How to export your data from Smartsheet

Export data from Smartsheet: what the backup covers and what it misses

If you are facing a renewal, a price change, a residency concern or an exit decision, you need more than a spreadsheet download. Smartsheet's own backup gives you sheet data as Excel files, along with comments and uploaded attachments, delivered as a zip. Reports, dashboards, formulas, automated workflows, cross-sheet references and formatting are not in that package, so each of them must be exported separately or documented by hand before you rely on it. A complete export is therefore a set of paths, not one button: the backup, attachment retrieval for linked files, and manual capture of the logic that lives in the account.

Plan and role requirements come first. Backups are available on Business and Enterprise plans. Recurring backups need Owner or Admin rights, while one-time backups need Viewer or higher, so confirm with your administrator which of these you can actually trigger before planning the rest. Also check whether your sheets link to files in Google Drive, OneDrive, Box or Dropbox, because those attachments are excluded from the backup and must be pulled from each provider. Ask your Smartsheet administrator to list every sheet, report and dashboard in scope so you can match the inventory against what the zip contains.

Treat the zip as the data layer only. Because the backup holds sheet data without the rest of the account, restoring it into another system means rebuilding each Smartsheet item by hand, including its views, rules and cross-sheet links. Record formulas, automation rules and dashboard definitions in a separate register before you cancel anything, since that register becomes the specification for the target system. The exact contents of each backup file are described in the Smartsheet backup file contents article, which you should read alongside your own sheet inventory.

Which Smartsheet data you can export and in what format

This table lists the data types you can get out of Smartsheet, the method used for each, the format delivered and the limits that apply. Read it as a checklist: the backup covers sheet data and attachments stored in Smartsheet, while most of the logic and presentation layers need to be rebuilt or documented before you leave.

Data type	Export method	Format	Limits
Sheet rows, values and dates	Backup on Business or Enterprise plan	Excel .xlsx files inside a .zip	Sheet data only; confirm each sheet is included in your backup
Comments on sheets	Included in backup	Within the exported Excel files	Confirm how comments appear in the delivered files
Uploaded attachments	Included in backup	Files packaged in the .zip	Attachments linked from Google Drive, OneDrive, Box or Dropbox are excluded
Inline images	Included in backup, to be verified	Confirm in the delivered files	Check each sheet with images before relying on the export
One-time backup	Requested by a user with Viewer or higher	Zip of .xlsx files	Available on Business and Enterprise plans only
Recurring backup	Set up by an Owner or Admin	Zip of .xlsx files	Limited to Owner or Admin roles; confirm schedule options for your plan
Reports, dashboards and formulas	Not included in backup	Not exported	Document and rebuild manually or with a script from sheet data
Workflows, cross-sheet references and formatting	Not included in backup	Not exported	Record each rule and link before export; confirm current options in Smartsheet's help center

What the Smartsheet backup leaves out and how to capture it

The Smartsheet backup gives you sheet data, comments and attachments stored in the sheet, but not the logic and configuration around them. The six items below are what you must capture by other means before you cancel a plan, since they are often the hardest part of a move to OpenProject.

Reports

Smartsheet reports are filtered, grouped views across one or more sheets, and the backup does not include their definitions. Before export, open each report and record its source sheets, filter criteria, sort order, grouping and visible columns. Capture a screenshot of each report as a reference copy. Check which teams or stakeholders rely on each report, because the rebuilt views in OpenProject will need the same questions answered.

Dashboards

Dashboards combine widgets such as charts, metrics and report embeds, and the backup does not include them. Export nothing from the dashboard itself. Instead, list each widget, its data source and its refresh behavior, then take screenshots of the layout. Note which dashboards are shared with executives or external reviewers, since those audiences will expect the same figures after the move.

Formulas

The backup contains the values that formulas produced, but not the formulas themselves. Each column formula can carry business logic, such as calculated end dates, budget roll-ups or status flags. Document the formula text and the intended result per column in a separate register, and mark which columns are manual entry. Without this register, a rebuilt schedule can look correct on day one and drift later.

Workflows and automations

Automated workflows, such as alerts on date changes, row approvals or status-driven updates, are not part of the backup. Write down each rule as a trigger, a condition and an action, along with the recipients. Confirm which rules send notifications to people outside the organization. These rules belong in a decision list, since OpenProject notifications and reminders are configured differently and must be tested again.

Cross-sheet references

Links between sheets, such as a portfolio sheet pulling dates from project sheets, are lost in the Excel files. Map every cross-sheet reference by source and target cell, and check whether the values are read-only or editable. In a move to OpenProject, these links become relationships between work packages or project hierarchies, so the mapping sheet is the input for that design.

