Smartsheet vs Microsoft Project: A Deep Dive Into Project Tools
- Michelle M
- 2 days ago
- 5 min read
Project management tools have become indispensable in today’s Projects. Among the many options available, two tools stand out as top contenders for managing complex workflows and delivering projects on time: Smartsheet and Microsoft Project. Both platforms are widely used, feature-rich, and backed by trusted names in the tech world. But when it comes to choosing the right solution for your team or organization, the debate of Microsoft Project vs Smartsheet becomes an essential consideration.
This blog will examine these two powerful tools exploring their features, usability, pricing, integrations, use cases, and overall value. Whether you're a project manager, a business owner, or part of a team looking to streamline operations, this guide will help you decide which platform better suits your unique needs.
Overview: Smartsheet and Microsoft Project
What is Smartsheet?
Smartsheet is a cloud-based work management and collaboration tool that combines the familiar look of spreadsheets with advanced project management capabilities. It’s designed to be user-friendly, customizable, and versatile enough to handle everything from basic task tracking to complex enterprise-level project planning.
Launched in 2006, Smartsheet has gained a loyal following thanks to its ease of use and powerful automation features. It supports Gantt charts, Kanban boards, resource management, forms, dashboards, and more all within an intuitive interface.
What is Microsoft Project?
Microsoft Project, developed by Microsoft in 1984, is one of the oldest and most established project management tools in the industry. It offers a comprehensive suite of features for planning, executing, and analyzing projects, especially those that are large in scope or involve multiple dependencies.
Microsoft Project is traditionally known for its powerful scheduling engine, deep analytics, and complex resource management features. It integrates seamlessly with other Microsoft 365 tools like Excel, Teams, and SharePoint, making it a popular choice for enterprises already embedded in the Microsoft ecosystem.
Microsoft Project vs Smartsheet: User Interface and Ease of Use
Smartsheet
Smartsheet is widely praised for its clean, intuitive, and spreadsheet-like interface. Users familiar with Excel can easily adapt to Smartsheet’s format. Its drag-and-drop functionality, simple navigation, and customizable views make it approachable for non-technical users.
Smartsheet also allows users to switch between different views like Grid, Gantt, Calendar, and Card (Kanban) views, depending on their preferences or project needs. This flexibility makes it ideal for cross-functional teams that may prefer different visual approaches to project tracking.
Microsoft Project
Microsoft Project, while powerful, comes with a steeper learning curve. The interface is more technical and resembles legacy Windows applications. It’s geared towards experienced project managers who are familiar with methodologies like Critical Path Method (CPM) and Earned Value Management (EVM).
While Microsoft has improved usability in recent versions especially with the cloud-based Project for the Web many users still find it less intuitive than Smartsheet, particularly for quick onboarding or ad-hoc project management needs.
Winner: Smartsheet for ease of use and beginner-friendly UI
Microsoft Project vs Smartsheet: Features and Capabilities
Core Features Comparison
Feature | Smartsheet | Microsoft Project |
Task Management | ✅ | ✅ |
Gantt Charts | ✅ | ✅ |
Kanban Boards | ✅ | Limited |
Resource Management | ✅ (Advanced Plan) | ✅ |
Time Tracking | ✅ (via integrations) | ✅ |
Budget and Cost Management | ✅ (Basic) | ✅ (Advanced) |
Dependencies and Milestones | ✅ | ✅ |
Critical Path Analysis | ❌ | ✅ |
Automation | ✅ | Limited |
Portfolio Management | ✅ | ✅ |
Reporting and Dashboards | ✅ | ✅ |
Smartsheet offers a broad range of project management features with a focus on collaboration, automation, and flexibility. Its automation engine allows for workflows such as automated alerts, approval processes, and status updates. However, it lacks some of the deep analytical tools and modeling capabilities found in Microsoft Project.
Microsoft Project shines in managing large-scale and complex projects. It offers unmatched scheduling capabilities, allowing users to perform critical path analysis, resource leveling, and what-if scenarios. Its cost tracking and forecasting tools are also more robust than Smartsheet's.
