Microsoft Project vs. Smartsheet: Comparison & Expert Reviews For 2025
Microsoft Project is a project management solution that is well-suited for planning and managing complex projects, offering advanced scheduling features such as critical path analysis, task dependencies, resource leveling, and timeline tracking. It is particularly popular among experienced project managers who require granular control over every aspect of project execution and resource allocation.
Smartsheet is a flexible work management platform focused on collaboration, featuring real-time updates, automation, and integrations with tools like Slack and Microsoft Teams. Its spreadsheet-like interface makes it intuitive for teams to adopt quickly, even without formal project management training.
While Microsoft Project is known for its detailed scheduling capabilities, Smartsheet stands out for its ease of use and real-time teamwork features. In this article, you'll find a detailed comparison of the tools that examines their features, pros and cons, pricing, and more to help you choose the best project management software for your needs.
Microsoft Project vs. Smartsheet: An Overview
Microsoft Project
Smartsheet
Why You Can Trust Us
Microsoft Project vs. Smartsheet Pricing Comparison
| Microsoft Project | Smartsheet | |
|---|---|---|
| Free Trial | 30-day free trial | 30-day free trial |
| Pricing | From $10/user/month (billed annually) | From $9/user/month (billed annually) |
Get free help from our project management software advisors to find your match.
Get Expert AdviceOpens new windowMicrosoft Project pricing is based on a subscription model that requires users to choose from several tiers, often with extra costs for additional features or integrations. Each tier offers varying levels of functionality, with higher-tier plans providing advanced features like portfolio management and demand management.
Smartsheet pricing also follows a tiered subscription structure, where costs can increase with the need for more advanced functionalities or user seats. Higher-tier plans include features like unlimited automations, advanced integrations, and increased storage capacity.
To choose the right option, evaluate how each tool aligns with your team's specific needs and scale, considering future growth and the total cost of ownership for each solution. Conducting a feature-to-feature comparison based on your use case can also help identify the best fit.
Microsoft Project vs. Smartsheet Feature Comparison
Microsoft Project’s task management features enable users to build detailed timelines and manage task dependencies, which makes it ideal for complex project scheduling. The platform supports various dependency types, including Finish-to-Start, Start-to-Start, Finish-to-Finish, and Start-to-Finish, which allows for precise control over task sequences and project flow.
Smartsheet offers automated workflows and real-time dashboards that assist teams in tracking progress and collaborating effectively, particularly in fast-paced environments. Its intuitive interface and automation capabilities streamline repetitive tasks, which enhances efficiency and allows teams to focus on strategic objectives.
Both tools offer a range of project management features, including project portfolio management, task lists, project tracking, notifications, milestones, and customizable views to help teams plan, execute, and monitor their work effectively.
MS Project excels in structured planning, providing solid tools for detailed project management. In contrast, Smartsheet offers flexibility and strong collaboration tools, catering to a variety of project needs and team dynamics.
| Microsoft Project | Smartsheet | |
|---|---|---|
| API | ||
| Budgeting | ||
| Calendar Management | ||
| Contact Management | ||
| Dashboards | ||
| Dependency Tracking | ||
| Document Sharing | ||
| Expense Tracking | ||
| External Integrations | ||
| File Sharing | ||
| Gantt Charts | ||
| Kanban Boards | ||
| Project Management | ||
| Resource Management | ||
| Task Scheduling/Tracking | ||
| Time Management | ||
| Workflow Management |
Get free help from our project management software advisors to find your match.
Get Expert AdviceOpens new windowMicrosoft Project vs. Smartsheet Integrations
| Integration | Microsoft Project | Smartsheet |
| Microsoft Teams | ✅ | ✅ |
| SharePoint | ✅ | ❌ |
| Power BI | ✅ | ✅ |
| Google Workspace | ❌ | ✅ |
| Slack | ❌ | ✅ |
| Adobe Creative Cloud | ❌ | ✅ |
| Salesforce | ✅ | ❌ |
| Jira | ✅ | ✅ |
| API | ✅ | ✅ |
| Zapier | ❌ | ✅ |
Microsoft Project integrates with Power BI, among other Microsoft Products, to provide advanced data visualizations and support data-driven decision-making. This integration allows project managers to create custom dashboards and reports that offer deep insights into project performance, timelines, and resource allocation.
