SmartSheet Alternative: Google Sheets + FileDrop

Finding the right tool to manage files efficiently can feel overwhelming. If you’ve been relying on SmartSheet but need an alternative, using Google Sheets with FileDrop might be the perfect solution.

With seamless file management tools and free templates, this combination can simplify the way you store, organize, and collaborate on documents—without the hefty price tag.

What Is FileDrop?

FileDrop is an effective file management solution that integrates directly with Google Sheets, making it easy to upload, store, and access files from Google Drive without leaving your spreadsheet.

It eliminates the hassle of searching through scattered folders or dealing with endless email attachments.

Designed for individuals, teams, and businesses, FileDrop streamlines workflows by keeping all essential documents in one place, right where you need them.

Trusted by Different Companies

FileDrop has over 273,000 installs and has been a trusted add-on tool for different companies, including but not limited to:

• Stanford University
• Sotheby’s
• Shopify
• HBO
• Fantasy

What Is SmartSheet?

SmartSheet is a cloud-based platform for project management, collaboration, and automation.

It allows teams to create spreadsheets, assign tasks, track progress, and manage workflows in a structured environment.

The platform is popular among enterprises that require robust reporting, task dependencies, and integration with other business tools.

Key Features of SmartSheet:

• Task and project tracking with Gantt charts
• Automation of workflows and approvals
• Built-in collaboration tools for teams
• Customizable dashboards and reporting
• File attachments within project sheets
• Integration with external tools like Slack, Microsoft Teams, and Google Workspace

Why Google Sheets + FileDrop?

Google Sheets is already a powerful tool for organizing data, but it lacks native file management features.

FileDrop makes Google Sheets even better by letting you upload, store, and manage files right inside your spreadsheet—no need for separate tools.

Whether you’re tracking invoices, managing contracts, or storing client files, FileDrop keeps everything simple and in one place.

How FileDrop Makes File Management More Efficient

FileDrop streamlines file management by embedding an intuitive sidebar directly into Google Sheets. Here’s how it works:

• Drag and Drop Files

Easily upload files by dragging and dropping them into your spreadsheet cells. Files are automatically stored in your Google Drive and linked directly to your spreadsheet cells for instant access.

• Insert and Attach Any File Type

  FileDrop gives you the flexibility to insert and attach any file type directly within your Google Sheets. Whether you’re working with PDFs, images, Excel files, or other essential documents, you can seamlessly upload and link them to your spreadsheet cells.

• Bulk Uploading and Inserting from Drive
  If you’re looking for an easy way to manage images in Google Sheets, FileDrop’s ImageKit Sidebar is a powerful tool for bulk image insertion and organization. It allows you to add up to 2,000 images from Google Drive, download images from URLs, and even capture photos using your computer’s camera.

With features like image previews, sorting options, and seamless Drive integration, handling images in Sheets has never been easier.

For better formatting and exports, ImageKit lets you embed images directly in cells, making it perfect for PDF and Excel (XLSX) downloads. The process runs smoothly in the background, with a confirmation email sent upon completion.

To start using ImageKit, simply enable the feature in FileDrop’s Settings and access it via Extensions > FileDrop > ImageKit.

• File History for Easy Access

  FileDrop’s File History feature lets you instantly access recently uploaded files directly from the sidebar. No more searching through folders or digging through Google Drive; your most recent uploads are always just a click away, keeping your workflow smooth and efficient.

• Google Drive Integration

  To add files from your Google Drive in FileDrop, open the app and navigate to the Drive tab. From there, you can browse your entire Drive, explore folders, and select files to add. You can also use the search function to quickly find specific files within your Google Drive.

• Insert Images with Custom Sizing

  FileDrop allows you to insert images into Google Sheets cells with predefined size settings, making it easier to organize visuals without disrupting formatting.

Other Useful FileDrop Tools

Folder Tools

The Folder Tools sidebar provides a range of Google Drive management tools directly in Google Sheets, including:

• Copy Files and Folders

This tool lets you copy entire folders—including all files—or just the folder structure to a new location in Google Drive. To use it, paid features must be enabled in the Settings tab.

How to Use:

In Google Drive, open the folder you want to copy.

From the URL, copy the folder ID (everything after /folders/).

Example: From “https://drive.google.com/drive/u/0/folders/12FlePBo5eoIk2_xvr6KAjTDmkl0YLbTd”, the ID is 12FlePBo5eoIk2_xvr6KAjTDmkl0YLbTd.

Paste the source folder ID and the destination folder ID into the sidebar, then click Start Copying. Copying large folders may take some time. Please see our tutorial on how to copy files and folders in Google Sheets.

• Folder Report

Generate a detailed report on your files and folders, including sharing and security info. Use it to review access and take action as needed.

