What Is the Best Excel Alternative for Large Data Sets?

You’ve just received an enormous dataset and need to make sense of it in Microsoft Excel. You open the file, confident in your ability to organize and analyze, but as you start adding formulas...

...the software slows down, calculations take forever, and before long, Excel grinds to a halt. Frustration sets in as what should have been a quick task turns into a battle against lag and potential crashes.

Or imagine this: you’re collaborating with your team on a shared spreadsheet. Everyone’s making edits, but tracking changes becomes a chaotic mess.

Files get overwritten, progress is lost, and productivity plummets. The problem isn’t your teamwork: it’s Excel’s limited ability to support real-time collaboration.

And then there’s the presentation. You’ve crunched the numbers and uncovered valuable insights, but when it’s time to share your findings, Excel’s basic charts and static visuals fall flat.

Complex data requires tools that both analyze and help you tell a story. Unfortunately, Excel’s limited data visualization capabilities often fail to deliver.

Sound familiar? For years, Excel has been the go-to tool for managing and analyzing data.

But as your needs evolve (whether it’s handling large datasets, enabling seamless collaboration, or presenting insights effectively), Excel's limitations become clear.

So, what’s next? What could be better than Excel for handling modern data challenges?

In this article, we’ll explore the best Excel alternatives (yes, these do exist!), guiding you through tools designed to handle growing data demands. Whether you’re a small business owner, freelancer, data analyst, or project manager, we’ll help you find the right solution to unlock advanced features, tackle complex challenges, and take your data management to the next level.

Let's get started!

What to consider when looking for large data spreadsheet software

Microsoft Excel has been the cornerstone of data management for decades, praised for its simplicity, familiarity, and versatility. From basic math operations to creating or deleting pivot tables and charts, Excel is a reliable choice for many everyday tasks.

But, as your data grows in size and complexity, Excel’s limitations will become increasingly apparent. Its inability to handle large datasets efficiently, lack of real-time analytics, and minimal support for collaboration can frustrate even the most experienced users.

So, while it’s great for individual workflows or small-scale projects, Excel struggles to keep up with modern data demands. When your business scales or your data becomes more dynamic, it’s time to explore Excel alternatives that offer advanced spreadsheet features and better performance.

Below, you'll discover some features you should look for when choosing the right spreadsheet programs for managing large data.

Capability to visualize data

So, you’ve imported your data and now you need to tell a story with it. Visualization is critical when working with large datasets, especially when the goal is to present complex insights in a clear and compelling way.

While Excel offers basic charts, modern business intelligence solutions provide more advanced data visualization capabilities. These include tools to filter data, create interactive dashboards, and produce polished visuals that are professional and help decision-makers interpret the data quickly.

Spreadsheet programs with visualization features transform data from a static list of numbers into a dynamic storytelling asset.

Available formulas

When working with complex data, the right formulas are essential for extracting meaningful insights.

An Excel spreadsheet offers a wide range of formulas, from basic math to more advanced functions, but its error-prone nature and inability to support real-time updates can hinder productivity.

These data solutions support real-time calculations and integrations with external data sources, enabling users to manage and analyze their data faster and with greater accuracy.

Whether you’re calculating subtotals, running statistical analyses, or applying conditional formatting, having access to powerful formulas makes all the difference.

Templates

Managing large datasets often requires repetitive tasks, and that’s where templates come in handy. While Excel provides a blank slate that can be customized, modern spreadsheet tools offer pre-designed templates tailored for specific use cases from budget tracking to project management.

Templates save time by eliminating the need to build complex workflows from scratch, allowing users to focus on the data itself.

Charts

Charts are more than just a visual aid – they’re a way to analyze and present data effectively.

Excel’s charting capabilities are well-known, but they often fall short when dealing with large datasets: the options are limited, and customization can be time-consuming.

Whether you need heatmaps, scatter plots, or multi-layered bar charts, these tools make it easy to highlight trends and patterns in your data.

The right chart can turn a complex dataset into an easily digestible visual summary, making this a key feature to consider.

Interface

Let’s face it: if a tool is difficult to use, you’re less likely to stick with it. One of Excel’s enduring strengths is its familiar interface, which is intuitive for most users.

However, modern tools have taken this a step further by providing user-friendly designs that combine simplicity with advanced functionality.

Features like drag-and-drop organization, customizable dashboards, and seamless navigation ensure that even complex tasks feel manageable.

The best tools strike a balance between maintaining Excel’s familiarity and offering a modern, easy-to-learn user experience.

Is it helpful for project management?

Project managers often rely on spreadsheet tools to plan, execute, and monitor various aspects of their projects. When dealing with large data, the right software can significantly enhance efficiency and collaboration.

Here are five key features to look for in an Excel alternative:

Real-time collaboration

The ability for multiple team members to access and edit spreadsheets simultaneously is crucial. Real-time collaboration reduces the risk of version conflicts and ensures that everyone is working with the most up-to-date information.

Advanced data handling and performance

Managing large data requires a tool that can handle vast amounts of data without slowing down or crashing. Look for software optimized for performance with features like efficient memory usage and the ability to process complex calculations quickly. The software will ensure smooth navigation and data analysis, which is essential for keeping projects on track.

Integration with project management tools

Seamless integration with other project management platforms can streamline workflows.

Whether you're syncing with task management apps, importing data from CRM systems, or exporting reports to share with stakeholders, integration capabilities save time and reduce manual data entry.

Automation and templates

Managing repetitive tasks like updating schedules, tracking resource allocation, or cleaning data can be time-consuming and prone to errors. This is where automation and templates become invaluable.

