Many people rely on Microsoft Excel to accomplish their spreadsheet tasks. But what happens when you run into challenges that make Excel less than ideal for your needs? For instance, sometimes your spreadsheet becomes too large and complex, which slows it down. Other times, Excel doesn’t have the features or functions you need to get the job done. Or maybe you need to collaborate with a team, and Excel just doesn’t have the tools to make that easy. When you find yourself in this situation, it may be time to explore some Excel alternatives. This guide will introduce you to the best five Excel alternatives in 2025 so you can find the one that fits your needs. We will also touch upon some amazing Google Sheets hacks.

Numerous has a spreadsheet AI tool that can take your spreadsheet to the next level, so you don’t have to start from scratch on a new program. This tool can help you with Excel alternatives by getting your spreadsheet to a manageable size, so you can continue working in Excel, or help you find the right solution if you do need to switch programs. 

Table of Contents

• Why Look for an Excel Alternative?

• 8 Key Features to Look For in an Excel Alternative

• Top 5 Excel Alternatives in 2025

• Make Decisions At Scale Through AI With Numerous AI’s Spreadsheet AI Tool

Why Look for an Excel Alternative?

Excel’s collaboration tools leave a lot to be desired. Even with Microsoft 365’s cloud offering, sharing an Excel file for collaboration is still a clunky process. First, you have to save your workbook to OneDrive or SharePoint, and then invite your collaborators to access it. While editors no longer have to take turns making changes, the experience isn’t seamless. If your collaborators are using different versions of Excel, you’ll probably run into file-lock errors, syncing issues, and version conflicts.

On the other hand, Google Sheets is built for real-time collaboration. It’s no surprise that Sheets is a top choice for remote teams. Multiple users can access and edit a Sheet simultaneously without any glitches. You can see changes as they happen, and there are no versions to worry about. Google Sheets even keeps track of all your version history, so if you need to revert back to an earlier version, you can. And if that’s not enough, you can assign comments to specific users, create threaded discussions, and set permission-based access to control who can view, edit, or comment on your files. 

Advanced Features in Excel Can Be Overwhelming

Excel is powerful. But that power comes at a cost of complexity. For example, if you want to use advanced features like formulas, macros, or pivot tables, you typically need some level of expertise or prior knowledge. That can create friction for teams trying to collaborate and work efficiently. Newer alternatives like Numerous have emerged to solve this by adding a natural-language AI layer over Sheets, meaning you can say “summarize sales data by region” and get it done instantly, no formulas needed. 

Automating Tasks in Excel Is Complicated

Automating tasks in Excel can save you time and effort, but getting there can be a headache. Excel supports automation through macros and VBA (Visual Basic for Applications), but this outdated and fragile approach can intimidate non-developers. Even Microsoft’s newer Power Automate integrations can be complex to configure. By contrast, platforms like Airtable or Smartsheet offer visual, no-code automation builders, where you can set “if-this-then-that” rules with clicks instead of code. Meanwhile, Numerous allows you to automate Google Sheets writing, calculations, and summaries with a simple prompt. 

Excel Doesn’t Integrate Well With Other Tools

Today’s work doesn’t happen in isolation. Teams use Slack, Notion, Google Drive, Trello, Zapier, and more. Excel, especially desktop Excel, was never designed to plug naturally into these ecosystems. Modern alternatives are built API-first or have native integrations with popular productivity tools. For example, Google Sheets seamlessly connects to Google Forms, Docs, Drive, and Gmail. Airtable integrates with Slack, Zapier, and thousands of apps. Numerous AI can live inside Google Sheets and respond to contextual AI prompts, helping with repetitive writing, formula logic, and content generation. 

Excel Has No Built-In Intelligence

Excel is brilliant with logic, but not intelligent by itself. It doesn’t anticipate your needs, suggest insights, or help you explain complex tables unless you’ve built the functionality manually. Today’s alternatives, especially when paired with AI tools like Numerous, are built to assist. 

Numerous can

Write formulas from a simple description, summarize messy data in human-readable text, Auto-generate lists, outlines, and reports from tabular data, and Flag inconsistencies or patterns with natural-language explanations. These features reduce the time between data and decision, which is essential for creators, analysts, marketers, and founders alike.  

Excel Is Not Built for Dashboards

Excel is excellent at building charts, but creating interactive dashboards requires skill, time, and often external tools like Power BI. It’s not something casual users can spin up quickly. Alternatives like Airtable or Smartsheet include dashboard views out of the box, with drag-and-drop widgets and summary blocks. For those working in Google Sheets, AI tools like Numerous help generate chart-ready summaries or formatted reports within minutes. 

Excel Is Overkill for Simple Use Cases

Many users adopt Excel because it’s familiar, not because it’s the right tool. But if you’re using Excel to track content ideas, build task lists, manage a calendar, and write product descriptions, you’re probably doing too much work in a tool that’s not designed for it. This is where lighter, workflow-first tools shine and where AI-powered platforms like Numerous radically reduce friction. With prompt-based instructions, users can perform advanced writing, summarizing, and tracking tasks without relying on heavy spreadsheets.

Related Reading

• Google Docs Hacks
• Best AI Tools for Data Analysis
• Can ChatGPT Analyze Excel Data
• How to Use AI in Google Docs
• How to Analyze Data in Google Sheets

8 Key Features to Look For in an Excel Alternative

1. Cloud-Based Collaboration: A Game Changer for Teams

Business today happens at breakneck speed. And, more often than not, the work isn’t confined to a single office or even a single team. To keep up, you need a spreadsheet tool that allows multiple users to edit the same file simultaneously, leave comments, track version history, and assign roles or permissions, all in the cloud. While Excel has made strides in this area, Google Sheets and Airtable both enable full collaboration in real-time. Numerous AI tools build on this by allowing collaborators also to use AI prompts to automate writing, editing, and analysis within shared spreadsheets.

2. AI-Powered Assistance: Your New Spreadsheet Sidekick

AI can bridge the gap between what you want to do with data and what you know how to do. Instead of memorizing formulas, navigating menus, or writing scripts, AI tools like Numerous allow you to use natural language prompts like “Summarize this table,” “Generate a formula to calculate commission,” or “Turn this sales data into an email draft.” This reduces cognitive load, enabling even non-technical users to complete advanced tasks in minutes.

3. Built-In Automations (No-Code): A Key Function for Improving Productivity

Manual work kills productivity. A good Excel alternative should offer automation workflows you can trigger based on rules, without requiring you to code or use outdated scripting languages. 

Features to look for

If-This-Then-That logic builders, Auto-reminders, and email triggers, Data updates based on specific conditions. Integration with third-party automation tools, such as Zapier or Make, Smartsheet, Airtable, and Google Sheets (via add-ons like Numerous), now offers user-friendly automation workflows that require no technical background.

4. Ease of Use & Onboarding: Say Goodbye to Clunky Interfaces

Your tool shouldn’t need a course to master. The ideal alternative should offer an intuitive interface, templates for everyday tasks, and helpful onboarding resources that enable you to start quickly. 

Look for

Clean, visual UI, Contextual tooltips and documentation, Templates (project tracker, content calendar, CRM, etc.) Community forums or in-app support. Numerous AI add a layer of usability by letting you ask questions about your data, explain formulas, or write text, thereby reducing the amount of self-discovery required.

5. Smart Integrations: Make Spreadsheets Work Harder for You

Spreadsheets don’t live in isolation. Whether you’re pulling data from a CRM, sending updates to Slack, or connecting to payment processors, your spreadsheet should easily integrate into your workflow. 

Look for

API availability Native integrations with Slack, Google Workspace, Notion, or Outlook Zapier or Make compatibility Ability to sync or link data from other sheets, databases, or apps for example Numerous enhances Google Sheets with clever automation prompts and content workflows, but also works alongside tools like Docs, Slides, and Gmail enabling seamless context-switching.

6. Data Visualization Capabilities: Turn Numbers into Insights

Charts, dashboards, and summary blocks turn raw numbers into insights. You want a tool that helps you visualize your work, not bury it in columns.

Look for

Easy-to-create charts and graphs, Dashboard creation (preferably live-updating), Widgets and KPIs that summarize key data, Ability to embed or share visual insights externally. Your Excel is strong here, but it takes effort. Modern tools like Airtable and Smartsheet include dashboards by default, while Google Sheets becomes more powerful with AI add-ons like Numerous that can interpret data and recommend visuals.