Note:

Before using this tool, you must enable paid features in the Settings tab. Make sure you’re signed in with only one Google account. You can only generate reports for folders that you own.

• Find Duplicates

This paid feature helps you identify and remove duplicate files within a Google Drive folder.

How to Use:

Enter the Folder ID of the Drive folder you want to scan.

Click Find Duplicates. The sheet will populate with any duplicate files found.

Duplicates marked with “delete” in column F are ready for removal.

To keep specific files, remove the “delete” action from those rows.

Click Delete Marked Duplicates and confirm. A message will appear once deletion is complete.

For large folders, the process may take time or timeout. If needed, repeat Step 2.

• Share File or Folder

This tool lets you share a specific file or folder by entering its Google Drive link or ID and the recipient’s email address. Choose the access level—Editor, Viewer, Commenter, Owner, or Anyone—then click Share File.

• List & Share Multiple Files

To share multiple files at once, copy the folder ID of your target Google Drive folder. This method works best for folders with fewer than 5,000 files. Click List Files to Share to generate a list of files in your folder.

In the sheet, enter the email addresses and desired permissions (e.g., Editor, Viewer) for each file.

Click Share Files from Sheet to apply the sharing settings. To confirm, refresh your Drive folder and check if access was granted.

• Get Filenames

This tool lets you extract file names from a list of file links in a specific column and display them in another.

To use:

In the sidebar, set the Input Column (e.g., A) where the file links are listed.

Set the Output Column where you want the file names to appear.

Click Get File Names to generate the names in the selected column.

• List All Drive Folders

Available to paid users, this tool lists and counts all folders in your Google Drive.

Note:

• Free Gmail accounts may hit timeout limits with large folder counts.
• Paid Google Workspace accounts handle higher volumes—tested with 5,160 folders.

Result:

• File Renamer Pro

This tool, available to Pro and Business+ users, lets you rename files in Google Drive folders with ease.

Options:

• Add Prefix or Suffix
• Replace text
• Change Case (uppercase or lowercase)
• Remove, Add, or Replace spaces
• Simply enter the folder ID to apply changes to all files within the folder.

Plus Tools

The PLUS Tools sidebar provides a variety of Google Drive management features, including:

• Folder File Monitor

This tool allows Business+ users to monitor Google Drive folders for new files. Detected files are automatically added to your Google Sheet.

How to Use:

Open the FileDrop add-on, go to Tools > PLUS Tools, and select Folder File Monitor.

Enter the folder ID you want to monitor and click Start Monitoring.

The sheet will update with any new files added to the monitored folder.

Note: The monitor runs hourly and can currently track up to 15 folders at a time.

• Bulk OCR

Available to Business+ users, the Bulk OCR tool extracts text from documents in Google Drive and adds it to Google Sheets or Docs.

How to Use:

• Add files (JPG, PNG, PDF) to a Google Drive folder.
• Copy the folder ID and paste it in the input box.
• Select the language and extraction type (Google Sheets or Docs).
• Click Start OCR to begin. You’ll receive an email when the process is complete, with a link to the output file.

It may take a few minutes, but once done, you’ll get an email notification.

Options:

• Extract to Google Sheet or Doc (either all files or one per sheet/doc)

• Treat as Table for documents with tables like invoices (limited language support)

Limitations:

• File size: 100MB
• PDF page limit: 999
• 2000 files per month (reset monthly)
• Gmail accounts may experience timeouts with large folders
• This feature is in Beta, and results may vary. Feedback is welcome.
• Create Folders in Bulk

The Create Folders in Bulk tool lets you create multiple folders in Google Drive using Google Sheets.

How to Use:

• Create a new Google Sheet.
• Add the main folder in column A and subfolders in columns B, C, D, etc.
• Enter the folder ID where you want the folders created (or leave it blank to create them in the Drive root).

Note: This is a paid feature.

• Download Manager

The Download Manager allows you to bulk-download files from public URLs directly into Google Drive.

How to Use:

• In a new Google Sheet, list the download URLs in column A (with the first row as the header).
• Enter the destination folder ID in the sidebar.
• Click Download Files to start the process.

You will get this prompt once you click the Download Files:

Limitations:

• Files up to 50MB in size.
• Large numbers of files (over 200) may take longer to download.
• Ensure you have enough space in your Google Drive.
• Files must be publicly accessible, including Google Drive and Dropbox links.

Google Photos Sidebar Tool

The Google Photos Sidebar lets you browse and insert images from your Google Photos albums directly into Google Sheets.

Features:

• Search and sort photos by name, date, or album.
• Insert single or multiple images into sheet cells using the IMAGE function (resizes based on cell size).

