Smartsheet vs. Microsoft Project Comparison

There are a number of popular project management tools on the market, but project managers often find themselves picking between two: Smartsheet vs Microsoft Project. Despite having similar fundamental functions, both softwares have unique features that could make the selection of the best program crucial for project management success.

What is a Smartsheet?

Smartsheet, or better known as an enterprise work management platform, helps teams stay on top of their projects from start to finish. It automates workflows and makes it easy to build custom reports, dashboards, and other tools, all in one place. From portfolio management to marketing management, Enterprise PMO, etc., it’s an all-in-one solution providing a number of use cases. With strong integration support, it also helps project managers sync their data in one centralized environment.

Smartsheet challenged slow adoption primarily due to complex features, as per the co-founder Brent Frei. But by 2012, it had developed to over a million users across 20,000 companies, and in 2023, it was named one of Fast Company’s “Top 10 Most Innovative Companies in Enterprise.”

What is Microsoft Project?

Microsoft, as a tech giant, offers a huge collection of project management tools designed to keep teams on track. What makes it reliable is its familiar Microsoft interface and practical features that manage everything from simple tasks to large, complex projects.

From agile to waterfall, templates to resource allocation, Microsoft Project covers wide-ranging use cases and integrates smoothly with other Microsoft products. With millions of organizations still counting on the Microsoft suite, it’s no surprise that numerous project management teams select Microsoft for their requirements.

Introduced over 35 years ago, Microsoft Project became one of the first and original Windows-based applications with project management tools and has continued as a leading competitor. In the early 2000s, it experienced recurrent updates, offering features including smart tags, calendars, AutoSave, and templates, imitating Microsoft’s innovative role in the industry.

It is still standing in the market, even though several other applications like Smartsheet have put its success at risk. Indeed, in 2023, Microsoft Project exposed plans to ultimately withdraw its Project Online version in the near future.

Smartsheet Compared to the Best Project Management Software

After thoroughly assessing a number of different platforms, here are the six best project management tools available on the market. Smartsheet is among them, but Microsoft Project is not. Either of these options could greatly meet your requirements.

Smartsheet locates itself as a potent hybrid between a spreadsheet and a project management tool, tempting teams contented with Excel. It provides more adaptability and automation than Microsoft Project and is easier to adjust for mid-sized teams. Though when put next to project management softwares such as Trello, Monday.com, or ClickUp, Smartsheet can seem less energetic and less graphical. Trello’s card-based system, Monday.com’s colorful dashboards, and ClickUp’s everything-in-one-place tactic make project tracking more collaborative and engaging. 

Smartsheet’s interface, though bespoke, could rapidly become unsystematic and complex as projects scale. Moreover, while it supports automation and integrations, its collaboration tools aren’t as in-built as what Asana or Notion offer, particularly for creative or agile teams. Essentially, Smartsheet is perfect for structured planning but might fall short in terms of innovation, speed, and visual engagement.

Smartsheet vs Microsoft Project: Key Statistics

No contrast between Smartsheet and Microsoft Project would be complete without a rapid look at some key stats. Important metrics such as market presence, user count, customer base, and overall ratings are emphasized in the overview that follows to help you better understand each platform’s standing within the project management industry.

Microsoft Project vs. Smartsheet Feature Comparison 

When the management of complex projects is concerned, both Microsoft Project and Smartsheet are potential tools widely used by teams and organizations globally. However, they differ considerably in terms of usability, features, integrations, and flexibility. Selecting between the two essentially relies on your team’s requirements, technical expertise, and existing software ecosystem.

Here’s a thorough breakdown of how Microsoft Project compares to Smartsheet throughout key performance categories:

• PROJECT MANAGEMENT

Smartsheet

Smartsheet scored 4.6/5 for features overall by offering four project views, including grid, card (Kanban), Gantt, and calendar. It is not the most colorful or striking interface, but it is easier to grasp than Microsoft Project.

Either begin with a blank sheet or use a template to lead the process. Conditional formatting rules accelerate the process more, enabling the creation of automation as well as eliminating manual work requirements.  

Microsoft Project

In contrast, Microsoft Project scored 3.9/5 for features overall. It provides three key project views, which include grid, timeline (Gantt) view, and board. The design is similar to other Microsoft products, but its interface is not specifically intuitive to use, and the sheer number of features could be overpowering, making it challenging to find what you are looking for. 

Its option to get immensely detailed with resource management is remarkable, which includes tracking costs of materials throughout the project or monitoring the time spent on a task by each individual. 

