Manage contacts in the My Smartsheet Contacts list

Applies to

Smartsheet
  • Pro
  • Business
  • Enterprise

This Help Article Appears in the Following Learning Tracks

You'll use contacts in Smartsheet for faster collaboration. For example, 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. Think of it as your cloud directory for Smartsheet tasks where you can store email addresses of coworkers you’ll collaborate with on Smartsheet.

To view the contacts in your My Smartsheet Contacts list, in the Navigation Bar, select Account > My Smartsheet Contacts.

Who can see your Smartsheet contacts

Your My Smartsheet Contacts list is private to you—you're 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: Format your .csv File

You're allowed an unlimited amount of contacts, but you can import only 1,000 contacts at a time.

If you want to import contacts from Outlook, Hotmail, or AOL, export the contacts to a .csv file. Then add these columns in the .csv file: First Name, Last Name, and Email Address. Exact spelling is important or the list won't import correctly.

Here's an example of how to format your .csv file:

First Name Last Name Email Address
Sally Smart sally.smart@smartsheet.com
Ian Intelligent ian.intelligent@smartsheet.com
Dave Diligent dave.diligent@smartsheet.com

 


Add contacts to My Smartsheet Contacts

Bulk import contacts

  1. In the Navigation Bar, select Account > My Smartsheet Contacts
  2. In the My Smartsheet Contacts form, select Import Contacts
  3. Select one of these options:
    • Gmail
      Smartsheet doesn’t store your email username or password. Those credentials are used only to access your email address book.
      1. If you see Google’s login prompt, enter your Google login credentials. Then select Sign In. Otherwise, skip to the next step. 
      2. Select the contacts you want to import into Smartsheet, and then select Import
  • .csv (Outlook, Yahoo, etc.)
    1. Select the .csv file, and select Continue. 
    2. Choose the contacts you want to import into Smartsheet, and then select Import. 
  • vcf (vCard File)
    • Select the vCard file, select Continue, and then select Import.

After importing in bulk, the Smartsheet app adds the contacts you imported to your My Smartsheet Contacts list.

Add contacts individually

  1. In the Navigation Bar, select Account > My Smartsheet Contacts.
  2. To display the Contact form, in the My Smartsheet Contacts form, select Add.
  3. Type the name and email address of the contact, and select OK.

After these steps, Smartsheet adds your new contact(s) to your contact list.

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: 

  • Edit the contact via the My Smartsheet Contacts form, or
  • If you’re in the Sheet Sharing or Report Sharing form, add a contact to the list via the Select Contacts form:
    1. In the Invite Collaborators field, select the Select Contacts icon. 
    2. In the Select Contacts form, select Add New.
    3. Enter your contact’s name and email address, and then select OK.

Edit or delete contacts

  1. In the Navigation Bar, select Account > My Smartsheet Contacts.
  2. In the My Smartsheet Contacts form, right-click the contact that you want to edit or delete. 
  3. Select one of these options:
    • Edit Contact: Enter a name associated with the email address, or change the email address of your contact 
    • Delete Contact: Remove a contact from your contact list

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. To re-assign tasks, see the Find and Replace Values Within a Sheet article.


Export contacts from your Smartsheet Contacts List

  1. In the Navigation Bar, select Account > My Smartsheet Contacts
  2. In the My Smartsheet Contact form, select 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 can manage which contacts appear when you type in a cell.
  • To use contacts from your entire Smartsheet contact list, in the Contact List column, type your contact's name in a cell. Once you start typing, results will appear in the contact list. 
    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 the Personal Settings dialog. To go to your personal settings, select Account > Personal Settings
  • Group Admins on Business and Enterprise plans can organize contacts into groups, making it easier to share and send information to multiple people.