To use Excel on an iPad, you need to understand whether you have a Microsoft 365 account, your iPad's screen size, and where the free version's feature limits begin. The first impression can differ from reality: the Excel app is free to download, but some features cannot be edited for free, and editing is restricted on iPads larger than 10.1 inches. This article compares and explains three ways to use Excel on iPadOS 17 / 18: the official Excel app, Office-compatible alternatives, and the web browser version. For similar needs, also see the best note-taking apps for iPad.
Table of Contents
- Three Ways to Use Excel on iPad
- What You Can and Cannot Do with the Free Version of Excel for iPad
- Features Unlocked by a Microsoft 365 Subscription
- Basic Excel for iPad Operations
- How to Use Excel for the web
- Numbers: The Standard Spreadsheet App on iPad
- Google Sheets
- Third-Party Apps Such as OnlyOffice and Polaris Office
- Best Ways to Use Excel on iPad
- Troubleshooting
- Summary: Best Practices for Using Excel on iPad
Three Ways to Use Excel on iPad
There are three main ways to work with spreadsheets on an iPad. Each has different pricing, feature limits, and suitable use cases, so choose based on how you plan to use it.
Official Excel for iPad App
Available for download from the App Store. This is the safest choice in terms of file compatibility, function completeness, and using your existing Excel skills, but as explained later, a paid subscription may be required depending on screen size.
[appstore-button url="https://apps.apple.com/jp/app/microsoft-excel/id586683407" name="Microsoft Excel"]
Web Browser Version (Excel for the web)
You can use it by accessing office.com from Safari or another browser on your iPad and signing in with a Microsoft account. It does not have as many features as the app version, but it is completely free with only a Microsoft account. There are no paid restrictions based on screen size either.
Alternative Apps Such as Numbers, Google Sheets, and OnlyOffice
Alternative options include Apple's official Numbers app (preinstalled on iPad), Google's official Google Sheets, and third-party apps such as OnlyOffice. They can read and write Excel files (.xlsx), but compatibility with functions and conditional formatting is not perfect, so complex files may not display correctly.
What You Can and Cannot Do with the Free Version of Excel for iPad
People often say "Excel for iPad is free," but in practice it is conditionally free depending on screen size and how you use it.
Basic Features Are Free on Screens 10.1 Inches or Smaller
On models such as iPad mini and standard iPads around 9.7 or 10.2 inches, you can use it for free, including editing features, as long as you sign in with a Microsoft account. Everyday spreadsheet work, functions, chart creation, sheet printing, and export are all covered. Microsoft has maintained this "free on screens 10.1 inches or smaller" policy for mobile operating systems for a long time, and it is still in place.
Editing on Screens Larger Than 10.1 Inches Requires a Paid Subscription
On iPads with screens larger than 10.1 inches, such as the 11-inch and 12.9-inch iPad Pro and the 11-inch and 13-inch iPad Air, editing features require a Microsoft 365 subscription. You can open the app without signing in, but entering data into cells, adding functions, changing formatting, and similar actions are grayed out and cannot be used without a subscription. It remains free as a "view-only" mode.
Sign-In Is Required Even for Free Use
Even when using a model 10.1 inches or smaller for free, signing in with a Microsoft account (which can be created for free) is required. Anonymous use is not available. Once you create an account, you also get 5GB of free OneDrive storage, which can be used for file syncing.
Features Unlocked by a Microsoft 365 Subscription
If you want to use Excel seriously on an 11-inch or larger iPad, you need a Microsoft 365 subscription.
Pricing and Benefits of Individual Plans
Microsoft 365 Personal (formerly Office 365 Solo):
- Around 1,490 yen per month / around 14,900 yen per year
- Unlimited use of Word, Excel, PowerPoint, OneNote, and Outlook
- 1TB of OneDrive storage
- Editing features unlocked on all iPads, including iPad Pro / Air
- Sign in on up to 5 devices for 1 user
Because the subscription can also be shared across smartphones and PCs, you can move the same files back and forth between your home PC and your iPad outside the house.
Family Sharing with the Family Plan
Microsoft 365 Family:
- Around 2,100 yen per month / around 21,000 yen per year
- Share with up to 6 people, with 1TB of OneDrive per person
- App features are the same as Personal
If three or four or more family members will use it, Family is overwhelmingly better value. It works out to less than 500 yen per person per month.
