Managing projects across multiple departments often means handling various spreadsheets, leading to potential confusion and inefficiencies.
While Microsoft Excel has long been a go-to tool for organizing data, Smartsheet offers Excel-like functionalities with enhanced project management capabilities.
In this blog, we’ll explore the strengths and weaknesses of Smartsheet vs. Excel to help you decide which tool aligns best with your project management needs.
We’ll also introduce an alternative solution that could offer even greater flexibility and ease of use.
Smartsheet vs. Excel: A Comparison Guide
Summarize this article for me pleaseWhat Is Smartsheet?
Smartsheet is a cloud-based project management platform with more features than your typical spreadsheet tool.
Think of it as a mix between Excel and a dedicated project management tool—but with smoother workflows and less hassle when dealing with team collaboration.
Among its numerous features are Gantt charts, automated workflows, and customizable templates.
Smartsheet features
Smartsheet’s got all the features you need to make your life easier. Let’s explore them together:
1. Real-time collaboration
Smartsheet lets you and your team work on the same document simultaneously—no version control nightmares here.
Everyone can make updates, leave comments, and track progress without the confusion of endless email attachments.
Plus, you can assign tasks, add attachments, set task dependencies, and follow through with all your team members to keep your project on track (especially helpful if you’re working on multiple projects).
Note: Curious about more Excel alternatives? Check out our list of Top 11 Excel Alternatives & Competitors!
2. Automated workflows
Instead of wasting time on repetitive tasks (sending reminders, updating status fields, etc.), you can set up smart triggers with Smartsheet’s automated workflows.
Think of it like setting up dominoes—one action triggers another until everything falls into place perfectly.
Want to notify your team when a deadline’s approaching? Smartsheet will send an alert.
Need a field updated when a task is completed? Done. Automatically.
The best part?
You can customize these workflows to fit your team’s unique processes, saving time while ensuring nothing slips through the gaps.
3. Gantt charts and resource management
If you love seeing your projects laid out in an easy-to-understand timeline, Gantt charts can become your new productivity hack.
Gantt charts in Smartsheet allow you to map out every task, deadline, and task dependency so you always have a clear picture of your project’s progress. No more scrambling to figure out what’s due when—you can see everything at once.
Smartsheet also gives you the tools to allocate your team’s time and is very helpful with resource management.
You can track hours, manage budgets, coordinate across teams, and do so much more—all without dealing with the usual chaos.
4. Seamless integration
Smartsheet’s seamless integration with tools like Google Workspace, Microsoft Teams, and Power BI takes your workflow to a new level.
Rather than switching between apps, Smartsheet pulls all your data into one place, allowing for easy collaboration and enhanced data visualization.
You can also pull data from external sources, making it easier to keep everything in sync and up to date.
5. Mobile apps and cloud storage
Need to manage your projects on the go? Smartsheet’s mobile apps allow you to do so, giving you complete control over your projects remotely.
Whether in a meeting or out of the office, you can quickly check task progress, update statuses, or make changes with just a few taps.
Smartsheet’s cloud storage services keep all your data safe and accessible—no more lost files or outdated versions.
SmartSheet pricing
- Pro: $9 per member/month (billed yearly) for 1-10 members, unlimited viewers. Includes Gantt, grid, board, calendar views, unlimited sheets, 250 automation/month
- Business: $19 per member/month (billed yearly) for 3+ members, unlimited guests/viewers. Adds timeline view, team tracking, admin tools, unlimited automation, and 1 TB storage
- Enterprise: Custom pricing. Includes all business features, plus AI formulas, SAML SSO, WorkApps, unlimited storage, and advanced integrations
Summarize this article for me pleaseWhat Is Excel?
For decades, Microsoft Excel has been the go-to spreadsheet tool for everything, from making charts to analyzing finances to organizing company data.
Excel offers powerful data analysis capabilities. This makes it an essential tool within the Microsoft Office suite for anyone handling complex calculations, structured data, or managing databases.
It focuses heavily on data manipulation and visualizing data. You can create complex formulas, perform complex calculations, and organize large amounts of information across its signature grid layout.
What’s more, Excel integrates with other Microsoft Office applications. This makes it crucial for workflows that rely on seamless transitions between other MS tools, such as PowerPoint presentations and Word documents.
Also Read: 25 Best Free Project Management Software
Excel features
If you’ve been using Excel only as a spreadsheet tool, you’re missing out on a lot!
Excel is a powerful program that simplifies data and project management tasks. It handles everything from advanced data visualization to large-scale projects (say, yearly company audits) without hassle.
Here is why Excel remains one of the most well-known tools in the industry:
1. Complex calculations and formulas
Imagine you’re managing the marketing team’s yearly budget. Using the ‘SUMIF’ function, you can calculate the total spending for specific campaigns based on criteria like month or channel.
Need to further break down the costs per quarter? Just plug in a ‘VLOOKUP’ to pull the exact data you need from multiple sheets.
