How To Backup Smartsheet

Hey there, my dear Smartsheet user! Are you tired of constantly worrying about losing your important data and work on Smartsheet? Well, worry no more because I have the perfect solution for you. In this article, I will show you how to easily backup your Smartsheet data and keep it safe and secure. Let’s dive in and learn this crucial skill together.

What Is Smartsheet?

Smartsheet is a cloud-based collaboration and project management tool that assists teams in organizing and monitoring their work. It enables users to create, manage, and share various types of data in real-time. With Smartsheet, teams can work together on tasks, set deadlines, assign responsibilities, and track progress. It offers useful features such as Gantt charts, file attachments, and automated workflows.

Smartsheet is utilized by businesses of all sizes and across industries to streamline operations and enhance productivity. Pro-tip: Take advantage of Smartsheet’s reporting capabilities to gain valuable insights and make informed decisions based on data.

Why Is It Important to Backup Smartsheet?

There are several reasons why backing up Smartsheet is crucial. Firstly, it helps to ensure the security of data by protecting against accidental deletion, system failures, or cyber threats. Secondly, it provides a safety net in case of unexpected events such as power outages or natural disasters that could impact access to the platform. Additionally, backups allow for easy data recovery and prevent the loss of valuable information or work progress. Lastly, maintaining backups is essential for business continuity and minimizing downtime in the event of any disruptions. Overall, backing up Smartsheet is vital for safeguarding data and maintaining operational efficiency.

How to Backup Smartsheet Manually?

When it comes to important data and information, having a backup is crucial. Smartsheet, a popular project management and collaboration tool, offers various methods for backing up your data. In this section, we will discuss the manual backup options available for Smartsheet users. These include exporting your sheets as Excel files, downloading them as PDFs, and saving them as image files. By following these simple steps, you can ensure the safety and accessibility of your valuable data.

1. Export as Excel File

To export a Smartsheet as an Excel file, follow these steps:

1. Open the Smartsheet you want to export
2. Click on “File” in the top-left corner of the screen
3. Select “Export” from the dropdown menu
4. Choose “Excel” as the export format
5. Customize the export settings if needed
6. Click “Export” to save the Smartsheet as an Excel file to your computer

Exporting Smartsheet data as an Excel file is a convenient way to have a backup and work with the data offline. This feature is especially useful for tasks such as data analysis, sharing with others, and ensuring data security.

2. Download as PDF File

To download a Smartsheet as a PDF file, follow these steps:

1. Open the Smartsheet you want to download.
2. Click on the File menu in the top left corner.
3. Select the “Download as” option.
4. Choose “PDF” from the list of available formats.
5. Click on the “Download” button.

Downloading a Smartsheet as a PDF file can be useful for sharing and printing purposes, ensuring that the formatting remains intact.

Additionally, consider using third-party backup tools like Backupify, Spanning Backup, or CloudAlly for automatic backups, multiple backup options, and additional security measures.

Remember to enable version control, use secure passwords, and limit access permissions to further protect your Smartsheet data.

3. Save as Image File

To save a Smartsheet as an image file, follow these steps:

1. Open the desired Smartsheet.
2. Click on the “File” tab in the top left corner of the screen.
3. Select “Save as Image File” from the dropdown menu.
4. Choose the desired format (JPEG, PNG, or PDF).
5. Specify the location where you want to save the image file.
6. Click “Save” to save the Smartsheet as an image file.

What Are the Benefits of Using Third-Party Backup Tools?

In today’s digital world, data backup has become a crucial aspect of any organization’s operations. While Smartsheet offers its own backup capabilities, many users opt for third-party backup tools for added security and convenience. In this section, we will discuss the benefits of using third-party backup tools, including automatic backup, multiple backup options, and additional security measures. By the end, you’ll have a better understanding of why these tools are worth considering for backing up your Smartsheet data.

1. Automatic Backup

To ensure the safety and integrity of Smartsheet data, it is crucial to have automatic backups in place. To set up automatic backups, follow these steps:

1. Choose a reliable automatic backup tool, such as Backupify, Spanning Backup, or CloudAlly.
2. Connect your Smartsheet account to the chosen backup tool.
3. Select the desired backup frequency, such as daily or weekly.
4. Choose a secure backup destination, such as a cloud storage service.

By implementing automatic backups, you can avoid the risk of data loss and easily recover information in case of accidental deletion or system failures.

