Usability Comparison White Paper RD

A Comparison of Microsoft
Excel and Google Sheets
By Solon Brenner
University of Idaho
2
Table of Contents
Introduction.....................................................................................................................................3
Methods...........................................................................................................................................3
Tasks.............................................................................................................................................3
Evaluative Criteria........................................................................................................................3
Environment.................................................................................................................................4
Results..............................................................................................................................................4
Task 1: Creating Tables................................................................................................................4
Task Two: Creating a Scatter Plot.................................................................................................5
Task 3: Creating Bar Graphs.........................................................................................................6
Task 4: Adding Trendlines............................................................................................................7
Task 5: Customizing a Bar Graph.................................................................................................8
Task 6: Editing Tables...................................................................................................................9
Task 7: Using Simple Equations....................................................................................................9
Task 8: Using Complex Equations..............................................................................................10
Task 9: Deleting Data.................................................................................................................11
Task 10: External Data Acceptance............................................................................................12
Conclusion......................................................................................................................................14
Bibliography...................................................................................................................................15
Appendix........................................................................................................................................16
3
Introduction
Microsoft Excel and Google Sheets are both spreadsheet programs designed to be used for a
multitude of projects and purposes. They can be utilized anywhere from personal budgeting,
simple graphs and charts, to monitor company wide spending, and collecting and analyzing
laboratory data. Both were analyzed for their usability, being tested as a spreadsheet program
for a university student.
Methods
Tasks
Ten tasks were created and analyzed, focusing on the programs ease of use and performance.
1. Creating Tables
2. Creating a Scatter Plot
3. Creating Bar Graphs
4. Adding Trendlines
5. Customizing Bar Graphs
6. Customizing Tables
7. Using Simple Equations
8. Using Complex Equations
9. Data Deletion
10. External Data Acceptance
Evaluative Criteria
Each of these tasks will be evaluated on five components.
Effectiveness: Was the user able to complete the task?
Efficiency: Was the task able to be done in an easy and timely manner?
Engaging: Did the program help in completing the task?
Error tolerant: Will the program point out any errors made and helps you resolve them?
Easy to learn: Can the user can easily build their knowledge about uses in the program?
4
These criteria are evaluated on a Likert scale from 1-5, ranging from strongly disagree (1) to
strongly agree (5).
Strongly Slightly Slightly Strongly

Neutral
Disagree Disagree Agree Agree
1 2 3 4 5
Environment
These tests were conducted in my apartment on an HP touch screen laptop with Windows 10 as
the operating system. I used the most recent and updated versions of both Google Sheets and
Microsoft Excel.
Results
Task 1: Creating Tables
For this task, both I put the same data into each of the programs. The data was fictitious,
comparing the hours of time students spent studying and the grades they received.
Google Sheets and Excel both were both easy to use in
this regard. Entering in data for both was as simple as
clicking the cell I wanted to enter data into and typing.
However, neither had spell check for text entered into
the cells. Both systems received a 23, the missing 5
points we from the lack of spell check.
Task One
5
0
Effectiveness Efficiency Engaging Error Easy to learn
tolerant
Excel Sheets
5
Task Two: Creating a Scatter Plot

Using the from Task 1, I set out to create a scatter plot. Since both programs were given the
same data, the scatter plots should’ve looked the same besides stylistic choices.
Google Sheets took fewer “clicks” to insert the graph. The

program also assumed what type of graph the data would best
be represented in. However, it did this in a way that was
difficult for me to check until the graph waws inserted. It
worked well for the
scatter plot, but
seen in later tasks, it
becomes more of a
nuisance.
The program was good at creating axis and labeling
them correctly. Overall, due to the automation of the
entire process, the program was incredibly user
friendly, earning a 25.
Excel took only a few more clicks than Sheets, but
in doing so, offered a preview of what the
recommended chart would be (in this case it was
a scatter plot). This allows the user to check that
they are inserting a chart or graph that in
conducive to the data present.
6
5
Task Two
4
0
Effectiveness Efficiency However, once created, the graph
Engaging Error tolerantEasy to learn
lacked both correctly labeled axis’s, as
well as a correct title. Excel only
received a 20 in this task, primarily because, when compared to the automation of Sheets, the
fidelity of the graph was lacking.
Task 3: Creating Bar Graphs