With an extensive library of formulas, Excel allows users to crunch numbers, automate tasks, and even conduct financial analysis without difficulty.
Plus, Excel’s formulas can be integrated across multiple sheets. This helps organize and track project data or even display it in a more easy-to-understand format.
2. Data visualization and charting tools
Excel’s built-in charting tools are a lifesaver when it comes to data visualization.
You can easily convert rows of data into bar graphs, pie charts, or Gantt charts for effective data visualization, simplifying large-scale projects and complex data.
But that’s not just it!
Excel can also integrate with Power BI for an even more powerful business intelligence and analytics experience.
3. Task automation with macros
Excel’s task automation feature, also known as a macro, is a game changer for those who want to level up their productivity.
Tired of copy-pasting monthly sales data into ten different sheets?
Just set up a macro, hit a button, and it’s done (yes, it’s that easy).
Have to color-code endless rows? Set up your macro, click, and your spreadsheet’s now organized (yes, it’s that simple).
With macros, you can automate repetitive tasks like formatting, data entry, and even generating reports. It’s like having a personal assistant for your spreadsheet.
Once you’ve set up your macros, they’ll do the boring stuff so that you can focus on important things like data analysis and managing team members.
Macros especially come in handy when dealing with project management tasks or extensive datasets, saving you time and reducing errors.
4. Real-time collaboration (Excel Online)
Excel may not have Smartsheet’s built-in collaboration flair, but with Excel Online, your team can still edit on the same spreadsheet.
No more “Which version are we on?!” headaches.
Just share the link, and everyone can dive in, make edits, and drop comments like it’s a group chat.
Plus, you can flip that data to a PowerPoint presentation anytime. Or throw some insights into a Microsoft Teams discussion.
5. Integration with other Microsoft Office tools
Need to throw in some extra columns in your PowerPoint presentation before that final weekly meeting? Go ahead and paste those Excel tables.
Have to link some live data into your Word document report?
No problem. Change the data in Excel, and your Word doc automatically updates.
Need even more real-time collaboration? Just hop on to Microsoft Teams, share the spreadsheet, and brainstorm with your team without switching apps.
Not only this, but Excel also supports cloud storage services, allowing you to store your Excel files and work on them from anywhere.
Excel pricing
- Excel 2019 (one-time purchase): $159.99
- Microsoft 365 Personal: Starting at $6.99/month
- Microsoft 365 Business Standard: $12.50/user/month (annual commitment)
- Microsoft 365 Family (Up to 6 people, Includes Excel and other Microsoft apps): $9.99/month
Summarize this article for me pleaseSmartsheet vs. Excel: Features Compared
Time for the battle quest!
Both Smartsheet and Excel are great tools, but how do they compare side-by-side? We broke the Excel vs. Smartsheet comparison down feature by feature.
Feature #1: Real-time collaboration
🏆Winner: Smartsheet
In the first round of the Smartsheet vs. Excel debate, we looked at real-time collaboration, and Smartsheet clearly pulls ahead.
Unlike Excel, which requires multiple versions to be shared or access to Excel Online, Smartsheet allows you and your team to collaborate in real time—whether you’re assigning tasks, making updates, or leaving comments.
Everyone’s on the same page, literally! Excel Online offers some collaborative features, but they feel a bit clunky compared to Smartsheet’s smooth, built-in workflow automation.
Feature #2: Data visualization and charting tools
🏆Winner: Tie
There is no clear winner in this aspect of the Smartsheet vs. Excel battle. Both offer robust data visualization features.
With its charting tools and integration with Power BI, Excel is fantastic for creating bar graphs, pie charts, and more. It’s long been the go-to for visually displaying data.
However, Smartsheet isn’t far behind, offering versatile views like Gantt charts, calendars, and grids that make it easier to visualize and manage project data.
If you’re managing large-scale projects, either platform will get the job done, but the choice depends on your preference for presentation style.
Feature #3: Automated workflows
🏆Winner: Smartsheet
Next, we compared automated workflows, and Smartsheet took the lead easily.
Smartsheet’s automation helps manage repetitive tasks such as sending reminders or updating status fields and makes task management much smoother.
Excel doesn’t have this built-in feature, though you can use macros to automate tasks. But let’s be honest—macros require a steeper learning curve and aren’t as intuitive as Smartsheet’s automation tools.
Feature #4: Seamless integration
🏆Winner: Excel
When it comes to integration, Excel edges out the competition.
Thanks to its deep ties to the Microsoft Office ecosystem, Excel can be effortlessly integrated with PowerPoint presentations, Word documents, and Microsoft Teams. You can link live data between apps and make updates across the board.
Smartsheet also integrates with tools like Google Workspace and Power BI. And yet, Excel’s dominance in the Microsoft Office applications space gives it the upper hand for users already invested in that suite.
