Smartsheet to Excel: Secure Migration for Data, Forms, and Workflows

Designed for data administrators and project owners, this workshop goes beyond basic export and import steps. Participants work through a comprehensive migration strategy, including evaluating Smartsheet sheets for compatibility, mapping complex column types (e.g., multi-select fields, contact lists, and attachments), and exploring how to rebuild forms and automations within the Microsoft ecosystem.

The workshop also includes a brief orientation to the locations of Excel files and Forms responses in Microsoft 365 (OneDrive, SharePoint, and Teams), as well as to how permissions and sharing affect PHI-safe workflows. Governance topics such as permissions, versioning, and secure sharing practices are explored to support safe collaboration and reduce workflow disruptions after migration.

Through guided exercises, attendees practice translating Smartsheet-style notifications, approvals, and reporting into Excel-based automations using structured tables, data validation, conditional formatting, PivotTables, and Microsoft 365 tools, including Microsoft Forms and Power Automate. A brief demo highlights how Copilot in Excel can assist with data cleanup, summaries, and quick insights while aligning with PHI handling expectations.

Participants work through an end-to-end migration exercise and leave with a reusable reporting template and a practical migration checklist for future Smartsheet-to-Excel transitions.

Learners will have the opportunity to:

1. Assess Smartsheet sheets and workflows for Excel and Microsoft Forms compatibility
2. Practice exporting Smartsheet data with minimal loss and document migration decisions
3. Clean and normalize data to support reliable import into Excel Tables
4. Explore building Excel as the new source of truth using tables, validation, and reporting structures
5. Experiment with rebuilding intake and automation workflows using Microsoft Forms and Power Automate

I. Introduction and Migration Planning
- Overview of the Smartsheet to Microsoft 365 shift
- Moving high-risk data into Excel while following PHI guidelines
- Key differences between Smartsheet, Excel, and Microsoft Forms
- What translates directly and what requires redesign
- Migration planning: identifying sheets, forms, and workflows to transition
- Orientation: where Excel and Forms live in Microsoft 365 (OneDrive vs SharePoint vs Teams)

II. Preparing Data in Smartsheet
- Export options: CSV, XLSX, and structured exports
- Understanding Smartsheet column types and compatibility issues
  - Multi-select lists, contact lists, checkbox columns, dependencies, attachments
- Cleaning and normalizing data before import
  - Standardizing dates, consistent status values, and controlled list cleanup
- Protecting data integrity
  - Versioning, backups, documentation, and audit trail considerations

III. Building Excel as the New Data Source
- Importing Smartsheet data into Excel
- Converting imported data into an Excel Table (structured references)
- Structuring for usability and reporting
  - Consistent headers, data types, and naming conventions
- Data validation and controlled inputs
- Conditional formatting for monitoring and risk visibility
- Exploring key calculation logic
  - Status flags, due-date logic, basic rollups
- Creating report views
  - Filters, PivotTables, slicers, and summary tables

IV. Re-Creating Smartsheet Forms in Microsoft Forms
- Mapping Smartsheet form fields to Microsoft Forms questions
- Exploring question types, required fields, and branching logic
- Working with complex fields
  - Multi-selects, "other" responses, file upload behavior (if allowed)
- Connecting Forms to Excel
  - Response handling and validation strategies
- Organizing response data for reporting and workflow triggers

V. Rebuilding Automations and Workflows
- Smartsheet automation vs Microsoft tools
- Exploring Power Automate for notifications, approvals, and routing
- Excel-native features: comments, sharing settings, protections
- Practicing common Smartsheet workflow translations
  - Due date reminders, assignments, status escalation, approvals
- Governance for PHI-safe workflows
  - Permission controls, versioning, secure sharing, and file location best practices

VI. Hands-On Migration Lab
Participants work through an end-to-end migration exercise:
- Export a sample Smartsheet
- Clean and normalize the export for Excel
- Import into Excel and convert it into a structured Table
- Build a Microsoft Form connected to the Excel file
- Create at least one workflow trigger (example: new form submission notification)
- Validate end-to-end data flow and reporting outputs

VII. Troubleshooting and Best Practices
- Common migration pitfalls
- Data cleaning tips for long-term sustainability
- Maintaining consistency across teams
  - Templates, naming conventions, documentation, and governance
- Brief Copilot in Excel demo
  - Cleanup assistance, summaries, and quick insights in support of the migrated workflow