Export a Sheet or Report

Any sheet or report in Smartsheet can be exported.

Smartsheet supports exporting to the following formats:

The exported sheet or report will be saved to a location on your computer based on your browser settings.

TIP: To quickly locate the exported file, use the keyboard shortcut Ctrl+J in Windows or Command+Option+L on a Mac to open the Downloads folder for your browser.

Attachments Aren't Included in an Export

To include attachments, create a backup of the sheet. For more information about backing up a sheet, see Create a Backup Copy of Your Smartsheet Data.


Export to Microsoft Excel

To export any sheet or report from Smartsheet for use in Microsoft Excel, click FileExport > Export to Excel.

The exported data may not appear in Excel exactly as it does in Smartsheet. Here is a list of some of the key differences:

  • Gantt charts are excluded Excel doesn’t support a Gantt chart format. Exporting a Gantt chart to Excel will export only the task list on which its based.
  • Formulas are not preserved Due to the differences between Excel and Smartsheet formula syntax, formulas are not preserved on export.

    To work around this, you can store formulas as text by removing the equal sign from in front of the formula and then save the sheet. Once you open the Excel file, you can add the equal sign back and modify the syntax to make the formula work in Excel.
  • Comments appear on a separate tab You'll find comments on the second tab of the exported workbook.
  • Reports are limited to 20,000 rows If your report has more than 20,000 rows, you can create multiple reports that pull in fewer rows and export each report as a separate Excel file. For more information about working with reports, see Creating Reports.

    NOTE: If a sort was applied to your report, fewer than 20,000 rows may be exported.
  • Not all column types are supported in Excel Excel does not support Dropdown, Contact, Checkbox, or Symbols (harvey balls, flags, and so on). When you export sheets that use these column types, only text values will be exported. Values in Boolean column types (Checkbox for example) will be exported as true or false, according to the state of the item in the cell.

Export to PDF

You can export any sheet or report in your Smartsheet account to PDF format.

NOTE: If you have images in the sheet grid, the first 100 images will be included in the PDF. The name of any additional images will be included in the grid, instead of the image itself.

  1. Open the sheet you want to export.
  2. Click File > Export > Export to PDF.

    The Print Setup (PDF) form will appear. For detailed instructions on configuring the look of your PDF, please review our article on Printing Sheets.
  3. You can choose to export the Entire Sheet or Selected Rows. (If the Selected Rows option isn’t available, close the PDF setup form, select the rows to print, and reopen the form.)
  4. If you are printing a Gantt chart or Calendar, you can either include all the dates in your PDF or select a custom date range to print.
  5. Either choose to print to Scale, or Fit to Width.

    You can alter the percentage value in the Scale field to increase or decrease the size of the data in the PDF. Selecting Fit to Width will decrease the size of the data such that it fits the width of a single page.
     
  6. Select any additional options, and then click OK.

The sheet will begin downloading to your browser as a PDF file.

TIPS: 

  • To export a Calendar View of a sheet, open to that view and then click the printer icon in the top toolbar.
  • If your sheet includes a Gantt chart that you'd like to exclude from the PDF, switch to the Grid View using the icon in the left toolbar.
  • If you opt to use a Custom Date Range, the time span shown will depend on your Primary Timeline Display choice—for example, if your Primary Timeline Display is Years and you choose March 1 as your start date and June 30 as your end date, the resulting PDF will show a complete year due to your primary timeline choice. To narrow the printed timeline, change the Primary Timeline choice to Quarters or Weeks. For more information, see Modify Dependency and Gantt Settings.

Export to Image (PNG Format)

Any sheet that includes a Gantt chart can be exported to an image (PNG format): 

  1. Open the sheet you want to export and make sure the sheet is in Gantt view (click Gantt View at the left of the top toolbar).
  2. Click File > Export > Export Gantt to Image (PNG) to display the Export Gantt to Image form.
  3. Choose to export the Entire Sheet or Selected Rows. (If the Selected Rows option isn’t available, close the Gantt to Image form, select the rows to print, and then reopen the form.)
  4. Choose to include All Dates or select a Custom Date Range to display in the exported image.
  5. Select which columns to include in the image in the Options section.

    By default, only the Primary Column is included, but you can click on the Primary Column name—or the Edit button—to include additional columns.

TIP: If you opt to use a Custom Date Range, the time span shown will depend on your Primary Timeline Display choice—for example, if your Primary Timeline Display is Years and you choose March 1 as your start date and June 30 as your end date, the resulting PDF will show a complete year due to your primary timeline choice. To narrow the printed timeline, change the Primary Timeline choice to Quarters or Weeks. For more information, see Modify Dependency and Gantt Settings.


Export to a Google Sheet

To export any sheet or report from Smartsheet for use in Google Sheets, click File > Export > Export to Google Sheets.

NOTES:

  • Because Google Sheets doesn’t support a Gantt chart format, exporting a Gantt chart to Google will export only the task list.
  • Google Sheets does not support certain column types: Dropdown, Contact, Checkbox, Symbols (harvey balls, flags, and so on). When you export sheets that use these column types, only text values will be exported. Values in Boolean column types (Checkbox for example) will be exported as true or false, according to the state of the item in the cell.
  • Due to the differences between Google Sheets and Smartsheet formula syntax, formulas are not preserved on export. To work around this, you can store formulas as text by removing the equal sign from in front of the formula and then save the sheet. Once you open the Google sheet, you can add the equal sign back and modify the syntax to make the formula work in Google Sheets.

Export to Microsoft Project

Any sheet that includes a Gantt chart can be exported to Microsoft Project format. 

  1. Open the sheet you want to export and make sure the sheet is in Gantt view (click Gantt View at the left of the top toolbar).
  2. Click File > Export > Export to MS Project to download the sheet in XML format.
  3. Open Microsoft Project to import the XML file.

NOTE: Because Smartsheet and Microsoft Project differ in their functionality, the exported sheet may display differently in either application. In these cases, you may want to copy data from one program, and paste it into the other using keyboard shortcuts Ctrl+C and Ctrl+V (Windows) or Command+C and Command+V (Mac).

For more information about copying and pasting, please see the help article Using Copy and Paste.

Was this article helpful?
YesNo