FileDrop New Uploader (Beta)

The FileDrop New Uploader lets premium users drag and drop up to 25 files (24MB each) for easy uploading.

Features:

• Select, drag, and drop files, then click Upload Files.
• Use Show File Previews to verify correct files before uploading.

Actions Option

The Action Option in FileDrop simplifies file management in Google Sheets by offering various tasks, including:

• Save All Values as Text: Convert all values into text format for easy handling.
• Save Selected as Text: Save selected data as text for consistency.
• List Files in Folder: Automatically list all files in a folder, streamlining file tracking.
• Rename Files: Quickly rename multiple files to stay organized.
• Save Selection as PNG: Save selected data or images as PNG files for easy sharing.

These actions make it easier to manage, organize, and manipulate files directly within Google Sheets.

SmartSheet vs. FileDrop: Which One Is Better for File Management?

SmartSheet is a popular tool for project management, but when it comes to seamless file handling within spreadsheets, FileDrop offers several advantages. Here’s how they compare:

While SmartSheet is geared towards project management, FileDrop is designed for users who want direct, effortless file management within Google Sheets. If your primary goal is to handle documents efficiently without switching between platforms, FileDrop is the better choice.

Key Comparison

Why FileDrop Is a Good Alternative to SmartSheet

If your focus is file management rather than project tracking, FileDrop outshines SmartSheet in several key areas:

• Google Sheets Integration

  FileDrop enhances Google Sheets’ functionality by embedding file management features directly into your existing workflow.

  SmartSheet operates as a separate platform, requiring users to adapt to a new interface.

• Easier File Handling

  With FileDrop, you can upload and access files instantly within your spreadsheet.

  SmartSheet relies on external storage or links, adding unnecessary complexity.

• Bulk Operations for Efficiency

  FileDrop provides additional tools such as bulk file uploads, inserting images in bulk, and managing Drive folders with a single click, features that simplify large-scale file management.

• Faster File Retrieval

  All files stored with FileDrop are linked directly to your spreadsheet from Google Drive, making access quicker and more intuitive compared to SmartSheet’s external file management approach.

Additional FileDrop Features

All-in-One File Management with FileDrop’s Free Tools

Aside from being a smart add-on tool to Google Sheets, FileDrop provides an all-in-one solution for seamless file management, giving you more control and flexibility at no cost. Here’s what you get:

Free FileDrop Tools

• AI Formula Generator: Generate complex Google Sheets formulas effortlessly with AI-powered assistance.
• Free PDF Tools: Edit, remove pages, sign, and manage PDFs with a full suite of free tools.
• SAVE2 for Chrome: Save web content like text, links, and images directly to Google Sheets with a single click.
• Spreadsheet to HTML: Convert your spreadsheet table data into HTML tables for easy website embedding.
• Spreadsheet to Markdown: Quickly transform spreadsheet data into Markdown format with one click.
• Free Google Sheets Templates: Access ready-made templates for budgeting, project tracking, inventory management, and more.
• Image EXIF Data Viewer & Extractor: View and extract detailed image metadata, including date, time, camera settings, and geolocation.
• Image Aspect Ratio & Resize Compare: Preview and compare image aspect ratios before resizing to maintain visual quality.

Free Tools for File Processing

• Free Image Conversion Tool: Convert images between 38 formats in single or batch mode.
• Free Image Resize Tool: Resize photos in bulk with multiple size options.
• Free OCR Text Extractor: Extract text from images (PNG, JPG) and PDF files instantly.
• Free PDF to Word Conversion Tool: Convert PDFs into fully editable Word documents in seconds.
• Image Editor: A professional tool with cropping, rotating, flipping, brightness adjustments, exposure correction, and enhancement effects.
• Free Image-to-PDF Conversion Tool: Convert images (JPG, PNG) into PDF documents effortlessly.

How to Install FileDrop

Getting started with FileDrop is simple. Since it’s an add-on tool for Google Sheets, you can install it directly from the Google Workspace Marketplace.

Follow these steps:

Open Google Sheets and navigate to the Extensions menu.

Click on Add-ons > Get add-ons to open the Google Workspace Marketplace.

Search for FileDrop in the search bar.

Click on the FileDrop add-on and select Install.

Grant the necessary permissions to integrate FileDrop with your Google Sheets. Once installed, you can access FileDrop from the Extensions menu and manage files seamlessly within your spreadsheets.

File Management Made Simple

FileDrop turns Google Sheets into a smart way to manage files—keeping everything organized, easy to access, and stored securely in one place. No need for separate storage tools.

With drag-and-drop uploads, Google Drive integration, and bulk file support, FileDrop makes handling documents quick and hassle-free—right from your spreadsheet.

Try FileDrop today and experience efficient, streamlined file management right inside Google Sheets.