adding sheets, reports, and dashboards to a channel, you can include a Smartsheet form in a Teams channel for people to quickly make forms submissions right from the channel. Add a form to a channel, for example, to offer a place for people in the channel to submit work order requests that become new rows to a sheet in Smartsheet.

To add a Smartsheet form to a channel:

  1. Open Smartsheet in a new browser window, then locate and open the desired sheet.
  2. Click the Forms icon on the right panel.

    The Forms window appears.
     
  3. Select and copy the URL for the form you want. If you haven’t yet created a form, check out the Make Forms to Collect Information in Your Sheet article.
  4. Open Microsoft Teams and navigate to the channel that you want to add the form to.
  5. Click the Plusplus icon icon underneath the channel’s name.
  6. Select Websitewebsite from the Add a Tab window.
     
  7. In the Tab Name field, type a name. In the URL field, paste the form link, then click Save.

That’s it! Now your team can make submissions with a form that are added as new rows to a sheet in Smartsheet, all without having to leave the Microsoft Teams application.


Troubleshoot Smartsheet for Teams Issues

Smartsheet isn't an available option when I try to add a Smartsheet item as a tab.

You may not see Smartsheet for Teams as an available option for the following reasons:

  1. If you're using the desktop application, you may need to update to the latest version of Microsoft Teams. You can find the latest version of Teams for desktop here: https://teams.microsoft.com/downloads

    You might also try using the browser-based application at https://teams.microsoft.com.
     
  2. If you don't see the Smartsheet for Teams option on the desktop or the browser-based application, your Microsoft administrator may need to enable Bots and Tabs. For more information on this, see the Microsoft FAQ.

After selecting Smartsheet for Teams, I get the following error:

The webpage at https://msaddins.smartsheet.com/d/msteams/tabconfig might be temporarily down or it may have moved permanently to a new web address.

Teams Error

To fix this and see your list of available Smartsheet items, refresh your DNS cache on your device. This process varies depending on device and you may need to work with the IT group in your organization.

Was this article helpful?
YesNo