If you’ve ever found yourself torn between using Microsoft Excel or Google Sheets, you’re not alone. It’s a common debate in offices, classrooms, and freelance circles everywhere.
For most of my corporate career, Excel was all I knew. I hadn’t touched Google Sheets until a couple of years ago. At first glance, Sheets seemed too simple—almost like a stripped-down version of Excel—and because it was free, I assumed it couldn’t possibly hold up. But that changed when my team kicked off a project that integrated our financials directly into Google Sheets.
At first, it felt clunky. The buttons weren’t where I expected, and formulas worked a bit differently. It reminded me of switching from a Lexus to a Corolla. It still got me where I needed to go—it just felt lighter and simpler. But over time, I started to appreciate how intuitive and accessible it was. While Excel still wins hands-down for heavy analysis, Sheets became my go-to for quick collaboration and day-to-day tasks. And that’s the key takeaway: there’s no universal “best” spreadsheet app. The real question is—what’s the best tool for the job you’re trying to do? Just like you wouldn’t use a hammer to cut wood, you shouldn’t expect one spreadsheet to meet every need. Here’s a breakdown to help you decide which one belongs in your digital toolbox.
When Excel Is the Better Choice
If your work involves handling massive datasets, building complex models, or digging deep into analytics, Excel is the heavyweight champion.
1. Built for Performance
Because Excel is installed directly on your computer, it uses your machine’s full processing power. It can handle hundreds of thousands of rows without slowing down, while Google Sheets may begin to lag well before that.
2. Advanced Features for Power Users
Excel comes with powerful tools like Power Query and Power Pivot, plus a massive formula library. These features are designed for users who need to clean, transform, and analyze data at a high level. If your work involves finance, forecasting, or anything advanced, Excel is hard to beat.
3. Better Charts and Visuals
If you need to create clean, detailed charts or dashboards, Excel offers more customization and control. Its charting tools are far more versatile, especially when creating visuals for presentations or stakeholders.
4. Offline-Friendly
Excel doesn’t need an internet connection. That’s a huge advantage when you’re traveling, working remotely, or just don’t want to depend on cloud access to get work done.
The takeaway: If you need performance, power, and deep analysis, Excel is the clear choice.
When Google Sheets Makes More Sense
What Google Sheets lacks in brute force, it makes up for in collaboration and convenience. For many people, it’s not just “good enough”—it’s exactly what they need.
1. Built for Collaboration
Google Sheets was designed with teams in mind. Multiple people can work in the same spreadsheet at the same time, edits show up instantly, and comments or suggestions can be added directly into the sheet. Collaboration is smoother and more natural than in Excel, which still relies on more formal co-authoring setups.
2. Free and Accessible Anywhere
Google Sheets is free with a Google account, and since it lives in the cloud, your files are always available—whether you’re on your laptop, tablet, or phone. No software installation, no file syncing—just open and go.
3. Easier to Learn
Sheets has a cleaner, simpler interface. It’s not overloaded with menus and options, which makes it a lot more approachable—especially for people who are new to spreadsheets or just need to handle basic tasks.
4. Auto-Save and Version History
Every change you make in Sheets is saved automatically. Plus, with built-in version history, you can easily go back to earlier versions of your file without losing anything. It’s like having a safety net at all times.
The takeaway: If you need a tool that’s easy to use, great for collaboration, and accessible from anywhere, Google Sheets is the better fit.
Quick Comparison: Excel vs. Google Sheets
| Feature | Excel | Google Sheets | Best For |
|---|---|---|---|
| Large Data Performance | Handles large files with ease | Can slow down with larger datasets | Excel |
| Advanced Features | Power Query, Power Pivot, robust formula set | Basic tools, good for everyday use | Excel |
| Real-Time Collaboration | Available, but not as seamless | Instant and built-in | Google Sheets |
| Cost (for Individuals) | Requires a paid Microsoft 365 subscription | Completely free with a Google account | Google Sheets |
| Ease of Use | Steep learning curve for beginners | Clean, intuitive, and beginner-friendly | Google Sheets |
So, Which One Should You Use?
Here’s the honest answer: you don’t have to choose just one.
Plenty of professionals (myself included) use both. You might start a project in Google Sheets to gather data from a team, then export to Excel to run the analysis. Or maybe you manage your personal budget in Sheets but use Excel to create detailed financial models at work. Google Sheets isn’t just a watered-down version of Excel—it’s a different kind of tool, built for different needs. When you understand each tool’s strengths, you can stop debating and start using the right one at the right time. Whether you’re building a business dashboard, running complex financials, or just organizing your side hustle, picking the right spreadsheet can save you hours and help you work more efficiently.