Student Discounts and Educational Institution Licenses
Many students, faculty, and staff can use Microsoft 365 Education for free if they have an email address from their institution. Check whether your university or high school has a contract; you may be able to use Excel seriously without paying for a subscription yourself.
Basic Excel for iPad Operations
Here are the basic operations and tips for the official app.
Installation and Sign-In
Search for "Microsoft Excel" in the App Store, install it, launch it, and sign in with your Microsoft account. Office accounts are divided into personal accounts (@outlook.com, @hotmail.com) and work/school accounts, but you can switch between both while using the app.
Autosave with OneDrive Integration
When you create a new file while signed in, it is automatically saved to OneDrive. You can open it instantly in Excel on a PC signed in with the same account, making movement between devices feel seamless. Local saving (on the iPad itself) is also possible, but OneDrive is the recommended default.
Usability with a Keyboard and Apple Pencil
When you connect a Magic Keyboard or third-party keyboard, you can use almost the same shortcuts as desktop Excel, such as ⌘+C, ⌘+V, and F2 for cell editing. With Apple Pencil, you can handwrite formulas and shapes. It is efficient to use a keyboard for complex function entry and Apple Pencil for simple selections and shape operations.
How to Use Excel for the web
If you want to use the real Excel without a subscription, the browser version is the strongest candidate.
Use It with Only a Microsoft Account
In Safari on iPad, go to office.com, sign in with a free Microsoft account, tap the "Excel" icon, then open a "new blank workbook" or an existing file. It is completely free with only an account, requires no subscription, and has no screen size restrictions.
Major Features Not Available in the Browser Version
Things you cannot do in the browser version:
- Run or edit macros (VBA)
- Perform detailed editing of pivot tables (viewing is possible, but structural changes are limited)
- Use data analysis features (PowerPivot, Power Query)
- Configure detailed print preview settings
- Use some advanced formatting (fine-grained conditional formatting settings)
Except for heavier business workflows, most general Excel work for personal or student use can be completed almost entirely in the browser version.
Notes When Using It in Safari on iPad
Safari on iPad may be detected as the "mobile version," so enabling "Request Desktop Website" from Settings gives you an interface closer to the PC version. You can also switch by tapping the "ぁA" icon in Safari's address bar → Request Desktop Website.
Numbers: The Standard Spreadsheet App on iPad
Apple's own Numbers app is included on iPad from the start, so no additional installation is required.
[appstore-button url="https://apps.apple.com/jp/app/numbers/id361304891" name="Numbers"]
Compatibility Between Numbers and Excel
Numbers supports importing and exporting .xlsx files, but it is not fully compatible. When you open a complex sheet created in Excel (conditional formatting, pivots, macros) in Numbers, some display issues or lost functionality can occur.
Simple household budgets and personal schedules are fine, but it is not well suited for exchanging Excel files in business settings.
Importing and Exporting Excel Files
To open an Excel file in Numbers: tap "Browse" → tap the ".xlsx" file, and it will be automatically converted into Numbers' native format. To return it to Excel: choose "File" → "Export To" → "Excel" and save it as an .xlsx file. Because formatting can change during this round-trip conversion, it is not recommended for business files.
Numbers' Unique Features and Best Use Cases
Numbers' strengths:
- Highly designed templates (invoices, household budgets, itineraries, and more)
- Multiple independent tables within a single sheet
- Interactive charts
- Smooth syncing between Apple devices via iCloud
Best for: personal organization, visually polished documents, and workflows completed entirely on Apple devices. Not ideal for: file exchange with Excel, team collaboration in business, and workflows that require macros.
Google Sheets
A popular option because it is completely free and strong at collaborative editing.
[appstore-button url="https://apps.apple.com/jp/app/google-sheets/id842849113" name="Google Sheets"]
Completely Free with Only a Google Account
A Google account can be created for free, and all features can be used without a subscription. File count and size limits are also looser than the free version of Excel for iPad, and you can use 15GB of Google Drive storage as shared space.
Strong Collaborative Editing Features
Google Sheets' greatest strength is real-time collaborative editing. Multiple people can edit the same sheet at the same time, and you can see who is editing where with cursors. Comments, history, and chat features are also included, making it far easier than Excel for team work.
