Smartsheet vs. Excel: The Ultimate Guide

Microsoft Excel and Smartsheet, though similar in their spreadsheet functionalities, cater to different needs. Excel is a powerful tool for data analysis and complex calculations that has been a central pillar of many companies and industries throughout the years. In contrast, Smartsheet focuses on project management and team collaboration, offering features like real-time updates and automation to streamline workflows. In this article, we’ll compare Smartsheet vs. Excel to help you determine which tool is better suited to your specific requirements.

Smartsheet vs. Excel at a glance

Feature	Smartsheet	Microsoft Excel
Primary use	Project management and team collaboration	Data analysis, complex calculations, and spreadsheet management
Interface	Intuitive, modern, user-friendly	Familiar, customizable, steeper learning curve
Ease of use	Straightforward for non-technical users	Requires learning, especially for advanced features
Data analysis	Basic analysis with real-time dashboards	Advanced analysis with complex formulas and pivot tables
Automation	Task automation without coding	Advanced automation with VBA, requires coding
Charts and graphs	Basic chart options, workflow-focused	Extensive chart customization options
Project management	Built-in tools like Gantt charts and Kanban boards	Requires manual setup, suitable for simpler tracking
Collaboration	Real-time collaboration, comments, dynamic forms	Co-authoring, limited native communication tools
Scalability	Designed to scale with teams and complex projects	Scalable with add-ons, focused on data management
Offline access	Primarily cloud-based	Full offline access available
Integrations	Extensive third-party integrations, automation-friendly	Limited to the Microsoft ecosystem
Platforms and devices	Web, Windows, Mac, iOS, Android	Web (Excel Online), Windows, Mac, iOS, Android
Pricing	Subscription: starts at $12/user/month	One-time purchase or subscription starting at $6.99/month

What is Smartsheet?

Smartsheet is a versatile cloud-based platform engineered to enhance work management, collaboration, and process automation across any organization. Emerging in the market as a sophisticated alternative to traditional spreadsheet tools, Smartsheet has quickly positioned itself as a central hub for project management and real-time team collaboration. Its intuitive interface makes collaborating on sheets and reports as easy as using a familiar spreadsheet view, but with powerful enhancements that surpass conventional software.

Leveraging its robust platform since its inception in 2005, Smartsheet has continuously evolved, now offering a Kanban board view alongside other visualization options, which aids in agile project management and a clearer understanding of workflows. Notable, too, is its automation builder, which simplifies the creation of custom automated actions and triggers to streamline operations.

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Primary features that distinguish Smartsheet include its dynamic sheets for real-time data management, customizable dashboards for at-a-glance insights, Gantt charts for project scheduling, forms for data collection, and automated workflows that link tasks across different platforms and services. These tools are designed to foster collaboration, enhance visibility into projects, and significantly reduce the manual overhead associated with managing large-scale tasks and complex projects.

Smartsheet is designed to serve an array of industries, fostering seamless collaboration and enhanced decision-making through its scalable platform. As a testament to its impact, the platform is trusted by over 90% of Fortune 100 companies, proving its capabilities in work management and productivity enhancement.

What is Excel?

Microsoft Excel is a longstanding and influential spreadsheet tool designed primarily for data organization, analysis, and calculation.

Since its introduction in 1985, Excel has played a vital role in various professional sectors as an integral part of the Microsoft Office suite. It provides users with a robust grid interface composed of rows and columns, which are further broken down into individual cells. These cells can contain not just data but also formulas and functions that enable complex mathematical operations, pivot tables for data summaries, and various types of data visualization, such as charts and graphs.

Excel’s utility spans a broad spectrum of applications. Within the financial sector, Excel is indispensable for creating detailed budget spreadsheets and conducting financial forecasting. Marketing professionals leverage it to analyze campaign data and gauge consumer trends, whereas engineers rely on Excel for technical computations and project planning. In academics, both educators and students use Excel to process statistical data and carry out scientific research.

Excel has consistently been updated to meet the growing needs of its users. From simple numerical record-keeping to intricate financial models and extensive databases, Excel has shown immense versatility. The desktop version is rich in data analysis tools, supporting various file formats like CSV, JSON, and XML and allowing users to collaborate on and review Excel spreadsheets within teams directly from Microsoft Teams. With advancements such as power query, power pivot, and the introduction of artificial intelligence, Excel’s capabilities have expanded over time.

