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To use a Smartsheet template, open the Template Gallery, preview a solution, and select Create from template; Smartsheet adds its contents as a new workspace. To reuse a sheet you have already built, save it with File > Save as Template, then create a sheet from that saved template. The right route depends on whether you want a ready-made solution or a reusable copy of your own design.
Choose between the gallery and a saved sheet
| Starting point | What you get | Best for | How reuse works |
|---|---|---|---|
| Template Gallery | A prebuilt solution that may include sheets, forms, automation, reports, and dashboards. | Starting with an example or adopting a multi-part workflow. | Create the solution as a new workspace, then customize its components. |
| Save an existing sheet as a template | A reusable template based on your sheet, with controls for retained data, formatting, and workflow settings. | Replicating a sheet design or process you have already developed. | Save the sheet as a template, then use that template to create a new sheet. |
Smartsheet describes the gallery as a way to discover capabilities and work practices as well as start a process. Its available examples can be more than a single sheet. Smartsheet’s Template Gallery guide
Find and create a gallery template
- In Smartsheet, select +Create in the left navigation, then select More options.
- In the Start with a popular template area, select View all templates. You can also open the Smartsheet Template Gallery directly.
- Choose a category and apply filters. Select a template thumbnail to read its description and preview the included elements.
- Select Create from template. Smartsheet creates a new workspace containing the template solution in your account.
Before editing, rename the workspace and any sheets, reports, or dashboards to match your team. Smartsheet says renaming does not change how the template functions.
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Customize the gallery solution without breaking it
Inspect how the components connect
Review the sheets, reports, dashboards, forms, and automation before changing the structure. Check sheets for formulas, cell references, hierarchy, forms, or automation; look at report filters and dashboard widgets to understand what information they use. These dependencies can affect whether the solution continues to work as intended.
Replace sample content carefully
Once you understand the dependencies, remove or replace only the example data you do not need. Preserve formulas, references, hierarchy, and other functional elements unless you know how they are used. After changing data or structure, verify that reports and dashboards still reflect the intended sheets. Smartsheet’s guidance specifically cautions users to account for capabilities that may affect a template’s function. See the gallery customization guidance
Adapt the solution to your process
You can edit cell data, change column types, adjust report filters, and create dashboard widgets. Make those changes after inspecting the solution, so you do not remove something a report, formula, or workflow relies on.
Save an existing sheet as a reusable template
- Open the sheet you want to reuse and choose File > Save as Template.
- Enter a template name and choose where to save it.
- Under Automated Workflow & Alert Options, choose whether to include workflows and alerts. Set whether copy/move-row workflows should reverse the destination, if that option applies to your process.
- Under Data & Formatting Options, choose what content to retain. Columns and conditional formatting rules are always saved. To keep only column names and types, clear the option to include sheet data and formatting.
- Select Save.
To make a new sheet from the template, find it through Browse in the relevant folder or workspace. Select it to preview, then choose Use Template. Name the new sheet, choose whether to include saved features such as data, formatting, attachments, discussions, and forms, select a destination, and save. The exact options available depend on the template and account context. Smartsheet’s guide to creating and using templates
Understand sharing and permissions
Templates created from a sheet are private and cannot be shared individually, according to Smartsheet’s template guide. To let others use one, move it to a shared workspace; people shared to that workspace with Admin access can create new sheets from it. For a gallery solution, Smartsheet also documents inviting collaborators while creating a template from the gallery. Check the permissions shown in your own account and workspace before relying on either route.
Automated workflows in a template exclude specific email addresses. If a new sheet needs those addresses, re-enter them after creating it from the template. Review Smartsheet’s template and sharing instructions
Check that your plan and access allow the task
Smartsheet’s gallery instructions list Pro, Business, and Enterprise plans. A separate free-user feature guide says free users cannot create sheets or save sheets as templates. This means the available controls depend on plan and permissions; do not assume every account can create, save, or share templates. If a described option is missing, check your account type and workspace access. Smartsheet’s free-user feature guide
Independent reader supportYour contribution helps us test, update, and keep practical guides available for everyone.When a standard template is not enough
For a larger or more specialized business process, Smartsheet’s gallery guidance suggests contacting its Solution Services team to assess and design a solution. That is a service option for tailored needs, rather than a requirement for using ordinary gallery or sheet templates. Smartsheet’s gallery guidance
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