11 Best Spreadsheet Software Tools (2024) [FREE]

1. Introduction

Today’s world revolves around data, particularly large sums of information that require significant organization and calculation. This is where the importance of spreadsheet software tools becomes apparent.

1.1 Importance of Spreadsheet Software Tool

Spreadsheet software tools are essential in today’s modern business environment. They enable us to record, organize, interpret, and communicate vast amounts of data efficiently. These tools are not only essential for financial planning and accounting but also have versatile applications in project management, inventory tracking, and data analysis. Spreadsheet software tools like Microsoft Excel, Google Sheets, LibreOffice Calc, etc., are equipped with powerful features that have revolutionized the way businesses operate, leading to increased productivity, improved accuracy, and enhanced decision-making process.

1.2 Objectives of this Comparison

The objective of this comparison is to provide an overview and comparison of the most popular and widely-used spreadsheet software tools available in the market. By laying out the pros and cons of each tool, we intend to help individuals and businesses understand which software might best cater to their requirements – be it easy collaboration, advanced functionality, affordability, or something else. The aim is to help you make a well-informed decision while choosing a spreadsheet software tool that best aligns with your specific needs and preferences.

2. Microsoft Excel

Microsoft Excel is a powerful spreadsheet software developed by Microsoft as part of its Office Suite. It was initially released in 1985 and has now become one of the industry standards for spreadsheet software. Excel is available on all the major operating systems including Windows, Apple Macintosh, and iOS and Android devices. It provides a wide range of features including data calculation, graphing tools, pivot tables, and a macro programming language called Visual Basic for Applications (VBA).

Excel is commonly used for managing and presenting data. It’s powerful number crunching abilities and extensive graph features make it an ideal tool for businesses, researchers, and data analysts. Whether you’re calculating budgets, creating complex formulas, or organizing databases, Excel can handle it all.

2.1 Pros

• Advanced Features: Excel offers a myriad of advanced features, such as pivot tables, formulas, and VBA macros, that can handle all types of data processing tasks.
• High Flexibility: Excel’s cell-based structure allows for a high level of customization and flexibility in data manipulation and presentation.
• Strong Integration: Excel integrates well with other Microsoft Office Suite products, providing a seamless workflow for users.

2.2 Cons

• Complex Learning Curve: While Excel’s advanced features are a pro, they can also be a con for users who are not familiar with them. The software can be overwhelming and confusing for beginners.
• Collaboration Difficulties: Although Excel does offer some collaborative features, the collaboration capabilities are limited compared to some of the other software tools on this list.
• Price: Excel is not free. It comes as part of the Microsoft Office Suite which requires a yearly or monthly subscription fee.

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3. Google Sheets

Google Sheets is a web-based spreadsheet tool offered by Google as a part of their Google Drive service. Introduced in 2006, it’s best known for allowing multiple users to create, update, and modify spreadsheets online simultaneously, offering real-time collaboration features that are hard to match.

This cloud-based application is accessible from any device with an internet connection. While it may not offer as many advanced features as some desktop spreadsheet applications like Microsoft Excel, it provides an intuitive interface and a strong set of core features that are more than sufficient for most users.

3.1 Pros

• Free and Cloud-Based: Google Sheets is free of cost to use and being cloud-based, it allows for easy access from anywhere on any device with all data stored and backed up in the cloud.
• Real-Time Collaboration: Google Sheets’ strongest suit is its ability to allow real-time collaboration, where multiple users can view and modify data at the same time.
• Integration with Google Ecosystem: Google Sheets perfectly integrates with all other Google apps such as Google Docs, Google Slides and Gmail, offering a seamless user experience.

3.2 Cons

• Limited Advanced Features: While Google Sheets offers a good range of standard spreadsheet functions, it lacks when it comes to more advanced operations and complex calculations that software like Excel supports.
• Performance with Large Files: Google Sheets can become slow and unresponsive when working with very large datasets or complex calculations.
• Dependence on Internet: The tool requires an uninterrupted internet connection to function effectively as it’s primarily an online tool.

4. LibreOffice Calc

LibreOffice Calc is a free and open-source spreadsheet program that forms part of the LibreOffice suite, spearheaded by The Document Foundation. It serves as a strong alternative to proprietary software, such as Microsoft Excel, while still offering a robust array of features and functionalities.

LibreOffice Calc allows users to perform basic to advanced spreadsheet functions including budgeting, creating complex mathematical formulas, applying conditional formatting, creating pivot tables, and many more. It also supports various file formats and allows for cross-platform operability between Windows, macOS, and Linux.

