How to Find the Best Spreadsheet Software? Top 6 Spreadsheet Programs to Use

Like Superman with Kryptonite or Spider-Man with that spider bite, every professional needs a powerful tool to organize data and reach business-crucial goals. And that's why a good spreadsheet is indispensable.

Whether managing business tasks like accounting and HR, creating a personal to-do list, or just aiming to live your best life, spreadsheets are versatile tools that can track almost anything.

But with so many spreadsheet software out there, choosing the right one can feel overwhelming, to say the least...

Some professionals have even resorted to creating their own charts to compare all the spreadsheet software out there.

Before deep diving into this literal spreadsheet rabbit hole, we'll help you simplify your search.

The ideal spreadsheet software should be user-friendly and packed with features to support your every need (from detailed calculations to eye-catching charts and graphs you can easily personalize.)

Read on to find out what you must look out for when choosing your software and how you can integrate spreadsheets into your work.

We've also compiled the best 6 spreadsheet software – whether you're seeking an alternative to Excel or just curious about the best free options.

Must-haves for any spreadsheet software

When choosing the best spreadsheet software, it’s essential to consider whether its basic or advanced features would meet your needs.

While all spreadsheet programs allow you to organize, analyze, and manipulate data, each one offers unique tools to streamline your work and improve productivity.

From data input and formulas to visualizations and collaboration tools, the right software can really make all the difference.

So, when looking over spreadsheet software, keep in mind some of these eleven more important features, when selecting your solution.

Functions

Functions are used to evaluate values and perform and automate complex calculations, like adding or multiplying data within specific cells.

Check whether your spreadsheet program has built-in pre-set functions (i.e. "SUM", "AVERAGE", and "COUNT") to save you time and ensure accuracy when you're processing large amounts of data.

Advanced formulas

Want to gain more insights into your spreadsheet data? Then you should create custom calculations and formulas: from basic arithmetic to complex functions that manipulate variables, large datasets, amounts of time, etc.

Examples of more advanced formulas are "IF" and "AND" (as set conditions to show whether the data set meets them) and "VLOOKUP" (to showcase data filtering under certain rules.)

Custom formatting

With custom formatting, you can adjust the appearance of individual cells or groups of cells.

Use custom formatting to change font size, colors, and borders to make your data more visually appealing and easier to read.

Conditional formatting also allows you to set rules that change a cell’s appearance based on its content.

For example, you can highlight cells that meet specific criteria, such as numbers above a certain threshold, making it easier to spot trends or outliers.

Data filters

You can sort data in ascending or descending order and filter, based on a set of criteria or rules.

Data filtering is crucial when managing large datasets to quickly find the information you need without scrolling endlessly.

Data visualization

Use visualizations to turn raw data into meaningful, easy-to-understand illustrations to also keep your audience enticed.

Most spreadsheets provide built-in tools for creating bar charts, pie charts, and graphs.

But, the best spreadsheet software offers a wide range of formatting options for your charts, allowing you to customize colors, labels, and styles to match your presentation needs.

Data analysis

Your spreadsheet's data analysis capabilities allow you to organize and extract meaningful insights from complex data, making them ideal for reporting and decision-making.

For example, pivot tables are a powerful tool for summarizing, analyzing, and presenting large datasets. Other advanced spreadsheet tools (i.e. filters) also support data-crunching capabilities.

Macros

Macros save time by automating repetitive tasks. With macros, you can record a sequence of steps and have the spreadsheet perform them automatically whenever needed, streamlining your workflow.

Collaboration tools

Modern spreadsheet tools often feature real-time collaboration, where multiple users can edit a spreadsheet simultaneously to ensure your team can work together, no matter where they are.

Some spreadsheet software also offers version history, so you can track changes over time and restore previous versions if needed, ensuring no data is lost during collaboration.

Integrations and compatibility

Many spreadsheet tools integrate seamlessly with other business software, like CRM or project management tools. This can significantly improve workflow efficiency by connecting your spreadsheet with external applications.

Ensure your chosen software supports common file formats like .xls or .csv, which are essential for sharing data with others who may use different programs.

User-friendly interface

The best spreadsheet software features an intuitive interface that’s easy to navigate, especially for beginners.

Modern spreadsheet software features a clean layout and will provide you with clear instructions and tutorials to assist you along the way.

Data privacy

If you’re using cloud-based spreadsheet software, data encryption is essential to ensure your information stays secure.

Select a spreadsheet program that offers strong encryption and secure sharing options to protect sensitive data, especially if you're manipulating data online.

Best spreadsheet software overall: MobiSheets

MobiSheets stands out as a top spreadsheet software, balancing powerful features with an easy-to-use interface.

Designed for users of all experience levels, MobiSheets makes it simple to dive deep into data and streamline your analysis, thanks to its pivot tables, data validation tools, and over 280 built-in formulas (just enough, so that you don't get lost in endless and complex equations.)

To highlight trends and tell your data's story, MobiSheets includes 30+ customizable chart designs, conditional formatting, and a variety of styles and fonts.

Real-time collaboration on MobiSheets is seamless, allowing easy sharing and commenting, with compatibility across all major spreadsheet file formats, from your compact Excel to that large CSV file.

