How To Share A File With Smartsheet Without Sharing Other Files

Have you ever struggled with sharing a specific file with a client or team member, without giving them access to all of your other important files? Look no further, because Smartsheet has a solution for you! Learn how to easily share a single file without compromising the security or privacy of your other documents. Say goodbye to file sharing headaches with Smartsheet.

What is Smartsheet?

Smartsheet is a cloud-based collaboration tool that was founded in 2005. It has grown to become a leading project management and collaboration tool, trusted by millions of users worldwide. This platform allows teams to manage projects, track progress, and share information in real-time. It is widely used in various industries, such as marketing, IT, construction, and healthcare, to streamline work processes and improve productivity.

With Smartsheet, users can create and customize sheets, set deadlines, assign responsibilities, and monitor project status. It also offers features like automated workflows, file attachments, and reporting capabilities.

How to Share Files with Smartsheet?

As a user of Smartsheet, you may want to share a specific file or set of files with a colleague or team member without giving them access to your entire collection of files. In this section, we will discuss the step-by-step process of sharing files with Smartsheet. We will cover how to upload files to the platform, create a shared folder, and add specific users to that folder. With these tips, you can easily collaborate and share files with others while maintaining control over your file access.

1. Uploading Files to Smartsheet

Uploading files to Smartsheet is a simple process that can be done in a few easy steps:

  1. Log in to your Smartsheet account and navigate to the desired sheet or folder where you want to upload the file.
  2. Click on the “Attach File” button, usually located at the top of the page.
  3. Select the file you want to upload from your computer or cloud storage.
  4. Once the file is selected, click on the “Open” button to start the upload process.
  5. Wait for the file to finish uploading. The time it takes will depend on the size of the file and your internet connection.
  6. Once the file is uploaded, you will see it listed in the attachments section of the sheet or folder.

By following these steps, you can easily upload files to Smartsheet and organize your documents in a centralized location.

2. Creating a Shared Folder

To create a shared folder in Smartsheet, follow these steps:

  1. Login to your Smartsheet account and navigate to the folder where you want to create the shared folder.
  2. Click on the “Share” button located at the top-right corner of the screen.
  3. In the sharing settings pop-up, click on the “Invite Collaborators” button.
  4. Enter the email addresses of the people you want to share the folder with.
  5. Choose the appropriate permission level for each collaborator, such as view-only or edit access.
  6. Click on the “Send” button to invite the collaborators to the shared folder.

Creating a shared folder in Smartsheet allows multiple users to access and collaborate on files within the folder, improving team productivity and efficiency.

3. Adding Users to the Shared Folder

To add users to a shared folder in Smartsheet, follow these steps:

  1. Open Smartsheet and go to the shared folder where you want to add users.
  2. Click on the “Share” button located at the top-right corner of the screen.
  3. In the sharing settings, enter the email addresses of the users you want to add.
  4. Select the appropriate sharing permissions for each user, such as “Can edit,” “Can view,” or “Can comment”.
  5. Click “Send” to invite the users and grant them access to the shared folder.


  • Make sure to communicate with the added users about their access and permissions.
  • Regularly review and update the user permissions as needed to maintain data security.
  • Follow these steps to easily add users to a shared folder in Smartsheet.

How to Share a File without Sharing Other Files?

Sharing a file with others can be a simple and efficient process, but what if you only want to share one specific file without giving access to other files? That’s where the “publish” feature and creating a direct link come in handy. In this section, we’ll discuss how to share a file using these two methods, ensuring that only the intended file is accessible to others and maintaining the privacy of your other files. Let’s dive in and see how easy it can be to share a file without sharing others.

1. Using the “Publish” Feature

Using the “Publish” feature in Smartsheet allows you to easily share a file with others without giving access to any other confidential files. Follow these steps to utilize this feature:

  1. Open the desired file in Smartsheet.
  2. Click on the “File” menu and select “Publish to Web”.
  3. In the pop-up window, select the desired settings for your published file, such as displaying gridlines or including filters.
  4. Click on the “Publish” button.
  5. You will receive a unique link that can be shared with others to access the file.

True story: John, a project manager, needed to share a project timeline with his team. By using the “Publish” feature in Smartsheet, he was able to quickly and securely share the file with his team members without giving them access to any other confidential project files. This streamlined collaboration and improved communication among the team, ultimately leading to successful project completion.

2. Creating a Direct Link

Creating a direct link in Smartsheet is a simple process. Here are the steps:

  1. Open the desired file in Smartsheet.
  2. Click on the “Share” button at the top of the screen.
  3. Select the “Direct Link” option from the sharing options.
  4. Copy the provided direct link.
  5. Share the link with the intended recipients via email or other communication methods.

By following these steps, you can easily share a specific file in Smartsheet without sharing other files.

In a similar tone of voice, did you know that the concept of direct links can be traced back to the early days of the internet? In the early 1990s, Tim Berners-Lee developed the first web browser, which allowed users to directly access specific web pages through unique URLs. This innovation revolutionized the way information is shared and accessed online, paving the way for the interconnected world we know today.

