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How To Use Microsoft Word And Excel For Free

Few pieces of computer software are as well-known as Microsoft Word and Microsoft Excel. And even though you'll find the desktop versions of these tools everywhere, they usually come with a cost: You can get them as part of a Microsoft 365 bundle (from $6.99 a month or $69.99 a year), or as a standalone, one-off purchase package coming later this year.

If you don't want to spend money on Word and Excel, there are options for getting these programs for free—options that are legal and above board, and offered by Microsoft. Here's how those options break down, and some of the free alternatives to Microsoft's iconic apps you can consider using instead.

Students and teachers

Have a quick look online and you'll see there's some confusion about whether or not you can get Word and Excel (and indeed Microsoft 365) for free if you're a student or a teacher. It actually depends on the institution you're studying or teaching at.

You can sign in here with a school email address to get free access to key Microsoft 365 apps (including Word and Excel)—but you only get the web versions of the apps, which anyone can access anyway (see below for more details).

To get the full desktop software, your institution needs to have paid for it—so it's worth checking. If that's not available, Microsoft will sell you the full office bundle for a discounted rate of $2.99 a month, if you're a college or university student.

Word on the web comes with plenty of features included. Screenshot: Microsoft Web versions

Anyone with a web browser and a free Microsoft account—student, teacher, or otherwise—can get at the online versions of Word and Excel without paying anything. Head to the online portal and sign in to get started, and you'll see that web apps for PowerPoint, Teams, Outlook, and OneNote are available too.

So what's the catch? Well, you can't use these apps offline, to begin with. Plus, they're not as fully featured as the desktop versions: Microsoft has support pages explaining some of the differences in the web apps for Word and Excel. Most of the features you miss out on are only going to be of interest to advanced users.

For example, in the Word web app, you can't load in charts, or create citations and a bibliography. You can't do mail merges, compare and merge two documents, or run macros (automations). In Excel, you can't freeze panes, manage more sophisticated chart types, or create drawing objects. A lot of the core functionality is available, though.

What you can do with Excel on mobile depends on the screen size. Mobile apps

You may have noticed you can get Microsoft Word for Android and iOS, and Microsoft Excel for Android and iOS. They're free to download and use, but if you want to edit and create files on a device with a screen larger than 10.1 inches, you need an active Microsoft 365 subscription. In other words, you need to pay up for all but the smallest of tablets.

The editing features are all available to use for free on your Android or Apple phone, as they'll have screen sizes under 10.1 inches. Obviously editing documents and spreadsheets on displays that small isn't ideal, but if you need to make some quick edits on the go, then these apps can do the job for you—without you having to pay anything.

You can still use the Word and Excel apps for free on tablets, but you can only view files—you can't make any changes. Without paying, you can still copy content out of documents and spreadsheets, view comments, share files, and sort and filter tables in Excel, no matter what the screen size of the device you're using.

Google Docs can handle files saved in Word format. Screenshot: Google Free alternatives

There are more free alternatives to Word and Excel available than you might have realized. You can open up Google Docs and Google Sheets in any web browser for example, or if you've bought a computer with macOS on it, then Apple Pages and Apple Numbers come free of charge. 

Then there's LibreOffice, the venerable open source office suite, which brings with it impressively capable alternatives to Word and Excel in the form of Writer and Calc. The free desktop software is available to download for both Windows and macOS, and compares very well in terms of features and functionality.

Maybe you're not interested in alternatives to Word and Excel, but bear in mind that these alternatives handle Microsoft file formats very well—not perfectly, but well enough in most cases. If you're only looking for free versions of Word and Excel to view files other people are sending you, and make some light edits, these options might fit the bill perfectly.

Microsoft Excel – A Detailed Review In 2024

Making sense of large, complex data sets can be tough, but having the right tool makes a world of difference. Microsoft Excel really stands out in this area, empowering users across industries from finance and accounting to academia and data science. In this review, we'll explore what Excel brings to the table with its versatile features.

