Microsoft Project vs Smartsheet: which should you choose?
Quick answer: Microsoft Project is built for traditional/waterfall project managers, while Smartsheet suits spreadsheet power users. For most users Microsoft Project is the stronger default, but Smartsheet can be the better fit depending on your budget and use case. Smartsheet has the lower entry price.
Microsoft Project and Smartsheet look similar on the surface; the differences show up in practice. Below we compare them on pricing, strengths and the use cases each one fits, then give a clear verdict.
Side-by-side
| Microsoft Project | Smartsheet | |
|---|---|---|
| Category | traditional PM / scheduling | spreadsheet-based PM |
| What it's known for | Microsoft's classic project scheduling and portfolio tool with powerful Gantt, critical path, resource management and Power Platform/Teams integration. | Spreadsheet-like interface scaled into enterprise work and project management, with Gantt, automation, dashboards and strong portfolio/PPM capabilities. |
| Pricing | Project Plan 1 from ~$10/user/mo; Plan 3 ~$30/user/mo; Plan 5 ~$55/user/mo (cloud, billed monthly/annually; on-premise editions separate). | Free (1 user, limited); Pro from ~$9/user/mo; Business ~$19/user/mo; Enterprise custom (billed annually). |
| Best audience | Traditional/waterfall project managers in Microsoft 365 orgs needing detailed scheduling and PPM. | Spreadsheet-driven enterprise teams and PMOs needing PPM, dashboards and IT/ops tracking. |
| Best for | Traditional/waterfall project managers, Detailed scheduling and critical path, Microsoft 365 organizations | Spreadsheet power users, Enterprise PPM, Operations and IT project tracking |
| Entry price | $10/user/mo | Free |
| Biggest strength | Best-in-class for detailed scheduling and critical path. | Familiar to spreadsheet power users; fast to adopt for Excel-heavy teams. |
| Main caveat | Expensive (Plan 3 ~$30, Plan 5 ~$55/user/mo). | Pro plan caps at 10 members and 250 automation runs/month. |
Features compared
The feature sets only partly overlap. Here is what each one actually gives you:
Microsoft Project key features
- Detailed Gantt scheduling with task dependencies (lead/lag)
- Critical path management and baselines
- Resource management and workload tracking
- Project financials, budgeting and costing (Plan 3+)
Smartsheet key features
- Spreadsheet-style grid with Gantt, card (Kanban) and calendar views
- Automated workflows (alerts, approvals, update requests)
- Dashboards and reports for portfolio roll-ups
- Forms for data collection into sheets
Pricing tiers side by side
Microsoft Project plans
| Plan | Price | What's included |
|---|---|---|
| Planner Plan 1 | $10/user/mo | Basic project tracking, Gantt, dependencies (web) |
| Plan 3 | $30/user/mo | Desktop client, resource management, baselines, critical path, financials |
| Plan 5 | $55/user/mo | Enterprise portfolio and demand management |
Smartsheet plans
| Plan | Price | What's included |
|---|---|---|
| Free | $0 | 1 user; grid, Gantt, card and calendar views, limited |
| Pro | $9/member/mo (annual) | $12 monthly; 1-10 members, 20 GB storage, 250 automation runs/mo |
| Business | $19/member/mo (annual) | $24 monthly; min 3 members, 1 TB storage, unlimited automations |
| Enterprise | Custom | Min 10 members, unlimited storage, SSO, advanced security |
Tiers compiled from the vendors' published plans and independent reviews; prices are approximate and change often, so confirm current figures (and your region's taxes) on each vendor's site.
Strengths compared
Where Microsoft Project wins
Microsoft's classic powerhouse for detailed Gantt scheduling, critical path and enterprise portfolios.
- Best-in-class for detailed scheduling and critical path.
- Deep Microsoft 365 / Power Platform integration.
That makes it the stronger pick for traditional/waterfall project managers in Microsoft 365 orgs needing detailed scheduling and PPM.
Where Smartsheet wins
A spreadsheet interface scaled into enterprise work management, Gantt and portfolio reporting.
- Familiar to spreadsheet power users; fast to adopt for Excel-heavy teams.
- Strong dashboards, reporting and PPM/portfolio capabilities.
That makes it the stronger pick for spreadsheet-driven enterprise teams and PMOs needing PPM, dashboards and IT/ops tracking.
Verdict: choose by fit
Pick by fit rather than by an overall score.
- Choose Microsoft Project if you fit its core audience — traditional/waterfall project managers in Microsoft 365 orgs needing detailed scheduling and PPM.
- Choose Smartsheet if you fit its core audience — spreadsheet-driven enterprise teams and PMOs needing PPM, dashboards and IT/ops tracking.
FAQ
Is Microsoft Project better than Smartsheet?
Microsoft Project is the stronger default for most users, but Smartsheet can be the better fit depending on your budget and use case.
What is the main difference between Microsoft Project and Smartsheet?
Microsoft Project is microsoft's classic powerhouse for detailed Gantt scheduling, critical path and enterprise portfolios. Smartsheet is a spreadsheet interface scaled into enterprise work management, Gantt and portfolio reporting.
Which is cheaper, Microsoft Project or Smartsheet?
Entry pricing differs: Microsoft Project starts at $10/user/mo, while Smartsheet offers a free tier. Compare the tiers above against your usage.
Sources
Facts above are drawn from these independent reviews and the vendors' own pages for Microsoft Project and Smartsheet: