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How to load data from Smartsheets to Excel File

How to Export Smartsheet to Excel: Step-by-Step Guide

Learn how to use Airbyte to synchronize your Smartsheets data into Excel File within minutes.

TL;DR

This can be done by building a data pipeline manually, usually a Python script (you can leverage a tool as Apache Airflow for this). This process can take more than a full week of development. Or it can be done in minutes on Airbyte in three easy steps:

  1. set up Smartsheets as a source connector (using Auth, or usually an API key)
  2. set up Excel File as a destination connector
  3. define which data you want to transfer and how frequently

You can choose to self-host the pipeline using Airbyte Open Source or have it managed for you with Airbyte Cloud.

This tutorial’s purpose is to show you how.

What is Smartsheets

A cloud-based management platform, Smartsheet empowers businesses to accomplish all things business. Smartsheet drives collaboration, supports better decision making, and accelerates innovation, enabling businesses to advance from ideation to impact in record time. Chosen by more than 70,000 brands in 190 different countries, Smartsheet simply makes business smarter—and simpler, since it integrates seamlessly with applications businesses already use from Google, Atlassian, Salesforce, Microsoft, and more.

What is Excel File

Excel File is a software application developed by Microsoft that allows users to create, edit, and analyze spreadsheets. It is widely used in businesses, schools, and personal finance to organize and manipulate data. Excel File offers a range of features including formulas, charts, graphs, and pivot tables that enable users to perform complex calculations and data analysis. It also allows users to collaborate on spreadsheets in real-time and share them with others. Excel File is available on multiple platforms including Windows, Mac, and mobile devices, making it a versatile tool for data management and analysis.

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Prerequisites

  1. A Smartsheets account to transfer your customer data automatically from.
  2. A Excel File account.
  3. An active Airbyte Cloud account, or you can also choose to use Airbyte Open Source locally. You can follow the instructions to set up Airbyte on your system using docker-compose.

Airbyte is an open-source data integration platform that consolidates and streamlines the process of extracting and loading data from multiple data sources to data warehouses. It offers pre-built connectors, including Smartsheets and Excel File, for seamless data migration.

When using Airbyte to move data from Smartsheets to Excel File, it extracts data from Smartsheets using the source connector, converts it into a format Excel File can ingest using the provided schema, and then loads it into Excel File via the destination connector. This allows businesses to leverage their Smartsheets data for advanced analytics and insights within Excel File, simplifying the ETL process and saving significant time and resources.

Step 1: Set up Smartsheets as a source connector

1. Open the Smartsheets source connector page on Airbyte.com.
2. Click on the "Add Source" button.
3. Enter a name for your Smartsheets source connector.
4. Enter your Smartsheets API access token in the "API Access Token" field.
5. Enter your Smartsheets account ID in the "Account ID" field.
6. Click on the "Test" button to ensure that the credentials are correct.
7. If the test is successful, click on the "Save & Continue" button.
8. Select the tables that you want to replicate from Smartsheets.
9. Choose the replication frequency and the destination where you want to store the data.
10. Click on the "Create Connection" button to start the replication process.  

Once you have completed these steps, Airbyte will start replicating the data from your Smartsheets account to the destination that you have chosen. You can monitor the replication process and view the data in the destination by logging into your Airbyte account.

Step 2: Set up Excel File as a destination connector

1. Open the Airbyte platform and navigate to the "Sources" tab on the left-hand side of the screen.
2. Click on the "Excel File" source connector and select "Create new connection."
3. In the "Connection Configuration" page, enter a name for your connection and select the version of Excel you are using.
4. Click on "Add Credential" and enter the path to your Excel file in the "File Path" field.
5. If your Excel file is password-protected, enter the password in the "Password" field.
6. Click on "Test" to ensure that the connection is successful.
7. Once the connection is successful, click on "Create Connection" to save your settings.
8. You can now use this connection to extract data from your Excel file and integrate it with other data sources on Airbyte.

Step 3: Set up a connection to sync your Smartsheets data to Excel File

Once you've successfully connected Smartsheets as a data source and Excel File as a destination in Airbyte, you can set up a data pipeline between them with the following steps:

  1. Create a new connection: On the Airbyte dashboard, navigate to the 'Connections' tab and click the '+ New Connection' button.
  2. Choose your source: Select Smartsheets from the dropdown list of your configured sources.
  3. Select your destination: Choose Excel File from the dropdown list of your configured destinations.
  4. Configure your sync: Define the frequency of your data syncs based on your business needs. Airbyte allows both manual and automatic scheduling for your data refreshes.
  5. Select the data to sync: Choose the specific Smartsheets objects you want to import data from towards Excel File. You can sync all data or select specific tables and fields.
  6. Select the sync mode for your streams: Choose between full refreshes or incremental syncs (with deduplication if you want), and this for all streams or at the stream level. Incremental is only available for streams that have a primary cursor.
  7. Test your connection: Click the 'Test Connection' button to make sure that your setup works. If the connection test is successful, save your configuration.
  8. Start the sync: If the test passes, click 'Set Up Connection'. Airbyte will start moving data from Smartsheets to Excel File according to your settings.