We'll also address some common challenges users encounter, from Excel's intimidating interface to its plethora of functions and formulas, which can sometimes be difficult to decipher. By the end of this review, you will have a comprehensive understanding of Excel's capabilities. Let's get started.

Excel Pros And Cons

Excel's strengths certainly outweigh its weaknesses. Let's take a quick look at what draws its users in and where we think it can be improved.

Pros

Powerful set of functions

Excellent for visualizing data

Easy integration with other Microsoft Office tools

Extremely versatile

Cons

Large data sets cause performance issues

Advanced features come with a steep learning curve

Easy to make errors

What is Excel? Excel is a spreadsheet software developed by Microsoft and released in 1985 for the Apple Mac. This powerful tool is part of the Microsoft Office suite of productivity tools; however, it can be used as a stand-alone product as well. It's easily the most widely used application for data management, visualization, and analysis.

Designed initially for Macs, it gave Mac users a leg up when it came to spreadsheet software. Two years later, in 1987, Microsoft decided to release it for Windows machines, dramatically increasing the user base.

Fast-forward to today. Excel is by far the best spreadsheet software, thanks to over 400 distinct operations. It can be used for simple household budgetkeeping and small business accounting.

Furthermore, it's easily among the best accounting software on the market. The only caveat is its steep learning curve. Having said that, there are loads of resources online to help you build your skills.

Is Microsoft Excel a Good Tool

Yes, Excel is an excellent tool. It's easily the most versatile data manipulation and management tool on the market today, and with over thirty years of updates under its belt, it just gets better and better.

In fact, it's so versatile that even experienced users have only scratched the surface and what this tool can accomplish.

Excel Key Features – What's Included?

Excel has a wide range of features that give you power over your data, from data processing to analytics and even macros. Let's see what these features can do.

Data Processing

As we mentioned before, Excel is an excellent tool for processing data sets. You enter data in the form of numbers, text, and even graphics. Excel can handle over 17 billion cells, making it the go-to tool for large data sets compared to competitors like Google Sheets, which can only manage around 5 million cells.

Having said that, the larger your data set, the more your machine's performance will be affected. It's advised that you use a powerful machine when processing large data sets.

Analytics

Various tools are available that make data analysis easier than ever. These tools include sorting, filtering, and conditional formatting, among others.

This allows users to manipulate and analyze data efficiently while more advanced features like What-If Analysis, Goal Seeking, and Solver empower you to perform more complex data analysis and modeling tasks.

We used these tools to analyze a demo data set. While we were able to perform simple data analytics, the more advanced features required some research to use effectively. We were very happy to see that it's easy to find these resources. There is even a help section on the banner situated at the top of the chart.

Macros

Excel allows you to record a sequence of actions or commands to automate repetitive tasks. These include formatting cells, entering data, and performing calculations for more advanced tasks such as generating reports and integrating with other applications.

These macros are created using a programming language that's been baked into Excel called Visual Basic for Applications (VBA), which allows you to create custom scripts. This is an excellent feature, as we thought it had the potential to save loads of time. However, this is a more advanced feature of Excel, so it takes some getting used to.

Data Visualization

Excel has various tools that can help you visualize data. This is perfect for performing presentations and for getting a better understanding of large data sets. These tools include various chart types like pie charts, line graphs, scatter plots, and a whole host of others.

Features like this not only make Excel great for data management but also an excellent tool for project management, as these are important features you want to see in project management tools.

Using these charts can enhance the clarity of your data sets, which can lead to better understanding and deeper insights. We really enjoyed the sheer number of customization options, which allowed us to create professional-looking visualizations.

Inventory Tracking

By using formulas and calculations correctly, you can create an effective inventory tracking system for your business.

Conditional formatting could be implemented for visual alerts when stock levels are low. For those who are still learning, you can choose from a range of pre-built templates with built-in functions ready to go. For those with more experience, you can create a custom sheet that suits your business's specific needs.

We dabbled with a warehouse inventory template, which gave us information regarding in-stock items, items on order, items that need re-ordering, and even discontinued items. While it may take a while to populate these sheets, once they're set up, they're easy to manage.

