Creating & Using Templates

You can use Templates to create a default layout for future sheets. A template defines the column names, column types, and conditional formatting rules. You also have the option to define attachments, discussions, and cell data, that will exist in the template.

You can use the Smartsheet-created templates in the public Template Gallery, or you can create your own template and use it to create custom sheets.  


Smartsheet Template Gallery

The Template Gallery has a wide range of pre-built templates for any kind of work. Though the templates are completely built to provide you with a starting point, you can customize every aspect in the same way you can edit your sheets - the cell data, column types, and attachments can all be edited as needed. 

TIP: Visit our Template Gallery to find the right template to suit your specific scenario. Tutorials are available for the majority of our templates.

Access the Template Gallery by clicking Add New  Add New tab at the top of the Smartsheet window (to the right of the Home tab and any open sheet tabs). You can search for a template by name, or browse through several sections of examples:

Click on the Preview link to view the template. From the Preview window, you can decide to Use Template, which will create a new sheet based on the template, or Cancel to keep looking.

Click on the Use Template link 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 edit this if needed.

Save a Template as New

To save a template as a new sheet:
 

  1. Right-click the sheet tab and click Save as New to display the Save as New form appears.
  2. Select whether to keep data and formatting. Checking this checkbox will preserve all information typed into cells and formatting manually applied to them. If unchecked, the sheet will include column names and types but all rows will be left blank.
  3. Select whether to keep Attachments and Discussions. Selecting these options will preserve all example row and sheet-level attachments and/or discussions.
  4. Select whether to keep Forms. Selecting this option will preserve any forms associated with the template.
  5. Under Save in, select the folder or workspace where you’d like to save the new sheet.
  6. Click OK to create the new sheet.

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Creating 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.

NOTE: The template will only be visible and usable by you, unless it is saved to a shared Workspace.

  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-and-drop it into other folders or workspaces from your Home tab if needed.

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Using & Sharing your Custom Templates

Templates you create are saved to your Home tab, and aren't accessible from the Template Gallery which is public to all Smartsheet users. Use the instructions below 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 bottom-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.

Templates can't be shared out individually, but they can be moved into a shared workspace via drag-and-drop (review our article on Moving Templates into Workspaces for more detailed instructions). 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.

NOTE: Templates can only be used, not edited. To change a template, make edits to the original source sheet and re-save it as a new template.

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