The functionalities offered by Excel—sorting, filtering, querying, spreadsheet view, and conditional formatting, among others—enhance productivity and provide precision. Whether tracking expenses, forecasting sales, or managing large data sets and customer data, Excel has become an indispensable tool in the arsenal of professionals aiming to convert raw data into actionable insights.

Pros and cons of Smartsheet

✅ Pros

• Streamlined project management with centralized task assignments and deadline tracking.
• Automated workflows that enhance efficiency and minimize manual input.
• Enhanced collaboration with easy sharing among team members, stakeholders, and clients.
• Real-time data updates that improve decision-making with current information.
• Comprehensive integrations that connect Smartsheet with a wide range of tools like Slack and Salesforce.
• Customizable templates and views for a personalized project management experience.

❌ Cons

• Smartsheet often requires additional paid add-ons for its best features, such as resource management and time tracking.
• Access to premium support services is restricted unless users opt for costlier Business or Enterprise plans.
• While Smartsheet includes Kanban boards, it is primarily spreadsheet-focused.
• Smartsheet’s learning curve can be steeper for those not familiar with project management software.
• Integrating Smartsheet with other tools and services is less intuitive.
• No free version.

Pros and cons of Excel

✅ Pros

• Low barrier to adoption and ease of access for users across different sectors.
• Powerful data analysis capabilities with a robust set of formulas and functions.
• Extensive features for spreadsheet management, such as pivot tables, conditional formatting, and data validation.
• Professional-looking charts and graphs with minimal effort.
• Integration with the Microsoft ecosystem.
• Offline access.

❌ Cons

• Limited collaboration capabilities.
• The absence of real-time co-authoring makes version control inconvenient.
• Lacks automated workflow features, meaning repetitive tasks cannot be easily streamlined.
• Managing complex data and dependencies across multiple spreadsheets can be cumbersome without relational database features.
• Its learning curve can be steep for advanced features.
• Excel’s integration with other systems is not as extensive.

Smartsheet vs. Excel: What are the differences?

In this section, we will go over all the differences between Smartsheet and Excel so that you can make the best-informed decision possible.

User interface

Smartsheet boasts an intuitive and modern interface characterized by its clean and simplistic design, which can make it easier for beginners to learn and use effectively. The visual layout promotes easier navigation, which is ideal for those who prioritize quick setup and straightforward tool interaction.

On the other hand, Excel offers an interface that’s very familiar to its long-time users; however, its extensive functionalities might be intimidating to new users. The ability to extensively customize the app interface, such as adding function buttons to a quick-access toolbar or creating new tabs to group related functions, gives users unparalleled control over their spreadsheet environment, which can increase efficiency for seasoned Excel professionals.

Thus, while Smartsheet’s interface is often preferred by users seeking simplicity and immediate productivity, Excel’s customizable and feature-rich environment is favored by users who require deep customization and are comfortable with a steeper learning curve.

Ease of use

When assessing the ease of use between Smartsheet and Excel, consider both the journey for newcomers and the experience for seasoned professionals. Starting with Smartsheet, its modern, intuitive interface stands out for its clean design, making initial setup relatively straightforward. However, for those deeply entrenched in Excel’s methodologies, there may be a learning curve as Smartsheet’s innovative approach to spreadsheet management differs from Excel’s traditional model.

For day-to-day operations, Smartsheet’s clean interface and straightforward navigation aid users in managing complex tasks and projects efficiently, even for those with a non-technical background. In contrast, Excel’s familiar interface caters well to long-standing users, but it can appear daunting to novices, potentially requiring more intensive learning and adaptation.

Both platforms show a commitment to serving users with varying levels of technical skill, but the user experience tilts in favor of Smartsheet for its welcoming, modern feel, while Excel remains the go-to for users seeking the comfort of a well-known, traditional spreadsheet environment.

Data analysis and reporting

Excel has always been the go-to tool for statistical analysis, allowing users to manage large datasets with intricate, formula-driven manipulations and import data functionalities. Its pivot tables are highly efficient for cross-tabulating and summarizing data, making it a favorite for users dealing with extensive analyses. Excel’s comprehensive tools facilitate not only data analysis but also the ability to export reports, enhancing data portability across different platforms.

Conversely, Smartsheet provides an intuitive platform with enough data visualization tools, like charts and card views, to suffice for simpler tasks. While offering basic data analysis capabilities, it excels in creating dynamic dashboards, which can consolidate key information across multiple projects—something Excel’s online version struggles with when handling data across workbooks. In summary, Smartsheet boasts strong integration and compatibility features, facilitating the import and export of data for streamlined project workflow.