Budgeting

Creating or keeping track of a budget is one of Excel's best use cases. With a variety of templates to choose from, each designed to cater to diverse budgeting needs, it's easy to see why Excel is the go-to tool for budgeting.

What's nice is that, unlike other budgeting apps, Excel provides complete flexibility, giving you the chance to create countless categories for a much more detailed budget.

Manually recording your expenses allows you to really understand where your money goes every month. In other words, while it may feel tedious now and again, ‌you will gain a heightened awareness of your spending.

Collaboration

You can easily collaborate with your colleagues who also use Excel. By hitting the share button, you can insert an email address, and Excel will directly email any collaborators, giving you the ability to work on a spreadsheet simultaneously. This allows you to not only share data but also track any changes and communicate effectively.

Depending on the permissions you give to collaborators, they will be able to view the worksheet, edit it, or simply make comments. Conveniently, you can make notes directing them on what they should be looking at.

For example, if you've made a budget and included some calculations, you can highlight specific cells or rows of data, which they will be able to see in real-time, indicating that this is where their attention should be.

Furthermore, you can protect them by setting an expiration date on their access and even setting up a password.

Integrations

Integration refers to Excel's ability to work seamlessly with other software applications, platforms, and data sources. This enhances Excel's functionality and expands its capabilities.

Excel supports integrations with other Microsoft tools, including Word, PowerPoint, Outlook, and Access. You can easily copy and paste information between Excel and other office applications, embed Excel charts and tables in Word documents and PowerPoint presentations, and even send spreadsheets as email attachments directly from Outlook.

Excel Pricing – Is it Affordable?

Excel can be purchased as a standalone product; however, for the best value, it's better to get the full Microsoft 365 package which includes everything Microsoft has to offer.

If you decide to purchase the stand-alone Excel license as a one-time purchase, you will be required to pay upfront, and there are no subscription fees to worry about. However, with this option, there are no upgrades available. This means if you want to upgrade to the next major release, you will need to repurchase it at the full price.

Alternatively, if you opt for the Microsoft 365 subscription plan, you will get access to any new updates made to the products. What's nice is that you can try Microsoft 365 for a month for free before you make any financial commitments.

You can also use the online version of Excel, which is completely free. The only requirement is a valid Microsoft account, which can also be created at no extra cost. The subscription cost goes up if you'd like the family package.

When compared to other spreadsheet tools like Google Sheets, you'll find that Excel has more features on offer. For example, there are more data visualization tools, charts, and graphs with Excel. However, Google Sheets is a free tool which is a benefit.

Excel Interface – Is it Easy To Use?

Excel's main interface consists of simple cells that form a collection of rows and columns. It essentially looks like a large table divided into smaller cells or blocks. Although it may look intimidating at first, the beauty of Excel is that it can be as easy or as complex as you need it to be.

Excel has hundreds of tools and features, which could be pretty overwhelming in the beginning. However, if you spend a few hours working with its core functionality, you should be able to pick up the basics.

Having said that, if you are unsure of where to start, there's an interactive 'Getting Started' tour that you can take. This tour will show you around, giving you an indication of where the different tools are and what you can do with them.

It will even show you how to create your first formula, PivotTables, and charts. If you have no experience or need a refresher, this is probably the best place to start.

For those on the move, you'll be happy to know that you can work on Excel via your mobile device. Excel has apps for both iOS and Android, and they empower you to create and edit your spreadsheets on the fly.

The downside to this is that depending on your device, you might find it difficult to work effectively on your spreadsheets, however, if you have a stylus, this makes this a lot easier.

Can You Use Google Sheets For Accounting?

Yes, Google Sheets is a spreadsheet program for creating and maintaining financial records. It's equipped with many features similar to those in Excel. For example, it has functions and formulas, data visualization tools, and the ability to integrate with a number of other platforms, like Zapier and even Sage accounting.

Better still – Google Sheets is free for a single user just looking to keep track of their spending. However, if you have a small business, it will cost you $12 per user per month.