Smartsheet integrates with Google Workspace, which makes it ideal for teams that rely on Google tools for document collaboration and communication. It supports syncing with Google Sheets, Gmail, and Google Calendar to enable seamless workflows and centralized access to shared project materials.
Each tool offers unique integrations that enhance their value in different project management scenarios. Choosing the right one depends on your team's existing tech stack and how deeply you need to connect project data with analytics or collaboration platforms.
Microsoft Project vs. Smartsheet Security, Compliance & Reliability
| Factor | Microsoft Project | Smartsheet |
| Data Privacy | MS Project ensures data privacy through Microsoft's comprehensive privacy policies and compliance with the General Data Protection Regulation (GDPR). | Smartsheet maintains data privacy by adhering to GDPR requirements and has self-certified under the EU–U.S. Privacy Shield framework. |
| Encryption | Microsoft Project utilizes advanced encryption protocols, including Transport Layer Security (TLS) and Advanced Encryption Standard (AES) 256-bit encryption, to protect data in transit and at rest. | Smartsheet employs AES-256 encryption to secure data both in transit and at rest. |
| Regulatory Compliance | Microsoft Project complies with various standards, such as ISO/IEC 27001 and the Federal Risk and Authorization Management Program (FedRAMP) to ensure regulatory compliance. | Smartsheet adheres to standards like ISO/IEC 27001 and has achieved SOC 2 Type II certification, demonstrating its commitment to regulatory compliance. |
| Reliability | Microsoft Project offers high availability with a 99.9% uptime Service Level Agreement (SLA), backed by Microsoft's Azure infrastructure. | Smartsheet provides a 99.9% uptime SLA, which ensures reliable service for continuous operations. |
Microsoft Project benefits from Microsoft's extensive infrastructure and certifications, which make it suitable for organizations with stringent regulatory requirements. Smartsheet provides strong security measures and compliance certifications, catering to teams that prioritize flexibility and collaboration.
When choosing between them, consider which security measures best align with your organization’s compliance needs and risk management priorities.
Microsoft Project vs. Smartsheet Ease of Use
| Factor | Microsoft Project | Smartsheet |
| User Interface | Microsoft Project offers a comprehensive interface, designed for experienced users, that provides detailed features suitable for complex project management tasks. | Smartsheet provides a clean, spreadsheet-like user experience that is intuitive for new users, facilitating quick adoption and ease of use. |
| Onboarding Experience | Microsoft Project may require a steep learning curve, often necessitating formal training to master its extensive features. | Smartsheet offers a straightforward onboarding experience with tutorials and templates designed to help users get started quickly. |
| Setup Process | Setting up Microsoft Project can be time-consuming due to its comprehensive configuration options, which are tailored for detailed project planning. | Smartsheet's setup process is straightforward and quick, allowing users to begin projects almost immediately with minimal configuration. |
| Customer Support | Microsoft Project provides extensive support through Microsoft's resources and community forums, offering a wealth of information and assistance. | Smartsheet offers responsive customer support with helpful guides and a comprehensive help center to ensure users have access to necessary resources. |
Microsoft Project's advanced features can be challenging for new users to navigate, but they provide powerful tools for experienced users managing complex projects. Smartsheet is easier to learn and use, which makes it a better choice for quick adoption and team collaboration, especially in fast-paced environments.
Microsoft Project vs Smartsheet: Pros & Cons
Microsoft Project
- You get detailed reporting and analytics for better decision-making.
- It offers robust resource management tools.
- You can manage complex project schedules with ease.
- It requires significant time investment for setup and maintenance.
- The interface can feel outdated compared to newer tools.
- It has a steep learning curve for new users.
Smartsheet
- Gives your team a lot of flexibility with how you set up sheets, dashboards, and workflows
- Proofing and approval tools can help you better collaborate with your team
- Handles complex projects and cross-team coordination better than most tools
- It takes time to set up and isn’t very intuitive for new users
- Interactive spreadsheets don’t automatically sync changes
- You can’t easily build simple task lists without doing extra setup
Best Use Cases for Microsoft Project and Smartsheet
Microsoft Project
- Construction Firms You can manage timelines and resources effectively, ensuring project phases align perfectly.