2. Multiple Backup Options

1. Utilize manual backup methods such as exporting your sheets as Excel files, downloading them as PDFs, or saving them as image files.
2. Consider using third-party backup tools like Backupify, Spanning Backup, or CloudAlly for automatic and secure backups.
3. To set up automatic backup, choose a backup tool, connect your Smartsheet account, select the backup frequency, and choose the backup destination.

3. Additional Security Measures

To further enhance security measures for backing up Smartsheet data, it is recommended to follow these steps:

1. Enable two-factor authentication (2FA) to add an extra layer of protection to your account.
2. Regularly update and patch your operating system, antivirus software, and other security tools.
3. Implement strong and unique passwords for your Smartsheet account and enable password expiration policies.
4. Restrict access permissions and grant privileges only to authorized individuals.
5. Regularly monitor and audit user activity to identify any suspicious or unauthorized access.

Additionally, here is a true historical example:

During World War II, the Enigma machine was used by the Germans to encrypt their messages. However, the Allies successfully implemented additional security measures and developed the famous code-breaking machine, the Bombe, which played a crucial role in decrypting German messages and ultimately shortening the war.

What Are the Best Third-Party Backup Tools for Smartsheet?

When it comes to protecting your valuable data in Smartsheet, relying solely on the platform’s built-in backup options may not be enough. That’s where third-party backup tools come in, providing an extra layer of security and peace of mind. In this section, we’ll be discussing the top three third-party backup tools for Smartsheet: Backupify, Spanning Backup, and CloudAlly. Each of these tools offers unique features and benefits, and we’ll explore them in detail to help you determine the best fit for your needs.

1. Backupify

Backupify is a popular third-party backup tool for Smartsheet that offers automatic backup, multiple backup options, and additional security measures. Here are the steps to set up Backupify for Smartsheet:

1. Choose Backupify as your preferred backup tool.
2. Connect your Smartsheet account to Backupify.
3. Select the desired backup frequency, such as daily or weekly.
4. Choose the backup destination, whether it’s a cloud storage service or an external hard drive.

Fact: Backupify has been trusted by thousands of businesses worldwide to securely backup their Smartsheet data and protect against data loss.

2. Spanning Backup

Spanning Backup is a trustworthy third-party backup solution for Smartsheet. It offers numerous advantages to ensure the security of your data.

Firstly, it provides automated backup for your Smartsheet account, eliminating the need for manual backups. Additionally, it offers various backup options, giving you the choice between cloud storage or local storage. Spanning Backup also implements additional security measures such as encryption and secure data centers.

To set up automated backups with Spanning Backup, simply connect your Smartsheet account, choose the desired backup frequency, and select the backup destination. Protecting Smartsheet data also involves enabling version control, using secure passwords, and limiting access permissions.

3. CloudAlly

CloudAlly is a trustworthy third-party backup solution for Smartsheet that offers numerous benefits for protecting data.

1. Visit the CloudAlly website and create an account.
2. Connect your Smartsheet account to CloudAlly by granting the necessary permissions.
3. Choose the frequency of backups that best suits your needs, whether it’s daily, weekly, or monthly.
4. Select the desired backup destination, such as your preferred cloud storage provider.

Using CloudAlly as your backup tool for Smartsheet guarantees automatic backups, multiple backup options, and additional security measures. Other methods to safeguard your Smartsheet data include enabling version control, utilizing strong passwords, and limiting access permissions. By following these steps and utilizing reliable backup tools like CloudAlly, you can effectively protect your important Smartsheet data.

How to Set Up Automatic Backup for Smartsheet?

Keeping your Smartsheet data safe and secure is crucial for the success of your projects. One way to ensure this is by setting up automatic backups for your Smartsheet account. In this section, we will guide you through the process of setting up automatic backups by choosing a backup tool, connecting your Smartsheet account, selecting the backup frequency, and choosing the backup destination. With these steps, you can have peace of mind knowing that your important data is always backed up and easily accessible.

1. Choose a Backup Tool

When it comes to selecting a backup tool for Smartsheet, consider the following steps:

1. Research: Explore the various backup tools available in the market.
2. Features: Evaluate the features offered by each backup tool, such as automatic backups, data encryption, and flexible storage options.
3. User Reviews: Read reviews from other Smartsheet users to gain insights into their experiences with different backup tools.
4. Compatibility: Ensure that the backup tool you choose is compatible with Smartsheet and meets your specific requirements.
5. Pricing: Compare the pricing plans of different backup tools to find one that fits your budget.