Similar to Excel, you can automate certain repetitive tasks by creating macros. All you need to do is hit 'Record Macro' under the Extensions tab. Macros can be set to run based on specific actions, such as calendar updates, time intervals, and even a chosen date.

Google Sheets is a good alternative to Microsoft Excel; however, the latter has been around far longer. Excel allows for more data to be analyzed, offers more statistical tests and functions, and is generally better for more complex data analyses.

Google Sheets Microsoft Excel Data analysis Good choice for basic data analysis. Better for more complex data analysis. Data visualization Limited range of templates, best suited for basic needs. Equipped with a larger variety of templates with more advanced charts. Ease of use Being a more basic spreadsheet software, Google Sheets is easier to grasp. Its interface is more user-friendly, and its toolbar has been simplified. It's a great place for beginners to start. Excel is more complex, therefore it's harder to learn. It's best for more experienced users. Price Free for a single user. Also available in Google Workspace, which starts at $6 per user per month. A free version online can be purchased as a standalone product for $159.99. Also part of Microsoft 356, which starts at $6.99 per month.

Another excellent alternative to Excel is Smartsheet. Our experts have reviewed Smartsheet in depth so you can make an informed decision.

Excel Reviews – What Are People Saying?

Excel has a great reputation with many users saying that it's the best spreadsheet software on the market. Our experience with this software reflects user reviews from trusted sources like G2 and Reddit. Its only caveat is its steep learning curve.

During our testing, we found that while entering data is simple enough, we only scratched the surface of what Excel can accomplish. Our time with it was brief; however, many users say they can't get through a day without using Excel.

Excel is not just a powerful data manipulation tool. It's also a massive time saver. If you've set up your workbooks correctly, it can accomplish tasks in mere minutes that would normally take hours.

Having said that, you might find it difficult to use, especially as a beginner. Luckily, there are ample resources online that can help you discover your way. We would highly recommend that you spend some time learning how to use Excel before taking on big projects.

Overall, Excel is an excellent tool. It may be challenging to learn, and some users say its interface is dated. However, if you become proficient in its uses, you'll have gained a skill that can save you time. Its functionality is mind-blowing, and it can accomplish a whole lot for you or your business.

Why You Can Trust Our Excel Review

The goal of this review is to give you unbiased insights into Microsoft Excel. We achieve this by conducting thorough research and in-depth testing over a set period of time.

During our testing, we worked with the different formulas and tried our hand at creating macros which gets easier the more you do it. We loved how it can be used to automate tasks like changing the formatting of individual cells when certain criteria are met. This takes away some of the repetitiveness you can experience.

We also tried the mobile versions for Android and iOS for a more well-rounded experience. While Excel for Mobile is powerful enough, it can be cumbersome at times, and the best experience is certainly on a computer.

To supplement our testing, we looked at other user reviews and compared them to other accounting software. This gives us a good indication of what to look for during our testing, allowing us to easily compare the best accounting software and see which one stands out.

How To Use Excel – A Step-By-Step Guide

If you own a computer, you will more than likely have access to Excel. For those with a Microsoft account, you can use the online version of Excel for free, which is always a bonus. In this step-by-step guide, we will look at how to install Excel and some basic functionality.

Step 1 — Navigate to www.Office.Com

If you have a Microsoft account, you can simply log in with your credentials. Alternatively, you can create a free account.

Step 2 — Open the Program

Once you've created an account or logged in, you will be redirected the the Microsoft 365 launch page. Here you will have access to all of Microsoft 365 products.

Step 3 – Select Excel

Navigate to the left column and select Excel. Here, you can select a blank workbook to open a new document. Alternatively, you can select 'see more templates' to browse the different pre-made templates available.

Step 4 — Explore Interface

When you open a blank workbook, you'll be greeted with a page that looks like the image below. You can begin to enter data such as numbers or text in the individual cells. If you navigate to the help tab, you can access a list of functions and even some keyboard shortcuts.