Formatting and linked cloud files

Conditional formatting, color codes and column widths are dropped, and so are attachments linked from Google Drive, OneDrive, Box or Dropbox, which the backup excludes. Record the color rules that carry meaning, such as red for overdue, and list every linked file with its source location. Then download those files from their own storage with the permissions of the owner, rather than expecting them in the zip.

Who can run a one-time backup and who can schedule recurring ones

Anyone with Viewer or higher access can run a one-time backup of a Smartsheet. This is the role to use for a single, point-in-time export, such as a snapshot taken before a renewal decision or a first test of what the backup contains. The output arrives as a .zip of .xlsx files, so the person running it does not need administrative rights to produce a copy. Because the backup contains sheet data only, a Viewer should treat the zip as a partial record and confirm what sits outside it before relying on it.

Run a test export first: Export one representative sheet and open the .xlsx files to see which columns, comments and attachments arrive intact.
Record what is missing: Note reports, dashboards, formulas, workflows, cross-sheet references, formatting and linked files from Google Drive, OneDrive, Box or Dropbox, since a one-time backup does not carry them.
Ask for a named export owner: Request that an Owner or Admin confirm who will run the final one-time backup inside the exit window.
Store the zip off the Smartsheet tenant: Save each download to a repository the organization controls, with the date and sheet names in the file name.

Before the window opens, confirm with your workspace administrator that your account can reach every sheet in scope.

How the backup file is structured and why sheet data alone is not a restore

The Smartsheet backup arrives as a zip of .xlsx files, one Excel workbook per sheet, with comments and uploaded attachments carried alongside the sheet data. That is the full extent of what the file holds. Reports, dashboards, formulas, automated workflows, cross-sheet references and formatting are not in the archive, and attachments linked from Google Drive, OneDrive, Box or Dropbox are excluded as well. Read the export as a data set for migration, not as a working copy of the workspace. Before you start any migration, open a sample of the workbooks and confirm which columns, row groups and attachments you actually see, so the inventory you build is based on the file rather than on memory of the platform.

Restoring into another platform means rebuilding each Smartsheet item by hand or with scripts. Each sheet becomes a project, a set of work packages or a table, and every view, summary, calculated column and automation that depended on Smartsheet's own engine has to be reproduced in the target system or retired deliberately. The export also does not describe how sheets were used. It does not tell you which sheets roll up into a portfolio view, which row references feed another team's status report, or which columns were treated as the source of truth for a milestone. The team therefore needs its own record: a map of sheet relationships, a list of reports and dashboards with their owners and audiences, and a note of the manual steps people perform each week. Gather that record from the sheets and from the people who use them, and treat it as a deliverable of the export, not an afterthought.

A complete export sequence for Smartsheet, from inventory to sign-off

This sequence turns a Smartsheet account into a verified, dated archive that records what the built-in backup holds and what it leaves out, so the business owner can sign off before any migration starts.

Inventory every workspace, sheet and linked file
Ask a Smartsheet admin to list every workspace, sheet, report, dashboard and automation, and mark which sheets have attachments linked from Google Drive, OneDrive, Box or Dropbox. Record the owner and the sheet count for each workspace in a spreadsheet kept outside Smartsheet. The step is done when every workspace has a row and the admin confirms nothing was missed by comparing the list against the account's workspace view.
Confirm plan and role access
Check that the account is on a Business or Enterprise plan, since backups are not offered on other plans. Confirm that the person running recurring backups holds Owner or Admin rights, and that the person running one-time backups holds Viewer or higher on each workspace. Write the names and roles into the export log. The step is done when a test one-time backup of one workspace starts without a permissions error.
Run one-time backups for each workspace
Run a one-time backup for each workspace in the inventory, not a single account-wide pull, so each archive maps to a known scope. Download each backup as a .zip of .xlsx files and keep the original file names. Generate a SHA-256 checksum for every zip with a command such as sha256sum and store the checksum next to the archive. The step is done when every workspace in the inventory has a zip and a matching checksum file.
Download linked cloud files separately
Using the inventory from the first step, export files attached from Google Drive, OneDrive, Box or Dropbox directly from those services, because the backup excludes them. Keep the folder structure that maps each file to its source row and sheet. Compare the number of linked files in the inventory against the number downloaded. The step is done when every linked file is either saved locally with its sheet reference or logged as an exception with an owner.
Document formulas, references, workflows and dashboards
Open each sheet and report and record the formulas, cross-sheet references, automated workflows, dashboards and formatting rules, since none of these appear in the backup. Export a screenshot or written description of each dashboard and workflow, and note which sheet and column each formula depends on. Keep the document alongside the zip files. The step is done when a reviewer can point to a documented item for each automation and dashboard in the inventory.
Record the export log with dates and owners
Create an export log with one row per workspace, listing the backup date, the person who ran it, the zip file name, the checksum, the count of linked files and the location where the archive is stored. Include the exceptions from the earlier steps. Ask the storage team to confirm that the location is inside your own infrastructure and has access controls. The step is done when the log matches the files on disk, and a second person has checked a sample of checksums.
Obtain business owner sign-off
Send the export log, the inventory, the documented items and the exception list to the business owner of each workspace. Ask them to confirm that the archive covers the sheet data they need, and to accept in writing the items that are not exported, such as reports and dashboards that will be rebuilt later. Store the signed record with the export log. The step is done when every workspace has a dated sign-off and no open exceptions remain without an agreed owner.