Gantt view in Smartsheet demonstrates crucial information including duration, task status, and team members assigned, decreasing the requirement for additional clicks. With more thorough display, this interface might also be more cluttered for intricate projects. 

• EASE OF USE

Smartsheet

Smartsheet scored 3.5 out of 5 for ease of use. While it might not be the most intuitive tool available on the market, its clean layout and logical structure make it easier to navigate than Microsoft Project. Setting up and launching new projects in Smartsheet is also faster, given its wider-ranging templates that streamline the process.

Microsoft Project

Microsoft Project is expected to receive a much lower score of 1.8 out of 5 when ease of use is considered. The platform can be overpowering for beginners due to its complex interface and steep learning curve. Although it delivers powerful tools for resource planning and financial tracking, these features are often better suited for experienced project managers.

• DOCUMENT MANAGEMENT

Smartsheet

It allows uploading files to a project, and allows integrating with numerous well-known document management solutions such as Dropbox, OneDrive, and Google Drive. Its Enterprise and Business plans offer a proofing feature, enabling teams to visually markup content such as videos within the Smartsheet tool that keeps everything integrated in one place.

Microsoft Project

It allows uploading documents to a site, but editing and updating capabilities are restricted due to the assumption that you use SharePoint or OneDrive for document storage and management. It also does not integrate with other apps, preventing you from using an outside platform such as Google Docs either. This is among the factors that make teams who are already committed to the Microsoft ecosystem ideal candidates for Microsoft Project.

• INTEGRATIONS

Smartsheet

When integrations are concerned, Smartsheet surpasses Microsoft Project by a landslide. Smartsheet is capable of offering over 100 native integrations, alongside allowing users to engage with thousands more platforms through Zapier. 

Microsoft Project

In contrast, there isn’t even a workaround for Microsoft Project because its native integrations are mainly restricted to other Microsoft products, and it doesn’t connect to Zapier like some other Microsoft products do.

• COMMUNICATION TOOLS

Smartsheet

Smartsheet enables teams to engage through comments on rows and sheets. Individuals could tag each other via comments to send a notification. Comments could also be accessed using the mobile app, so you could read and respond on the go. 

While Smartsheet does not provide a stronger native chat function, it does integrate with some messaging platforms like Slack to supplement the built-in comment feature. Smartsheet is an excellent option for communication features unless your team already uses Microsoft’s suite of apps.

Microsoft Project

Just like its limitations with document management, Microsoft Project doesn’t offer any built-in tools for team communication or collaboration. Instead, it depends on other Microsoft apps, like Outlook, Teams, or Skype, for that purpose. If your team isn’t already using these tools, you’ll have to depend on separate software for communication, which unluckily won’t link directly with Microsoft Project. This can make it challenging to keep everything in one place.

• CUSTOMER SUPPORT

Smartsheet

Smartsheet received a marginally lesser score of 3.8 out of 5. This is mainly due to the key support features, such as 24/7 phone support and access to a chatbot, which are only available on first-rate plans or require an additional paid support package.

Microsoft Project

Microsoft Project scored 4.2 out of 5 for customer support. One of its benefits is that support is included at no additional cost, making it more available to all users. Even though support is free, some users have complained that it could still be of higher quality.

Microsoft Project vs. Smartsheet pricing

Microsoft offers more plans and on-premises options to select from than Smartsheet. However, Smartsheet is more reasonable than Microsoft Project overall. Both vendor solutions provide a 30-day free trial for certain plans. 

Microsoft Project Pricing

Cloud-based subscriptions:

• Microsoft Planner: Part of Microsoft 365, beginning at $8.00 per user each month
• Planner Plan 1: $10.00 per user every month, billed annually
• Planner and Project Plan 3: $30.00 per user each month, billed annually
• Planner and Project Plan 5: $55.00 per user each month, billed annually

Microsoft Project is presented exclusively via annual subscriptions, even though the pricing is scheduled as a monthly cost per user. So while it may look like you’re paying monthly, you’re actually billed for the whole year upfront. The table below gives a quick look at the monthly analysis and the total annual cost for each plan.

All plans are billed annually, even though Microsoft indicates plans with monthly costs.

On-premises solutions:

• Project Standard 2024: $719.99 for a license for one PC
• Project Professional 2024: $1,409.99 for a license for one PC
• Project Server Plan: Connect for bespoke pricing quote

Smartsheet Pricing

• Pro: $9.00 per user per month billed annually, or $12.00 per user per month billed monthly
• Business: $19.00 per user per month billed annually, or $24.00 per user per month billed monthly
• Enterprise: Contact for custom pricing quote
• Advanced Work Management: Contact for custom pricing quote

Microsoft Project vs. Smartsheet: Pros and Cons

Both Microsoft Project and Smartsheet have their advantages and disadvantages, and no project management solution is ideal. This brief overview will help you select the one that best meets the requirements of your team.