Furthermore, there is a tutorial section that covers everything you need to know about Excel. This is generally the best place to start learning Excel, and we highly recommend using it.

Excel Windows Review – The Verdict

Excel is a very useful tool when it comes to accounting and other tasks that require in-depth analysis. Our experience has shown us that the sheer number of use cases for this application spans everything from education, accounting, and budget keeping to data science.

It's a tough application to learn, however, once you've learned the basics, you'll want to learn more of what it has to offer. And with a plethora of resources online, you won't need to fork over your hard-earned money in order to learn how to use it.

Furthermore, it can be used for free if you have a Microsoft account, and it can be easily installed on a mobile device. However, if you plan on using it on a mobile, we would recommend a tablet or something with a larger screen, as it can be cumbersome at times.

Overall, Excel is a brilliant tool for completing accounting requirements or preparing a household budget.

While accounting software has evolved over the years, Excel has remained one of the best platforms for your accounting needs.

FAQs

What are the reviews of Excel?

Reviews of Excel vary. However, most users say that it's an excellent tool. It's the go-to tool for keeping track of data in a spreadsheet. Having said that, it has a steep learning curve.

What is the disadvantage of Microsoft Excel?

One of the largest disadvantages of Excel is the fact that it's prone to human error. If you happen to make a mistake while populating the sheets with data, it's difficult to find the error. It also tends to affect the performance of your PC if you are working with a larger dataset.

What is Microsoft Excel good for?

Microsoft Excel is good for a number of things that have to do with calculations and data manipulation. This can be simple budget keeping to more complex things like analyzing large data sets.

Is Microsoft Excel free now?

Yes, you can use Excel for free. Moreover, you can sign up for a Microsoft account and gain access to more its other tools, which include Word, Excel, PowerPoint, and more, completely free.

References

8 Best Free Alternatives To Microsoft Excel

The kinds of features you need from your spreadsheet application can vary, though many users never come close to needing the robust features of Microsoft Office's Excel.

For those who aren't accountants crunching numbers daily, Microsoft Office, including Excel, can be prohibitively expensive. You're looking at paying at least $6 per month for one business license, paid in full for a year upfront; $6.99 a month for home use; or $159.99 for an Office Home and Student 2021 license.

SEE: Explore these free alternatives to Microsoft Word.

If you don't have that kind of money, don't need all of Excel's features or simply want to save cash, there are plenty of viable alternatives to Microsoft Excel available in the cloud to be installed on your computer. Best of all, these alternatives to Excel are free.

Top free Microsoft Excel alternatives comparison Software Best for Online collaboration Supported file formats Offline editing Standout feature Google Sheets Offline editing and collaboration Yes .Xlsx, .Xls, .Xlsm, .Xlt, .Xltx, .Xltxm, .Ods, .Csv and .Tsv Yes Sharing and collaboration Zoho Sheet Automation Yes .Xls, .Xlsx, .Xlsm, .Tsv, .Csv, .Ods and .Sxc No AI-powered insights Microsoft Office Excel Online Users who prefer the traditional Excel desktop interface Yes .Xls, .Xlsx, .Xlsm, .Xlsb, .Csv and .Ods Yes Power BI integration Apache OpenOffice Calc Customization No .Odf and .Xlsx No — users have to download it on their system manually Natural language formulas LibreOffice Calc Broader features No .Xls and .Xlsx Users can download and install it on their system Scenario manager WPS Office Spreadsheets Ease of use Yes .Lsm, .Xltm, .Xlsb, .Ets, .Et, .Ett, .Xls, .Xlsx, .Xlt, .Xltx and .Csv Yes Data analysis and visualization Gnumeric Unix-based system users No .Xls (partially supports .Xlsx), .Csv, xml, tsv, .Gnm, .Tex, .Html, .Htm, .Wk1/.Wks and more Users can download and install it on their system Support for complex data manipulation tasks Apple Numbers Apple device users Yes xml (xlsx), csv, tsv and pdf Yes XLOOKUP functionality helps you find values in columns and rows or look for exact, approximate or partial matches Google Sheets: Best for offline editing and collaboration

Image: Google

Google Sheets is Google's cloud-based answer to Microsoft Excel, and it's capable of doing the vast majority of what the average Excel user needs. It's also hosted in the cloud and runs in a web browser, so it's platform independent and can be run on Windows, macOS and Linux systems.