How to verify the export before the contract ends

Verify the export while the Smartsheet account is still active, because once access ends you cannot compare the zip against the live workspace. Start with an inventory: list every sheet in the workspaces you are exporting, note the row count of each sheet in Smartsheet, and check that the same sheet appears in the backup with a matching row count. Keep the inventory in a spreadsheet with the sheet name, workspace, owner, row count and the date you checked it. Repeat the count for sheets that others edit often, since a count taken on Monday may not match the file you pulled on Friday.

Next, reconcile attachments and linked files separately, because they are handled differently. Every file uploaded directly to a sheet should appear in the zip, so count them in Smartsheet and compare the total with the attachment files in the backup. Files linked from Google Drive, OneDrive, Box or Dropbox are not in the zip, so build a second list of those links and download the files yourself through the owning account. Record each linked file name, its source service and the download date. Then spot-check a sample of sheets for dates, dependencies, assignees and comments, opening each sample in Smartsheet and in the Excel file side by side. Ask Smartsheet to confirm any limits on backup size, file retention or how long a backup remains available for your account, since these settings are not covered by a general description.

Store the zip, its checksum values, the inventory, the attachment reconciliation and the spot-check results together in one controlled location, and write down who performed each check and when. Calculate a checksum for the zip file and for the downloaded linked files so that a later copy can be proven identical to the original. This log is the evidence you will need if a migration partner, an internal auditor or a legal team asks what was exported and whether it was complete. Note in the log what the backup does not contain, such as reports, dashboards, formulas, workflows, cross-sheet references and formatting, so that the gaps are recorded as known rather than discovered later.

What to plan before the Smartsheet renewal or termination date

Smartsheet's backup covers sheet data and attachments stored in Smartsheet, but it does not cover everything a team relies on. The cards below cover the decisions to settle with Smartsheet and with your internal business owner before the renewal or termination date, so the export is complete and nobody loses access to data they still need.

Confirm the export window

Ask Smartsheet in writing when your account access ends, when data becomes unavailable, and whether any grace period applies after termination. Ask the business owner which sheets must be exported in the final cycle and which can be archived earlier. Record these dates in the migration plan so the last backup is taken while full access still exists.

Assign backup roles early

Recurring backups need Owner or Admin rights, while one-time backups need Viewer or higher. Confirm which named people hold those roles today and who will take the final backup. Ask the business owner to approve the list, and make sure the account has at least one person who can still act after the license ends.

Set retention and storage location

Decide where the zip of .xlsx files will live, who can read it, and how long it must be kept under your records policy. Ask your compliance lead whether the export counts as a regulated record. Store it in your own encrypted storage with access logging, not only on a laptop or in a shared folder with no owner.

Inventory what the backup omits

The backup excludes reports, dashboards, formulas, workflows, cross-sheet references and formatting, and it leaves out attachments linked from Google Drive, OneDrive, Box or Dropbox. Build a list of each sheet's dependent items, linked files and automations, and mark which ones must be rebuilt. Share the list with the business owner so they can sign off on what is lost.

Review post-termination data access

Ask Smartsheet which contract clauses cover data return, deletion timelines and access after termination, and get the answers in writing. Confirm whether your organization can request a further export after the license ends. Have your legal or procurement team check these terms against your data processing commitments before signing a renewal or exit notice.

Plan the cutover for active teams

Agree with the business owner which projects move first, which teams keep working in Smartsheet during the transition, and when edits freeze for each sheet. Decide whether the migration runs in one cutover or in waves. Check that OpenProject is running and that users have accounts before the freeze date, so no planning work falls into a gap.

Questions buyers ask before exporting Smartsheet data

How much does it cost to export data from Smartsheet?

The export itself is covered by your Smartsheet plan, since backups are available on Business and Enterprise plans. The real cost sits in the work around it: documenting formulas, reports, dashboards and cross-sheet references, rebuilding them in the target tool, and checking the results. That effort rises with the number of workspaces, the count of formulas and reports to record, and the volume of files linked from Google Drive, OneDrive, Box or Dropbox, which backups do not include. Recurring costs are mostly the hosting and administration of the new platform, not the export. Ask any partner for a written scope that lists each workspace, the linked file sources, the count of formulas and reports, and the internal hours expected for verification.