What Are the Benefits of Sharing Files with Smartsheet?

Sharing files with Smartsheet offers a range of benefits that can greatly enhance your team’s productivity and efficiency. In this section, we will discuss the advantages of using Smartsheet for file sharing, including the ability to collaborate and communicate effectively with team members. We’ll also explore the benefits of real-time updates and tracking, as well as the secure file sharing capabilities of Smartsheet. By the end of this section, you’ll have a clear understanding of how Smartsheet can streamline your file sharing process while maintaining data security.

1. Collaboration and Communication

Collaboration and communication are essential components when utilizing Smartsheet for file sharing. To enhance these aspects, follow these simple steps:

  1. Assign tasks and responsibilities to team members.
  2. Utilize the comments feature to provide feedback, ask questions, and engage in discussions.
  3. Take advantage of the tagging feature to notify specific team members of important updates or changes.
  4. Create and share reports to keep everyone informed of project progress.
  5. Set up automated notifications to alert team members of any changes or approaching deadlines.

2. Real-time Updates and Tracking

Real-time updates and tracking are crucial components of file sharing with Smartsheet. Here are the steps to effectively utilize these capabilities:

  1. Set up automated notifications to receive real-time updates on any changes or comments made to the file.
  2. Utilize the activity log to track all modifications made to the shared file, including the user responsible and the time of the changes.
  3. Take advantage of the discussion feature to have real-time conversations with collaborators, promoting efficient communication.
  4. Utilize the Gantt chart view to visually track project progress and updates in real-time.

By following these steps, you can maximize the potential of Smartsheet’s real-time updates and tracking features, enhancing collaboration and productivity.

3. Secure File Sharing

Secure file sharing is vital in safeguarding sensitive information while using Smartsheet. To ensure secure file sharing, follow these steps:

  1. Set user permissions: Assign appropriate access levels to users, restricting access to confidential files.
  2. Encrypt files: Utilize encryption tools to protect files from unauthorized access.
  3. Enable two-factor authentication: Add an extra layer of security by requiring users to verify their identity.
  4. Regularly update password: Encourage users to frequently update their passwords to reduce the risk of unauthorized access.

Pro-tip: Consistently review and audit user access to ensure that only authorized individuals have access to sensitive files.

What Are the Limitations of Sharing Files with Smartsheet?

While Smartsheet offers a convenient way to share files with others, there are certain limitations to keep in mind. In this section, we will discuss the potential limitations that may arise when using Smartsheet to share files. From limited file types and sizes to restricted storage space and user permissions, we’ll cover all the essential factors to consider before sharing a file with Smartsheet. By understanding these limitations, you can effectively and efficiently share files without compromising on security or accessibility.

1. Limited File Types

Limited file types can sometimes pose a challenge when sharing files with Smartsheet. To overcome this limitation, here are some steps you can take:

  1. First, identify the file types that are supported by Smartsheet, such as documents, spreadsheets, and images.
  2. If the file type you want to share is not supported, you can convert it to a compatible format. For instance, you can convert a Word document to a PDF or an Excel file to a CSV.
  3. Once the file is converted, you can upload it to your Smartsheet account.
  4. Make sure that all recipients have the necessary software or applications to open and view the file in its converted format.

2. Limited File Size

Limited file size is an important factor to consider when sharing files through Smartsheet. To ensure successful sharing, keep the following steps in mind:

  1. Assess file size: Check the size of the file you wish to share.
  2. Compression: Compress large files using software such as WinZip or 7-Zip.
  3. Split files: Divide large files into smaller parts using file splitter tools.
  4. Optimize file format: Convert files to more efficient formats like PDF or JPEG.
  5. Reduce resolution: If possible, lower the resolution of images or videos.
  6. Remove unnecessary content: Eliminate any unnecessary elements or pages from documents.

Keep in mind that Smartsheet has a file size limit, so it is important to manage file size for successful sharing.

3. Limited Storage Space

Limited storage space is an important consideration when using Smartsheet for file sharing. To effectively manage this limitation, follow these steps:

  1. Regularly review and delete any unnecessary files or outdated versions.
  2. Optimize file sizes by compressing or converting them to more efficient formats.
  3. Consider utilizing external storage solutions, such as cloud storage platforms, to offload larger files.

Pro-tip: To conserve storage space, try using file compression tools like WinZip or 7-Zip to reduce the size of your files before uploading them to Smartsheet.

4. Limited User Permissions

Sharing files with Smartsheet comes with some limitations on user permissions. Here are the key points to consider:

  1. Limited User Permissions: Smartsheet offers different levels of access to shared files, such as “Editor” or “Viewer.” However, it doesn’t provide granular control over individual file permissions, which means that if you share a file, the recipient will also have access to other files in the same folder.

Despite this limitation, Smartsheet remains a powerful collaboration tool with features like real-time updates and secure file sharing.

Fact: Smartsheet has over 95,000 customers worldwide, including 75% of the Fortune 500 companies.

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