For real-time budget tracking, MobiSheets offers a handy expense template that syncs instantly across mobile devices, helping users stay up-to-date on their finances.

A major perk of MobiSheets is its strong data protection. Files are accessible online and offline, with built-in cloud storage to keep data secure and private.

Most widely used spreadsheet software: Microsoft Excel

Microsoft Excel is a household name when it comes to spreadsheet software. Initially introduced in 1987, Excel is widely recognized for two things.

Microsoft Excel gained popularity due to its cross-platform availability. As part of the Microsoft Office suite, Microsoft Excel is compatible with Windows, macOS, Android, and iOS devices.

The second aspect, for which Microsoft Excel is renowned, is the software's versatile advanced features (i.e. pivot tables and over 400 built-in even more advanced functions.)

Microsoft Excel helps you to easily analyze your data, generate reports, or automate tasks with macros.

Common formulas such as INDEX-MATCH and VLOOKUP are staples for data extraction and analysis, making Excel a go-to for large datasets.

Users can also automate repetitive tasks through Excel's Visual Basic for Applications (VBA), further enhancing productivity.

One fun fact about Excel is that it can handle an impressive 1,048,576 rows and 16,384 columns per sheet, showcasing its capacity for managing vast amounts of data.

However, this powerful tool comes with some limitations: large files can cause performance issues, and the software’s extensive features may present a steep learning curve for beginners.

Best free spreadsheet software: Apache OpenOffice

Apache OpenOffice Calc is an open-source, free spreadsheet software application compatible with various operating systems (i.e. Linux, macOS, Solaris, and Windows.) Calc supports commonly used file formats like XLS, CSV, TXT, and ODS.

With a clean and intuitive interface, Calc is easy to navigate, especially for users familiar with Excel. It offers flexible cell-editing options that allow users to customize borders, colors, fonts, and sizes.

Calc’s formula editor includes functions that support basic and more advanced data manipulation. For example, its "SUM" function button provides a single-click way to calculate sums.

The spreadsheet software's pivot tables and data visualization tools allow users to manipulate data to efficiently generate and analyze insights.

Calc includes unique features such as natural language formulas (which translate text-based instructions into formulas) and a Scenario Manager (to help users quickly evaluate multiple data possibilities).

Calc lacks real-time collaboration features, doesn’t support integrations with third-party tools, and doesn’t have a dedicated mobile app.

Best online spreadsheet software: Google Sheets

Google Sheets, Google’s cloud-based, free spreadsheet software, is available as a web app, a ChromeOS desktop app, and a mobile app for iOS and Android.

Free for personal accounts, Google Sheets allows you to create, edit, and share spreadsheets directly from your browser. Google Sheets also supports popular file formats, making it versatile for those transitioning from Excel.

Google Sheets' collaborative features are outstanding: allowing multiple users to edit in real-time, add comments, track changes, and revert to past versions.

For users who work within the Google workspace and ecosystem, Google Sheets is especially convenient, offering real-time data imports from tools like Google Forms, Google Analytics, and Looker Studio for powerful data tracking and visualization.

In addition, you'll get a few Google-specific functions, like "GOOGLETRANSLATE" and "GOOGLEFINANCE" (helping you translate your texts and get real-time data.)

Google Sheets does have some limitations, like fewer advanced features and basic data visualization capabilities, with no option to edit charts outside the spreadsheet software.

Best spreadsheet software for project management: Airtable

Airtable is a top choice for project management thanks to its unique ability to combine modern spreadsheet software functions with a powerful, database-like structure, and a simple user interface.

Airtable is a spreadsheet app that helps make your workflow more manageable to meet the goals of the business world.

The spreadsheet application offers customizable views such as grid, calendar, timeline, and Kanban, which makes tracking tasks, timelines, and resources straightforward. For project management, this means you can see your data from multiple angles and get a better handle on workflow.

To make getting started simple, Airtable includes ready-to-use templates tailored for project management. Whether you’re launching a product, managing content, or organizing sales, these templates offer an instant framework for visualizing tasks, due dates, and key project details.

Customizable fields allow you to further adjust the templates to suit your specific project needs.

With built-in automation, Airtable lets you set triggers to automatically update tasks and manage project stages, reducing manual work.

One limitation, however, is that Airtable doesn’t offer as many advanced spreadsheet functions as traditional tools like Excel.

Best spreadsheet software in no particular category: Zoho Office

Zoho Sheet is a free, cloud-based spreadsheet application that provides a wide range of features. It offers a simple, familiar layout but packs in more than 350 functions, from basic calculations to advanced data tools, including pivot tables, data validation, and conditional formatting.

A standout feature is Zoho’s AI-powered assistant, Zia, which provides data insights and auto-generates charts to help you visualize trends quickly.

Zoho Sheet also supports seamless integration with third-party tools like Trello and Gmail.

For easy data access, Zoho Sheet allows you to link external data sources, such as CSV files or RSS feeds, and automatically updates data from these sources.

Zoho Sheet requires an internet connection, as offline functionality isn’t supported yet.

What can you use a spreadsheet for?

