Organize sheets and other items in folders

A folder is a great way to organize Smartsheet items without affecting their sharing permissions. You can create folders within or outside of a workspace. 

Each folder you create outside of any workspace is private to you, even if the folder contents are shared. You can move Smartsheet items between such folders without affecting collaborator access to those items.

Each folder you create within a workspace inherits the sharing permissions of that workspace. For details on shared workspaces, see Share a workspace.

A user on a paid plan can create a folder, modify the folder, and move items into and out of it.

Create a folder

1. On the left navigation bar, select Browse. The Browse panel appears on the left.
2. In the Browse panel, navigate to the location where you want to add a folder (the Sheets directory, another folder, or a workspace),  right-click the location, and select Create New > Folder.
3. Enter a folder name and then select OK.

You can create folder hierarchies (with limitless levels) by creating subfolders and dragging folders into other folders.

Add items to a folder

To create a new item in a folder:

1. Navigate to the folder in the left panel.
2. Click the Create button at the top right of the window and select the item type that you want to add.

To move items into the folder:

1. Navigate to the item you want to move.
2. Select the item's name and drag it to the target folder.

If you can’t move a folder, check to make sure you’re an Admin in the workspace, or try moving a smaller number of items at a time.

Remove a folder

To remove a folder, right-click the folder name and select Delete.

If you delete a folder, all the items you own in it are removed.

Export a folder

By exporting a folder, you export its sheets and reports to one of the following formats:

• Excel workbook
• PDF file
• Google Sheet

You can export up to 10,000 rows across all of a folder's sheets and reports. To export more rows, consider exporting each sheet or report separately or exporting row subsets. For details, see Export a sheet or report.

To export a folder:

1. On the left navigation bar, select Browse.
2. Right-click the name of the folder that you want to export and select the format you want to export to:
   • Export to Excel: Download a multi-tabbed Excel (.xls) workbook through your browser. The workbook contains one tab per each sheet in the folder. A Comments tab appears next to sheets that contain comments.
   • Export to PDF: The PDF Setup menu appears, enabling you to configure the appearance of the document. Select OK to download the PDF through your browser. Every sheet in the folder appears in the PDF file.
   • Export to Google Sheets: Create a multi-tabbed Google sheet in your Google Drive account. The sheet contains one tab per every sheet in the folder. A Comments tab appears next to the sheets that contain comments.