Should you use Excel for the Web or Excel Desktop and What’s the Difference?
With Microsoft 365 we have two main ways to access Excel, on the desktop, which means it is loaded onto your laptop or desktop computer or on the web, which means you access by going to www.microsoft.com and logging in.
Note: If you are in a corporate environment, you may just click and Excel opens but you may not actually be sure what version of Microsoft Excel 365 you are using! That’s OK….in this post I want to help explain the versions and the differences.
Whilst foundationally they are similar, Excel 365 for the web and Excel 365 desktop have their own positives and negatives. Let’s explore them so you can work out which one is going to best suit your needs.
If you prefer to see the differences, check out the video below:
1. Accessibility & Collaboration
First, let’s talk about accessibility and collaboration:
- Excel for the Web: The web version of Excel 365 can be accessed on any browser/internet platform on any device. It is designed to make it easy to collaborate in real time, for example in an online meeting when you are editing a worksheet. It is similar to Google Sheets except it lives within the Microsoft environment. Because it is web based, it can only be accessed when you are connected to the internet. Think of this as like an “on the go” version of Excel for quick editing or collaborating.
- Excel Desktop: This is software that is installed on the computer you work on, which may be a laptop, or a desktop computer. Because it is stored on your computer it can be used and accessed when you are offline, as well as online. It has more power and is faster at processing and is perfect for those times where you need to analyse data without being connected to the internet, for example, in an airport lounge.
2. Features & Functionality
From a features and functionality perspective, there is a significant gap between the capability of the two versions which makes it clearer as to when you might use each:
- Macros & VB Coding – Whilst these are available within the desktop version of Excel, these tools are not available in the web version of Excel, meaning if you want or need to use those features, you must use the desktop version.
- Advanced Options: Features such as the Analysis ToolPak, Power Pivot and Goal Seek are only available via the desktop version of Excel 365.
- Charts: Whilst the web version can create charts, its options are simplistic. Whereas the desktop version offers a range of chart types and options as well as more advanced visuals. So, if you need detailed charts, you would be best to go with the desktop version.
- File Size: The web version has file size limitations, so if you need to work with large data sets, then the desktop is the better version to use.
3. File Compatibility & Format
Whilst both the web and desktop versions of Excel 365 support standard Excel files with the extension .xlsx:
- Excel 365 Web: Has no ability to run macros in .xlsm files, and limited functionality for files in older Excel formats.
- Excel 365 Desktop: Will open legacy files (files saved in older versions of Excel) and opens nearly all Excel formats with full functionality.
4. Cost & Convenience
If you have a Microsoft 365 licence, for example within a business or a Personal and Business account you automatically have access to both Excel 365 web and desktop versions.
5. When to Use Each
- For quick edits, collaboration on meetings or simple tasks, Excel 365’s web version is all you need.
- If you are working with large sets of data, require advanced analysis tools, automation, macros or need to work offline, then choose Excel 365’s Desktop version.
Summary
Whilst convenient for collaboration, outside of that, Excel 365’s web version is best for quick edits or simple spreadsheets. Whereas Excel 365’s desktop version contains powerful tools that can be utilised off line or online and is perfect for professionals who need to analyse data with speed and access advanced tools.
In reality, the best choice depends upon how you are going to use Excel day to day. Just be aware that if you have a licence for Excel 365 for desktop, you can also access Excel 365’s web version.
If you’d like to see what Excel 365 web and Excel 365 desktop look like, check out this video I created below:
Pro Tip: If you are working with a team on a spreadsheet, consider starting the spreadsheet in Excel 365 for the web for easy collaboration, then move to Excel 365’s desktop version for tidying up data and advanced analysis. That way, you can enjoy the best of both worlds!
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