The features you need from a spreadsheet app can vary widely, and for most users, Microsoft Excel’s full suite of advanced tools goes unused. If you’re not managing complex financial data daily, the price tag for Microsoft Office, including Excel, can feel steep. Microsoft charges a minimum of $6 per month for a single business license (paid annually), $6.99 monthly for personal home use, or $159.99 for a one-time Office Home and Student 2021 license.
Suppose that investment isn’t for you—whether due to cost, lack of need for all of Excel’s features, or just wanting to save a few dollars—numerous free alternatives to Excel can either run directly from the cloud or be installed locally on your computer. And the best part? These Excel alternatives are entirely free.
Google Sheets: Best for Real-Time Collaboration and Cross-Platform Flexibility
Google Sheets, Google’s popular cloud-based spreadsheet tool, offers a reliable alternative to Microsoft Excel. For most users, Sheets covers the essentials with ease, and the fact that it’s hosted in the cloud makes it highly versatile. Unlike Excel, Sheets works entirely in a web browser, so it’s platform-independent, allowing you to run it on Windows, macOS, Linux, or even directly on your smartphone. This makes it especially useful if you frequently switch between devices or collaborate remotely. I find this feature incredibly convenient, as I can pick up where I left off no matter which device I’m using.
Since everything is saved in Google Drive automatically, there’s no need to worry about losing work if your computer crashes. Google’s seamless backup also allows you to access older spreadsheet versions and even restore them if needed. I can’t count the number of times this version history has saved me, especially on group projects where everyone’s making edits—it allows me to track changes and quickly undo any unintentional mistakes.
Key Features of Google Sheets
Offline editing: Despite being cloud-based, Sheets can still work offline, which means you can continue editing without an internet connection, and changes will sync once you’re back online.
File format support: You can work with a wide range of file types, including .xlsx, .xls, .csv, and .tsv, making it compatible with other software.
Data visualization and analysis: Sheets include built-in charts, pivot tables, and other analysis tools that can make working with data manageable and visually engaging.
Real-time collaboration: You can share documents, view edits as they happen, and see other users’ cursors, making teamwork easy and eliminating the hassle of sending documents back and forth.
Version history: This allows you to see changes made over time and revert to earlier versions if needed, which is incredibly helpful for tracking edits in collaborative projects.
Template Gallery: Google Sheets provides a gallery of templates for budgeting, calendars, to-do lists, and more, simplifying common tasks.
Pros
Export files in multiple formats (.pdf, .html, .xlsx)
Ability to automate tasks with macros
Real-time collaboration makes team projects easier
Cons
May experience lag with large data sets
It can be difficult to pinpoint specific editors’ actions
Why We Chose Google Sheets
Google Sheets stands out for its collaboration capabilities. I appreciate how I can collaborate with colleagues or friends on the same spreadsheet without emailing multiple versions back and forth. In educational or professional settings, sheets enable real-time input, which is especially helpful when working on group assignments or large data projects. However, when handling massive datasets, I have noticed that Sheets can start to lag compared to Excel, so Excel still has an edge for high-powered data crunching.
Zoho Sheet: Best for Streamlining Work with Automation
Zoho Sheet brings many features that make it a standout option for users seeking to automate repetitive tasks and streamline data handling. Zoho’s commitment to automation and ease of collaboration makes this a particularly appealing choice for teams with a lot of data or who need a centralized platform for their spreadsheets. The platform’s compatibility with various file types, including Excel (.xls), .csv, .ods, and .tsv, makes it straightforward to import existing data and start working without hiccups. For those of us who occasionally need to switch between software, this compatibility has proven to be a game-changer.
With Zoho Sheet’s real-time updates, teams can collaborate fluidly, seeing each other’s updates as they happen. One of the features I find most powerful is the ability to set up macros and even VBA scripts for repetitive tasks, which can be a significant time-saver. Additionally, Zoho Sheet offers comprehensive data cleaning tools, allowing users to easily catch mistakes, duplicate data, and other inconsistencies.
Key Features of Zoho Sheet
Multi-language support: Supports several languages, from Polish to Turkish and Japanese, making it accessible for global teams.
350+ predefined functions: Covers a broad spectrum of analysis and manipulation functions, making it comparable to Excel in terms of function depth.
Exporting formats: Users can export data in formats such as .html and .pdf, making it versatile for sharing reports or presentations.
Custom functions: Zoho allows for user-defined functions so that you can create specific calculations unique to your workflow.
Image-to-sheet feature: This innovative feature lets users scan documents, receipts, or handwritten notes and automatically converts the information into spreadsheet format. It is a fantastic tool for quickly digitizing information.