Yet, where Excel outmatches with its formulaic complexity and a wide range of charts and graphs, Smartsheet emphasizes collaboration. It offers real-time insights with customizable reports that eclipse Excel’s more static approach to data storytelling. Each tool caters to different needs: Excel for deep statistical work and Smartsheet for project management reporting and communication.

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Macros and scripting

Excel is renowned for its robust use of macros and scripting through VBA (Visual Basic for Applications). This feature allows users to automate repetitive tasks, ranging from simple formatting to complex data analysis functions, though it typically requires a deeper understanding of coding. For advanced users who are comfortable with programming, Excel offers immense flexibility and control, enabling them to handle complex automation with precision.

On the other hand, Smartsheet focuses on streamlining workflow automation without the need for extensive scripting knowledge. It employs conditional logic for task automation, which can be particularly valuable for project management.

While Smartsheet’s capabilities may not match the complexity that Excel’s VBA scripts can handle, they offer sufficient functionality for common automation needs with a more user-friendly visual approach. This makes it well-suited for novice users or those without a technical background who wish to automate workflows efficiently in a more interactive environment.

Therefore, while Excel caters to power users with its advanced scripting potential, Smartsheet is an excellent alternative for those prioritizing ease of use and simplicity in their automation needs.

Charts and graphs

When it comes to chart creation and data visualization, Excel outshines Smartsheet with its multitude of chart types and in-depth customization options. Excel offers numerous chart variations, including seven types of scatter plots and unique combination charts, which meld two different chart types for sophisticated data analysis. This vast range is coupled with advanced customizability, enabling users to tailor their visual representations precisely to their needs. This makes Excel the superior choice for intricate data presentation requirements.

Conversely, Smartsheet, while not as extensive in its chart offerings, still provides robust visualization tools that cater well to basic and intermediate needs. It facilitates clear data representation with essential graph types and has additional views like grid, card, Gantt, and calendar that promote collaborative project management. Although lacking the chart diversity of Excel, Smartsheet’s integrated views align with its aim to support dynamic, team-based work environments, positioning it as a practical option for those prioritizing workflow visualization over complex chart customization.

Project and task management

Smartsheet is inherently designed for dynamic project management, offering built-in tools such as automated workflows, Gantt charts, and Kanban boards that facilitate seamless task assignment and progress tracking. Each task can be meticulously categorized, with deadlines, statuses, and dependencies tailored for clear, visual milestone tracking. Particularly for larger teams and complex projects, Smartsheet excels through its ability to streamline project flows and ensure precise resource allocation.

Excel, while versatile in handling diverse data manipulation tasks, requires manual setup to mirror project management capabilities. Basic Gantt charts can be created but lack the integrated nature of Smartsheet’s offerings. Excel is better suited for smaller projects or teams that need a straightforward, albeit less specialized, tool for financial tracking and simple to-do lists. In addition, Excel now supports file attach

When simplicity and basic functionality suffice, Excel is the reliable standby; for intricate project orchestration with a focus on collaboration, Smartsheet stands out as the superior choice.

Collaboration and communication

Smartsheet excels with its Conversations feature, allowing teams to engage in real-time dialogue and effortlessly record discussions at various levels: row, sheet, or workspace. Smartsheet further fortifies collaboration with dynamic forms for data intake and automated systems for alerts, reminders, and requests, ensuring team members always stay updated and can contribute to ongoing comments.

Conversely, Excel provides co-authoring capabilities permitting simultaneous multi-user access that reflects workbook changes almost instantaneously, yet it stops short of Smartsheet’s offerings. The platform lacks a native comment system for project-focused discussions, which could hinder the seamless flow of communication. Excel users often rely on external communication tools for detailed exchanges, contrasting with Smartsheet’s all-inclusive environment.

Integrations, automation, and AI

Smartsheet boasts over 100 third-party integrations spread across CRMs and enterprise systems like Salesforce and Jira, as well as messaging apps such as Slack. Its platform is designed to foster seamless connectivity with tools for automation (Zapier, Workato). Additionally, Smartsheet’s compatibility with Google apps further broadens its functional reach for content collaboration (Adobe Creative Cloud, DocuSign) and enhanced security (Microsoft Defender). This extensive range facilitates a more interconnected workflow, significantly reducing manual input through powerful, easy-to-implement automation.

Smartsheet’s AI capabilities significantly elevate data analysis and process management, providing users with advanced insights and time-saving automations. By analyzing sheet data, the AI generates informative charts and metrics, offering quick snapshots of business performance. Users can easily craft ad copy, perform sentiment analysis, translate texts, or summarize tasks, streamlining communication and workflow. Smartsheet even allows the creation of complex formulas through simple English instructions, enhancing efficiency without requiring extensive coding knowledge.