You never have to worry about losing a single calculation, either — Google Sheets saves everything in Google Drive, making a crashed computer of no concern to your important data. As with Google's other office tools, Sheets features real-time collaboration that allows multiple users to edit a document at the same time. Users can see the cursor position of other people in the document, see what they're doing as they're doing it and chat right in the document window.

Key features Google Sheets

Offline editing capability.

Support of file formats, including .Xlsx, .Xls, .Xlsm, .Xlt, .Xltx, .Xltxm, .Ods, .Csv and .Tsv.

Data analysis and visualization.

Sharing and collaboration.

Version history feature, which lets you see all the changes you and others have made to the spreadsheet or revert to previous versions.

Template gallery.

Figure A: Google Spreadsheet interface. Image: Google Workspace Pros Cons Ability for users to download their files in different formats, including .Pdf, .Html, .Ods, .Xlsx and .Tsv Lags when working on large data Ability for users to automate repetitive tasks with macros Difficult to pinpoint who edited the spreadsheet Real-time collaboration Why we chose Google Sheets

Google Sheets allows multiple users to work on the same spreadsheet simultaneously. This makes it easy to collaborate with colleagues, classmates or friends in real time without the need to email multiple versions back and forth.

Zoho Sheet: Best for automation

Image: Zoho

Zoho Sheet is a spreadsheet software that includes collaboration, data visualization and automation features that help teams get work done faster. Zoho Sheet supports several file types, including Excel (.Xls), .Csv, .Ods and .Tsv formats to move your existing sheets into Zoho Sheet easily.

Collaboration in Zoho Sheet is easy, with real-time updates at the sheet level for any users in the document. You can use macros and even VBA code to automate updates and speed up work.

Collaborators can use data cleaning to catch mistakes quickly or roll back to a previous iteration with version history. Additionally, Zoho Sheet can easily be used via the mobile app or published to the web with granular controls over embedded data manipulation.

Key features Zoho Sheet

Multi-language support, including Polish, Bulgarian, Dutch, Chinese (Simplified), German, English, Spanish, French, Croatian, Turkish, Japanese, Hungarian, Korean, Portuguese, Russian, Swedish and Italian.

Support for over 350 predefined functions.

Ability for users to export .Html and .Pdf formats.

Custom and user-defined functions.

Image-to-sheet feature, which allows users to scan books, receipts and invoices and automatically convert them to spreadsheets.

Figure B: Zoho Sheet example. Image: Zoho Pros Cons AI-powered insights. Lacks data connections, analysis and modeling capability. Data cleaning — duplicates, inconsistencies and missing value removal. Lacks offline support. Why we chose Zoho Sheet

We chose Zoho Sheets due to its extensive automation capabilities and data processing features, such as data cleaning and AI-powered analysis. The tool enables users to analyze their data, create charts and pivots, automate data processing and build interactive spreadsheets with ease.

Microsoft Office Excel Online: Best for users who prefer Excel's interface

Image: Microsoft

Not to be outdone by Google, Microsoft has created its own online version of Office, which includes a stripped-down version of Excel that's closer to Google Sheets than to the desktop version of Microsoft Office's Excel. It's not to say that Excel Online is unusable or not worth your time — it's definitely more like Excel than Google Sheets, so if you prefer a familiar interface, you may opt for Excel Online instead of going the Google route.

Recommending Excel Online to the average Excel user is fine: It does all the basics of the desktop version while adding automatic cloud saving in OneDrive, and it has real-time collaboration tools that Office 365 and Office 2019 lack.

Excel power users may want to steer clear of Excel Online. Many of the features Excel power users rely on are gone, restricted or read-only — there's no VBA scripting, no creating external data connections, no find and replace and no advanced charting features. All of those capabilities exist in Excel Online, but they're read-only.