7. Scalability & Performance: Get a Handle on Growing Data

As your business or dataset grows, your spreadsheet tool should keep up, without crashing, freezing, or requiring hacks. 

Key signs of scalability

Handles 50K+ rows without lag. Supports linked sheets or relational databases, with Role-Based access and permissions. Enterprise-grade security (SSO, audit logs, and backups), as well as Baserow and Airtable, are excellent choices for scaling. Numerous doesn’t replace scale, but helps you do more with less effort, whether you’re working with 100 or 100,000 rows.

8. Cross-Platform and Mobile Support: Work from Anywhere

You’re not always at your desk. A strong Excel alternative should work seamlessly across web, desktop, and mobile with full functionality, not a read-only experience. 

Check for

Mobile apps with editing support, Tablet optimization, Offline access or cached versions, and Smooth syncing across platforms. Google Sheets shines in this area, and Numerous AI tools work directly inside the mobile experience, allowing you to generate insights or automate writing on the go. Numerous is an AI-powered tool that enables content marketers, E-Commerce businesses, and more to automate tasks many times over through AI, such as writing SEO blog posts, generating hashtags, mass categorizing products with sentiment analysis and classification, and many more functions by simply dragging down a cell in a spreadsheet. With a simple prompt, Numerous returns any spreadsheet function, complex or straightforward, within seconds.

The capabilities of Numerous are endless. It is versatile and can be used with Microsoft Excel and Google Sheets. Get started today with Numerous.ai so that you can make business decisions at scale using AI, in both Google Sheets and Microsoft Excel. Learn more about how you can 10x your marketing efforts with Numerous's ChatGPT for spreadsheets tool.

Related Reading

• How to Automate Excel
• What is Smartsheet
• Google Docs AI Scraping
• Google Sheets Data Visualization
• How to Auto Fill in Google Sheets
• How to Auto Sum in Google Sheets
• Google Docs Automation

Top 5 Excel Alternatives in 2025

1. Numerous – Best for AI-Powered Productivity Inside Spreadsheets

Numerous isn’t a spreadsheet. It’s an AI writing and automation add-on explicitly built for Google Sheets. But it’s often the first tool recommended for users looking to upgrade their spreadsheet experience without switching platforms entirely. 

Instant automation

Numerous AI tools allow you to write formulas, generate lists, and summarize data just by typing a prompt, no formula knowledge needed. 

Smart content generation 

Use it to write email drafts, meta descriptions, reports, bios, menus, or ad copy directly from spreadsheet data. 

Error reduction

Numerous AI help explain or correct existing formulas and logic errors in plain language. 

Cross-team speed 

Creators, analysts, marketers, and founders use it to generate copy and insights without switching tools. 

Who is it for? 

Google Sheets users who want to do more with less effort. Creators, content teams, startup founders, and operations leads. Non-technical users looking for spreadsheet superpowers. If you’re using Google Sheets already (or planning to), Numerous gives you the power of AI inside every cell, making your workflow 10x faster and smarter. 

2. Google Sheets – Best for Real-Time Collaboration and Cloud Simplicity 

Google Sheets is the most popular cloud-based spreadsheet software. It looks and feels like Excel but is built for the web and mobile, with strong integration across Google Workspace. 

Key advantages over Excel

True real-time collaboration enables multiple people to edit, comment, and track changes simultaneously. Auto-saving in the cloud, no risk of data loss due to crashes. Cross-platform accessibility usable from phone, tablet, browser, or desktop. Tons of add-ons, including Numerous, Supermetrics, AppSheet, and more. 

Limitations

Slower performance with massive datasets. Fewer advanced charting or macro features compared to Excel. It can feel basic for heavy data modeling. 

Who is it for? 

Teams that prioritize collaboration and cloud syncing. Students, educators, marketers, and startups. Anyone already using Gmail, Google Docs, and Drive? With Numerous features, Google Sheets becomes even more powerful, giving you natural language access to tasks like summarizing rows, generating marketing copy, or fixing spreadsheet errors. 

3. Airtable – Best for Visual Project and Database Management 

Airtable is a spreadsheet-database hybrid that combines the simplicity of spreadsheets with the power of a relational database. It’s highly visual, customizable, and user-friendly, especially for teams managing content, products, or events. 