4.1 Pros

• Free and Open-Source: Calc is completely free to use and being open source, it inherits the benefits of widespread peer review to improve stability and features.
• Wide Range of Features: LibreOffice Calc comes with an impressive repertoire of spreadsheet features. It also includes many features found in Excel and supports a vast variety of file formats.
• Increases Privacy: With LibreOffice Calc, your data is stored on your local machine as opposed to being stored on the cloud which increases the privacy of your data.

4.2 Cons

• User Interface: Though functional, the user interface of LibreOffice Calc is not as modern or intuitive as its proprietary counterparts.
• Limited Collaboration Features: Calc lacks real-time collaboration features, making it less suitable for projects which require multiple members to work on the same document simultaneously.
• Learning Curve: Although the feature set is robust, the learning curve for using these features is steeper than some of the other spreadsheet tools.

5. Zoho Sheet

Zoho Sheet is an online spreadsheet application that provides versatility and flexibility in managing data. Part of the Zoho Corporation’s software suite, it stands out for its extensive features that cater both to basic and advanced spreadsheet users.

Zoho Sheet allows for easy collaboration, sharing, and publishing of sheets online. It boasts of an extensive library of functions, conditional formatting, pivot tables, graphs, and also allows data validation. It also has an inbuilt AI, Zia, that can provide automatic insights from your data.

5.1 Pros

• Real-time Collaboration: Zoho Sheet offers a robust platform for real-time collaboration, allowing multiple users to co-edit, filter views, and share comments simultaneously.
• Advanced Features: Apart from standard features, Zoho Sheet also introduces unique ones like data cleaning, removing duplicates, and predictive analysis provided by Zia, the inbuilt AI.
• Integration with Zoho Suite: If you’re utilizing other Zoho products, Zoho Sheet integrates seamlessly across Zoho’s software ecosystem.

5.2 Cons

• Performance with Large Files: Similar to Google Sheets, Zoho Sheet might run into performance issues when handling large and intricate datasets.
• Dependency on Internet: Since it’s predominantly a cloud-based tool, it requires a steady internet connection to deliver the best functionality.
• Less Intuitive Interface: The UI can be less intuitive compared to Google Sheets or Microsoft Excel, especially for beginners or first-time users.

6. Numbers

Numbers is Apple’s version of a spreadsheet software, a key component of the iWork office suite along with Keynote and Pages. It is an application built specifically with the Mac OS, iPadOS, and iOS in mind.

Numbers is well appreciated for its simplicity, smooth user interface, and beautiful templates. Whether it’s be personal budgeting, expense tracking, or a school project, Numbers can handle it all with grace. Moreover, Numbers can import and export documents from Microsoft Excel and CSV files, making it compatible with other major software.

6.1 Pros

• Stunning Design: Numbers stands out with a wide variety of visually appealing templates, making it ideal for creating high-quality presentations and reports.
• Great User Interface: The user interface is intuitive and user-friendly, which is typically expected from Apple’s software design.
• Free for Apple Users: Numbers is free to use for anyone with an Apple device.

6.2 Cons

• Less Functional For Advanced Users: Numbers does not provide as many advanced features as Excel or Google Sheets, and the features it does offer can be less sophisticated.
• Limited Compatibility: While Numbers can open Excel files, there might be compatibility issues with certain features and formatting.
• No Windows or Android Version: Unfortunately, Numbers is restricted to Apple’s ecosystem only and is not available for Windows or Android users.

7. WPS Spreadsheet

WPS Spreadsheet is a part of the WPS Office suite developed by Kingsoft Corporation. It’s a powerful and free-to-use solution catering to personal users and enterprises alike.

WPS Spreadsheet offers a similar interface as the one found in Microsoft Excel, providing a high level of compatibility with Excel’s functions and file formats. The application includes a variety of features to create, manipulate, and visualise data in spreadsheet format.

7.1 Pros

• Familiar User Interface: The interface of WPS Spreadsheet is quite familiar to that of Microsoft Excel, allowing easy adaptation for new users.
• High Compatibility: WPS Spreadsheet offers a high level of compatibility with Microsoft Excel file formats and components.
• Free with Paid Option: WPS Spreadsheet offers a free version with comprehensive features, but also has a premium option for more business-oriented features.

7.2 Cons

• Ads in Free Version: The free version of WPS Spreadsheet comes with ads, which may disrupt the user experience.
• Language Support: Some users have reported lack of comprehensive support for different languages.
• Limited Cloud Storage: The basic free version comes with limited cloud storage, which might be a constraint for heavy users.

8. Collabora Office Calc

Collabora Office Calc is a powerful and feature-rich spreadsheet software tool from Collabora Productivity that is based on LibreOffice technology.

