Publish Smartsheet Items to Microsoft Teams

Interact with Smartsheet forms, sheets, reports, and dashboards without having to leave Microsoft Teams.

Publishing a Smartsheet Item to a Teams channel will make that item available to anyone in the channel. Make sure that the item you’re publishing doesn’t contain data that should not be exposed to people who have access to the channel.

Before You Begin

You need the following permissions in both applications to publish Smartsheet items to 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 in a Microsoft Teams channel. (More on Smartsheet Sharing Permission Levels.)

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 to that channel in Microsoft Teams.

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


Publish a Smartsheet Item to a Channel

  1. From Microsoft Teams, select the channel you want from the left panel.
  2. Click the Plus Plus icon icon under the name of the channel to display.
  3. Select Smartsheet for Teams, then click Accept to agree to the Smartsheet license agreement.
  4. Click Connect to Smartsheet > Allow to grant Smartsheet access to integrate with Microsoft Teams.

    If prompted, 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 making it read only or editable by anyone. (More information on these options below.)
  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.
  8. Click Save.

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

Publish Settings: Read Only or Editable by Anyone

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

  • 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. (This option isn’t available for reports or dashboards.)

There isn't a way to use the current user filter criteria in a sheet added to a Microsoft Teams channel. See Using Filters to Show or Hide Sheet Data for details on filters.

More publish settings:

  • Check the box for Show in Full Tab View to see more of the Smartsheet item in the tab and hide your custom branding. More information on custom branding of Smartsheet items can be found in the Brand 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.

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.

Modify, rename, or remove

Modify Tab Settings

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. (This option isn’t available for reports or dashboards.)
  • 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 Brand 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 a Tab

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

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


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 Plus icon Plus icon underneath the channel’s name.
  6. Select Website Website button 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.