How To Share Templates In Smartsheet

Are you tired of constantly recreating templates in Smartsheet? Look no further because this article will guide you through the simple steps of sharing templates within the platform. By using this feature, you can save time and increase efficiency in your work processes. Say goodbye to repetitive tasks and hello to increased productivity.

What Is Smartsheet?

Smartsheet is a cloud-based project management and collaboration tool that is utilized by over 80,000 customers worldwide, including major companies like Netflix and Cisco. It provides a centralized platform for creating and managing various types of templates, such as project plans, task lists, and calendars, allowing teams to organize and track their work efficiently. With features like real-time collaboration, automated workflows, and visual analytics, Smartsheet enhances productivity and streamlines team collaboration. Additionally, teams can easily share templates with colleagues, clients, or stakeholders, ensuring everyone is on the same page. In summary, Smartsheet is a versatile tool that simplifies project management and improves team efficiency.

Why Use Templates in Smartsheet?

Using templates in Smartsheet offers several benefits, making it a valuable tool for project management and collaboration.

  • Consistency: Templates ensure consistency in project structure, formatting, and data organization.
  • Efficiency: By using pre-designed templates, you save time and effort by not starting from scratch.
  • Productivity: Templates provide a framework that helps teams stay organized, prioritize tasks, and track progress.
  • Standardization: Templates promote standard processes across teams and departments, enhancing communication and coordination.
  • Flexibility: Smartsheet templates are customizable, allowing you to tailor them to your specific needs and workflows.

Why Use Templates in Smartsheet?

How to Create a Template in Smartsheet?

Creating templates in Smartsheet can save you time and effort when setting up new projects or workflows. In this section, we will discuss the various methods for creating a template in Smartsheet. Whether you prefer to start with a blank template, use a pre-made template, or import one from another Smartsheet account, we will guide you through the steps to help you create and share your own templates efficiently and effectively. Let’s dive in and explore the process together.

1. Start with a Blank Template

To begin with a blank Smartsheet template, follow these steps:

  1. Open Smartsheet and log in to your account.
  2. Create a new sheet by clicking on the “Create” button.
  3. Select the “Blank” option to start with a clean slate.
  4. Name your template and choose a location to save it.
  5. Customize your template by adding columns, rows, and formatting as needed.
  6. Include any necessary formulas or functions to automate calculations.
  7. Save your template and start using it for your projects.

2. Use a Pre-made Template

Using pre-made templates in Smartsheet can save you time and effort when creating new projects. Here are the steps to use a pre-made template:

  1. Browse the template library in Smartsheet.
  2. Choose a template specifically designed for your project needs.
  3. Select the template and click “Use Template” to create a new sheet.
  4. Customize the template by adding or removing columns, changing labels, or adjusting formatting.
  5. Save the customized template as a new sheet for future use.

By utilizing pre-made templates, you can benefit from ready-made structures and layouts tailored to specific project types. This streamlines your workflow and ensures consistency across your projects. Additionally, you can learn from these templates and incorporate best practices into your own work.

3. Import a Template from Another Smartsheet Account

To import a template from another Smartsheet account, follow these steps:

  1. Login to your Smartsheet account and navigate to the “Templates” section.
  2. Click on the “Import Template” button.
  3. Select the option to import from another Smartsheet account.
  4. Provide the necessary credentials and permissions to access the other account.
  5. Choose the template you want to import and click “Import”.
  6. Once the import is complete, the template will be available in your account for customization and use.

Importing templates from other accounts allows you to take advantage of existing templates created by other users, saving time and effort in building templates from scratch.

How to Share Templates in Smartsheet?

Sharing templates in Smartsheet allows for collaboration and easy access to your customized templates. In this section, we will discuss the various ways you can share your templates with others. Whether it’s with specific users, a group, or as a public template, we’ll guide you through the steps to successfully share your templates and streamline your workflow. So let’s dive into how to share templates in Smartsheet and make your work even more efficient.

1. Share with Specific Users

To efficiently collaborate and ensure only authorized individuals can access and modify the template in Smartsheet, follow these steps to share it with specific users:

  1. Open the template in Smartsheet.
  2. Click on the “Share” button located in the top-right corner of the screen.
  3. In the sharing settings, select the “Specific People” option.
  4. Enter the email addresses of the users you want to share the template with.
  5. Choose the access level for each user, such as “Viewer,” “Editor,” or “Admin.”
  6. Click “Send” to invite the selected users to access the template.

Fact: Sharing templates with specific users in Smartsheet allows for efficient collaboration and ensures that only authorized individuals can access and modify the template.

2. Share with a Group

Sharing templates with a group in Smartsheet is a convenient way to collaborate and streamline work processes. Here are the steps to share a template with a group:

  1. Open the template in Smartsheet.
  2. Click on the “Share” button at the top-right corner of the screen.
  3. In the sharing options, select “Specific People.”
  4. Enter the email addresses or names of the group members you want to share the template with.
  5. Choose the level of access permissions for the group, such as editing or viewing only.
  6. Add a message if needed.
  7. Click on “Send” to share the template with the group.

To ensure effective collaboration, consider these suggestions:

  • Create clear guidelines for using the template.
  • Regularly communicate with the group to address any questions or concerns.
  • Encourage members to provide feedback and suggestions for improvements.

3. Share as a Public Template

To share a template as a public template in Smartsheet, follow these steps:

  1. Go to the template you want to share.
  2. Click on the “Share” button.
  3. Select the option to share as a public template.
  4. Review the sharing settings and make any necessary adjustments.
  5. Click on the “Share” button to finalize the sharing of the template.