Spreadsheet tools that offer automation features, such as recordable macros, built-in scripting languages, or pre-designed templates, can significantly boost productivity by streamlining these processes. Additionally, automation capabilities enable users to handle complex sequences of actions, such as data cleaning, report generation, and dynamically updating project timelines based on new inputs.

By reducing manual effort, these features save time and minimize the risk of human error, allowing teams to focus on higher-value tasks.

Visualization for progress tracking

Clear visuals are essential for tracking progress and communicating project status to stakeholders.

Spreadsheet tools ensure that complex data becomes an actionable roadmap for your team.

Top 3 best Excel alternatives for large datasets

When it comes to handling large datasets, Excel’s limitations often prompt users to search for alternatives.

Modern spreadsheet programs like MobiSheets, Google Sheets, and WPS Sheets offer advanced features designed to manage and analyze large volumes of data with ease.

All three tools provide enhanced data visualization, real-time collaboration, and powerful integrations while addressing Excel’s shortcomings.

MobiSheets

MobiSheets is a user-friendly spreadsheet tool that combines simplicity with powerful features, leading the pack as a familiar yet advanced solution tailored for managing big data.

• Ease of use: its interface mirrors Excel’s, ensuring a smooth transition for new users while offering intuitive tools for experienced analysts.

• Data visualization: create impactful charts and graphs effortlessly, making it easier to derive and present insights from complex datasets.

• File compatibility: Fully compatible with major formats like .XLS, .XLSX, and .CSV, MobiSheets integrates seamlessly into existing workflows.

• Offline functionality: Unlike cloud-dependent platforms, MobiSheets works offline, ensuring productivity without relying on an internet connection.

But make sure you consider that:

• MobiSheets' collaboration features, while available, don’t match the seamless real-time capabilities of Google Sheets.

• While its offline mode is a strength, it lacks integrations with external tools, limiting automation.

Google Sheets

Google Sheets is a strong contender, particularly for teams that prioritize real-time collaboration and integration within the Google ecosystem.

• Real-time collaboration: multiple users can edit simultaneously, with version history and commenting features enabling smooth teamwork.

• Automation and add-ons: tools like Zapier and built-in scripts simplify repetitive tasks, such as updating data or generating reports.

• Ease of use for Excel users: familiar formulas and shortcuts make transitioning to Google Sheets a breeze.

• Data sharing and accessibility: share large datasets effortlessly with cloud-based storage, ensuring stakeholders always have access to the most up-to-date information.

But consider these in advance:

• Performance lags with extremely large data, making it less ideal for heavy-duty data analysis.

• Fewer formatting and advanced analytical options limit its use for complex data tasks.

WPS Sheets

WPS Sheets, part of the WPS Office suite, is a versatile tool offering robust features at a fraction of the cost of traditional spreadsheet software.

• Cross-platform accessibility: available on Windows, macOS, Linux, iOS, and Android, the WPS Sheets software ensures seamless access across devices.

• File compatibility: users can easily open, edit, and save Microsoft Excel files without losing formatting.

• Cloud syncing: files stay up-to-date and accessible across devices, adding convenience for on-the-go professionals.

• Big data ready: supports larger file sizes and includes memory optimization to handle substantial datasets without performance dips.

Do consider these limitations:

• The free version is ad-supported, which can disrupt workflows for some users.

Some advanced features, like enhanced pivot table functions, are locked behind a paid subscription.

Frequently asked questions

Can you migrate your existing Excel data to these alternative tools without data loss?

Yes, all three tools, MobiSheets, Google Sheets, and WPS Sheets, support seamless migration of Excel files.

MobiSheets is particularly well-suited for this, as it offers full compatibility with major Excel formats, including .XLS, .XLSX, and .CSV. During migration, MobiSheets preserves your formulas, formatting, and even pivot tables, ensuring that your workflows remain intact.

While Google Sheets and WPS Sheets also support Excel file imports, they may occasionally require manual adjustments for advanced features like macros.

What spreadsheet can handle more data than Excel?

If you’re struggling with Excel’s limitations for large datasets, MobiSheets stands out as the top alternative. Its memory optimization features ensure it can handle substantial data volumes without performance issues, making it an excellent choice for big data projects.

Google Sheets is another option, especially for teams requiring real-time collaboration; however, it tends to slow down with very large files.

WPS Sheets works best for medium-sized datasets unless upgraded to its premium version.

What are some tips for organizing and managing large sets of data in a spreadsheet?

Efficiently managing large data requires a combination of best practices and the right tools. Here are a few tips to consider:

• Leverage templates: Pre-designed templates can save time and ensure consistency in data formatting.

• Break down data into sections: Instead of working with one massive spreadsheet, split your data into logical sections or use pivot tables to summarize information.

• Regularly back up files: Cloud-based tools like Google Sheets make backups easy, while MobiSheets offers reliable offline storage with export options to prevent data loss.

Use these strategies to ensure your data remains organized and easy to work with, no matter the size of your dataset.

Conclusion

Handling big data requires tools that go beyond the traditional capabilities of Excel.

While Excel remains a familiar and versatile option for many, its limitations (such as performance bottlenecks, lack of real-time collaboration, and basic visualization tools) make it less suitable for data-intensive tasks.

We’ve explored what to consider when selecting an Excel alternative, from advanced formulas and data visualization to real-time collaboration and project management features.

Among the top options, MobiSheets stands out for its powerful data-handling capabilities, offline functionality, and intuitive interface. Google Sheets offers excellent collaboration and seamless integration, while WPS Sheets provides an affordable solution if you're seeking flexibility across devices.

Ready to overcome Excel’s limitations and tackle large datasets with ease? It’s time to make the switch!

Try MobiSheets to experience the perfect blend of simplicity, advanced features, and cost-efficiency for all your data management needs!