Manage Contacts in the My Smartsheet Contacts List

You'll use contacts in Smartsheet to facilitate faster collaboration. For example, you'll use contacts when you send email, share sheets, or assign tasks in Smartsheet.

One way to manage contacts is with the My Smartsheet Contacts list. To view the contacts in your My Smartsheet Contacts list, click Account (Your Profile icon in the upper-right) > My Smartsheet Contacts.

In this article:

Who Can See Your Smartsheet Contacts

Your My Smartsheet Contacts list is private to you—you are the only one who can see it. However, if you assign a task or share a sheet to one of your contacts, that contact's email address will be visible to other people who have access to the sheet.

Before You Begin

The total number of contacts allowed is unlimited. However, you can import only 1,000 contacts at a time.

If you want to import contacts from Outlook, Hotmail, or AOL, you must first export the contacts to a .csv file. The columns in the .csv file must be named First Name, Last Name, and E-mail Address, respectively. Exact spelling is important or the list won't import correctly.


Add Contacts to My Smartsheet Contacts

Bulk Import Contacts

  1. Click Account > My Smartsheet Contacts.

    The My Smartsheet Contacts form appears.
     
  2. Click Import Contacts, and then select Gmail, .csv (Outlook, Yahoo, etc.), or vcf (vCard File).

    Follow the step appropriate for the type of contact that you want to import:

    Gmail
    Select which contacts you want to import into Smartsheet and then click Import

    You may be prompted for your email username and password. After you enter this information, click Sign In.

    NOTE: Smartsheet does not store your email username or password; those credentials are used only to access your email address book.

    .csv (Outlook, Yahoo, etc.)
    Select the .csv file, and click Continue. Choose which contacts you want to import into Smartsheet and then click Import.

    .vcf (vCard File)
    Select the vCard file, click Continue, and then click Import.

The contacts are added to your My Smartsheet Contact List.

Add Contacts Individually

  1. Click Account > My Smartsheet Contacts.
  2. In the My Smartsheet Contacts form, click Add to display the Contact window.
  3. Type the name and email address of the contact and click OK.

The new contact is added to your list of contacts.

Add Individual Contacts When You Share a Smartsheet Item

When you share items in Smartsheet by typing an email address, the email address may be added to your My Smartsheet Contacts list automatically. To associate a name with the address, follow the steps in this article to edit the contact.

-or-
Click the collaborator icon next to the Invite Collaborators field to display your current Smartsheet Contact list. Click Add New in the lower-left corner of the window to add a contact to the list.


Edit or Delete Contacts

  1. Click Account My Smartsheet Contacts.

    The My Smartsheet Contacts form appears.
     
  2. Right-click the contact that you want to edit or delete and select Edit Contact or Delete Contact.

NOTE: Deleting or editing a contact in your contact list doesn't remove or update the email address on shared sheets or update any task assignments. For information about removing a collaborator from sharing sheets, see Sharing Sheets.  To re-assign tasks, see the article on Find & Replace.


Export Contacts from Your Smartsheet Contacts List

  1. Click Account > My Smartsheet Contacts.

    The My Smartsheet Contacts form appears.
     
  2. Click Export Contacts > .csv.

The contacts from your My Smartsheet Contacts list will be exported as a .csv file to the location where downloads are stored on your computer.


Tips and Best Practices for Using Contacts

Here are some things to keep in mind when working with contacts:

  • You may not see all of your contacts when you click in a Contact List column. Here's what you will see: (1) contacts that have already been used in the sheet and (2) names of collaborators who have been shared to the sheet.
  • To use contacts from your entire Smartsheet contact list, start typing your contact's name into a cell in the Contact  List column and relevant results will appear via auto-resolve. Currently, there isn't a way to use contact list entries from other sheets.
  • The names you select for your contacts will appear when you assign tasks to them in Contact List columns. However, in other areas such as the Sharing list, the name displayed will be pulled from the user's Smartsheet account. (You can change the name used with your Smartsheet account via Personal Settings: click Account > Personal Settings).
  • Group Admins on multi-user plans can organize contacts into groups, making it easier to share and send information to multiple people. For more information, see Managing Groups.
  • You can import only 1,000 contacts at a time.
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