Sharing Sheets

Begin collaborating with others by sharing your sheet or by confirming a team member's Request to be Shared. The best method to use for sharing will depend on the number of sheets you want to share and how many people you want to share with:

  • To share individual sheets one at a time with a few people, follow the sharing steps in this article. For information about sharing an individual sheet that is stored in a workspace, see the sharing a sheet from a workspace section of this article.
  • To share one or more sheets with a group of people, use a workspace. For more information about how to do that, see the articles on Creating a Workspace and Workspace Sharing.

When you share a sheet with someone, that person will need to log in to Smartsheet to access it. You control what that person's level of access is through the permission level you choose—Viewer, Editor, or Admin —when you share. You can stop sharing a sheet or change a collaborator's permission level at any time.

As a sheet Owner or Admin, you can also apply a default view to a sheet to ensure that your collaborators immediately see the sheet information that is relevant to them. You can apply a default view, for example, so that your sheet opens to Card view first with a filter applied to show collaborators their assigned tasks.  For more information on the process of creating filters, see our article on Using Filters to Show or Hide Sheet Data.

NOTE: SysAdmins of Team or Enterprise accounts can remove a user from sharing all sheets owned by the licensed users on the account.

Play Icon Jump to video demonstration: Sharing Sheets


Sharing with Collaborators

The sheet owner and collaborators with Admin access to the sheet have the ability to share it. Editors may also have the ability to share if this permission was given when the Editor was shared to the sheet.
NOTE: If the sheet is located in a workspace, you can either share the individual sheet or share the entire workspace. For more information, see Sharing a Sheet from a Workspace later in this article.

  1. Click the Sharing tab at the bottom of the sheet to display the Sheet Sharing form.


  2. If the sheet isn't shared with anyone, you'll see the Invite Details. If others are currently shared, you'll see a list of existing Collaborators appear by default. (Click Invite Details if you want to see those instead.)

    Sharing window

    TIP: All shared collaborators can use the secure sheet link to open it directly—consider bookmarking the link for quick access to the sheet. When using the link, you'll be prompted to log in to Smartsheet (if you aren't already) in order to access it.

  3. In the Invite Collaborators field at the top, type in the email address(es) of the people or groups you want to share the sheet with. Separate multiple email addresses with a comma or semicolon.

    TIP: If you've added contacts to your Smartsheet Contact List, click the collaborator icon to the right to check off the contacts you'd like to share with. Team/Enterprise users will also be able to choose from other members of their team, or groups that were created by their Group Admins. Click here to learn more about sharing and sending information to groups.


  4. Select a Permissions level:
    • Viewer: can view and export the sheet, but can't make any changes to the data
    • Editor: can edit the sheet and share it with others
    • Editor - cannot share: can edit the sheet but can't share it
    • Admin: can manage the sheet and dependency settings (some functionality is only available to licensed Admins)
    • For a detailed breakdown of features available to each permission level, check out our Sharing Permission Levels article.

      TIPGroup Admins on Team and Enterprise plans can add a member to a group to also add them to all sheets shared to that group. (When sharing with a group, all group members will inherit the selected permission level.)

  5. (Optional) Open the Invite Details to view, edit and/or cancel the sharing notification email that will be sent to the collaborator:
    • By default, the Subject Line of the email will include the name of the sheet and whether the invitation is to edit or only view. If desired, you can edit the subject line however you see fit.
    • If desired, type in a Personal message. This will be the message body of the sharing notification email.
    • By default, Send email is selected meaning the collaborator will receive an email notification that you've shared the sheet with them. The email will contain a link they can click to access the sheet in Smartsheet. If it's their first time using Smartsheet, they'll be prompted to create a password to secure their account. If it isn't their first time, clicking the link will prompt them to log in to their account before they can access the sheet. The sharing notification email should be deleted after the collaborator is able to access the sheet as the link will eventually expire. Collaborators can always access their sheets from the Home tab in Smartsheet.
    • De-select the Send email checkbox to prevent sending the email. The collaborator can still access the sheet by logging in to Smartsheet and clicking their Home tab at the top.
    • While Send email is selected, you can choose to Cc myself to receive a copy of the email that's sent out to the shared collaborator(s).
  6. Click Share Sheet.

The collaborator(s) will be shared to the sheet and will receive the sharing email if you opted to send one. The Sheet Sharing form will be updated to display the list of shared Collaborators including those you just added.

Once your sheets are shared, you may want to learn more about Working with Multiple Collaborators.
 Check out our Support Tip in the Smartsheet Blog: When to Use Reports Instead of Sharing Your Sheet

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Sharing a Sheet from a Workspace

When a sheet exists in a workspace, it will be available to anyone who has sharing permissions for the workspace. Even when it's in a workspace, the sheet can be shared at the sheet level so that people who don't have access to the workspace can still have access to the sheet.