- IT Departments You’ll find its detailed scheduling invaluable for managing multiple, overlapping projects.
- Government Agencies You can rely on its precise tracking and reporting to meet regulatory requirements.
- Engineering Teams You’ll benefit from its resource management capabilities to allocate manpower and materials efficiently.
- Large Enterprises You can handle complex project portfolios with advanced analytics and reporting tools.
- Project Managers You’ll appreciate its ability to plan and track intricate project details for successful execution.
Smartsheet
- Marketing Teams You can manage campaign timelines, creative approvals, and content calendars in one place using built-in forms, reminders, and dashboards.
- Construction Projects Smartsheet is great for tracking tasks, permits, and inspections across vendors and crews using Gantt charts and status columns.
- PMO Departments You get a clear portfolio view of all your projects, timelines, and risks with built-in reports and resource views.
- Healthcare Operations Smartsheet helps you track compliance tasks, training, and onboarding with audit-ready logs and approval workflows.
- IT Teams Smartsheet is useful for managing system rollouts, support requests, and change logs with forms, automations, and sheet linking.
- Mid-Sized Companies You get just enough structure to scale your operations without needing a full custom solution or enterprise buildout.
Get free help from our project management software advisors to find your match.
Get Expert AdviceOpens new windowWho Should Use Microsoft Project, and Who Should Use Smartsheet?
In my opinion, Microsoft Project is best suited for large organizations and industries where detailed planning and resource management are critical, such as engineering, construction, and IT. It’s ideal for teams that require comprehensive scheduling capabilities, resource allocation tools, and are prepared to invest time in training to leverage its full potential.
On the other hand, Smartsheet is an excellent fit for agile teams and creative industries that prioritize flexibility, real-time collaboration, and ease of use. It’s especially valuable when budgets are limited or fast deployment is needed. If your team is looking for a straightforward, scalable platform that supports collaboration with minimal onboarding friction, Smartsheet’s intuitive design and adaptability make it a compelling choice.
Differences Between Microsoft Project and Smartsheet
| Microsoft Project | Smartsheet | |
|---|---|---|
| Automation | Provides advanced automation for scheduling, dependencies, and resource management | Excels in simple, user-configurable automated workflows for routine tasks and approvals |
| Core Features | Offers solid tools for intricate, structured project management, including Gantt charts and baselining | Focuses on flexibility, collaboration, and integrations with popular productivity platforms |
| Onboarding | Requires more time and training due to its steep learning curve and complex functionality | Allows for quick onboarding through guided tutorials, templates, and an intuitive setup process |
| Pricing | Uses a tiered subscription model with varying costs depending on feature set and user type | Offers a straightforward subscription model with clearly defined pricing tiers and features |
| User Interface | Has a complex, feature-rich interface designed for in-depth project planning and experienced users | Features an intuitive, spreadsheet-like interface that’s easy for most users to navigate |
| Visit Microsoft ProjectOpens new window | Visit SmartsheetOpens new window |
Similarities Between Microsoft Project and Smartsheet
| Cloud-Access | Microsoft Project and Smartsheet are both cloud-based, which enables team members to access project data from anywhere. Microsoft Project uses Microsoft Azure, while Smartsheet operates its own secure cloud environment. |
|---|---|
| Collaboration | Both Microsoft Project and Smartsheet offer collaboration features that let your team share, comment on, and edit project documents. Smartsheet places stronger emphasis on real-time updates and collaborative workflows. |
| Customizable Dashboards | Each tool allows users to customize project views—such as Gantt charts, Kanban boards, and dashboards—to align with different team preferences and project requirements. |
| Integrations | Both tools integrate with popular platforms such as Microsoft Teams, PowerBI, and Jira, which helps streamline team workflows and data sharing. |
| Security | Both platforms meet high security standards, including AES-256 encryption, role-based access controls, and compliance with global regulations like GDPR and ISO/IEC 27001. |
| Visit Microsoft ProjectOpens new window Visit SmartsheetOpens new window | |
Join For More Project Management Insights
Want to learn more about project management and project management software? Join our membership community to access 100+ templates, samples, and examples, and connect with 100s of other digital project managers in Slack.