Interact with Smartsheet Items in Microsoft Teams

Publish a sheet, report, or Smartsheet Sight™ 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
        Smartsheet Sharing Permission Requirements
        Microsoft Teams Requirements
Add a Smartsheet Item as a Tab
Modify Settings, Rename, or Remove the Tab
Tips for Working in Smartsheet for Teams
Troubleshooting Smartsheet for Teams Issues


Before You Begin

When you work with Smartsheet and a Team, you’ll use a published version of a Smartsheet item (sheet, report, or Sight) 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, either from Smartsheet directly or by being added to a channel, people that have any sharing permissions to the Smartsheet item can add the already published item (only with the previously set publish options) to channels. For more information on the different versions of a Smartsheet item—such as Read Only or Editable by Anyone—that can be published, 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 Sight) 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, Sights) 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 Plus Plus 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 Sight.
    • Editable by Anyone—Anyone in the Teams channel can view and edit the entire sheet or report. (This option isn’t available for Sights.)

      NOTE: 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.
       
  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, Sight) 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 Sight.
  • Editable by Anyone—Anyone in the Teams channel can view and edit the entire sheet, report, or Sight.

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.)


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.

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 Sight 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 Web Form to Your Channel

Using a different method from adding sheets, reports, and Sights to a channel, you can include a Smartsheet web form in a Teams channel for people to quickly make web forms submissions right from the channel. Add a web 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 web form to a channel:

  1. Open Smartsheet in a new browser window, then locate and open the desired sheet.
  2. Click the Web Forms tab at the bottom of the sheet.

    The Web Forms window appears.
     
  3. Select and copy the URL for the web form you want. If you haven’t yet created a web form, check out the Using Web Forms article.
  4. Open Microsoft Teams and navigate to the channel that you want to add the web form to.
  5. Click the Plus plus icon icon underneath the channel’s name.
  6. Select Website website from the Add a Tab window.
     
  7. In the Tab Name field, type a name. In the URL field, paste the web form link, then click Save.

That’s it! Now your team can make submissions with a web 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.