Key features Microsoft Office Excel Online

Power BI integration.

Support of many file formats, including .Docm, .Docx, .Pptm, .Pptx, .Xlsm and .Xlsx.

Copilot in Excel, which works with you to analyze and explore your data.

Ability for users to visualize data in charts and graphs.

Figure C: A look at Microsoft Office Excel Online. Image: Microsoft Pros Cons Extensive range of functions and formulas, which enable usersto perform complex calculations and data analysis easily. Gets slow when working with large data sets. Macros to automate regular tasks. Requires internet connectivity. Collaboration capability. Why chose Microsoft Office Excel Online

Excel Online includes many of the same features as the desktop version of Excel, such as formulas, charts and formatting options. Users can also work on Excel documents simultaneously with others in real-time, making it a useful tool for teamwork and collaboration.

Apache OpenOffice Calc: Best for customization

Image: Apache

When I talk to Windows users who hate the look of Microsoft Office's post-2007 interface, I always recommend Apache OpenOffice. Calc, OpenOffice's Excel alternative, looks and feels like Office 2003, which is great if you'd prefer a time before the Office ribbon. Prior to the advent of the cloud and the dominance of Google's online office tools, OpenOffice reigned supreme among those looking for a free Microsoft Office alternative.

Apache OpenOffice's Calc serves various userbases, including freelancers, large enterprises, midsize businesses, non-profits, public administrations and small businesses.

Key features Apache OpenOffice Calc

Natural language formulas, which allow users to create formulas using words.

Ready-made templates repository.

Scenario manager with support for "what if" analysis.

Ability for users to export documents in various formats, including ​​.Pdf, .Odt, .Doc and .Html.

Figure D: Apache OpenOffice Calc interface. Image: Apache Pros Cons Available as open source. Lacks real-time online collaboration. Custom backgrounds to enable users to createspreadsheets according to individual preferences. Needs to be updated more frequently. Why we chose Apache OpenOffice Calc

Apache OpenOffice Calc is similar to Microsoft Excel and offers a range of features, including formulas, charts and functions. It provides users with the ability to create and manipulate spreadsheets for tasks such as budgeting, financial analysis and data organization.

LibreOffice Calc: Best Excel alternative for features

Image: LibreOffice

Like OpenOffice, LibreOffice is a free office suite that includes its own Excel alternative, also called Calc. It has the same restrictions as OpenOffice in that LibreOffice's Calc lacks cloud support and real-time collaboration. What LibreOffice does have is a surprisingly robust list of features, many of which aren't present in Excel.

LibreOffice has more functions than Excel, can compare two separate spreadsheet files, has more cell formatting options and can even handle imports of legacy spreadsheets from retired applications formerly available on Windows and macOS (Microsoft Works, Lotus 1-2-3, BeagleWorks, Claris Resolve, etc.).

Key features LibreOffice Calc

Scenario manager that allows "what if …" analysis.

Ability for users to export to .Pdf.

Desktop apps for Windows, macOS and Linux.

Figure E: A view of LibreOffice Calc. Image: LibreOffice Pros Cons Open source. Has limited macro recording abilities. Ability to read .Xlsx files created with Microsoft Officefor Windows and macOS. Lacks the ability to display many advanced types of charts. Why we chose LibreOffice Calc

We selected the tool due to its advanced features and cross-platform compatibility. LibreOffice is available on multiple operating systems, including Windows, macOS and Linux, making it a versatile option for users of different platforms.

WPS Office Spreadsheets: Best Excel alternative for ease of use

Image: WPS

When it comes to robust features that are a true competition for Excel, WPS Office Spreadsheets cannot be beaten, and with good reason: It's the only freemium product on this list. WPS Office is a paid product, but it comes with a fully featured free version with one catch — it's ad-supported.