Feature #5: Learning curve
🏆Winner: Excel
Let’s face it: most of us were introduced to Excel early on, and it’s practically one of the first programs many of us learned.
Excel’s basics are easy to pick up, and even more advanced features like complex formulas and data filtering start to feel natural with some practice.
Smartsheet, on the other hand, while intuitive for managing projects, can take a little more time to learn, especially when you want to use its advanced tools like automated workflows and resource management.
If you’re part of a small team or just getting started with project management tools, you might find Smartsheet’s learning curve steeper than Excel’s.
Summarize this article for me pleaseSmartsheet vs. Excel on Reddit
Reddit users have plenty to say about the Smartsheet vs. Excel debate:
One frustrated user shared their struggles with Smartsheet:
They also pointed out issues with scripting capabilities, column copying, and form design.
However, not everyone feels the same. One user said:
Some users found a happy medium, using both tools for different tasks. As one Redditor explained,
The overall Reddit consensus?
Smartsheet excels (no pun intended) in project management and collaboration, but Excel remains a favorite for data analysis and handling large datasets.
Summarize this article for me pleaseMeet ClickUp—The Best Alternative to Smartsheet vs. Excel
Now that we have compared Smartsheet vs. Excel on multiple aspects, it’s time to meet a new tool that offers the best of both worlds and none of their limitations.
More integrations, in-built AI functionalities, real-time collaboration, automation features, and more than 1000+ templates for all your project management needs.
Say hello to ClickUp.
Here’s how ClickUp combines the best of Smartsheet and Excel’s strengths (along with some extra features).
ClickUp’s one up #1: ClickUp Table View
Imagine all the power of Excel spreadsheets but with the flair of project management tools built right in.
With ClickUp’s Table view, you’re not just managing data—you’re transforming it into actionable insights that drive your projects forward.
For example, let’s say you’re managing a marketing campaign with various deliverables, deadlines, and contributors.
With Table View, you can easily assign tasks, track deadlines, and monitor progress in one structured view while also managing your campaign budget and vendor details—all without switching between multiple tools.
Note: Check out our latest SmartSheet vs ClickUp comparison to learn more about the perfect tool for you.
ClickUp’s one up #2: Spreadsheet templates
No time to build your own system from scratch?
No problem.
The ClickUp Spreadsheet Template is here to get you started. From managing your financial analysis to organizing your next big project—you skip the setup and dive straight into action with this template.
Unlike Excel, where building a template from scratch can feel like an elaborate process, ClickUp makes it quick, simple, and, dare we say—fun!
If you want extra flexibility, the ClickUp Editable Spreadsheet Template gives you a fully customizable experience.
💡 Pro Tip: If you are new to project management tools, ClickUp’s templates are the perfect way to get started. You can find templates categorized according to departments, industries, and use cases. Want a sheet to track your groceries? Done. Looking for a budget planner for your next project? Also done.
ClickUp’s one up #3: Automation and AI
Repetitive tasks slowing you down? Not anymore.
ClickUp Automations makes streamlining workflows a stroll in the park. Paired with ClickUp Brain, it’s the assistant to which you can delegate standard daily tasks. All you have to do is describe your automation, and the AI sets it up instantly—no programming needed.
Whether you’re sending reminders, updating statuses, or triggering actions based on conditions, ClickUp takes care of the repetitive stuff so your team can stay focused on the big picture.
ClickUp’s one up #4: Task management for teams
Managing a team has never been easier, thanks to ClickUp’s Project Management Solution. Think Gantt charts, resource tracking, and task delegation—done the easy way.
Imagine you’re leading a product development team.
You can see your entire project timeline at a glance with ClickUp’s Gantt charts—keeping priorities straight, dependencies clear, and progress easy to track.
And when it’s time to dive into the details, ClickUp Tasks are your go-to for organizing and assigning the nitty-gritty work.
You can easily manage workloads, ensuring no one is overwhelmed, while using ClickUp Docs to store all relevant project details and files.
ClickUp Whiteboards allow for brainstorming sessions, while ClickUp Forms collect feedback or requests from stakeholders, all within the same platform. And if you need a customized look at your project, you can count on ClickUp Views—including Gantt charts—to organize your dashboard exactly how you need it.
Summarize this article for me pleaseChoose the Smarter Tool to Excel: ClickUp
So, which of these database management systems should you choose—Smartsheet, Excel, or ClickUp?
If data analysis is your primary focus, Excel’s hard to beat. Microsoft Excel is still the go-to spreadsheet software for crunching numbers and analyzing data, especially when it comes to complex calculations.
On the other hand, Smartsheet is a great choice if you want to focus more on collaboration and automation.
But if you’re looking for the best of both worlds, ClickUp is your perfect match.
ClickUp combines powerful data management with real-time collaboration and AI-powered automation to streamline your team’s productivity across projects.
Ready to ace your projects? You can start using ClickUp for free today!
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