How to Create a Workspace in Smartsheet

By James T. Cains

Using a workspace in Smartsheet is more than just storing your sheets in a folder. It’s a full-fledged environment in which you can not only organize your sheets and reports, but also set special permissions at the workspace level (so that all the contents of the workspace have the same permissions). You can also brand your workspaces with different colors and logos, which is cool if you work with different external clients.

To create a new workspace, follow these steps:

  1. Log in to Smartsheet and click the Home tab at the top.

  2. Click the Create New drop-down menu and choose Workspace.

  3. Alternatively, you can click Workspaces on the left and click the Create New Workspace link.

  4. Type in a name for your new workspace and click OK. Your new workspace appears in the list of workspaces.

  5. Click the workspace link to open the workspace (see Figure 1).

Now that you have your new workspace, you can either create new sheets in the workspace or move existing sheets into the workspace. If you move sheets, everything associated with the sheet (attachments and discussions) also move into the workspace.

At the bottom of the workspace, you see buttons for Sharing, Attachments, and Discussions. These work the same way they do in individual sheets. Not only can you click these buttons to add collaborators, attachments, and discussions to the workspace, but you can also see lists of the collaborators, attachments, and discussions for all the sheets and reports that reside in that workspace.

Figure 1: Your new workspace.

Figure 1: Your new workspace.

Source: smartsheet.com

To create documents in the workspace, just right-click inside the workspace and choose from the following options:

  • New sheets: You have several options for creating a blank sheet, task list, or project sheet. You can also browse Smartsheet templates to create a new sheet.

  • Import: You can import from Microsoft Excel, Microsoft Project, or Google Sheets to create a new sheet.

  • Report: You can create a new report within the workspace.

  • Folder: You can set up a folder structure inside the workspace to better organize your sheets and reports.

  • Workspace: You can create a new workspace. Note that this is not creating a new workspace inside an existing workspace. The new workspace you create will appear in the list of workspaces to the left and will be separate.

If you want to move existing sheets and reports into a workspace, just go to your Home screen and click Sheets or Reports on the left. Then, you can drag a sheet or report from the list over to the workspace listed on the left (see Figure 2).

Figure 2: Moving a sheet to a workspace.

Figure 2: Moving a sheet to a workspace.

Source: smartsheet.com