How to Export Smartsheet to Excel [Step-by-Step Guide]

In today's fast-paced world of project management and data-driven decision-making, the ability to seamlessly export data from Smartsheet to Excel is a vital skill. Smartsheet serves as an indispensable tool for collaborative project management, while Excel remains the go-to choose for powerful spreadsheet solutions. In this comprehensive guide, we will unveil step-by-step methods that will empower you to export Smartsheet to Excel with confidence.

Part 1. How to Export Smartsheet to Excel?

Method 1: Export Smartsheet to Excel with Built-In Features

Smartsheet's layout is a natural match with Excel's spreadsheets, allowing you to export tasks directly to an Excel file. Here's a step-by-step guide:

Step 1: Access the Smartsheet you wish to export.

Step 2: Click on "File."

Step 3: Hover your cursor over "Export."

Step 4: Select "Export to Microsoft Excel."

Step 5: You'll receive an XLSX file that can be uploaded to Excel. Navigate to OneDrive.

Step 6: Find your file and click on the ellipses.

Step 7: Click "Open," followed by "Open in Excel Online."

Step 8: Congratulations! You've successfully exported your Smartsheet to Excel.

Now, you have an Excel spreadsheet filled with data from Smartsheet, ready to share with stakeholders and teams.

Limitations of this method:

While the built-in export feature is convenient, it has its limitations:

1. Manual exports: This method requires manual intervention every time you need to export data. It's suitable for occasional exports but not scalable for managing multiple teams' needs.

2. Out-of-date data: Exported data becomes outdated immediately because Smartsheet and Excel are not linked. Updates in one tool don't transfer to the other, leading to manual data transfer.

3. Limited data transfer: Data exported using this method appears as plain text, losing dynamic features like dropdowns and assignees. This limitation hinders comprehensive project management when using Excel.

Method 2: Export Smartsheet to Excel in “Left Navigation Pane”

1. In the left navigation pane, locate and click on "Browse" to access all available sheets and reports.

2. Select the specific sheet or report you wish to export by clicking on its title.

3. Once you have selected the sheet, look for the "Actions" button at the top of the screen and click on it.

4. From the Actions menu, select "Export to Microsoft Excel."

5. Your data will be automatically imported into an Excel sheet, which will then be downloaded to your computer.

6. After downloading, open the Excel file. Here's how the exported data will appear:

Limitations of this method:

While this method offers a straightforward way to export Smartsheet data to Excel, it also comes with certain limitations to be aware of:

1. Limited Export Options: The export process is relatively simple, but it lacks advanced customization options. You may have limited control over the format and structure of the exported Excel file.

2. Manual Selection: You need to manually select the sheet or report you want to export, which may be time-consuming if you frequently export multiple sheets or reports.

3. No Real-time Sync: Like the previous method, this method does not establish a real-time sync between Smartsheet and Excel. Any updates or changes made in Smartsheet after the export won't automatically reflect in the exported Excel file.

Method 3: Export Smartsheet to Excel Through the UI

Here's a step-by-step guide for exporting Smartsheet to Excel through the user interface (UI):

1. In the menu bar, select "File" and click on "Send as an attachment."

2. Type the email addresses of the individuals who should receive the email.

3. You can separate multiple email addresses with either a comma or a semicolon.

4. To select contacts from your Smartsheet Contact List, click on "Select Contacts." This allows you to choose from team members or groups created by Group Admins.

5. Edit the email subject and message as needed. By default, the sheet's name is included in the Subject field.

6. In the window, under the "Attach as" option, click on "Microsoft Excel."

7. Next to "Delivery," you can choose to schedule the email for later or on a recurring basis. If you set up recurrences, they will appear in the right panel of the Send as Attachment form. To edit or delete a recurrence, click the arrow next to the description of the recurrence.

Limitations of this method:

While exporting Smartsheet to Excel through the UI is a convenient method, it also has some limitations:

1. No Real-time Updates: Similar to previous methods, this method does not establish a real-time sync between Smartsheet and Excel. Any changes made in Smartsheet after sending the attachment won't be automatically reflected in the exported Excel file.

2. Limited Data Transfer: The exported Excel file may not include the entire dataset if filters are applied to display only specific rows. Filters can be used for one-time attachments only and are not applicable to attachments sent on a recurring basis.

3. Email Dependent: This method requires sending the data via email, making it less suitable for scenarios where real-time collaboration or automated data transfer is needed.

Part 2. Best Free Alternative—WPS Office

WPS Office is a versatile and modernized suite of office applications, offering free access to essential tools like Word, Excel, and PowerPoint. With its wide-ranging support for various file formats, including DOCX, XLSX, and PPTX, it empowers users to create, edit, and collaborate seamlessly across different document types.

Advantages of WPS Office:

1. Free Download and Usage: One of the standout features of WPS Office is that it's available for free, making it an excellent alternative to expensive office software suites.

2. Powerful PDF Toolkit: WPS Office comes equipped with a robust PDF toolkit, allowing you to create, edit, convert, and secure PDF documents with ease.

3. Rich Template Store: The software offers a vast library of templates for various document types, saving you time and effort in creating professional-looking documents.

4. Support for Online Documents: WPS Office integrates seamlessly with cloud storage services like Dropbox, Google Drive, and OneDrive, enabling you to access and edit your documents from anywhere with an internet connection.

5. Safe and Stable: WPS Office prioritizes data security and stability. It offers reliable performance and ensures that your documents are kept safe and confidential.

My Experience with WPS Office:

In my experience, WPS Office presents an excellent free alternative to traditional office software like Microsoft Office or Google Workspace. Its standout features include the extensive template store, efficient PDF toolkit, and the ability to collaborate on documents in real-time.

Compared to Smartsheet, WPS Office is more suitable for users who require a comprehensive office suite for creating and managing documents, presentations, and spreadsheets without the need for complex project management and collaboration features. It caters to a wide range of users, from students and freelancers to small businesses looking for a reliable and cost-effective office solution.

FAQs

1. Will the formatting of my Smartsheet data remain intact in the Excel file?

Basic formatting such as fonts and cell colors will be preserved in the Excel file. However, complex formatting and conditional formatting may not transfer perfectly and might require manual adjustments in Excel.

2. Can I update the exported Excel file with new data from Smartsheet?

Yes, you can update the exported Excel file with new data from Smartsheet. However, this will require you to repeat the export process each time you want to update the Excel file with the latest data.

Conclusion: Bridging the Gap Between Smartsheet and Excel with WPS Office

In this comprehensive guide, we've explored the essential steps and methods to export Smartsheet data to Excel, catering to the needs of individuals and businesses striving for efficient data management. We began by highlighting the significance of seamlessly transitioning data between these two powerful tools, Smartsheet and Excel, both essential for project management and data analysis.

However, it's not just about finding the right method—it's also about discovering the right tool. Enter WPS Office, a modernized and cost-effective alternative to traditional office software. With its powerful PDF toolkit, rich template store, and support for various document formats, WPS Office offers a compelling solution for users seeking an all-in-one office tool.