Excel Online vs Excel Desktop

Introduction

When it comes to Microsoft Excel, users are often faced with a key question: Excel Online vs Excel Desktop which is better? With Microsoft offering both a web-based and a desktop version of its spreadsheet software, understanding the differences is essential for making the right choice for your needs. Both have unique strengths and limitations, and choosing the right one can boost productivity, save costs, and improve collaboration.

In this post, we will discuss the pros, cons, differences, and features of Excel online vs Excel Desktop.

Excel Desktop

Excel Desktop is the full-featured version of Excel, which can be installed on your computer. It is a part of the Microsoft Office Suite and it’s ideal for:

• Advanced data analysis with Power Query, Power Pivot, and complex formulas.
• Automation can be done using Macros and VBA.
• Can be used offline without any internet connection.
• Handling large datasets without performance issues.

Pros:

• It provides a complete set of Excel features.
• It has faster performance when working with big files.
• It works without an internet connection.

Cons:

• Requires a one-time purchase for Microsoft Office or a subscription for Microsoft 365.
• Collaboration is less seamless than the web-based version. To collaborate file needs to be saved in OneDrive or SharePoint.

Excel Online

Excel Online is the web-based version of Excel, accessible through your browser. You will need a Microsoft Account to log in to Excel Online. It’s perfect for:

• Real-time collaboration with your colleagues. For Example, A sheet that needs to be updated by every team member on completion of a daily task.
• Making quick edits from any device.
• It provides free access for basic spreadsheet needs.
• Day-to-day or lightweight tasks that don’t require advanced tools.

Pros:

• It is free to use with a Microsoft account.
• It is accessible from anywhere.
• Instant sharing and real-time collaboration.

Cons:

• It has limited advanced features, like the Developer tab, which is not available to work with VBA and Macros.
• When working with large datasets, it is slower as compared to Excel Desktop.
• It requires an internet connection.
• If you are a user of Excel Desktop and use keyboard shortcuts, then you will have to override browser shortcuts so that Excel shortcuts don’t conflict with browser shortcuts.

Excel Online vs Excel Desktop: Key Differences

Ribbon Tabs: Excel Online vs Desktop Feature Comparison

Below is a comparison of the features found in the common ribbon tabs of Microsoft Excel 365 Desktop and the free version of Excel Online, highlighting the differences between the two. If you have a Microsoft 365 subscription, additional features such as the ‘Automate’ tab will also be available in Excel Online.

Home Tab

• In the Home tab of Excel Online, the Fill button is not available, and
• AutoFill only offers the Fill Series option, unlike Excel Desktop, which provides multiple fill options.

Insert Tab

• When you check the Insert tab in Excel Online, you’ll notice that features like Timeline are not available, and
• There is no Symbol button as found on the Excel Desktop Insert tab.

Page Layout Tab

• In Excel Online, limited options like Page Setup and Sheet Options groups are available in the Page Layout Tab as shown in the image above.

Formula Tab

• In Excel Online, compared to Excel Desktop, only the ‘Show Formulas‘ option is available in the Formula Auditing group.

Data Tab

• The Forecast Group which provides options for What if Analysis or Create Forecast worksheet, is missing in Excel Online.

Review Tab

• Certain options, such as Translate and Thesaurus, are missing from the Review tab in Excel Online.

View Tab

• The View tab in Excel Online offers a simplified set of tools compared to Excel Desktop.
• Features like Split and Hide Window are missing, and the Freeze Panes option has limited functionality.

Customization Options

• In Excel Desktop, the Excel Options menu serves as a control panel for customizing how Excel behaves.
• It includes a wide range of settings that allow you to tailor everything from formulas to the interface layout.
• Options such as General, Data, and Proofing etc., are available for customization, whereas
• Excel Online does not offer these features.

Which One to Choose?

• Choose Excel Desktop if you work with complex data models, need automation, or often work offline.
• Choose Excel Online if you prioritize costsavings, collaboration, and accessibility.
• Many professionals use both Excel Desktop for heavy lifting and Excel Online for quick edits and teamwork.

Conclusion

When comparing Excel Desktop vs. Excel Online, think about your specific needs. For the most flexibility, consider using both versions depending on the task at hand. If you have a Microsoft 365 subscription, you already have access to both versions, so you can switch depending on your requirements.

To explore all our posts covering the fundamentals of Excel, please follow this link.

FAQs