Winner: Microsoft Project for advanced features, Smartsheet for everyday flexibility
Collaboration and Accessibility
Smartsheet
Smartsheet is built for collaboration. Its cloud-first architecture makes it easy for teams to work together in real time. Users can share sheets, leave comments, attach files, assign tasks, and set permission levels with ease. Its integrations with tools like Slack, Microsoft Teams, Google Workspace, and Jira further enhance collaboration.
Mobile apps for iOS and Android ensure accessibility on the go, and the intuitive interface ensures that teams outside of project management like marketing, HR, or finance can easily participate in projects.
Microsoft Project
Traditional versions of Microsoft Project are less collaborative. Files are often stored locally or in shared drives, and only one user can edit a project at a time. However, Microsoft has made significant improvements with Project for the Web, which offers cloud-based collaboration and integration with Microsoft Teams.
Still, collaboration in Microsoft Project often feels more formal and rigid compared to the dynamic, flexible environment in Smartsheet.
Winner: Smartsheet for collaboration and real-time access
Integrations and Ecosystem
Smartsheet
Smartsheet integrates with a wide range of third-party tools, including:
Microsoft 365
Google Workspace
Salesforce
Jira
Slack
DocuSign
Tableau
It also supports API access, allowing for custom integrations. Smartsheet’s marketplace provides a variety of pre-built templates and add-ons that expand its functionality across industries.
Microsoft Project
Microsoft Project benefits from tight integration with the Microsoft ecosystem. It works seamlessly with:
Excel
Teams
SharePoint
Power BI
Outlook
OneDrive
However, outside the Microsoft environment, integrations are more limited unless using third-party connectors or Power Automate.
Winner: Smartsheet for broader third-party integration, Microsoft Project for Microsoft-centric environments
Pricing and Value
Smartsheet
Smartsheet offers tiered pricing:
Pro: For small teams, limited automations
Business: Most popular, includes dashboards, Gantt charts, automation
Enterprise: Advanced security, compliance, and enterprise-level features
Smartsheet charges per user per month, and its pricing is transparent and competitive. It’s particularly attractive for small to medium-sized businesses.
Microsoft Project
Microsoft Project has multiple pricing models:
Project Plan 1: Basic, web-only version
Project Plan 3: Full desktop application and scheduling features
Project Plan 5: Enterprise features, including advanced analytics and portfolio management
Microsoft Project is more expensive, especially when bundling with other Microsoft products. However, its value is justified for organizations managing complex portfolios and large teams.
Winner: Smartsheet for affordability and flexible pricing
Use Cases and Industry Fit
Smartsheet
Ideal for:
Marketing and creative teams
Construction and field operations
Event planning
Education and nonprofits
Agile teams with lightweight needs
Smartsheet is excellent for projects that require frequent updates, cross-department collaboration, and automation.
Microsoft Project
Best for:
Engineering and manufacturing
Government and defense
IT and software development
Enterprise-level PMOs
Projects with complex dependencies
icrosoft Project is perfect for experienced project managers handling detailed timelines, risk assessments, and resource constraints.
Pros and Cons Summary
Smartsheet Pros
Easy to use and learn
Strong collaboration and sharing tools
Customizable views (Grid, Gantt, Card, Calendar)
Affordable and scalable
Powerful automation capabilities
Smartsheet Cons
Limited in-depth analytics
Advanced features require higher-tier plans
Not ideal for technical project modeling
Microsoft Project Pros
Powerful scheduling and forecasting tools
Ideal for complex projects
Strong Microsoft ecosystem integration
Deep resource and cost management
Microsoft Project Cons
Steeper learning curve
Expensive for smaller teams
Limited non-Microsoft integrations
Collaboration features less flexible
Final Verdict: Microsoft Project vs Smartsheet
The question of Microsoft Project vs Smartsheet ultimately depends on your team’s needs, size, budget, and technical expertise.
Choose Smartsheet if you want a user-friendly, cloud-based platform that emphasizes collaboration, automation, and flexibility. It’s ideal for small to medium-sized teams looking for an all-in-one solution that adapts to various workflows.
Choose Microsoft Project if you manage large-scale, resource-intensive projects and need advanced scheduling and cost management features. It’s best suited for enterprise environments already using Microsoft 365 and staffed with experienced project managers.
In many organizations, both tools can complement each other Smartsheet for team-level execution and Microsoft Project for high-level portfolio planning.
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