How long does a Smartsheet data export take?

Running the backup is quick compared with everything that follows. The duration depends on how many sheets and workspaces you have, how much data sits in each one, and how long your team needs to map sheet columns, dates and dependencies to work packages in the new platform. Smartsheet does not publish a fixed timeline for this work in the sources we rely on, so treat any duration you hear as an estimate that needs confirming. Ask for a plan that sets milestones per workspace and a verification step before cutover, and confirm the schedule in writing before work starts.

What does the team need to run the export?

Backup roles depend on the type of backup. Recurring backups need Owner or Admin rights, while one-time backups need Viewer or higher. Beyond account access, the team needs someone who knows which sheets drive reporting, which formulas feed other sheets, and which dashboards executives use. That person must also be able to review the results against the source. Plan for a named owner on both the Smartsheet side and the target side, and confirm that the people with access will still be in the organization when the migration closes.

Can our internal team export and rebuild Smartsheet data on its own?

Often yes, when the estate is small and the sheets are mostly plain grids with few formulas. An internal team can download the backup, open the Excel files, and load rows, dates and attachments into the new platform. It becomes harder when you depend on reports, dashboards, workflows and cross-sheet references, because the backup excludes all of them and each must be documented and rebuilt by hand. Consider outside help for scoping and verification if the estate is large, many people depend on the reports, or the team lacks spare capacity. Keep the decision on ownership with your team, and ask the partner to hand over documentation as part of the scope.

When is outside help useful for a Smartsheet export?

Outside help is most useful at the start and the end of the work. At the start, a partner can inventory workspaces, linked files, formulas and reports, then agree on what the migration covers. At the end, an independent check of the migrated data against the source reduces the risk of silent errors in dates or dependencies. Implementation of the target platform on your own infrastructure can also be scoped separately. DeployOpen plans, implements, customizes, integrates and documents self-hosted open-source platforms in your environment, and its engagements are fixed-scope with deliverables and timelines agreed in writing before work starts. DeployOpen does not issue audit reports or certifications, so ask a separate auditor if you need formal attestation.

What should a written scope for a Smartsheet export include?

A written scope should make the work measurable before it starts. Ask for:

A list of every workspace, sheet, report and dashboard in scope, with an owner for each
A count of formulas, cross-sheet references and workflows to document and rebuild
How linked files from Google Drive, OneDrive, Box and Dropbox will be located and moved
The verification method, including which sheets are compared against the source and who signs off
Deliverables such as documentation, handover, and any post-cutover support
Timelines, milestones and the items explicitly excluded

Ask for a fixed price tied to these items, and check that changes to scope go through a written change request.

Does the Smartsheet backup keep everything I need?

No. The backup is a zip of Excel files with comments and attachments, but it excludes reports, dashboards, formulas, workflows, cross-sheet references and formatting. It also excludes attachments linked from Google Drive, OneDrive, Box or Dropbox, and restoring means rebuilding each Smartsheet item because backups contain sheet data only. Treat the backup as the data layer of the export, and plan separate documentation for everything else. Confirm the current contents with Smartsheet's help documentation before you rely on the list in your own plan.

How DeployOpen scopes, delivers and supports a Smartsheet data exit

DeployOpen plans and delivers a Smartsheet data exit as a fixed-scope engagement inside your own infrastructure. The work starts with an inventory of what the backup leaves out, then moves each item into a documented, tested and handed-over result.

How we scope

Inventory every sheet, report, dashboard, workflow and cross-sheet reference that a standard backup does not contain.
Identify attachments linked from Google Drive, OneDrive, Box or Dropbox that need a separate retrieval path.
Agree deliverables, timelines and acceptance criteria in writing before any export work begins.

How we build

Run one-time and recurring backups under the correct Smartsheet role, confirming the account holds Owner or Admin rights.
Validate exported Excel files, inline images and attachments against the source sheets for row counts and dates.
Test the export pipeline in a non-production copy before running it against live project data.

How we hand over

Deliver a field-mapping document that records how each Smartsheet column maps to its target record.
Document every item the export could not carry over, with the manual rebuild steps required for each.
Provide runbooks for repeating the export and for restoring data into your own self-hosted platform.

How we support

Engagements are fixed-scope, and support after handover is available as a retainer.
Retainers can cover platform upgrades, backup testing and changes to the export procedure as needs evolve.
Ask for the support terms, response expectations and exit assistance in the written quote before signing.