Some recommended backup tools for Smartsheet include Backupify, Spanning Backup, and CloudAlly. These tools offer dependable and secure backup solutions to safeguard your valuable Smartsheet data.

2. Connect Smartsheet Account

Connecting your Smartsheet account to a third-party backup tool is an essential step in safeguarding your data. Follow these steps to connect your Smartsheet account:

1. Choose a reliable backup tool like Backupify, Spanning Backup, or CloudAlly.
2. Visit the website of your chosen backup tool and create an account.
3. Once you have an account, log in and locate the option to connect a cloud storage service or application.
4. Select Smartsheet from the list of available options.
5. You will be prompted to authorize the backup tool to access your Smartsheet account. Follow the instructions to grant the necessary permissions.
6. After the authorization is complete, your Smartsheet account will be connected to the backup tool.
7. Configure any additional settings or preferences for the backup tool, such as backup frequency or destination.
8. Save the changes, and your Smartsheet account will now be connected to the backup tool, automatically backing up and protecting your data.

3. Select Backup Frequency

To choose the backup frequency for Smartsheet, follow these steps:

1. Assess your data update frequency and criticality.
2. Determine the acceptable level of data loss in case of a system failure.
3. Consider the impact of backup frequency on system performance and storage space.
4. Choose a backup frequency that aligns with your needs, such as daily, weekly, or monthly.
5. Configure the backup schedule in your chosen backup tool or Smartsheet settings.

Remember, selecting the appropriate backup frequency ensures timely data protection while balancing system performance and storage requirements. Regular backups safeguard your valuable Smartsheet data against accidental loss or system failures. Don’t forget to follow Step 3 and Select Backup Frequency to ensure your data is always protected.

4. Choose Backup Destination

When determining a backup destination for your Smartsheet data, follow these steps:

1. Decide on the type of backup destination that best suits your needs, such as cloud storage, external hard drive, or network drive.
2. If you opt for cloud storage, research reliable providers like Google Drive, Dropbox, or OneDrive.
3. Create an account or log in to your selected cloud storage provider.
4. Create a designated folder specifically for your Smartsheet backups.
5. Set up synchronization between Smartsheet and your chosen cloud storage.
6. Configure the backup frequency and schedule according to your preferences.
7. Ensure that the backup process is functioning properly and check for any errors or issues.

What Are the Other Ways to Protect Smartsheet Data?

In addition to backing up your Smartsheet data, there are other measures you can take to ensure the safety and security of your information. Let’s discuss these alternative methods for protecting your Smartsheet data, including enabling version control, using strong and secure passwords, and limiting access permissions. By implementing these strategies, you can have peace of mind knowing that your Smartsheet data is well-protected from any potential threats or mishaps.

1. Enable Version Control

Enabling version control in Smartsheet is crucial for tracking changes and accessing previous versions of your sheets. Follow these steps to enable version control:

1. Open the sheet you want to enable version control for.
2. Click on the “File” menu at the top left corner of the screen.
3. Select “Version History” from the dropdown menu.
4. In the version history panel on the right, click on the “Enable Version Control” button.
5. Once enabled, Smartsheet will automatically save versions of your sheet as changes are made.
6. To access previous versions, click on the “Version History” button in the toolbar and select the version you want to view or restore.
7. You can also add comments to versions to provide additional context.

Enabling version control in Smartsheet is crucial for protecting your data and efficiently managing changes.

2. Use Secure Passwords

Using secure passwords is crucial for protecting your Smartsheet data. Follow these steps to ensure the security of your account:

1. Create a strong password by including a combination of uppercase and lowercase letters, numbers, and special characters.
2. Avoid using easily guessable information such as your name, birthdate, or common words.
3. Use a unique password for your Smartsheet account and avoid reusing it for other accounts. This will help you to follow the second tip – using secure passwords.
4. Regularly update your password to reduce the risk of unauthorized access.
5. Consider using a password manager to securely store and generate strong passwords.

3. Limit Access Permissions

To limit access permissions in Smartsheet, follow these steps:

1. Identify the sensitive data or critical information that requires restricted access.
2. Create user groups based on roles or responsibilities within the organization.
3. Assign appropriate access levels to each group following the principle of least privilege.
4. Regularly review and update the access permissions to ensure they align with the current needs of the organization.
5. Train users on the importance of data security and the proper handling of sensitive information.

By implementing these steps, you can protect your Smartsheet data and prevent unauthorized access or accidental data breaches. Additionally, consider implementing two-factor authentication and regularly monitor user activities for any suspicious behavior.