Smartsheet

Pros:

• User-Friendly for Spreadsheet Users: Accustomed Excel-style interface with additional modern features.
• Excellent Collaboration Tools: Real-time updates, comments, and file sharing for efficient teamwork.
• Time Tracking: Track billable hours and create reports easily.
• End-to-End Project Management: Includes planning, implementation, automation, and reporting.
• Smart Reporting: Automatically gathers data from different teams for fast report creation.

Cons:

• Learning Curve: Might take some time to learn, particularly for non-spreadsheet users.
• No Free Plan: Similar to MS Project, it needs a paid subscription.
• Limited Native Integrations: Supports common tools but might require Zapier for more advanced workflows.

Microsoft Project

Pros:

• Smooth Microsoft Integration: Works effortlessly with Office 365 tools including Excel, Outlook, PowerPoint, and Teams.
• Advanced Resource Management: Enables detailed tracking of resources, costs, and task assignments.
• Automated Workflows & Notifications: Helps teams stay systematized with automatic updates and approvals.
• Project Roadmap Tool: Perfect for handling project portfolios and larger programs.
• Strong Support Community: Supported by Microsoft’s extensive user base and online resources.

Cons:

• High Cost: Steep pricing, with no free plan that limits access for small teams.
• Limited Collaboration: Lacks built-in communication tools and real-time collaboration.
• Poor Compatibility: Only runs on Windows PCs; clients require MS Project installed to access data.
• No Real-Time Sharing: Real-time updates and cross-team transparency need additional integrations.

Microsoft Project vs. Smartsheet: Which is better?

Choose Microsoft Project if:

• You need potent, advanced project planning tools.
• Your team is already rooted in the Microsoft ecosystem.
• You’re accepting of a steeper learning curve.
• You don’t need third-party integrations.
• You choose on-premises deployment options.

Key Strengths

• Strong planning and resource management features.
• Smooth integration with Microsoft tools.

Challenges to Consider

• Steep learning curve.
• Restricted third-party integrations.
• No built-in communication tools.

Choose Smartsheet if:

• You want a reasonable, user-friendly solution.
• Your team requires something more adaptable than Excel.
• You use a range of third-party tools.
• You don’t require local deployment.

Key Strengths

• Familiar spreadsheet-style interface.
• Easy integration with tools such as Slack, Google Workspace, and Salesforce.
• Tailored workflows and automation features.

Challenges to Consider

• Less intuitive than some contemporary PM apps

• No auto-save or real-time updates
• Time tracking needs Business plan upgrade

If neither tool completely aligns with your needs, you must consider exploring a Smartsheet alternative like Monday.com or ClickUp, or a Microsoft Project alternative like Asana or Wrike for better collaboration and usability.

Smartsheet vs. Microsoft Project Conclusion

After looking at everything, from features, and ease of use, to pricing, integrations, and more, it’s clear that both Smartsheet and Microsoft Project have their own strengths. The best choice really comes down to what your team needs most.

If you’re part of a small to mid-sized team and want something that’s effortless to pick up, more affordable, and reasonable enough to fit into your existing tools, Smartsheet is a great choice. Its spreadsheet-style layout feels familiar, and it’s filled with useful features such as automation, templates, and integrations that make collaboration smoother.

Alternatively, Microsoft Project is built for larger, more complex projects, specifically in industries like construction, engineering, or IT. If your team is already using Microsoft tools and you need advanced planning and resource management, it can certainly deliver, but be prepared for a learning curve and a higher price tag.

At the end of the day, it comes down to what works well for your workflow. Smartsheet is ideal if you want something straightforward and adaptable, while Microsoft Project makes more sense if you need profundity and structure, and don’t mind taking the time to learn it.

There’s no one-size-fits-all answer, but optimistically, this breakdown helps you understand which tool fits your team well. 

How Veridian Solutions Can Help You.

When selecting between Smartsheet and Microsoft Project, Veridian Solutions is the right partner you want by your side. As a Smartsheet Gold Partner with extensive consulting experience, we are skilled in building custom, intuitive systems that solve real business problems. Whether you require Smartsheet’s flexibility or Microsoft Project’s depth, we help you execute the right solution and ensure your team knows exactly how to use it with confidence.