Don't let that turn you off from giving WPS Spreadsheets a try. The ads are quick, generally lasting about 10 seconds and only pop up when you try to print, save to PDF or use some of its other more specific tools. Once you watch an ad, that feature is unlocked for 30 minutes. If you decide you want to get rid of the ads in WPS Office, you need to pay $5.99 for one month, $9.99 for three months or $29.99 a year.

Key features of WPS Office Spreadsheet

Data analysis and visualization.

Templates to manage charts, track budgets and analyze personal or business finances.

Compatibility with common file formats such as .Xls, .Xlsx, .Xlsm, .Xlt and .Csv.

Ability for users to edit Excel files on mobile devices, computers or web pages.

Figure F: A look at WPS Office Spreadsheets. Image: WPS Pros Cons Compatibility with office suites such as Microsoft Excel,Google Sheets, LibreOffice Calc and OpenOffice Calc. Free version has ads. Support for 13 languages onPC and 46 languages on mobile. Infrequently freezes. Why we chose WPS Office Spreadsheet

WPS Spreadsheets offers features that are not available in Excel, such as protection at different levels, allowing you to secure your spreadsheets with passwords and encryption to ensure data privacy and security, OCR (converting text in pictures to editable text) and multiple tabs for working on different sheets within the same window.

Gnumeric: Best for UNIX-based operating system

Image: Gnumeric

Gnumeric is a free and open-source spreadsheet program similar to Microsoft Excel. It is part of the GNOME office suite and is designed to provide advanced data analysis and manipulation features.

Gnumeric offers a wide range of features for creating, editing and analyzing spreadsheet data and supports various file formats for compatibility with other spreadsheet software. It is known for its mathematical functions, statistical analysis tools and support for complex data manipulation tasks.

Key features of Gnumeric

Import and export support for the OpenDocument Format (ODF) and Office Open XML (OOXML).

Capable of handling large datasets and complex calculations.

It's compatible with various file formats, including Microsoft Excel files and OpenDocument.

Figure G: Gnumeric example. Image: Gnumeric Pros Cons Handles large spreadsheets with ease. Some users may find the user interface of Gnumeric less intuitive or polished compared to other spreadsheet software like Excel. Gnumeric supports a wide range of file formats for importing and exporting data . Initial learning curve. Why we chose Gnumeric

Gnumeric offers many features and functions, including support for complex mathematical formulas, data analysis tools and advanced graphing capabilities. Users can easily perform calculations, manipulate data and create professional-looking charts and graphs.

Apple Numbers: Best for Apple device users

Image: Apple

Apple Numbers is a spreadsheet application developed by Apple as part of their iWork productivity software suite. It is available for iOS, iPadOS and macOS and allows you to create and edit spreadsheets.

Apple Numbers provides you with predesigned templates to help you get started quickly. It offers a variety of tools for organizing and analyzing data, including charts, graphs and tables. You can also add text, images and multimedia to your spreadsheets to create more engaging and informative documents.

Key features of Apple Numbers

It enables users to find trends with pivot tables.

Users can highlight comparisons with radar charts.

XLOOKUP functionality helps you find values in columns and rows or look for exact, approximate or partial matches.

Figure H: Apple Numbers interface. Image: Apple Numbers Pros Cons Intuitive and modern interface design. Limited to the Apple ecosystem. Easy to use. Limited features. Why we chose Apple Numbers

Apple Numbers is designed to work seamlessly with other Apple products and services, such as iCloud, iWork and Apple Pencil. This integration allows easy sharing, syncing and accessibility across different devices and platforms.

Must-read big data coverage Choosing a free alternative to Microsoft Excel

While all the tools outlined in this guide are note-worthy free alternatives to Microsoft Excel, the best option for you depends on your specific needs and preferences. If you need a solution to enable you and your team to seamlessly collaborate on sheets, choose Google Sheets. If you'd like to automate repetitive processes, Zoho may be your best option.

Those looking to customize their sheets and integrate them via API with their existing system fare would benefit from Apache OpenOffice calc. WPS Office Spreadsheet is ideal for individuals or companies more interested in usability, while LibreOffice is the best option for th