New data was required for this task. Again, both programs were given the same, fictitious, data.
In this case, the data was a survey about which fruit children found to be there favorite. The
data had distinct categories with only one data point per category.
Sheets’ automation was more hindering than helpful in this

task. Sheets falsely assumed that the data was meant for a
scatter plot, so once added, the graph made no sense. Since
it needed to be edited more to be understandable, creating
the correct style of graph was a lengthier task than
expected.
Even after the correct style of chart was selected,

the automated axis and title labeling was
incorrect. Sheets earned a 19 for this task due to
the counter-productive automation.
7
Excel performed considerably better during this task.

The “Recommended Charts” tab, while making
inserting a graph/chart a couple clicks longer than
sheets, allows for the user to check that the program is
correctly interpreting the data. Additionally, excel
correctly recommended a bar graph for for the data
selected, unlike Sheets.
5 Task Three
4
3
2
1
Once inserted, the graph lacks axis and 0
Effectiveness Efficiency Engaging Error tolerant Easy to learn
a title. Additionally, the graph extends
past the maximum value. These are all
aspects that need to be eddited after the graph is inserted. Because of the control the user has
in checking the programs analysis, but due to a lack of automation, Excel earned a 23.
Task 4: Adding Trendlines

Returning to the scatter plot from the previous tasks, I aimed to add both a trendline, as well as
an R-squared value (these help determine how close the data follows a trend).
Google Sheets requires you to open an editing menue for the graph, enter the “Series” tab, and
add a trendline and R-squared from there. It’s moderatly hard to find this feature as it is tucked
away in the “Series” tab, and the trendline is more of an analysis tool and not so much part of
the series of data (since it is extrapolated from the data).
8
Excel shows a pop-up menu next to the graph when you select it, conveniently offering a
trendline option. While it automatically adds a trendline, it takes opening a secondary
“Trendline” menu to add the R-squared value. In doing so, there is a multitude of options,
allowing for the user to have greater control, but it also may overwhelm the user.
5 Task Four
4
3
2
Since Excel was easy to navigate, it 1
received a higher score of 23. Excel lost 0
points by offering the user too many
options, making it difficult to learn.
Sheets received a 22 as the layout of the options was not entirely easy to navigate.
Task 5: Customizing a Bar Graph

Using the bar graphs created in task 3, this task was to customize the graphs color and title. The
color was to be set to a color representing each of the categories (match the color of the fruit)
and the title was to read “Survey of Children’s Favorite Fruit”
Google sheets was very intuitive. By double clicking the bars, it allowed easy editing. The title
was the same way. Double clicking consistently allowed you to edit any selected portion of the
graph. Excel worked in the same way. However, editing the title proved a little more
challenging. You have to add the title in the pop-up menu, and if you click away before typing
anything, it becomes invisible and can be hard to find and edit
9
Task Five
5
0
Excel Sheets
Because of the intuitive design ability of both programs, they received fairy high scores. Excel
however, lost points due to the difficulty I had editing the title.
Task 6: Editing Tables

For this task, I used the data tables created for task 3. My goal was to edit the font colors (to
match the graph) and size, cell borders, and merge the title cells.
Both Programs were very easy to edit both

5 Task Six font and cell features, earning a 25. They
4 operated like most document creating
3 programs (Docs or Word) and allowed for easy
2 customization. Options were up front (not
1 hidden in tabs and menus) and intuitive.
0
Task 7: Using Simple Equations

This task was a test of the programs ability to use data
from multiple cells to give answers to a simple
equation. The equation was a simple line slope
intercept (y=mx+b), where the slope (m) was set at .5,
10
and the intercept (b) was set at 2. To test the program, it was given different values of x, and
asked to give you the value of y.
Google Sheets was easy to use,
allowing data to be entered by Task Seven
5
clicking a cell, rather than
typing in the cells name. 4
However, when entering the 3
equation, Sheets would not
correct issues it found and 2
result in an error message. 1
Excel allowed for the same 0

clicking data entry as Sheets,
but also offered a correction Excel Sheets
message when it noticed a
mistake in the equation setup.
Task 8: Using Complex Equations