Remember, Airbyte keeps your data in sync at the frequency you determine, ensuring your Excel File data warehouse is always up-to-date with your Smartsheets data.

Use Cases to transfer your Smartsheets data to Excel File

Integrating data from Smartsheets to Excel File provides several benefits. Here are a few use cases:

  1. Advanced Analytics: Excel File’s powerful data processing capabilities enable you to perform complex queries and data analysis on your Smartsheets data, extracting insights that wouldn't be possible within Smartsheets alone.
  2. Data Consolidation: If you're using multiple other sources along with Smartsheets, syncing to Excel File allows you to centralize your data for a holistic view of your operations, and to set up a change data capture process so you never have any discrepancies in your data again.
  3. Historical Data Analysis: Smartsheets has limits on historical data. Syncing data to Excel File allows for long-term data retention and analysis of historical trends over time.
  4. Data Security and Compliance: Excel File provides robust data security features. Syncing Smartsheets data to Excel File ensures your data is secured and allows for advanced data governance and compliance management.
  5. Scalability: Excel File can handle large volumes of data without affecting performance, providing an ideal solution for growing businesses with expanding Smartsheets data.
  6. Data Science and Machine Learning: By having Smartsheets data in Excel File, you can apply machine learning models to your data for predictive analytics, customer segmentation, and more.
  7. Reporting and Visualization: While Smartsheets provides reporting tools, data visualization tools like Tableau, PowerBI, Looker (Google Data Studio) can connect to Excel File, providing more advanced business intelligence options. If you have a Smartsheets table that needs to be converted to a Excel File table, Airbyte can do that automatically.

Wrapping Up

To summarize, this tutorial has shown you how to:

  1. Configure a Smartsheets account as an Airbyte data source connector.
  2. Configure Excel File as a data destination connector.
  3. Create an Airbyte data pipeline that will automatically be moving data directly from Smartsheets to Excel File after you set a schedule

With Airbyte, creating data pipelines take minutes, and the data integration possibilities are endless. Airbyte supports the largest catalog of API tools, databases, and files, among other sources. Airbyte's connectors are open-source, so you can add any custom objects to the connector, or even build a new connector from scratch without any local dev environment or any data engineer within 10 minutes with the no-code connector builder.

We look forward to seeing you make use of it! We invite you to join the conversation on our community Slack Channel, or sign up for our newsletter. You should also check out other Airbyte tutorials, and Airbyte’s content hub!

What should you do next?

Hope you enjoyed the reading. Here are the 3 ways we can help you in your data journey:

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Integrating diverse data sources is crucial for organizations aiming to maximize their data potential. This article explores the process of exporting data from Smartsheet to Excel, offering insights into configuration, benefits, and best practices.

By leveraging this Smartsheet to Excel integration, organizations can streamline data transfer, enhance data management capabilities, and facilitate informed decision-making through access to accurate, up-to-date information.

We'll explore two methods: manual data export, which typically requires significant time and effort, and an automated approach of connecting Smartsheet with Excel using Airbyte that can be set up in minutes. This guide aims to walk you through both processes effectively, helping you choose the method that best suits your needs.

About Smartsheet

Smartsheet is a cloud-based project management and collaboration platform that combines the familiar interface of a spreadsheet with advanced features for task management, workflow automation, and team collaboration. It allows users to create, share, and manage projects, tasks, and workflows in real-time, offering customizable views such as Gantt charts, calendars, and card-based layouts. Smartsheet integrates with various business tools and provides robust reporting capabilities, making it suitable for teams of all sizes across different industries to streamline their work processes and improve productivity.

About Excel

Excel, a versatile spreadsheet tool within the Microsoft Office suite, has become an indispensable asset for data engineers and analysts worldwide. Its user-friendly interface, combined with powerful data manipulation and visualization capabilities, makes it a go-to solution for various data-related tasks. Excel's popularity stems from its ability to handle large datasets, perform complex calculations, and create insightful charts and pivot tables. For data engineers, Excel often serves as a familiar starting point for data exploration and preliminary analysis before moving to more specialized tools.