A spreadsheet software is certainly helpful in the finance world, but its practicality doesn't end there.

From personal goals to professional workflows, spreadsheets are versatile and powerful tools, enhancing organization, tracking, and analysis for practically any area of life!

Here are some creative and practical uses for spreadsheets, each with ideas to inspire you:

Budgeting

Track monthly expenses, categorize spending, and set budget goals to save more each month. Set up visuals like pie charts to see where your money is going at a glance and automatically calculate how much money you need each month.

Personal finances

The best spreadsheet software can help manage your bank accounts, calculate loan payments, and create plans for long-term financial goals. They provide you with a clear overview, so you can make more informed financial choices.

Accounting

Whether you have a small business or need to track your personal expenses, create a spreadsheet to record your transactions, monitor income, and manage expenses. Spreadsheets can also help you calculate taxes or track employee wages.

Project management

Use spreadsheets to create project timelines, assign tasks, and track progress. Conditional formatting can visually highlight deadlines and task statuses, helping you stay on schedule.

Inventory management

Create a basic spreadsheet to track supplies, product availability, or personal items. Set low-stock alerts using conditional formatting to ensure nothing important runs out unexpectedly.

Event planning

Organize guest lists, seating arrangements, and budgets for any event. Having all your details in one place makes planning simpler and less stressful.

Exercise and health tracking

Ready to monitor your fitness goals? Within your Excel file, you can record your workout routines, while tracking your weight or nutrition.

Did we mention you can visualize data by creating graphs to see progress and motivate yourself to stay consistent?

Content calendars

For marketers or content creators, spreadsheets keep track of posts, themes, and deadlines across platforms. Color-coding by platform, client, or deadline helps maintain a steady, organized flow of content, so you don't have to think about what you're posting today.

Goal setting

Break down big goals into manageable steps and track progress over time. This visual progress can motivate you and keep goals clear and attainable.

Habit tracking

Track daily habits like reading, hydration, or sleep. Spreadsheets provide a visual representation of your consistency, helping reinforce and maintain your good habits.

Freelance invoices

Stay on track with your spreadsheet to generate invoices, track payments, and calculate earnings over time. Automate totals to ensure no payment or client is overlooked.

Data analysis

Conduct surveys or collect other data, then use your Excel's built-in functions to analyze trends and insights. This can be valuable for businesses, research projects, or personal insights.

Presentations

Use spreadsheets to organize complex data visually, making it easier to understand. Charts and graphs help communicate insights effectively during meetings or presentations.

Website or home mockups

Design simple layouts or visual plans by arranging cells to represent different areas of your website, room, or home. This is a creative way to organize visuals without graphic software.

Quiz maker

Create a question bank for self-testing or to quiz others on various subjects. Conditional formatting can reveal answers instantly, making study sessions interactive and efficient.

Game scorekeeping

For game nights or family competitions, use a spreadsheet to keep track of points. Automate it to calculate totals and even declare winners (fairly) with ease.

Travel itineraries

Plan your trip details, including reservations, sightseeing spots, and budgets. Having a clear itinerary makes trips smoother and more enjoyable.

What to consider in a spreadsheet software?

When selecting spreadsheet software, it’s crucial to consider the specific features that will meet your personal or professional needs, as these factors can lead to greater productivity and efficiency in managing your data.

So, ask yourself some of these questions:

If you're new to spreadsheets, just how comfortable are you with the tool's interface, design, and functions? A user-friendly interface can significantly reduce the learning curve and enhance your overall experience.

If you have to create a complex chart or graph, would the software tool help you communicate your data insights clearly? Effective visual representation of data is essential for conveying information quickly and accurately to your audience.

If you're to collaborate with your team, would you be able to manage different document versions, and what are the sharing capabilities? Robust collaboration features ensure that team members can work together seamlessly, minimizing confusion and maintaining version control.

Does the software support common formats (.xls, .csv, etc.)? Compatibility with standard file formats is crucial for sharing and integrating data with other applications and stakeholders.

Will your data be shared securely and safeguarded? Data security features are vital for protecting sensitive information and ensuring compliance with relevant regulations.

Are you comfortable with the spreadsheet's formatting functions, allowing you to customize your data presentation? Effective formatting tools can enhance the readability and appeal of your data, making it easier for others to understand your findings.

Is the spreadsheet tool mobile-friendly, so you can access it on the go? A mobile-friendly design allows you to manage and review your data from anywhere, providing flexibility in your work routine.

Would the higher cost of spreadsheets with more advanced features be really worth it? Weighing the benefits of additional features against your budget can help you determine if investing in premium software is justified for your needs.

Conclusion

Choosing the right spreadsheet software can streamline your work, whether you’re organizing data for business, personal tasks, or just keeping a budget on track.

Look for essential features such as built-in functions, advanced formulas, and custom formatting to simplify data manipulation and visualization.

Collaborative tools and integration with other software can enhance team productivity and allow for seamless workflows across platforms.

Finally, consider privacy and ease of use when deciding, as a secure and user-friendly interface will make managing data efficient and reliable.

Ready to elevate your productivity? Try MobiSheets today and see how the right software can streamline your workflow!