Creating and Using Templates

Starting a project from a template can save you time and help you maintain consistency across standard elements such as column names, column types, and conditional formatting rules. Keeping things standard in this way will help you when you want to create rollup reports or dashboards from multiple sheets.

In this article:


Use a Template from the Smartsheet Template Gallery

Pre-built templates provide you with a starting point. You can customize pre-built templates in the same way you can edit sheets—for example, you can edit cell data, change column types, or include your own attachments as needed.

You can find templates right in Smartsheet by clicking Home > Create New > Browse Templates. Or, you can browse popular templates on the Smartsheet website.

Once you find a template that you think will suit your needs, click Use Template to create your own new sheet from the template. By default, the sheet name will be the same as the name of the template, but you can rename it if needed. (For information about how to rename a sheet, see Creating and Renaming Sheets.)


Create Your Own Template

You can create a template from any existing sheet. Columns and conditional formatting rules will always be saved to the template, and you can choose to include row data, manual formatting, attachments, discussions, and forms.

  1. Open the sheet you'd like to save as a template.
  2. Click Sheet Actions  in the left toolbar and select Save as Template the Save as Template form.
  3. Enter a name and description for your template.
  4. Select whether to keep data and formatting.

    Checking this option will preserve all information typed into cells and formatting manually applied to them. If unchecked, the template will retain column names and types but all rows will be left blank.
     
  5. Select whether to keep Attachments and Discussions. (Selecting these options will preserve all row and sheet-level attachments and/or discussions.)
  6. Select whether to keep Forms. (Selecting this option will preserve any forms that have been added to the sheet.)
  7. Click Save.

The template will be saved to your Home tab, in the same folder or workspace where the originating sheet is stored. You can drag it to other folders or workspaces from your Home tab if needed.

NOTES:

  • Templates you create are saved to your Home tab (note that they are not accessible from the Template Gallery which is public to all Smartsheet users). The template will only be visible and usable by you. To make it accessible to others, see the share a template section of this article.
  • Templates cannot be edited directly. To change a template, make edits to the original source sheet and re-save it as a new template.

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Use a Template That You Created

To create new sheets from your custom template:

  1. Click the Home tab at the top of the Smartsheet window.

    Templates you create are stored in the same folder or workspace where the originating sheet is stored. Click on that folder or workspace name in the left sidebar.

    TIP: If you don't recall the folder or workspace name, click More > Owned by Me in the left sidebar to see a full list of your owned sheets, reports, and custom templates.
     
  2. Click on the name of the template. A preview of the template will appear.
  3. Click the Use Template button in the lower-right corner of the window to display the Use Template form.
  4. Name your sheet and decide whether to include all of the features you originally saved to the template (for example: data and formatting, attachments, discussions, and forms). You can also choose to save the sheet in a different folder or workspace.
  5. Click OK.

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Share a Template

Templates can't be shared out individually, but they can be moved into a shared workspace. Anyone shared to the workspace with Admin access can create new sheets from your templates as long as they are a licensed user in Smartsheet.

For more information, please see "Moving Existing Items into a Workspace" in  Managing Items in a Workspace (Add, Move, Remove).

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