How to export Smartsheet data to Excel?

Let's explore two methods to export your Smartsheet data to Excel: 

  • An automated solution of connecting Smartsheet to Excel using Airbyte
  • A manual approach of connecting Smartsheet to Excel

Method 1: Automate or Schedule the export of Smartsheet data to Excel using Airbyte

Airbyte offers a more efficient and reliable way to export your Smartsheet data for use in Excel, with the added benefit of automation and scheduling. This means you can set up your data exports to run at specified intervals - be it hourly, daily, weekly, or any custom frequency you need - eliminating the need for manual effort and ensuring your Excel data is always up-to-date. While Airbyte doesn't directly support Excel as a destination, we can use alternative methods that allow for easy Excel integration.

1. Set up Smartsheet as a source connector in Airbyte

  • Log in to your Airbyte account or set up Airbyte Open Source locally.
  • Navigate to the 'Sources' tab and click 'New Source'.
  • Select Smartsheet from the list of available connectors.
  • Follow the prompts to enter your Smartsheet credentials and configure the connection.
  • Test the connection to ensure it's working correctly.

2. Set up a destination connector in Airbyte

Local CSV Destination (for direct Excel compatibility)

  • In the 'Destinations' tab, click 'New Destination'.
  • Select 'Local CSV' as your destination.
  • Configure the local path where you want to save the CSV files.
  • These CSV files can be directly opened in Excel.

3. Create a connection in Airbyte

  • Navigate to the 'Connections' tab and click 'New Connection'.
  • Select Smartsheet as the source and your chosen destination (Local CSV).
  • In the 'Streams' section, choose which data you want to export from Smartsheet.
  • Set your sync frequency based on how often you need updated data.
  • Configure any necessary transformations or mappings.
  • Save and run your connection to start the initial sync.

4. Accessing your data in Excel

  • Navigate to the local directory you specified.
  • Open the CSV files directly in Excel.

Airbyte keeps your Smartsheet data in sync at the frequency you specify in step #3, ensuring your Excel data warehouse is always up-to-date with your Smartsheet data. ‍This method eliminates manual export processes from Smartsheet, reduces the risk of human error, and saves considerable time, especially when dealing with large datasets or frequent updates.

Remember, while this method of exporting Smartsheet data to Excel requires initial setup, it provides long-term benefits in terms of efficiency and data accuracy. You'll spend less time on data preparation and more time on valuable analysis and decision-making.

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Method 2: Manually exporting Smartsheet data to Excel

Here's a step-by-step process to export a Smartsheet to Excel without using any third-party data integration tools:

1. Log in to your Smartsheet account

Open your web browser and navigate to the Smartsheet website. Log in with your credentials.

2. Open the sheet you want to export

Navigate to the sheet you wish to export to Excel and open it.

3. Access the Sheet Actions menu

Look for the Sheet Actions menu, typically located near the top-right corner of the sheet. It's often represented by a button with a downward-pointing arrow.

4. Select "Export"

Click on the Sheet Actions menu and select the "Export" option from the dropdown list.

5. Choose Excel as the export format

In the Export dialog box that appears, you'll see several format options. Select "Excel" as your desired export format.

6. Configure export options (if available)

Depending on your Smartsheet version, you may have additional export options, such as:

   - Selecting specific columns to export

   - Choosing to include or exclude certain elements (e.g., attachments, discussions)

   - Deciding whether to export all rows or only selected rows

7. Initiate the export

After configuring your preferences, click the "Export" or "Download" button to start the export process.

8. Wait for the export to complete

Smartsheet will process your request and generate the Excel file. This may take a few moments, depending on the size and complexity of your sheet.

9. Save the exported file

Once the export is complete, your browser will either automatically download the file or prompt you to save it. Choose a location on your computer to save the Excel file.

10. Open the exported file

Navigate to the location where you saved the file and open it using Microsoft Excel or any compatible spreadsheet application.

11. Review and adjust (if necessary)

Check the exported Excel file to ensure all data has been transferred correctly. You may need to adjust some formatting or column widths for optimal viewing.

12. Save any changes

If you make any modifications to the Excel file, remember to save your changes.

This process allows you to export your Smartsheet data to Excel format without relying on any third-party tools. Keep in mind that while this method transfers the data, some Smartsheet-specific features (like certain formulas or cell linking) may not translate directly to Excel and might require manual adjustment.

