Attaching emails to Smartsheet
Using the Outlook plugin to add emails and attachments to Smartsheet
It's very easy to add emails and attachments to Smartsheet.
You can add an email to an existing row in Smartsheet, or create a new row.
The body of the email will show up as a Conversation in Smartsheet, and any attachments on the email will show up as an attachment to a row.
Getting Started
If you look at the top right hand corner of your Outlook window, you should have the Smartsheet for Outlook Add-in (1). If this does not show for you, please contact a member of the IT Team.
How to add an email to a Smartsheet
Open the email that you wish to add to smartsheet. You should see the Outlook plugin in the top right hand corner of the open email (2).
Click on the Plugin icon.
Clicking on the Outlook plugin will open up a Smartsheet for Outlook pane on the right hand side.
You may have to put your Smartsheet login credentials into the pane before it opens.
Once the login pane is open, you select the sheet that you want to add the email to. Find the sheet by either using the Search box (4) or browsing the navigation menus.
In the example shown, I am going to send an email to the Printer Audit Sheet which is in the list of favourites. (5)
To designate a Smartsheet as a favourite, simply click in the Star icon by the sheet name when you are in the sheet. If the icon is highlighted yellow, then the sheet is favourited.
Clicking on the Sheet will list the rows on that sheet in the Smartsheet for Outlook pane.
In the example shown, I want to add my email to the row containing data about the Konica Minolta Bizhub C3850 which is on row 8 (6)
If I wanted to create a new row, rather than adding the email to an existing row, I would select the button Add New Row at the bottom of the Outlook pane.(7).
Once I have chosen the row that I want to add the email to, the Outlook pane updates and displays the email body text that will be added as a comment to that row (8). It also displays the Attachments that will be added to that row (9).
The attachments will be automatically selected. You can deselect those attachments that you do not wish to be added to the sheet. In the example shown there is an invoice PDF, which we do want added, but also a png image file which is the corporate logo from the email sender, and we may wish to untick this.
Selecting Show More (10) will allow you to edit the other columns on the smartsheet, or add data to columns if you are creating a new row.
Click Save (11) when you are done.
What happens once the email has been sent the the Smartsheet
If you go to the sheet once the email has been archived you will see the following:
The body of the email message will be archived to the row as a comment (12)
Any attachments will be attached to the row (13)