The complex equations for this task included both exponentials, an order of operations, and
using the answer of one equation as an input for a second one. In this case, y=3(x^2)+2.5,
where x was a number of different values, and the program was to find y. Then using y, it was
to input it into z=y/5, giving the user a value of z based on the initial value of x. This test was
designed to see how the programs can handle equations that need previously solved equations
to derive an answer.
Excel and Sheets both performed well, with the only difference being the same one mentioned
in the previous task. Sheets does not seem to alert the user there is an error, or offer
corrections, where excel does both.
11
Task Eight
5
0
Excel Sheets
Task 9: Deleting Data

Mistakes can happen, and in turn, data may need to be deleted. For this test, a table was meant
to be deleted.
For both programs, deleting data can be as simple as clicking on a cell and pressing
“backspace”. However, after highlighting the whole table and pressing “backspace” excel only
deleted the data in the leftmost, top cell. Google Sheets deleted all of the highlighted data.
12
Task Nine
5
0
Excel Sheets
Task 10: External Data Acceptance

The final test was to see how the programs could handle pasting large amounts of data from an
external, non-spreadsheet program, source. For this task, the data was the number of SARS-
COVID-19 deaths from over 160 countries collected by John Hopkins University. The data was
highlighted and copied, then pasted using the keyboard command “ctrl+v”, meaning it was
pasted without additional instructions.
13
Both programs were able to not only accept all of the data, but put the data into individual
cells. Sheets managed to format the data into a more viewable fashion, where Excel was a
difficult to look at mod-podge of formatting, deleting individual cell lines , and cutting text into
different lines.
Task Ten
5
0
Excel Sheets
Conclusion
Overall, Google Sheets scored more points. I think that generally, google sheets works very well
for the needs of a student. It is very easy to learn, is free to use, and has many of the same
functions as Excel. It is fast and efficient when it comes to performance and has a sleek overall
clean appeal. The program is just as effective as effective as Excel, while being easier to
manage.
Excel was more difficult to use by only 10 points, losing those points primarily in being efficient
and engaging. Excel may not be the quickest to master as it offers a variety of functions that
may be well beyond the needs of the average student, this can deter use. However, these
functions allow for a very powerful program that can be used for complex, expert level projects
(again, out of the realm of the student).
14
Total Points
231
230
225
221
220 Excel
Sheets
215
210
205
200
Overall Results by Category

50
45
40
35
30
25
20
15
10
5
0
Excel Sheets
Bibliography
Microsoft. (2020) Microsoft Excel [Spreadsheet Program]. https://www.microsoft.com/en-
us/microsoft-365/excel.
Google. (2020) Google Sheets [Spreadsheet Program]. https://www.google.com/sheets/about/
15
Appendix
Task 1
Neutral
Excel Disagree Disagree Agree Agree
The user was able to
1 2 3 4 5
complete the task
The task was able to be
done in an easy and 1 2 3 4 5
timely manner?
The program helped in
1 2 3 4 5
completing the task?
The program will point
1 2 3 4 5
out any errors made
16
and helps you resolve

them?
The user can easily build
their knowledge about 1 2 3 4 5
uses in the program?

Neutral
Google Sheets Disagree Disagree Agree Agree
1 2 3 4 5
complete the task
timely manner?
1 2 3 4 5
out any errors made
1 2 3 4 5
them?
Task 2
Neutral
1 2 3 4 5
complete the task
timely manner?
1 2 3 4 5
out any errors made
1 2 3 4 5
them?
17

Neutral
1 2 3 4 5
complete the task
timely manner?
1 2 3 4 5
out any errors made
1 2 3 4 5
them?
Task 3
Neutral
1 2 3 4 5
complete the task
timely manner?
1 2 3 4 5
out any errors made
1 2 3 4 5
them?