Use cases for exporting Smartsheet data to Excel

Here are three use cases for exporting Smartsheet data to Excel:

1. Data Analysis and Visualization

Exporting Smartsheet data to Excel allows users to leverage Excel's powerful data analysis and visualization tools. Once the data is in Excel, you can:

  • Create complex pivot tables to summarize and analyze large datasets
  • Use advanced formulas and functions for in-depth calculations
  • Generate charts, graphs, and other visual representations of your data
  • Apply conditional formatting for better data insights.

2. Reporting and Presentation

Excel is widely used for creating reports and presentations. By exporting Smartsheet data to Excel, you can:

  • Customize the layout and formatting of your data for a more polished look
  • Combine data from multiple Smartsheet sources into a single, comprehensive report
  • Create executive summaries or dashboards using Excel's formatting and charting capabilities
  • Easily share the data with stakeholders who are more familiar with Excel

3. Integration with Other Systems

Exporting to Excel can serve as an intermediary step for integrating Smartsheet data with other systems or processes:

  • Import the Excel file into other software applications that don't have direct Smartsheet integration
  • Use Excel as a common format for data exchange between different departments or organizations
  • Perform data cleansing or transformation in Excel before importing into another system
  • Create a backup or archive of your Smartsheet data in a widely accessible format

Why choose Airbyte for connecting Smartsheet to Excel?

Airbyte offers several advantages for your data integration needs:

1. Easy setup: Airbyte's user-friendly interface makes it simple to create connections between Smartsheet and Excel.

2. Automation: Schedule your data syncs to run automatically, saving time and ensuring data consistency.

3. Customization: Choose exactly which data to export and how often to update it.

4. Scalability: Airbyte can handle large datasets, making it suitable for businesses of all sizes.

5. Open-source: Benefit from community-driven development and the ability to customize connectors if needed.

Conclusion

Exporting data from Smartsheet to Excel is crucial for many businesses to leverage their data effectively. While manual export is possible, using a tool like Airbyte can significantly streamline this process, saving time and reducing errors. By automating your data exports with Airbyte, you can ensure that your Excel files are always up-to-date, allowing you to focus on analyzing and deriving insights from your data rather than managing exports.

Ready to simplify your Smartsheet to Excel exports? Try Airbyte for free.

What should you do next?

Hope you enjoyed the reading. Here are the 3 ways we can help you in your data journey:

flag icon
Easily address your data movement needs with Airbyte Cloud
Take the first step towards extensible data movement infrastructure that will give a ton of time back to your data team. 
Get started with Airbyte for free
high five icon
Talk to a data infrastructure expert
Get a free consultation with an Airbyte expert to significantly improve your data movement infrastructure. 
Talk to sales
stars sparkling
Improve your data infrastructure knowledge
Subscribe to our monthly newsletter and get the community’s new enlightening content along with Airbyte’s progress in their mission to solve data integration once and for all.
Subscribe to newsletter

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Frequently Asked Questions

What data can you extract from Smartsheets?

Smartsheet's API provides access to a wide range of data types, including:

1. Sheets: Access to all sheets within a Smartsheet account, including their metadata and contents.
2. Rows: Access to individual rows within a sheet, including their metadata and contents.
3. Columns: Access to individual columns within a sheet, including their metadata and contents.
4. Cells: Access to individual cells within a sheet, including their metadata and contents.
5. Attachments: Access to all attachments associated with a sheet, row, or cell.
6. Comments: Access to all comments associated with a sheet, row, or cell.
7. Users: Access to information about users within a Smartsheet account, including their metadata and permissions.
8. Groups: Access to information about groups within a Smartsheet account, including their metadata and membership.
9. Reports: Access to all reports within a Smartsheet account, including their metadata and contents.
10. Templates: Access to all templates within a Smartsheet account, including their metadata and contents.  

Overall, Smartsheet's API provides a comprehensive set of tools for accessing and manipulating data within a Smartsheet account, making it a powerful tool for developers and businesses looking to integrate Smartsheet into their workflows.

What data can you transfer to Excel File?

You can transfer a wide variety of data to Excel File. This usually includes structured, semi-structured, and unstructured data like transaction records, log files, JSON data, CSV files, and more, allowing robust, scalable data integration and analysis.

What are top ETL tools to transfer data from Smartsheets to Excel File?

The most prominent ETL tools to transfer data from Smartsheets to Excel File include:

  • Airbyte
  • Fivetran
  • Stitch
  • Matillion
  • Talend Data Integration

These tools help in extracting data from Smartsheets and various sources (APIs, databases, and more), transforming it efficiently, and loading it into Excel File and other databases, data warehouses and data lakes, enhancing data management capabilities.