Pros
AI-powered insights streamline data analysis
Data cleaning tools enhance data integrity
Customizable automation with macros and VBA
Cons
Lacks extensive data modeling capabilities
No offline support, limiting access
Why We Chose Zoho Sheet
Zoho Sheet’s strength lies in its automation capabilities and robust data processing tools. Features like data cleaning and AI-powered analysis are designed to make data management more accessible, which is essential for maintaining data integrity. What impresses me most is how Zoho has integrated AI insights, helping to highlight patterns or irregularities without requiring a deep dive into the data manually. For businesses and individuals looking to streamline workflows, Zoho Sheet is beneficial, allowing users to analyze data, automate tedious tasks, and create engaging visuals with minimal setup.
Microsoft Office Excel Online: Best for Fans of Excel’s Familiar Interface
Excel Online is Microsoft’s response to the cloud-based convenience of Google Sheets, providing users with a simplified, web-based version of the popular Excel desktop app. While it might not have every feature Excel power users rely on, it delivers an intuitive experience, closely mirroring the interface and feel of the desktop version. If you’re already accustomed to working in Excel, the transition to Excel Online is nearly seamless. For someone who prefers the familiar Excel layout, Excel Online might be a better fit than Google Sheets.
Key Strengths of Excel Online
One of the main advantages of Excel Online is that it comes with automatic cloud saving via OneDrive, so users don’t have to worry about data loss. Another major plus is the real-time collaboration—something the offline versions of Office (like Office 365 and Office 2019) don’t offer. Excel Online’s Power BI integration is also a powerful feature, as it allows users to analyze data more thoroughly and create richer visuals, which can be extremely useful for basic business analytics.
Still, if you’re a power user who needs Excel’s full range of tools, Excel Online may feel limiting. Advanced charting, VBA scripting, external data connections, and robust data processing features are read-only or unavailable online. For example, creating a complex financial model or handling larger datasets is a smoother experience on the desktop version due to Excel Online’s limited processing capabilities.
Key Features of Microsoft Office Excel Online
Power BI integration: Helps users create dashboards and gain insights from their data.
Support for a variety of file formats: Works with files like .docm, .docx, .pptm, .pptx, .xlsm, and .xlsx, making it versatile for cross-format use.
Excel Copilot: Assists users in analyzing data and making sense of patterns, trends, and insights.
Data visualization: Supports basic charts and graphs for visualizing data.
Pros
Extensive functions and formulas
Automated tasks with macros
Real-time collaboration
Cons
Slows down with large datasets
Requires internet connectivity
Limited advanced data manipulation capabilities
Why We Recommend Microsoft Office Excel Online
Excel Online is a smart choice for users who love Excel’s interface but want the cloud-based convenience of auto-saving and real-time collaboration. It allows you to work with familiar Excel formulas, charts, and tools without needing to learn a new system. The Copilot tool offers extra value by helping with data insights, which can be a big time-saver when spotting trends or patterns in large sets of information.
Apache OpenOffice Calc: Best for Customization and Familiar Interface
When I talk to Windows users who dislike the modern Excel interface, I always recommend Apache OpenOffice Calc. It’s my go-to suggestion because it feels like a throwback to the pre-ribbon days of Excel 2003, which I find much more straightforward to navigate. I appreciate Calc’s straightforward layout—there’s no cloud clutter, just a focus on spreadsheet essentials.
OpenOffice Calc is also one of the best options for those who, like me, prefer complete control over their software. With it being open-source, I know I can customize the look, adjust background themes, and tailor it to my preferences. And since Calc isn’t dependent on a constant internet connection, I can work on my data offline without any concerns about privacy or security breaches.
Key Features of Apache OpenOffice Calc
Natural Language Formulas: This feature is convenient because it allows me to write formulas in plain English rather than complex Excel-style syntax.
Ready-Made Template Repository: The template repository is one of my favorite features. I like how I can quickly grab a pre-built template for budgets, schedules, or invoices and jump right into my work.
Scenario Manager: I use this tool to run “what-if” scenarios, especially when evaluating the impact of different financial variables.
Versatile Export Options: Personally, I love the variety of formats OpenOffice Calc supports, such as .pdf and .html. It makes sharing with non-Calc users straightforward.
