Organizing project data often proves to be a daunting endeavor, and at times, selecting the appropriate tool for the task can be more challenging for the project manager than the actual organization of project plans.

The two most commonly used tools to manage projects are Microsoft Excel and Microsoft Project.

But what are their differences? Understanding this and many other aspects is a critical path for project success, and we will show you everything about it.

From the main features of the project management tools to when you should use each one, we will cover the main aspects regarding each option to ensure you make the best choice. Make sure to look at each to select the project management tool that best suits your project and its needs. Once you decide which one to go with, we will also leave some templates at the end of the article so you can download and create the perfect project schedule.

The MP is a tool project managers use to keep track of valuable information regarding one or multiple projects. With it, you can easily access vital information like project phases already completed, task dependencies, and other relevant data that need to be constantly updated and accessed.

The Microsoft Project management software also helps project planning by automatically creating different management tools like Gantt charts and other valuable dashboards. It can become the perfect tool for the most common tasks when managing the project’s progress and other aspects.

Along with being able to automatically create charts and dashboards, there are several reasons why using the Microsoft Project management software can be the perfect tool for you. MSP stores all documents regarding the project online so they can be easily accessed wherever you are. 

This way, you can check the project information you’re looking for at home or anywhere else. Moreover, it can also automate repetitive tasks and optimize them, avoiding problems with task dates and deadlines.

It is also the perfect tool for managing projects simultaneously. If you’re managing two or more projects at the same time, this is the best option for you. You can track the resource management and the summary task of each one with just a few clicks.

The MS Project management tool is an excellent option for dealing with multiple projects simultaneously and automating specific tasks that would consume time if done manually. Moreover, it is also a great tool if you need to constantly access the project schedule and other pieces of data.

With a simple click, you can save your file in Google’s cloud storage and have it on every device you log in to. This also avoids problems if the file gets corrupted or lost.

The last situation where MSP can be a lifesaver is when you have to build complex timelines with loads of information. The software allows you to add numerous details and relevant descriptions to each item and phase added to this timeline, making it perfect for more complex projects.

MS Excel is the kind of software that is so popular that it dismisses presentation, but if you don’t know it, here is a quick explanation. Excel is a program also created by Microsoft that focuses on creating and editing spreadsheets.

But over time, the software became much more than that, making it an indispensable tool for many business managers of all industries and types. It also features automation processes that simplify every calculation and repetitive task.

MS Excel also allows users to easily create graphics and charts to better visualize the information in the document. It is one of the most complete programs created by Microsoft and features endless tools to help with every aspect of your company.

Why to Use MS Excel

Using Excel can be challenging to learn, especially when considering the numerous tools and features available, but once you learn it, it becomes the perfect tool for any occasion. Excel can easily adapt to any need you or your project might have, being one of the most versatile tools available. 

Whether you need a simple spreadsheet for resource assignment or a complete work breakdown structure, the software can do almost anything. Moreover, it also allows integration with other tools to make your work easier and faster.

Using Excel for project management can grant numerous benefits, and since it’s an industry standard, almost every tech device can open files, whether on mobile or desktops. If you plan to share the file with the entire team to look and stay on the same page, Excel is your go-to option.

When to Use MS Excel

MS Excel can be used for almost every project. The best part of it in relation to MSP is that it can be adapted to all needs the project manager might have. It is perfect for registering information not usually featured when using the other tool, like resource availability and description spaces for all the critical tasks.

Moreover, using Excel when creating visual tools to represent the data gathered, like graphics, is also possible. The software is recommended whenever your project has unique needs and information not usually featured in traditional charts like Gantt and other methods.

However, it is not recommended to use Excel if you want to keep track of multiple projects at a time. The data visualization can become confusing since it doesn’t have special features and built-in tools dedicated to this task.

Now that you know what each software is and when to use it, it is time to see the main differences between both options. Understanding these differences is very important when deciding which program to use in the project.

The MS Project has dedicated features that allow you to manage multiple projects simultaneously and instantly change between them. If you’re responsible for project management and find yourself in this situation, the first option is the best for you.

On the other hand, if you’re dealing with only one project, you’ll need to analyze different aspects to see which option is better.

Excel has many more tools and features, but if your project doesn’t have complex needs, most of them will not even be used. MSP can also be a better option for simple charts and project maps since it is easier to learn.

If you need visualization tools for your team, like graphics, Excel is also the best option for you. It lets you add loads of visual information to complement the information registered, and with the right automation tools, these graphics can be updated in real-time automatically.

But the main question is which one is better. There is no right answer, and everything will depend on the specific needs of your project and the objectives you want to achieve with the document you’re creating.

For example, if you’re dealing with two projects simultaneously, MSP will let you quickly switch between the projects and visualize the information you want, but it doesn’t mean you can’t use Excel. MS Project is a great tool, but it only works for specific tasks since it is much more limited than other options.

Excel is a more versatile tool and can do anything the other option does. The only difference is that Project has some tools that allow you to make the process easier. Excel is the best option if you have specific needs or want the most versatile tool available.

As we mentioned before, it is also an industry standard. This means that you’ll be using it not only for project management but also for many other business tasks you might have.

To use all the features provided by Microsoft’s main programs and get access to their main  software solutions, you need to have the Microsoft Office pack. It allows you not only to access different programs from Microsoft but also gives you an enormous amount of space to store them in cloud storage.

This way, you ensure easy access to all relevant information by simply accessing your account on the desired device. All processes get safer and more optimized.

You can find a Microsoft Office activation key at RoyalCDKeys for a considerably lower price. This way, you can access the main programs provided by Microsoft and still save money.

On the other hand, if you’re planning on sticking to the MS Project software, you’ll need a special license that is exclusive to this particular tool. It is also available at RoyalCDKeys for a value way more accessible than through the Microsoft Store. By purchasing the key, you get access to the original software and all of its features, creating the ultimate planning sheet for your projects.

If you don’t want to create your project plan template from scratch on Excel, there is no problem. Here are some examples you can download and edit using the software to best fit your needs.

Make sure to choose a template that reflects your objectives and the information you want to gather with it. All documents are fully editable, and new information can be added, such as task duration, resource assignments, etc.

Here are the template examples:

Template #1

Agile project management template. Document using the Agile formula to manage multiple aspects of the project.

Get this template

Template #2

Gantt chart template for Excel. Document using the Gantt format of organization to manage multiple parts of the project and its timeline.

Get this template

Template #3

Simple status report template. Document featuring a minimalistic layout dedicated to reporting tasks done and what are the next assignments of each team.

Get this template

There are several program options for project management and other business needs, but Excel and MS Project are the most famous ones. Both solutions have their own tools and features to help with this task, making it a challenging task to choose between them.

There is no option for which one is better. Everything will depend on your project needs and what you want to achieve with your document.

Now that you know everything you need, it is time to choose the tool for your next project. Consider every aspect previously listed before you start creating your spreadsheet.