In contrast, Excel’s integration options are more limited, primarily focusing on Microsoft’s own suite, with essential connections to Power BI and Azure and some automation through VBA scripting, a process that typically requires a steeper learning curve. However, Excel’s extensive user base can access a wealth of resources, including tutorials and community support, which can help ease the learning process. Smartsheet’s native integration capabilities far surpass Excel’s, thus providing a more comprehensive and user-friendly solution to streamline complex workflows and data analysis tasks.

Excel enhances its robust feature set by integrating with Copilot AI, a tool designed to streamline tasks and assist with data analysis. Copilot’s AI-driven capabilities complement Excel’s analytical functions, providing users with intelligent suggestions, automating repetitive tasks, and optimizing data management workflows.

Pricing

Both tools have different plans and purchasing options that can influence your choice.

Smartsheet plans

Smartsheet operates on a subscription model, starting at $12 per user per month. Its advanced features cater to the needs of scalable project management and team collaboration.

Pro

• $12 per member/month (billed monthly)
• 1-10 members, unlimited viewers
• Ideal for: Individuals and teams tracking, sharing, and managing projects.
• Includes:
  • Unlimited free viewers
  • Gantt, grid, board, and calendar views
  • Rich formulas
  • Unlimited sheets, forms, and reports
  • 250 automations per month

Business

• $24 per member/month (billed monthly)
• 3+ members, unlimited guests, and viewers
• Ideal for: Businesses aligning people, projects, and programs.
• Includes:
  • All Pro plan features
  • Unlimited free guests
  • Timeline view
  • Team workload tracking
  • Admin capabilities
  • Unlimited automations
  • 1 TB attachment storage

Enterprise

• Custom pricing – Contact for details
• Ideal for: Organizations running processes at scale with enterprise-grade security.
• Includes:
  • All Business plan features
  • AI formulas, texts, and charts
  • SAML-based SSO
  • WorkApps
  • Work Insights
  • Enterprise Plan Manager
  • Unlimited attachment storage
  • Directory integrations

Excel pricing

Conversely, Excel offers more flexibility with a monthly subscription per user or a one-time purchase option.

Excel (standalone):

• $159.99 (one-time purchase)
• For 1 PC or Mac
• Ideal for: Individuals who primarily need spreadsheet software.
• Includes:
  • Core Excel features (data analysis, formulas, charts)
  • Real-time co-authoring* (*requires OneDrive)

Microsoft 365 (subscription)

• Starting at $6.99/month (or annual plans available)
• Includes Excel, Word, PowerPoint, Outlook, and 1 TB OneDrive cloud storage
  • Ideal for: Individuals or families who want the full suite of Microsoft Office apps, plus cloud storage and collaboration benefits.
• Additional benefits:
  • Access across multiple devices
  • Ongoing updates and new features
  • Online versions of apps

Verdict: Which is the best choice for you?

When deciding between Smartsheet and Excel, it’s essential to consider your specific needs for project management and data analysis.

If your main goal is to streamline project collaboration and you want a tool that offers advanced project management features with real-time update capabilities, then Smartsheet is the standout choice. It’s built for modern, dynamic teams who need to stay connected and on track with multiple projects.

👉 Choose Smartsheet if you’re seeking a robust project management platform that can scale with your team’s growing collaborative needs.

On the other hand, if you require a powerful spreadsheet tool capable of handling complex data analysis with extensive functionalities for calculations and data visualization, Excel is the superior option. Especially if you already have a Microsoft 365 subscription, Excel may provide all the basic project management necessities along with its advanced data processing capabilities without any additional cost.

👉 Opt for Excel if your main focus is in-depth data analysis or if you wish to leverage an existing Microsoft 365 subscription for basic project management tasks.

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While Smartsheet and Excel offer valuable features, consider exploring the innovative capabilities of Notion for a truly customizable project management experience. Notion’s flexibility allows you to tailor your workspace to your exact needs, whether it’s simple task lists or complex project timelines. Pair it with 2sync to supercharge your Notion setup.

This powerful integration tool seamlessly connects Notion with tools like Google Calendar, Google Tasks, and Todoist, centralizing task management and bringing unparalleled organization to your projects. By combining Notion’s dynamic features with 2sync’s integration capabilities, you can effortlessly streamline your workflows, enhance collaboration, and unlock a new level of productivity.

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