You must have Owner, Admin, or Editor - can share permissions to the sheet in order to share it. (Similarly, to share a workspace, you'll need Owner, Admin, or Editor - can share permission to the workspace.)

Here's how you can give someone access to a sheet that's located in a workspace:

  1. Click the Home tab (the left-most tab in Smartsheet).
  2. Under Workspaces, click the workspace where the sheet resides.
  3. Right-click the sheet name and click Share to open the Sheet Sharing form.
  4. Click in the Invite Collaborators box and type or select contacts.

    You'll see the This sheet is in a workspace text. If you have permissions to the workspace, you'll also see the name of the workspace.

    Sheet Sharing form, This sheet is in a workspace circled
     
  5. To share the sheet only, click Share Sheet. To share the workspace, click Share Workspace.
     

When sheets and workspaces are shared, you'll see the Workspace Sharing imageShared to Sheet via workspace icon and the Shared to Sheet Only icon Shared to Sheet only icon next to the permission levels in the Collaborators section of the sharing form. These icons can help you distinguish how the sheet has been shared with the various collaborators.


Setting a Default View for Your Collaborators

As the sheet Owner or an Admin on the sheet, you can ensure that anyone shared on your sheet sees the sheet as you've intended by applying a default view and filter. Set a default view, for example, for newly shared collaborators to open a Kanban sheet directly to Card view with a filter applied to show only high priority tasks.

NOTE: You'll need to create a saved filter before setting a default filter. For more information about creating filters, see our article on Using Filters to Show or Hide Sheet Data.

To set a default view on your sheet:

  1. Select the Sharing tab at the bottom of the sheet.

    The Sharing form appears.
    Sharing window
     
  2. Select Collaborators to display the list of current Smartsheet users shared on the sheet.
     
  3. To the right of Default View, select Edit.

    The Default View form appears.

    default view
     
  4. Under View select Grid, Gantt, Card, or Calendar. You can also select a default filter, if desired.

    NOTE: You'll need to create a shared filter before you can set a default filter. For more information about creating filters, see our article on Using Filters to Show or Hide Sheet Data.
     
  5. Click Save.

Removing a Collaborator or Changing Permission Levels

The sheet owner and collaborators with Admin access to the sheet have the ability to remove others or change their permission levels. Editors may also have this ability if they were given permission to share the sheet when they were invited.

  1. Click the Sharing tab at the bottom of the sheet to display the Sheet Sharing form.

    sharing window

    NOTE: If you see Collaborators (0) on the Sharing tab, this means it isn't currently shared with anyone and is only accessible to you.

  2. Mouse-over the collaborator you'd like to remove or change to highlight the row and choose either of the following:
    • Remove from Sharing: Click the  at the right end of the permission level row.

      The collaborator will no longer have access to the sheet. If you stop sharing with a collaborator at the time that he or she is viewing the sheet, the collaborator will receive an error message at the next save or refresh.

      NOTE:  If you see the Workspace Sharing imageShared to Sheet via Workspace icon next to the permission level for a collaborator, that means that the collaborator has access to the sheet via a workspace. Clicking  will remove the collaborator's permissions from the workspace. For more information about sharing a workspace, see Workspace Sharing.

      In the  Collaborators section, notice the Shared to Sheet via workspace Workspace Sharing imageicon and the  Shared to Sheet only Shared to Sheet Only icon icon next to the permission levels. These will help you distinguish how the sheet has been shared with the various collaborators.
    • Change Permissions: Select a new permission level from the drop-down list. You can't give another collaborator a higher access level than you have yourself (e.g. an Editor can't promote another Editor to Admin).

Group Admins on Team and Enterprise plans can remove a member from a group to also remove them from all sheets that are shared to that group.


Request to be Shared

In some cases, you may attempt to open a sheet and will see a pop-up message stating that you can't do so because it isn't shared with you.



Common reasons for seeing this include:

  • A sharing link was forwarded to you but your email address isn't shared to the sheet
  • You're logged into Smartsheet with an email address that is different from the one the email was sent to
  • The sheet owner or another collaborator has removed you from sharing
  • The sheet has since been deleted

If you'd like to access a sheet or workspace that isn't shared to your email address, click the Request Access from Owner button in the pop-up message. This will send an email to the sheet or workspace owner with a confirmation link they can click to select a sharing permission level for your email address. Once the sheet or workspace owner has completed this process you’ll be able to access the sheet from the link you received or from your Home tab within Smartsheet.


Video Demo

For an instructional demonstration and overview on sharing, please review the video walk-through below:

If you don't have access to YouTube, click here to watch the video.

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