The application offers a comprehensive range of advanced functionalities like data validation, outline view for team data tracking, and built-in functions to perform complex calculations. What makes Collabora Office Calc truly stand out is its strong emphasis on security, guarding user data effectively.

8.1 Pros

• Highly Secure: Collabora Office Calc places a significant emphasis on data security, providing a reliable tool for businesses that handle sensitive data.
• Strong Collaboration Features: The tool provides a suite of collaboration features, from controlled sharing to tracking changes made by team members.
• OpenSource & Interoperable: Since Collabora Office Calc is based on LibreOffice technology, it’s open source and maintains strong interoperability with other popular formats and spreadsheet software.

8.2 Cons

• Performance Issues: Some users have reported performance issues when handling larger spreadsheets.
• User Interface: The UI might seem outdated or less intuitive compared to the modern interfaces of other spreadsheet applications.
• Limited Free Features: Some of the more advanced features are not available in the free version of Collabora Office Calc.

9. CryptPad Sheet

CryptPad Sheet is an open-source, privacy-focused online spreadsheet tool that values user confidentiality above all else. Developed by a French company, it is a part of CryptPad’s suite of zero-knowledge web applications.

CryptPad Sheet emphasises privacy by encrypting all data before it’s sent to the server. Here, ‘zero-knowledge’ refers to the fact that the server doesn’t know what data is being stored on it. Thus, user data remains entirely private.

9.1 Pros

• Privacy Focused: With end-to-end encryption, CryptPad Sheet ensures the protection and privacy of users’ data. Only those with an encrypted link can access the data.
• Basic Spreadsheet Functionality: CryptPad Sheet includes basic spreadsheet functionality, such as formulas, charts, and formatting options, enough for ordinary users.
• Real-Time Collaboration: It allows for real-time, collaborative editing of documents.

9.2 Cons

• Limited Features: While it does offer the essential spreadsheet tools, it does not match up to the vast array of features offered by other vendors like Microsoft Excel or Google Sheets.
• User Interface: Some may find the interface slightly less intuitive and less modern than that of Google Sheets or Excel.
• Requires Good Internet Connection: Since this is a web-based tool, one needs a good internet connection to use it effectively.

10. Retable

Retable is a web-based spreadsheet solution developed with a focus on being lightweight and easy to use, offering a user-friendly alternative to bigger and potentially more complicated spreadsheet tools.

Retable is designed to keep things simple, yet efficient for the users. It offers all basic spreadsheet functionalities, such as cell formatting, basic mathematical functions and real-time collaboration, making it a neat choice for individuals or teams focusing on simplicity.

10.1 Pros

• Simplicity: Retable is lightweight and easy to navigate, ideal for those who want a fuss-free, uncomplicated tool for basic spreadsheet needs.
• Real-time Collaboration: It offers real-time collaborative editing making it a good option for team-based tasks.
• Free Use: Retable offers its services for free which is a great advantage for budget-conscious users.

10.2 Cons

• Limited Advanced Features: Retable lacks advanced functionality that power users may require, pulling it behind other more sophisticated spreadsheet tools.
• Dependence on Internet Connection: Like most web-based tools, it depends on a stable internet connection for smooth operation.
• Not ideal for Complex Calculations: As Retable is mainly designed for simplicity, it might not be the best tool for tasks requiring complex calculations or data manipulation.

11. Blockpad

Blockpad is a unique spreadsheet tool with distinctive features that set it apart from traditional products, such as its extensive support for engineering-specific calculations and in-depth reporting functionalities. It targets professionals working in fields where complex mathematical equations and calculations are necessary.

In addition to robust spreadsheet capabilities, Blockpad provides features that make it a powerful tool for engineering and mathematics related tasks, such as automatic unit conversion and equation solving functions that are extremely useful for engineering calculations. It also supports rich text formatting and drawing tools to help users create in-depth reports and documents.

11.1 Pros

• Engineering-centered Features: Blockpad’s specialty lies in its features catering to engineering and mathematical tasks, including operators for unit conversions, physical quantities and analysis of complex equations.
• Rich Text and Drawing Support: It integrates text formatting and ready-to-use drawing tools providing a one-stop solution for creating detailed technical reports.
• Spreadsheet and Report Integration: Blockpad excellently integrates reporting and spreadsheet functionalities, adding convenience in creating comprehensive technical documents.

11.2 Cons

• Niche Audience: While its advanced features target engineering professionals, Blockpad might be overly complicated for users requiring only basic spreadsheet functions.
• Limited Collaboration: Users have reported that Blockpad could use improvements in its collaboration features.
• No Mobile Application: Currently, Blockpad does not offer a mobile application for iOS or Android platforms.