Function Compatibility Between Excel and Sheets
Major functions (VLOOKUP, IF, SUMIFS, INDEX, MATCH, etc.) are mostly compatible, but some newer Excel-specific functions (such as XLOOKUP and TEXTJOIN) may be implemented at different times. You can exchange files both ways by using "download as .xlsx" and "upload .xlsx," but note that pivot tables and macros have low compatibility.
Third-Party Apps Such as OnlyOffice and Polaris Office
Third-party apps that are completely free or inexpensive and highly compatible with Excel.
OnlyOffice Documents
The iPad version of the open-source OnlyOffice suite. It is known for strong .xlsx compatibility, with fewer formatting issues than Numbers. Editing local files is free, but cloud integration may require a paid server plan in some cases.
[appstore-button url="https://apps.apple.com/jp/app/onlyoffice-documents/id944896972" name="OnlyOffice Documents"]
Polaris Office
Made by South Korea's Infraware. Its appeal is its versatility: it can handle Word, Excel, PowerPoint, and PDF files in a single app. Basic features are free, with paid plans available for PDF tools and cloud storage capacity.
[appstore-button url="https://apps.apple.com/jp/app/polaris-office-documents-pdf/id1226295634" name="Polaris Office"]
WPS Office
Made by China's Kingsoft. It has a strong reputation for high compatibility with Microsoft Office and has a large global user base. There is a free version with ads and a paid version without ads.
[appstore-button url="https://apps.apple.com/jp/app/wps-office-pdf-academic-ai/id470004652" name="WPS Office"]
Best Ways to Use Excel on iPad
Here are best practices by use case.
For Personal Use with a Zero Budget
- iPad mini / 9.7-inch iPad: Use the free version of Excel for iPad
- iPad Air / Pro: Use Excel for the web (browser version) or Google Sheets
If you want to stay completely free, Google Sheets has the strongest balance of features, compatibility, and storage. If you are used to Excel, the browser version of Excel will feel the most familiar.
For Serious Business Use
The standard route is to subscribe to Microsoft 365 Personal/Family and unlock the full features of Excel for iPad. If you use macros, pivots, or complex formatting for work, the app version is the only real choice if you want to avoid compatibility problems. It also includes 1TB of OneDrive storage, which makes file management easier.
For Students and Educational Institutions
Check whether your institution provides a Microsoft 365 Education license. In many cases, you can use full Excel for free. If it is not available, Google Workspace for Education (free if your school has a contract) is another option. One practical approach is to use Numbers for personal assignments and Excel for submissions.
Troubleshooting
Troubleshooting tips for using Excel on iPad.
A Message Says "You Need to Sign In to Edit"
If this message appears when launching Excel for iPad, you are not signed in with a Microsoft account. Tap the account icon at the top right of the app and sign in. If you still cannot edit, there is a high chance that your iPad is a model larger than 10.1 inches and that you do not have a Microsoft 365 subscription.
Files Will Not Open or Save
If the OneDrive connection is interrupted, your file list may appear empty or saving may fail. Check your Wi-Fi connection. If that does not fix it, signing out once and signing back in often restores access. If OneDrive has exceeded its storage limit (5GB for the free plan), you will not be able to save, so consider deleting unnecessary files or expanding your storage with a subscription.
Excel for the web Has Feature Limitations
Some features in the browser version of Excel, such as macros and detailed pivot table editing, are simply not supported. If you need features that are available only in the app version, the only option is a Microsoft 365 subscription + the app version. Check the "Major Features Not Available in the Browser Version" section and decide whether it fits your use case.
Summary: Best Practices for Using Excel on iPad
The best way to use Excel on iPad depends on your iPad model × use case × budget:
| Situation | Recommendation |
|---|---|
| iPad mini / 9.7-inch iPad, personal use | Free version of Excel for iPad |
| iPad Air / Pro, zero budget | Excel for the web (browser) |
| Heavy Excel use for work | Microsoft 365 Personal + app version |
| Sharing Office with family | Microsoft 365 Family |
| Mainly collaborative editing | Google Sheets |
| Staying within Apple devices | Numbers (for simple use cases) |
Do not decide based only on "Excel for iPad is free"; choose according to your own iPad model and use case. Since Numbers is included by default, the efficient path is to try it first, then move to Excel for the web or Microsoft 365 if it is not enough.