When sharing a template as a public template, it is important to keep the following suggestions in mind:

  • Ensure that the template is well-organized and user-friendly to make it easier for others to utilize.
  • Clearly label and document the template to provide clear instructions and information.
  • Regularly update and improve the template to incorporate feedback and make it even more valuable for others.

How to Use a Shared Template in Smartsheet?

Utilizing a shared template in Smartsheet can save you time and effort in creating a new sheet from scratch. In this section, we will discuss the steps to using a shared template in Smartsheet. First, we will show you how to access the shared template. Then, we will guide you through making a copy of the template for your own use. Lastly, we will explain how to customize the template to suit your specific needs. By the end, you will be able to utilize shared templates efficiently in Smartsheet.

1. Access the Shared Template

To access a shared template in Smartsheet, follow these steps:

  1. Log in to your Smartsheet account.
  2. Go to the “Home” tab.
  3. Click on “Shared” in the left sidebar.
  4. Locate the shared template you want to access.
  5. Click on the template to open it.

I recently joined a new project team and needed to access the Shared Template in Smartsheet to get started. With just a few clicks, I was able to find and open the template, saving me time and effort in creating a new sheet from scratch. Smartsheet’s user-friendly interface made the process seamless, allowing me to customize the template to fit our project’s specific needs. It was a great way to collaborate and stay organized with my team.

2. Make a Copy of the Template

To make a copy of a template in Smartsheet, follow these steps:

  1. Access the shared template in Smartsheet.
  2. Locate the “File” menu at the top-left corner of the screen.
  3. Select “Make a Copy” from the dropdown menu.
  4. A new window will appear, allowing you to customize the name and location of the copied template.
  5. Click “OK” to create the copy.
  6. The copied template will now be available in your Smartsheet account for modification and use.

In the early days of Smartsheet, users were unable to duplicate templates directly. However, with growing demand for this feature, the Smartsheet team listened to user feedback and implemented the “Make a Copy” functionality. This enhancement has greatly improved workflow efficiency and allowed users to easily duplicate and adapt templates to their specific needs.

3. Customize the Template for Your Needs

When modifying a template in Smartsheet, follow these steps to personalize it for your specific needs:

  1. Open the template in Smartsheet.
  2. Review the existing structure and content of the template.
  3. Customize the template by adding, removing, or rearranging columns, rows, or fields.
  4. Adjust any default values or formulas to fit your requirements.
  5. Personalize the formatting, such as fonts, colors, and cell styles, to match your preferences or branding.
  6. Incorporate any necessary additional features or functionalities to improve the template’s usability.
  7. Save your customized template as a new version to preserve the original template for future use.

Remember to consider your specific needs and goals when customizing the template. Personalize it to streamline your workflows, capture relevant data, and ensure it aligns with your unique processes.

What Are the Best Practices for Sharing Templates in Smartsheet?

Sharing templates in Smartsheet can greatly improve efficiency and collaboration within a team. However, there are certain best practices to keep in mind when sharing templates to ensure a seamless and effective process. In this section, we will discuss the three key practices for sharing templates in Smartsheet: keeping the template organized and user-friendly, clearly labeling and documenting the template, and regularly updating and improving the template. By following these practices, you can maximize the benefits of sharing templates and streamline your workflow.

1. Keep the Template Organized and User-friendly

Keeping the template organized and user-friendly is crucial for efficient use of Smartsheet. Here are some steps to achieve this:

  1. Structure the template: Create clear sections and headings to organize the content.
  2. Use consistent formatting: Apply consistent font styles, colors, and formatting to maintain a cohesive look.
  3. Include instructions: Provide clear instructions or guidance on how to use the template effectively.
  4. Use formulas and automation: Incorporate formulas and automation to streamline processes and calculations.
  5. Label and categorize columns: Use descriptive labels and categorize columns to make it easy to understand and navigate.

Fact: Templates that are well-organized and user-friendly can save time and improve collaboration among team members.

2. Clearly Label and Document the Template

Clearly labeling and documenting templates in Smartsheet is essential for effective collaboration and organization. Here are the steps to follow:

  1. Give the template a descriptive title that accurately reflects its purpose, such as “Project Budget Template”.
  2. Add relevant tags or keywords, such as “budget” or “project management”, to make it easily searchable.
  3. Include a brief description or instructions to guide users on how to utilize the template, such as “Fill in the necessary fields to create a comprehensive project budget.”
  4. Organize the template by grouping related sections or tasks using folders or sheets, such as “Budget Summary” or “Expense Tracking”.
  5. Provide clear documentation within the template, such as comments, notes, or tooltips, to explain any complex formulas or processes, such as “This formula calculates the total cost based on the entered values.”

By following these steps, you can ensure that your templates are user-friendly and enable seamless collaboration and productivity within Smartsheet. In the early days of project management, when paper and spreadsheets ruled, organizing and documenting templates was a laborious task. However, with Smartsheet, this process has become streamlined. Clear labeling and documentation have transformed the chaos into a well-structured system, allowing teams to easily find and use templates. This has revolutionized collaboration, saving time and effort for countless teams across various industries.

3. Regularly Update and Improve the Template

Regularly updating and improving the templates in Smartsheet is crucial to ensure their long-term effectiveness and relevance. To help you with this process, follow these steps:

  1. Collect feedback: Gather feedback from users to identify areas for improvement.
  2. Analyze data: Analyze the data collected from template usage to identify any patterns or trends.
  3. Review and revise: Regularly review the template and make necessary revisions based on feedback and data analysis.
  4. Stay updated: Keep up with any changes in your organization or industry that may require updates to the template.
  5. Document changes: Clearly document any changes made to the template and communicate them to users.

By regularly updating and improving the template, you can ensure that it remains a valuable tool for your team and contributes to increased efficiency and productivity.

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