Keep Sheets and Other Items Organized in a Folder

Applies to

Smartsheet

Folders allow you to organize Smartsheet items (sheets, reports, dashboards, and so on).

Folders can’t be shared and are private to you, even if their contents are shared with others. You can move sheets between folders without affecting the access collaborators have to your sheets. 

The only time a folder isn't private is if it's created within a shared workspace. If a folder is created within a workspace, it will inherit the sharing permissions of that workspace. Review the Workspace Sharing article for further information.

Create a Folder

To create a new folder:

  1. Click the Menu icon (upper-left corner of the Smartsheet window) > Browse.
  2. In the left panel, right-click the location where you'd like to add the new folder—the Sheets directory, another folder, or a workspace— and select Create New > Folder.
  3. Enter a folder name and then click OK.

    TIP: You can create a folder within a folder (no limit to the number of levels) or drag one folder into another to create a folder hierarchy.

Add Items to a Folder

To add new sheets or other items to a folder:

  1. Click on the folder in the left panel.
  2. Click Create button at the top of the window and select the item type that you want to add.

To move items into the folder:

  1. Use the left pane to navigate to the item you want to move.
  2. Select the name of the item and drag it to the new folder.

Delete a Folder

To delete a folder, right-click the folder name and select Delete.

IMPORTANT: This will also delete all sheets, reports, and templates in the folder that are owned by you.

Export the Contents of a Folder

When you export a folder, you export the sheets and reports it contains. You can export a folder containing a maximum of 10,000 rows across all sheets. For more information about exporting, see Export a Sheet or Report.

To export a folder:

  1. Click the Menu icon (upper-left corner of the Smartsheet window) > Browse.
  2. Right-click the name of the folder that you want to export and select the option that you want to use:
    • Export to Excel: Downloads a multi-tabbed Excel (.xls) workbook through your browser. The workbook will contain one tab per sheet in the folder. A Comments tab will appear next to any sheet that contains comments.
    • Export to PDF: The PDF Setup menu appears, enabling you to configure the appearance of the document. Click OK to download the PDF through your browser. Every sheet in the folder will appear in the export.
    • Export to Google Sheets: Creates a multi-tabbed Google sheet in your Google Drive account. The sheet will contain one tab per sheet in the folder. A Comments tab will appear next to any sheet that contains Comments.