01 · The tools
Which AI tools to use for Excel
Copilot in Microsoft 365
VisitWorks inside Excel, reads your actual sheet, writes formulas and builds analysis on the spot
ChatGPT
VisitFree formula writing and data-cleaning help by pasting a sample of your data or describing your columns
Claude
VisitStrong at explaining what a complex existing formula does and rewriting it more simply
Gemini
VisitIntegrated with Google Sheets for the same tasks if you work in Sheets rather than Excel
02 · The method
Step by step
- 1
Describe the outcome, not the formula
Tell the AI what you want in the end: 'sum column D only where column B says Paid'. You do not need to know SUMIF exists.
- 2
Give it your column layout
Say which data is in which column, and paste 3 to 5 example rows. Context is what makes the formula correct rather than generic.
- 3
Ask for the formula and an explanation
Request both the formula and a one-line explanation of each part, so you can adapt it later without going back.
- 4
Test on known rows
Paste the formula into a spare cell and check it against a few rows where you already know the answer before applying it to the whole sheet.
- 5
Iterate in plain English
If it is slightly off, describe the difference ('it should ignore blank rows') rather than trying to edit the formula by hand.
03 · Use this now
Copy-paste prompt for an Excel formula
You are an Excel expert. My data has these columns: [list columns and what each holds]. Here are 5 sample rows: [paste rows]. I want to [describe the exact result you want]. Write the Excel formula, tell me exactly which cell to put it in, and explain each part of the formula in one line so I can adapt it. If there is a simpler or more reliable approach, say so.
04 · Avoid these
Common mistakes
- Pasting sensitive company or customer data into a public AI tool. Use sample or anonymized rows, or an enterprise plan with training turned off.
- Trusting a formula on the whole sheet without checking it on known rows first.
- Not telling the AI your column layout, which produces a generic formula that references the wrong cells.
05 · Questions
Frequently asked questions
Can AI write Excel formulas for free?
Yes. ChatGPT, Claude and Gemini all write Excel formulas for free. Describe your columns, paste a few sample rows, and state the result you want. Copilot inside Excel is paid but works directly on your live sheet.
Is it safe to put my spreadsheet into ChatGPT?
Avoid pasting sensitive or personal data into a public tool unless you are on an enterprise plan or have chat history and training turned off. For most formula help you only need a few anonymized sample rows, not the full sheet.
What is the best AI for Excel?
Copilot in Microsoft 365 is best because it works inside Excel on your real data. For free help, ChatGPT and Claude are both strong at writing and explaining formulas from a pasted sample.
Can AI analyze my Excel data, not just write formulas?
Yes. Paste or upload a sample and ask for trends, a pivot-table structure, or which chart fits your data. Copilot and the file-upload modes of ChatGPT and Claude can work over a whole file directly.