Smartsheet & Microsoft, better together
Sander Bots
Expert in edison365, Microsoft Teams/Project/Power BI, Smartsheet & Meisterplan

Smartsheet & Microsoft, better together

02-09-2020

Are you already using Smartsheet to manage work and is your workplace setup with Microsoft Office 365? You will gain a lot of benefits, combining these two solutions. By connecting Smartsheet to Office 365 you can become much more productive and team collaboration will be much more efficient.


What are the capabilities? Smartsheet summarizes them as follows:

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Import existing work

If you already created an Excel sheet or MS Project File, you can easily import that into Smartsheet via the Smartsheet Solution Center. You will be asked to select the row with the headers and the primary column and determine if you want to take over the formulas as well. Once imported, the newly created sheet contains all data from your file, but the sheet might require some manual adjustments to work the way you want it to work.

Besides importing data, you can also export your Smartsheet to an Excel sheet or MS Project file.

Manage Documents

When Microsoft OneDrive is the location where you store your documents, you don’t need to upload a copy of the file to your Smartsheet in order to share it with your team. Instead, you are able to create a live-link to the file which ensures that the file will always be up-to-date when accessing it through Smartsheet.  Another advantage is that access to the file is managed in OneDrive. This allows you to link the file in Smartsheet, but provide access to specific people. The only downside is that the file needs to be saved in OneDrive. For now, it’s not possible to share files saved on SharePoint or Teams.

Work in your Inbox

Quite often valuable remarks are shared via email. How nice would it be if you can directly link that email to your Smartsheet? From both the Outlook client and web application you are able to attach the contents of the email (including the attachments) to your sheet or row with just one click of a button.

Collaborate

Collaboration is probably the most used integration between Smartsheet and Office 365. There are two integrations available. First of all, you are able to communicate using Skype for Business directly from Smartsheet. This allows you to send instant messages to your colleagues, for example, to ask for a status update.

The other integration focuses on Microsoft Teams. There are a couple of use cases in this area. You can publish your sheets, reports or dashboards to make them publicly accessible in a tab on your Teams channel. You can also set up personal notifications via the out-of-the-box Smartsheet ChatBot in Microsoft Teams. In this case, notifications sent to you in Smartsheet will also appear in Teams. Another use case is to use team notifications. These are workflow-driven alerts that appear in the chat channel of Teams. Unfortunately, the instant messages don’t work with Teams yet, but hopefully, it will be added soon.

Visualize

With the out of the box data connector for Power BI, you are able to easily load detailed Smartsheet data into Power BI and simply create the visualizations you want. Data can come from sheets themselves, but you can also load data from summary sheets and reports. Once the visualizations are created, you can share them via Power BI or incorporate them into your dashboard in Smartsheet.

Integrate documents

Sometimes you want to share a document such as a user manual or a product information sheet via your Smartsheet dashboards. Through the Short Cut widget, you can share documents shared anywhere in Office 365 (Teams, SharePoint, OneDrive) by just providing a URL. Another way of sharing documents in your dashboards is by using the Web Content widget. This allows you to embed a PowerPoint, Excel sheet, or Word document saved in Office 365 into the dashboard by copy-pasting a URL.

Other available integrations

Apart from the vast integrations already described, there are a couple more capabilities available. Let’s surface these ones briefly.

  • Azure Active Directory - simplify sign-on
  • Live data connector – create charts, pivots and other visualizations in Excel
  • Dynamics connector – sync information between Smartsheet and Dynamics (premium app)


Having seen all the possible integrations in this blog, you are now able to manage your work across both Smartsheet and Office 365 making updates, viewing files, and really integrating this data in either direction. You are likely not going to use all capabilities, but with all of these capabilities at your fingertips, you are able to have the information you need, where you need it.

Next to this, as you are working with a variety of collaborators, you are meeting them where they do most of their work by syncing data from one app to the other.  Final remark, and possible the one you like most, is that all the options described are already included in your Smartsheet license!

Want to see this better together story live in action? Reach out to us, and we will show it to you!

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