Export a sheet, report, or workspace

In the Smartsheet app, you can export any sheet or report to the following formats:

• Microsoft Excel
• PDF
• Image (PNG) (Gantt Chart Only)
• Google Sheets
• Microsoft Project (Gantt Chart Only as XML)

After exporting a sheet or report, your browser saves it on your computer. It stores your exported file in a folder based on your browser settings. 

Your export doesn't include everything. Groupings and summary rows are excluded, and attachments are dropped. To include attachments, create a backup of the sheet instead.

To quickly locate the exported file, open the Downloads folder on your browser. Use the keyboard shortcut Ctrl+J on Windows or Command+Option+L on macOS.

See how to automate your data export.

You can export workspaces, folders, and individual sheets or reports.

Export workspaces

1. In the workspace panel, select the three-dot menu above the workspace name.
2. Select Export.

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Export folders

1. In the workspace panel, right-click the folder you want to export.
2. Select Export. 

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Export sheet or reports

You have two different options to export your sheet or report:

• From the top navigation bar, select File > Export.
• From the workspace panel, right-click the sheet or report and select Export.

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For sheets, you can manage your export automation directly from Data Shuttle by selecting Connections > Create workflow or Manage workflows in the top navigation bar.

Alternatively, for sheets, you can switch to Table view from the view switcher in the top toolbar and select Data Integrations > Create workflow (or Manage workflow). The Data Integrations panel on the right allows you to schedule data imports and exports from supported storage systems and Smartsheet.

Generate recurring exports

To send yourself or others a PDF or Excel version of your sheet or report through email on a recurring schedule, see the following help articles:

• Email the entire sheet or report as a PDF or Excel (.xls) attachment.

• Share a Report as an Attachment in Email

Export to Microsoft Excel

To export any sheet or report from Smartsheet to Microsoft Excel, select File > Export > Export to Microsoft Excel.

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

• Gantt charts: Excel does not support a Gantt chart format. Exporting a Gantt chart to Excel exports only the task list it’s based on.
• Formulas: Formulas aren't preserved due to the differences between Excel and Smartsheet formula syntax. To work around this, remove the equal sign at the beginning of the formulas to store them as text, then save the sheet. Once you open the Excel file, you can add the equal sign back and modify the syntax to make the formulas work in Excel.
• Comments and sheet summaries: These appear in the exported workbook on separate tabs.

• Reports: These are limited to 20,000 rows. If your report has over 20,000 rows, you can create multiple reports that pull in fewer rows and export each report as a separate Excel file. Learn more in the Work with source sheets in reports article. 

  If a sort was applied to your report, fewer than 20,000 rows may be exported.

• Column types: Excel doesn't support dropdown, contact list, checkbox, and symbols (harvey balls, etc.) columns. Only text values are exported when you export sheets that use these column types. Values in boolean column types (checkbox, etc.) are exported as True or False, according to the item's state in the cell.

Export to image (PNG format)

To export any sheet or report that includes a Gantt chart to a PNG format, follow these steps:

1. Open the sheet you want to export. 
2. On the toolbar, switch the sheet or report to Gantt View. 
3. Select File > Export > Export Gantt to Image (PNG).
4. In the Selection section of the Export Gantt to Image (PNG) form, choose to export the entire sheet or selected rows.
   • If the Selected Rows option isn’t available, close the Export Gantt to Image (PNG) form, select the rows to print, and reopen the form.
5. In the Options section, select which columns to include in the image. 
   • By default, only the Primary Column is included, but you can select the Primary Column name, or the Edit button, to include additional columns.

Customize the printed timeline in your image export

If you use a Custom Date Range, the period depends on your Timeline Display choice. For example, in the Project Settings form, you set the Primary heading of your timeline display to Years. You also chose March 1 as your start date and June 30 as your end date. The PDF shows a complete year because of your timeline choice.

To narrow the printed timeline, in the Timeline Display tab of the Project Settings form, change the Primary heading choice to Quarters or Weeks. For more information, see Project settings in your sheets.

Export to a Google Sheets

To export any sheet or report from Smartsheet to Google Sheets, select File > Export > Export to Google Sheets.

Similar to files exported in Excel, files exported to Google Sheets won’t appear exactly as they do in Smartsheet. Here’s a list of key differences:

• Gantt charts: Google Sheets doesn't support a Gantt chart format. Exporting a Gantt chart to Google exports only the task list.
• Column types: Google Sheets doesn't support dropdown, contact List, checkbox, and symbols (Harvey balls, etc.) columns. Only text values are exported when you export sheets that use these column types. Values in boolean columns (checkbox, etc.) are exported as True or False, according to the item's state in the cell.
• Sheet summaries: These appear on a separate tab in the exported workbook

• Formulas: Smartsheet’s formula syntax differs from Google Sheets. Therefore, formulas aren't preserved. 

  To work around this, remove the equal sign at the beginning of the formulas to store them as texts, then save the sheet. Once you open the Google Sheets, you can add the equal sign back and modify the syntax to make the formula work in Google Sheets.

• To revoke Smartsheet's access or change the Google account you are exporting to, see Google's instructions to remove site or app access.

Can’t find your download? Check your personal Google Drive. That’s where Smartsheet places your export(s).

Export to Microsoft Project

Any sheet that includes a Gantt chart can be exported to Microsoft Project format. This option isn't available for reports.

1. Open the sheet you want to export.
2. On the toolbar, switch the sheet to Gantt View. 
3. Select File > Export > Export to MS Project to download the sheet in XML format.
4. To import the XML file, open Microsoft Project.

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 (macOS).

Export to PDF

To export a sheet or a report to PDF format, select File > Export > Export to PDF. 

When exporting a sheet or a report to PDF format, you can set up its layout and choose which columns to include.

In the Options section of the PDF Setup form, you can’t choose which columns to include in the PDF file if your sheet or report isn’t in Gantt View. Learn more about printing a sheet or report from Smartsheet.