Neutral
1 2 3 4 5
complete the task
1 2 3 4 5
done in an easy and
18
timely manner?
1 2 3 4 5
out any errors made
1 2 3 4 5
them?
Task 4
Neutral
1 2 3 4 5
complete the task
timely manner?
1 2 3 4 5
out any errors made
1 2 3 4 5
them?

Neutral
1 2 3 4 5
complete the task
timely manner?
1 2 3 4 5
out any errors made 1 2 3 4 5
19
them?
Task 5
Neutral
1 2 3 4 5
complete the task
timely manner?
1 2 3 4 5
out any errors made
1 2 3 4 5
them?

Neutral
1 2 3 4 5
complete the task
timely manner?
1 2 3 4 5
out any errors made
1 2 3 4 5
them?
Task 6
20

Neutral
1 2 3 4 5
complete the task
timely manner?
1 2 3 4 5
out any errors made
1 2 3 4 5
them?

Neutral
1 2 3 4 5
complete the task
timely manner?
1 2 3 4 5
out any errors made
1 2 3 4 5
them?
Task 7
Neutral
1 2 3 4 5
complete the task
The task was able to be 1 2 3 4 5
21
done in an easy and

timely manner?
1 2 3 4 5
out any errors made
1 2 3 4 5
them?

Neutral
1 2 3 4 5
complete the task
timely manner?
1 2 3 4 5
out any errors made
1 2 3 4 5
them?
Task 8
Neutral
1 2 3 4 5
complete the task
timely manner?
1 2 3 4 5
1 2 3 4 5
out any errors made
22

them?

Neutral
1 2 3 4 5
complete the task
timely manner?
1 2 3 4 5
out any errors made
1 2 3 4 5
them?
Task 9
Neutral
1 2 3 4 5
complete the task
timely manner?
1 2 3 4 5
out any errors made
1 2 3 4 5
them?
23

Neutral
1 2 3 4 5
complete the task
timely manner?
1 2 3 4 5
out any errors made
1 2 3 4 5
them?
Task 10
Neutral
1 2 3 4 5
complete the task
timely manner?
1 2 3 4 5
out any errors made
1 2 3 4 5
them?

Neutral
1 2 3 4 5
complete the task
The task was able to be 1 2 3 4 5
24
done in an easy and

timely manner?
1 2 3 4 5
out any errors made
1 2 3 4 5
them?

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Usability Comparison White Paper RD

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A Comparison of Microsoft

Excel and Google Sheets

Task 1: Creating Tables................................................................................................................4

Task Two: Creating a Scatter Plot.................................................................................................5

Task 3: Creating Bar Graphs.........................................................................................................6

Task 4: Adding Trendlines............................................................................................................7

Task 5: Customizing a Bar Graph.................................................................................................8

Task 6: Editing Tables...................................................................................................................9

Task 7: Using Simple Equations....................................................................................................9

Task 8: Using Complex Equations..............................................................................................10

Task 9: Deleting Data.................................................................................................................11

Task 10: External Data Acceptance............................................................................................12

Strongly Slightly Slightly Strongly

Task Two: Creating a Scatter Plot

Google Sheets took fewer “clicks” to insert the graph. The

Task 3: Creating Bar Graphs

Sheets’ automation was more hindering than helpful in this

Even after the correct style of chart was selected,

Excel performed considerably better during this task.

Task 4: Adding Trendlines

Task 5: Customizing a Bar Graph

Task 6: Editing Tables

Both Programs were very easy to edit both

Task 7: Using Simple Equations

result in an error message. 1

Excel allowed for the same 0

Task 8: Using Complex Equations

Task 9: Deleting Data

Task 10: External Data Acceptance

Overall Results by Category

and helps you resolve

Strongly Slightly Slightly Strongly

Strongly Slightly Slightly Strongly

Strongly Slightly Slightly Strongly

Strongly Slightly Slightly Strongly

Strongly Slightly Slightly Strongly

Strongly Slightly Slightly Strongly

Strongly Slightly Slightly Strongly

done in an easy and

Strongly Slightly Slightly Strongly

and helps you resolve

Strongly Slightly Slightly Strongly

Strongly Slightly Slightly Strongly

Strongly Slightly Slightly Strongly

done in an easy and

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