Why does it stand out? 

Multiple views switch between table, Kanban, calendar, gallery, or Gantt. Relational linking connects tables like a database (e.g., Projects and Clients). No-code automation sets rules like “when the task is marked complete, move to the archive.” App integration syncs with Slack, Gmail, Notion, Webflow, etc. 

Best use cases. 

Editorial planning and publishing workflows. Event calendars and vendor management. CRM-style tracking of people, tasks, or assets. 

Limitations. 

The free plan has row and view limits. Not ideal for advanced calculations or large datasets. Setting up a relational environment takes some learning for first-timers. 

Who is it for? 

Project managers, marketers, agencies, and content ops teams. Startups that need a flexible structure without heavy dev work. Anyone who wants beautiful dashboards and automation in one tool. 

4. Baserow – Best for Open-Source Spreadsheet-Database Flexibility 

Baserow is an open-source Airtable alternative that offers spreadsheet-style interfaces with the power of a backend database and the freedom to host it yourself. 

Why it’s gaining traction

No vendor lock-in, install on your server for complete control. API-first is ideal for developers needing custom app connections. Custom plugins extend features to fit niche needs. Data privacy is great for regulated industries or internal tools. 

Ideal for

Developers, engineers, and technical teams. Privacy-sensitive businesses and NGOs. Internal software builders are looking for flexible tooling. 

Limitations

Less polished than Airtable for beginners. No native mobile app yet (as of 2025). Requires basic setup and server management for self-hosted instances. 

Who is it for? 

Tech-savvy users or companies with security needs. Teams building apps, internal tools, or structured workflows. Users who want a free, open-source Airtable replacement. 

5. Smartsheet – Best for Project Management with Spreadsheet Power 

Smartsheet is a project and task management platform that looks like a spreadsheet but works more like a hybrid between Excel, Trello, and Asana. It’s ideal for enterprise teams who want structure, visibility, and automation in their project workflows. 

Key features

Automated workflows, notifications, conditional moves, and approvals. Multiple views, including Gantt, calendar, and card. Dashboard and reporting tools for cross-project visibility. Enterprise readiness encompasses robust permissions, comprehensive audit trails, and seamless integrations. 

Best use cases 

Project tracking (marketing, IT, HR, operations). Vendor management. Complex approval flows and task dependencies. 

Limitations

Not as flexible for pure data modeling. It can get expensive at scale. Learning curve for new users. 

Who is it for? 

Mid-sized to large teams need structured project planning. Operations and program managers. Enterprises manage multiple cross-functional initiatives. Numerous is an AI-powered tool that enables content marketers, E-Commerce businesses, and more to automate tasks many times over through AI, such as writing SEO blog posts, generating hashtags, mass categorizing products with sentiment analysis and classification, and many more functions by simply dragging down a cell in a spreadsheet. With a simple prompt, Numerous returns any spreadsheet function, complex or straightforward, within seconds. The capabilities of Numerous are endless. It is versatile and can be used with Microsoft Excel and Google Sheets.

Get started today with Numerous.ai so that you can make business decisions at scale using AI, in both Google Sheets and Microsoft Excel. Learn more about how you can 10x your marketing efforts with Numerous's ChatGPT for spreadsheets tool.

Make Decisions At Scale Through AI With Numerous AI’s Spreadsheet AI Tool

Numerous is an AI-powered tool that helps businesses complete repetitive tasks quickly and efficiently through spreadsheets. The software utilizes artificial intelligence to write SEO blog posts, generate hashtags, categorize products with sentiment analysis and classification, and perform numerous other tasks. You simply type a prompt into a cell in Google Sheets or Microsoft Excel, and the AI returns a spreadsheet function that completes your task in seconds. The capabilities of Numerous are endless. This versatile tool works seamlessly with both Excel and Google Sheets, providing users with a reliable alternative to native spreadsheet functions. Get started today with Numerous.ai so that you can make business decisions at scale using AI, in both Google Sheets and Microsoft Excel. Use Numerous AI’s spreadsheet AI tool to make decisions and complete tasks at scale.

Related Reading

• Best Add-ons for Google Sheets
• Best Add-ons for Google Docs
• Google Sheets Alternatives
• Smartsheet Alternatives
• Smartsheet vs Excel