Start your Smartsheet project quickly by selecting a project template from the Template Gallery.

Kick off a Smartsheet project in seconds with a template

Here’s the thing about starting new work: the moment you have a clear plan, you’re already ahead. Smartsheet makes that plan easy to jump into by offering templates—ready-made project skeletons that you can tailor to your team. No need to reinvent the wheel every time. The Template Gallery is like a well-stocked toolbox, neatly organized so you can grab what you need and get moving.

Why templates matter (even when you’re tempted to start from scratch)

Templates do more than save time. They give you a reliable structure you can trust. Think about it: predefined columns, formatting, and often sample data that show you what a well-built project looks like. That means fewer accidental oversights, fewer formatting scares, and less back-and-forth trying to remember whether you should track tasks in a Gantt view or a Kanban board.

This consistency is priceless when you’re collaborating across teams. When everyone uses the same starting point, reports line up, dashboards look familiar, and handoffs feel smoother. It’s not about tying yourself down; it’s about giving your team a common launchpad. And yes, templates can carry best-practice workflows embedded inside them, which is a quiet win for anyone new to Smartsheet or to structured project management.

A quick tour of the right way to start from a template

Let me explain the straightforward path. In Smartsheet, you don’t have to build your entire project from a blank page. You can tap into a project template from the Template Gallery and let the framework do a lot of the heavy lifting. Here’s how it unfolds in practice:

Step-by-step: initiating a new project from a template

• Open Smartsheet and head to the Template Gallery. It’s your first stop for neatly prepared project blueprints.

• Browse the project templates. You’ll see options designed for different industries and workflows—everything from simple task lists to full-featured project plans with dependencies.

• Pick a template that aligns with your project type. If you’re planning a marketing launch, you might choose a template that includes milestones, task owners, and a timeline. For product development, you’ll see phases, gates, and acceptance criteria woven in.

• Click Use Template (or Create from Template) to generate a new sheet from that template. You’re not starting from a blank slate—you’re starting with a proven layout.

• Rename the project and tailor the details. Set the project name, dates, owners, and any defaults that apply to your team. You can adjust columns, add or remove tasks, and set dependencies as needed.

• Save and share. Once the structure fits, share with teammates, assign responsibilities, and begin updating progress. The template has already laid out the workflow; you’re now placing the real work into it.

What you get when you start from a template

• A ready-to-use structure: columns, formatting, and often sample rows that illustrate how the data could look.

• Preset workflows: common task sequences, task types, and status states to keep everyone on the same page.

• A faster ramp-up: you don’t waste cycles recreating basic scaffolding, so you can focus on planning and execution.

• A safety net against small but costly mistakes: missing columns or misaligned dependencies are less likely because the template has you covered.

When a template isn’t the right first move

Templates shine when you want a quick, solid start. That said, there are times you might lean on other approaches:

• Customization from scratch: If your project uses highly unusual data models or unique processes that don’t resemble any template, starting blank gives you a clean canvas to design exactly what you need.

• Cloning an existing project: If you already have a nearly identical project, cloning can be efficient. It’s handy for repeating types of projects with minor tweaks.

• Importing data: If you’re migrating from another system or consolidating a lot of external data, importing can help you bring in existing content and then shape it into Smartsheet’s structure.

Putting it together: templates, and the bigger workflow

Templates aren’t a magical shortcut. They’re a smart base that you customize to fit the current project. After you’ve launched from a template, you’ll likely spend time refining the plan, adjusting dates, assigning owners, and setting up dashboards so stakeholders have the right view of progress. That blend—structure plus tailored detail—keeps projects on track without feeling rigid.

Tips to maximize your template experience

• Name things clearly from the start. A descriptive project name makes it easier for your teammates to find and recognize the project in a long list. Consider a naming convention that includes the department, year, and a short project descriptor.

• Audit the template before you begin. A quick pass to remove placeholder data and update defaults helps prevent accidental sharing of test data or outdated assumptions.

• Align columns with your real-world needs. If your team uses a specific field, like risk level or client status, make sure your template includes it and that it’s easy to update.

• Keep milestones visible. Milestones are your waypoints. If the template has them, great—if not, add a few to mark crucial decisions and reviews.

• Define owners early. Assign a primary owner for each major section or phase. Clear ownership reduces back-and-forth and speeds decision-making.

• Create a lightweight dashboard. A simple project overview showing status, upcoming tasks, and critical risks helps everyone stay informed without fishing through sheets.

• Don’t fear customization after kickoff. Templates are starting points, not rules. As the project unfolds, add or remove columns, tweak formulas, and adapt views to fit real needs.

• Consider your team's workflow style. If you prefer a board view for task flow, make sure the template supports that transition and you know how to switch views quickly.

A few practical scenarios where templates shine

• Marketing launches with defined phases: concept, planning, content, approvals, and publish. A template already maps out stages, dependencies, and owners so you can jump into scheduling tasks and setting timelines.

• Product releases with gates and reviews: templates can embed review steps, acceptance criteria, and release milestones, so you can track progress in a single source.

• Event planning with tasks and vendors: templates often include tasks like venue, catering, speakers, and A/V setups, keeping the plan organized from day one.

Common pitfalls to watch for (and how to avoid them)

• Forgetting to adjust dates and ownership. It’s easy to assume the template’s dates fit your project. Always review and update ownership so someone is accountable for each part.

• Letting placeholder data linger. Remove or replace sample rows before your team starts updating. It keeps dashboards clean and reduces confusion.

• Overloading the sheet with extraneous columns. Keep only what you’ll actually use. Too many fields can slow you down and overwhelm new collaborators.

• Missing dependencies or critical milestones. If you rely on a template, double-check that the sequencing makes sense for your real-world process.

A little analogy to keep it relatable

Imagine template templates as the kitchen’s mise en place. The template lays out the ingredients and the order in which you’ll assemble them. You then season to taste—the project specifics, local constraints, and team dynamics. If you skip mise en place, you end up hunting for measuring spoons while the clock ticks. Templates help you keep calm, stay organized, and cook up a successful project without missteps.

The smart move is to explore—and evolve

Don’t just take a template and run. The Template Gallery is a living resource, updated with new layouts and ideas. Bookmark a few that look promising, try them on non-critical projects to learn how the structure behaves, and bring those lessons into your next kickoff. Over time, you’ll build a pocket of templates that fit most of what your team does, with the occasional bespoke tweak when something truly unique comes along.

In closing: start with a solid scaffold, then tailor as you go

Starting a project from a template in Smartsheet is a practical, efficient choice. It’s not about forcing conformity; it’s about giving your team a reliable foundation so you can focus on the work that really matters—delivering value, meeting deadlines, and collaborating smoothly. The Template Gallery is your launchpad, offering proven layouts that you can adapt to your needs.

So next time you’re charting a new path, consider the template as a trusted starting point. Open the Gallery, pick a project template that fits, customize the essentials, and begin. You’ll likely notice a smoother kickoff, faster alignment, and a teamwork that feels a touch more effortless. And if you want, you can always sprinkle in a few personal tweaks to keep the project feeling uniquely yours. After all, templates are there to empower, not to confine. They’re the steady hand that helps you move from planning to doing with a bit more confidence and a lot less guesswork.