Pros
Open-source, free to download and use
Highly customizable, including backgrounds
Intuitive “natural language” formula creation
Cons
No real-time collaboration
Updates can be less frequent
Limited cloud functionality
Why We Chose Apache OpenOffice Calc
Apache OpenOffice Calc is an excellent choice for anyone who needs a reliable, customizable spreadsheet tool without the bells and whistles (or price tag) of newer cloud-based software. For users who prioritize offline access, Calc offers flexibility and control, including a wealth of export options and templates. However, it lacks some of the collaboration tools found in other programs. Calc more than makes up for its usability and adaptability. The open-source community surrounding OpenOffice has also fostered a variety of plugins and updates, allowing users to extend Calc’s capabilities for specialized tasks.
WPS Office Spreadsheets: Best Excel alternative for ease of use
When I need a spreadsheet tool with a full feature set but don’t want the expense of Excel, I often turn to WPS Office Spreadsheets. It’s a surprisingly robust alternative, offering most of Excel’s core functionalities in a familiar layout, which makes the switch seamless. While it’s a freemium product, the free version includes nearly everything I need for typical spreadsheet work, and any features I unlock by watching short ads work smoothly for half an hour—a fair trade for keeping costs down, in my opinion.
One of the standout aspects for me is WPS Office’s ability to handle files across multiple platforms. I’ve been able to edit the same file on my laptop, phone, and tablet without a hitch, which keeps my workflow flexible and easy to manage when I’m on the go. Additionally, it provides compatibility with various formats, so I can efficiently work with files created in Excel, Google Sheets, or even OpenOffice.
Key Features I Appreciate in WPS Office Spreadsheets
Cross-Platform Compatibility: It’s ideal for editing Excel files across devices. Whether I’m on my computer or mobile, WPS Spreadsheets consistently delivers a smooth experience.
Data Analysis and Visualization: The built-in templates make managing budgets or analyzing data straightforward. I’ve found it helpful to use their charting tools, which rival Excel’s for quality.
Password and Encryption Options: For added security, I can lock specific sheets or the entire document. It’s reassuring to know I can protect sensitive data without hassle.
OCR Tool: This feature allows me to convert text from images to editable text, saving me time when importing data from non-digital sources.
Multi-Tab Support: I frequently work on multiple spreadsheets, and the ability to open and switch between tabs in the same window is a big plus for organizing my work efficiently.
Pros
Broad compatibility with other office suites and file formats
Available in 13 languages on PC, 46 on mobile
Easy-to-use templates for budgeting, charts, and data analysis
Cons
The free version includes ads
Occasional freezing on larger files
Why We Recommend WPS Office Spreadsheets
We recommend WPS Office Spreadsheets because it offers a close alternative to Excel with unique extras that make it highly useful for everyday and business tasks. For users like me, who need advanced features without a premium price tag, the ad-supported model is a practical option. Plus, with its enhanced security features and ease of use, it’s hard to beat WPS as a free Excel alternative. If the ads become too bothersome, their reasonably priced premium plan is an easy upgrade, making this tool one of the most flexible and cost-effective options available.
Choosing the Right Free Excel Alternative for You
Selecting the suitable free Excel alternative is all about understanding your workflow needs and preferences. Each tool we’ve covered offers something unique, so finding the right fit depends on what you value most in a spreadsheet tool.
If real-time collaboration is essential, particularly for team-based projects, Google Sheets is a strong choice. Its cloud-based design allows users to work together smoothly, and its compatibility with a variety of file formats makes it versatile for sharing and integration.
For those focused on automation and efficient processing of repetitive tasks, Zoho Sheet is worth exploring. With its macros and custom functions, Zoho can save time by automating tasks and providing AI-powered insights, which are ideal for users who want to streamline workflows and boost productivity.
On the other hand, if your focus is on customization and API integration, Apache OpenOffice Calc offers a level of flexibility that’s hard to beat. It’s designed with compatibility in mind and provides a traditional, familiar interface reminiscent of older Excel versions, which can be a huge plus for users who prefer a simplified interface or need to link the spreadsheet to other systems.
WPS Office Spreadsheets shines for those who prioritize usability. Its intuitive design and template library make it easy for beginners and seasoned users alike to create organized, effective spreadsheets. Its ads-supported freemium model also keeps it affordable, with the option to upgrade if needed.
Finally, if you’re a dedicated Excel user and want cloud storage with familiar functionality, Microsoft Excel Online may be the best fit. It keeps the traditional Excel interface, which is helpful if you only need occasional online access while retaining compatibility with the desktop app.
How to Choose Your Best Fit
Assess Your Workflow Needs: List out the features you absolutely need, such as collaboration, automation, or customization.
Shortlist Your Top 3 Tools: Select three tools that align with your requirements and explore their specific features.
Test for Fit and Functionality: Spend time testing these tools to see which one feels most comfortable and provides the best functionality for your day-to-day tasks.