How to update Smartsheet from Excel

The CData Excel Add-In for Smartsheet enables you to edit and save Smartsheet data directly from Excel. This article explains how to transfer data from Excel to Smartsheet. This technique is useful if you want to work on Smartsheet data in Excel and update changes, or if you have a whole spreadsheet you want to import into Smartsheet. In this example, you will use the Sheet_Event_Plan_Budget table; however, the same process will work for any table that can be retrieved by the CData Excel Add-In.

Getting Started

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Establish a Connection

If you have not already done so, create a new Smartsheet connection by clicking From Smartsheet on the ribbon.

Smartsheet uses the OAuth authentication standard. To authenticate using OAuth, register an app to obtain the OAuthClientId, OAuthClientSecret, and CallbackURL connection properties.

However, for testing purposes you can instead use the Personal Access Token you get when you create an application; set this to the OAuthAccessToken connection property.

Retrieve Data from Smartsheet

To insert data into Smartsheet, you will first need to retrieve data from the Smartsheet table you want to add to. This links the Excel spreadsheet to the Smartsheet table selected: After you retrieve data, any changes you make to the data are highlighted in red.

1. Click the From Smartsheet button on the CData ribbon. The Data Selection wizard is displayed.
2. In the Table or View menu, select the Sheet_Event_Plan_Budget table.
3. In the Maximum Rows menu, select the number of rows you want to retrieve. If you want to insert rows, you need to retrieve only one row. The Query box will then display the SQL query that corresponds to your request.
4. In the Sheet Name box, enter the name for the sheet that will be populated. By default the add-in will create a new sheet with the name of the table.

Insert Rows to Smartsheet

After retrieving data, you can add data from an existing spreadsheet in Excel.

1. In a cell after the last row, enter a formula referencing the corresponding cell from the other spreadsheet; for example, . 👁 A local copy of a table. One row will be inserted. (QuickBooks is shown.)
   
2. After using a formula to reference the cells you want to add to Smartsheet, select the cells that you are inserting data into and drag the formula down as far as needed. The referenced values you want to add will be displayed on the Sheet_Event_Plan_Budget sheet. 👁 The range of changes to update. (QuickBooks is shown.)
   
3. Highlight the rows you want to insert and click the Update Rows button.

As each row is inserted, the Id value will appear in the Id column and the row's text will change to black, indicating that the record has been inserted.