12. Intellimas

Intellimas is an enterprise level spreadsheet software offered by Singletree Technologies. Positioned as a solution for businesses looking to replace traditional spreadsheets, it provides a powerful grid interface that’s familiar yet more efficient for large-scale data management.

Intellimas is often employed to manage various business processes, including data tracking, vendor management, retail operations, supply chain management, and more. It boasts of features like a configurable business logic, real time visibility, and the ability to handle very large amounts of data efficiently.

12.1 Pros

• Suitable for Massive Datasets: Intellimas is built to handle large volumes of data smoothly, making it ideal for businesses dealing with extensive information.
• Customizable Business Logic: One of the key advantages of Intellimas is its ability to customize business logic according to user needs.
• Enterprise Level Solution: Its robust functionalities make it a powerful enterprise-level solution for complicated business operations.

12.2 Cons

• Steep Learning Curve: Given its enterprise-level features, Intellimas requires a certain amount of training to master completely.
• Cost: Intellimas is a paid solution that could be a hurdle for small businesses or individual users.
• Limited Collaboration: While it is an excellent tool for data management, it doesn’t emphasize collaboration features as much as some other spreadsheet software tools.

13. Summary

After examining various spreadsheet software tools, we have compiled their key features, ease of use, pricing, and customer support service into a comparison table. This will help users to compare and choose the best tool catering to their specific needs.

13.1 Overall Comparison Table

Tool	Features	Ease of Use	Price	Customer Support
Microsoft Excel	Advanced Features, High Flexibility, Strong Integration	Moderate	Paid	Good
Google Sheets	Cloud-Based, Real-Time Collaboration, Google Ecosystem Integration	Easy	Free	Good
LibreOffice Calc	Open-Source, Wide Features, Privacy Enhancement	Moderate	Free	Average
Zoho Sheet	Advanced Features, Real-Time Collaboration, Zoho Suite Integration	Easy	Free/Paid	Good
Numbers	Stunning Design, Great User Interface	Easy	Free for Apple Users	Good
WPS Spreadsheet	Familiar User Interface, High Compatibility	Easy	Free/Paid	Good
Collabora Office Calc	High Security, Strong Collaboration, Open-Source	Easy	Free/Paid	Average
CryptPad Sheet	Privacy Focused, Basic Spreadsheet Functionality, Real-Time Collaboration	Moderate	Free/Paid	Average
Retable	Simplicity, Real-Time Collaboration	Easy	Free	Average
Blockpad	Engineering-Centered Features, Rich Text and Drawing Support	Moderate	Free/Paid	Average
Intellimas	Suitable for Massive Datasets, Customizable Business Logic, Enterprise Solution	Hard	Paid	Good

13.2 Recommended Tool Based on Various Needs

Based on different needs, we would recommend the following:

• For users who require a tool with robust functionality and advanced features, Microsoft Excel or Zoho Sheets would be the best choice.
• If collaboration is a vital aspect, Google Sheets or Zoho Sheets are recommended due to their excellent real-time collaboration features.
• If the budget is the primary concern, choosing a free tool like Google Sheets, Numbers (for Apple users), or LibreOffice Calc would be advisable.
• If user data security and privacy are critical concerns, CryptPad Sheets would be the preferred choice due to its zero-knowledge storage.
• For users in engineering and mathematics fields, Blockpad, with its specialised features, would be an optimal choice.

14. Conclusion

14.1 Final Thoughts and Takeaways for Choosing a Spreadsheet Software Tool

The selection of an appropriate spreadsheet software tool greatly depends on your specific needs and circumstances. It’s crucial to consider the kind of data processing tasks you will be undertaking, the level of collaboration needed, your budget, and factors like the software’s learning curve and compatibility with your current systems.

Microsoft Excel, with its wide range of advanced features, could be the preferred choice for intricate data handling tasks. Google Sheets shines in the area of real-time collaboration and cloud access, making it perfect for team-based tasks. Free solutions like LibreOffice Calc or Numbers (for Apple users) are equally efficient for basic spreadsheet functions without pricing concerns.

Tools like CryptPad focus heavily on data privacy, whereas Blockpad serves users with engineering and mathematical needs specifically. Other solutions like Zoho Sheets and WPS Spreadsheet balance out features with ease of use quite nicely.

In conclusion, each tool we’ve examined has its own strengths and unique offerings suited to different needs. The key takeaway is to understand these nuances and select an application that aligns most closely with your specific requirements.

Author Introduction:

Vera Chen is a data recovery expert in DataNumen, which provides a wide range of products, including an advanced OST to PST conversion tool.