Organize sheets and other items in folders

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

Who can use this?

Plans:

  • Pro
  • Business
  • Enterprise

Permissions:

A user on a paid plan

Find out if this capability is included in Smartsheet Regions or Smartsheet Gov.

A folder is a great way to organize Smartsheet items without affecting their sharing permissions. Any folders you create live within a workspace. 

Each folder you create inherits the sharing permissions of the workspace where it lives. 

For details on shared workspaces, see Share a workspace.

A user on a paid plan can create a folder, modify the folder, and move items into and out of it.

The Sheets folder will be deprecated. Refer to Sheets folder deprecation FAQ for more information. 

Create a folder in a workspace

  1. In Home, navigate to the workspace where you want to add a folder
  2. Select + Add > Folder.
  3. Enter a folder name and then select OK.

You can create folder hierarchies (with limitless levels) by creating subfolders

Add items to a folder

  1. Navigate to the folder in the workspace panel.
  2. Right-click the folder name. Select Create
  3. Select the item type that you want to add.

Remove a folder

To remove a folder, right-click the folder name and select Delete. Confirm by selecting Delete in the pop-up window.

If you delete a folder, all its items are removed too.

Export a folder

By exporting a folder, you export its sheets and reports to one of the following formats:

  • Excel workbook
  • PDF file
  • Google Sheet

You can export up to 10,000 rows across a folder's sheets and reports. To export more rows, consider exporting each sheet or report separately or exporting row subsets. For details, see Export a sheet or report.

To export a folder:

  1. Open the workspace where the folder is located.
  2. In the workspace panel, right-click the name of the folder that you want to export.
  3. Select Export. 
export
  1. Select the format you want to export to:
    • Export to Excel: Download a multi-tabbed Excel (.xls) workbook through your browser. The workbook contains one tab per sheet in the folder. A Comments tab appears next to sheets that contain comments.
    • Export to PDF: The PDF Setup modal appears, enabling you to configure the document's appearance. Select OK to download the PDF through your browser. Every sheet in the folder appears in the PDF file.
    • Export to Google Sheets: Create a multi-tabbed Google sheet in your Google Drive account. The sheet contains one tab per sheet in the folder. A Comments tab appears next to the sheets that contain comments.