A vector graphic of data that represents the data that will be imported into Smartsheet from Excel.

How to EASILY Import Data into Smartsheet

Table of Contents

Overview of Importing Data into Smartsheet

Importing data into Smartsheet is a straightforward process that allows users to quickly and easily transfer information from other sources. The platform supports various file formats, including Excel, CSV, Google Sheets, and Microsoft Project files. Users can import data using the standard import wizard or through an automated process using integrations with popular apps like Salesforce and Jira.

Before importing data into Smartsheet, it’s essential to ensure that the source file is formatted correctly. This involves ensuring that columns are labeled accurately and in the correct order. Users may also want to consider cleaning up their data by removing any duplicates or empty cells before importing it into Smartsheet.

Once the source file is ready, users can begin the import process by selecting the appropriate option from their Smartsheet account. They will then be prompted to select the desired file format and map fields from the source file into corresponding columns within Smartsheet. Once complete, users can review their imported data for accuracy and make any necessary adjustments before sharing it with others on their team.

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Determine the Source

When importing data into Smartsheet, it is essential to determine the source of your data. This means identifying where the data is coming from and understanding its quality. The source can help you understand how to format the data correctly, whether it needs cleaning or transformation, and what structures are required.

One way to determine the source of your data is to check its metadata. Metadata includes information about the structure, content, and context of your data. It tells you who created the dataset, when it was created or modified and provides details on any transformations applied. Reviewing this information will give you a baseline for evaluating whether this data fits within your requirements.

Another way to identify where your data comes from is by checking the file type extension before importing into Smartsheet. For instance: CSV files are typically used for tabular datasets; spreadsheets like Excel contain multiple tabs with tables; JSON files contain nested objects that represent structured hierarchies of information.

By understanding where your data comes from and its quality parameters beforehand, you’ll be better prepared for importing it into Smartsheet in order to make informed decisions on formatting changes needed (if any).

Choose Import Method

When importing data into Smartsheet, it is important to choose the appropriate import option to ensure a smooth and accurate transfer of information. One option is the “Upload from File” method, which allows you to upload a file in formats such as Excel, CSV or TSV. This method is useful for importing large amounts of data at once.

Another import option is the “Connect to Data Source” method, which allows you to connect directly to external sources like Salesforce or Google Drive. This method ensures real-time syncing between your Smartsheet sheet and your data source and enables automatic updates in Smartsheet when changes are made in the source.

Finally, there is also an option called “Copy and Paste”, where you can copy data from another program or website and paste it directly into a sheet. While this option may seem convenient for small amounts of data, it can sometimes result in formatting errors or issues with special characters.

Choosing the right import method depends on your specific needs and preferences. Understanding each option will allow you to make an informed decision that maximizes efficiency while minimizing errors during the import process.

Map Data Fields

One of the most important steps in importing data into Smartsheet is to map your data fields accurately. This means matching the columns in your source file with the corresponding columns in Smartsheet. When you import data, Smartsheet uses this mapping to ensure that each field is imported into the correct column.

It’s crucial to take the time to carefully review and match your data fields before importing. If fields are not mapped correctly, data may be entered into incorrect columns or omitted entirely. This can result in errors, confusion, and lost information.

To help with this process, Smartsheet provides a mapping tool that allows you to easily match fields between your source file and Smartsheet. You can also use formulas and other advanced features to further manipulate and format your data during the import process. By taking these steps to ensure accurate field mapping, you’ll be able to seamlessly integrate external data into your Smartsheet workflows with confidence.

Review and Edit Data

Once data has been imported into Smartsheet, it is important to review and edit the data to ensure accuracy. This can be done by checking for any errors or inconsistencies in the data and making necessary edits. One way to do this is by using Smartsheet’s filter and sort functions. By filtering out specific columns or rows, it becomes easier to identify any errors or discrepancies in the data.

Another tool that can be useful in reviewing and editing data is conditional formatting. With this feature, users can set rules that highlight cells based on specific criteria such as values outside a certain range or duplicates within a column. This allows for quick identification of potential errors in the data.

Taking the time to thoroughly review and edit imported data helps ensure its accuracy and reliability for future use in projects or analysis.

Finalize Import

Once you have uploaded your file to Smartsheet, you will need to finalize the import process. Before confirming the import, make sure that all of your data is accurate and in the correct format. You can preview your data by clicking on the “Preview” button in the final step of the import wizard.

If everything looks good, click on “Import”. Smartsheet will then process your data and create a new sheet or update an existing one with your imported information. You will receive an email notification once the import process is complete.

After importing your data, it’s important to review it for accuracy and make any necessary adjustments. You may also want to add columns or customize views to better suit your needs. With Smartsheet’s powerful tools and features, you can easily manage and analyze large sets of data from various sources.


In conclusion, importing data into Smartsheet has numerous benefits. Firstly, it saves time and minimizes errors as opposed to manual data entry. This is especially true when dealing with large datasets with multiple columns and rows. By having the ability to import data from other sources such as Excel, Google Sheets, or CSV files, users can quickly populate their Smartsheet projects without having to start from scratch.

Secondly, importing data provides consistency in terms of formatting and accuracy of information. When manually entering data into a Smartsheet project, one may accidentally type in incorrect values or make formatting errors which can compromise the integrity of the entire dataset. However, by importing data from a source that has already been vetted for accuracy and consistency such as an existing database or spreadsheet file, users can ensure that they are working with reliable information.

Lastly, importing data allows for seamless integration between different applications. With many businesses relying on multiple software platforms to manage their operations and store critical information, being able to import this information into Smartsheet means that teams can access all their relevant data in one central location without having to switch back and forth between various applications.

Check out our latest article, Can Project Management Software Improve Team Collaboration?, to take your Smartsheet skills to the next level.