How to use Google Data Studio in 2025

How To Use Google Data Studio For Maximum Benefit

Data is essential in today’s digital age, and effective reporting tools help businesses make smarter decisions. Two of the most widely used platforms for reporting and analysis are Google Data Studio and Microsoft Excel. Both are powerful, but they serve different needs depending on the user's goals, data complexity, and visualization requirements.

In this blog post, we're going to go in-depth into the benefits and drawbacks of both tools to respond to a popular question: Google Data Studio versus Excel — which is more suitable for reporting data?

1. What Is Google Data Studio and How Does It Work?

Google Data Studio is a cloud-based data visualization platform that enables users to transform data into custom, interactive reports. Developed by Google, the software comes with a variety of data sources and supports connection to multiple data sources, such as Google Analytics, Google Ads, Google Sheets, BigQuery, and third-party solutions.

With drag-and-drop capabilities, users can simply create real-time dashboards, visual charts, and interactive filters. Reports can be shared with others through a link, and permissions can be set to lock editing or viewing access.

2. What Is Excel Best Known For in Reporting?

Microsoft Excel is an old spreadsheet program that has been a fixture in data reporting and analysis for many decades. It allows calculations, pivot tables, advanced formulas, and macro automation. Excel is included in the Microsoft Office package and is broadly used by organizations for data management.

Although Excel is not a data visualization tool per se, it does provide charts, graphs, and conditional formatting for the purpose of presenting data visually. Its real strength is in how versatile, flexible, and loaded with intrinsic analytical capabilities it is.

3. How Easy Are They to Use?

Google Data Studio:

• Extremely intuitive for visual reporting.

• Little to no coding required.

• Tidy drag-and-drop interface.

• Easy to share with stakeholders.

Excel:

• Unfamiliar to some users due to its long history.

• Knowledge of formulas and functions is required.

• It can be daunting for newcomers.

• Manual sharing through email or cloud is necessary.

Verdict: Google Data Studio is simpler for creating and sharing visual reports, particularly for non-technical users.

4. Which Tool Provides Better Visualization Functionality?

Google Data Studio:

Google Data Studio is geared toward data visualization. It has support for several dynamic charts:

• Time series

• Pie and bar charts

• Scorecards

• Geo maps

• Bullet charts

You are able to add filters, date pickers, and even merge several data sources into a single dashboard. The outcome is interactive and professional-level reports.

Excel:

• Excel offers default charts and graphs such as:

• Line graphs

• Bar/pie charts

• Scatter plot

• Conditional formatting

But making interactive dashboards using Excel demands advanced skills, such as VBA or Power Pivot.

Verdict: For visuals and interactive dashboards, Google Data Studio is the winner.

5. Can You Automate Data Updates in Both Tools?

Google Data Studio:

Yes. When linked to live data sources such as Google Analytics or Google Sheets, the data refreshes on its own in real time. No need for refreshing or re-uploading files.

Excel:

Excel won't update external data on its own unless linked via advanced integrations or via Power Query. Users frequently update data files manually in most scenarios.

Verdict: Google Data Studio is much more effective for automated and real-time reporting.

6. How Do They Compare in Collaboration?

Google Data Studio:

Since it is a cloud-based platform, Google Data Studio enables real-time collaboration. Many users can edit or view reports at the same time, just like Google Docs or Google Sheets.

Excel:

Local Excel files are stored, so usually, collaboration occurs through email attachments or cloud storage such as OneDrive. That may result in version control problems.

Verdict: Google Data Studio has out-of-the-box seamless collaboration.

7. What About Data Analysis and Advanced Calculations?

Excel:

Excel excels at intensive data analysis. It accommodates:

• Advanced formula

• Lookup functions

• Pivot tables

• Statistical models

• Automation macros

It's best suited to financial modeling, forecasting, and data manipulation.

Google Data Studio:

Though it accommodates calculated fields and some aggregation, it's not designed for intense data crunching. For anything sophisticated, users typically get the data ready in services such as Google Sheets or BigQuery before visualizing it in Google Data Studio.

Verdict: Excel is the winner for detailed data analysis and intricate calculations.

8. Is There a Cost Difference Between the Two?

Google Data Studio:

Free, even for business purposes. No cap on report building, users, or dashboards.

Excel:

Included in the Excel version of the Microsoft 365 subscription. Needs to be licensed for commercial use. Additional fees might be required for Power BI or higher-end Excel add-ons.

Verdict: Google Data Studio is an affordable option, particularly for freelancers and start-ups. 

9. Which Tool Is Best for Client Reporting?

Google Data Studio:

Perfect for client reporting. You can:

• Design branded templates

• Send reports through links

• Embed dashboards into websites

• Automate regular email reports

Clients can navigate interactive data without the need for special software.

Excel:

Business-like, but static. Clients need to open files on their devices. No interactivity or cloud accessibility unless hosted through SharePoint or OneDrive.

Verdict: For modern, client-friendly reporting, Google Data Studio is more suitable.

10. Can These Tools Work Together?

Yes! Many professionals use both tools in tandem. For example:

• Analyze and clean data in Excel.

• Import it into Google Sheets.

• Connect Google Sheets to Google Data Studio for visualization.

• This hybrid approach leverages the strengths of both platforms.

Verdict: There's no need to choose just one—you can integrate both into your workflow.

Frequently Asked Questions

Q1: Can Google Data Studio do everything Excel does?

Not quite. Although it shines in reporting and visualization, it's not as deep in formulas and advanced data manipulation as Excel is.

Q2: Is Google Data Studio safe to use with sensitive information?

Yes. It adheres to Google's strict security practices, and user access can be managed at a high level of granularity.

Q3: Can Excel link to live data sources?

Yes, but only with add-ons or higher-end tools such as Power BI or Power Query.

Q4: Which one is best for agencies?

Google Data Studio is usually better for agencies that require dynamic, shareable reports for numerous clients.

Conclusion: Which One Should You Choose?

Both Excel and Google Data Studio are hugely valuable pieces of software, but for different things. If what you want is to build interactive, pretty, and shareable reports, Google Data Studio is the obvious choice. It's free, cloud-based, and aimed at the needs of modern reporting.
But if you're doing heavy data analysis, budgeting, or forecasting, then the power and versatility of Excel can't be beat.
Finally, the decision lies in your application. Most organizations opt to utilize both simultaneously in conjunction to optimize reporting effectiveness as well as data accuracy.