Don’t Waste Time in Excel Anymore: Use AI for Excel

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Introduction

Excel has always been powerful — but with AI, it becomes unstoppable.
In 2025, using AI for Excel tasks like formula writing, data cleaning, pivot analysis, and automation is not just smart — it’s essential for speed, accuracy, and deeper insights.

This guide will show you step-by-step how to use AI for Excel based on the categories you shared — and which AI tool is best for each task.

Best AI Tools to Use for Excel (2025)

Before we dive into the step-by-step guide, here’s a quick table of which AI tools are best for each Excel function:

TaskBest AI to UseReason
Formula Generation & ExplanationChatGPT 4 (OpenAI)Best at logic, step-by-step explanations, and creating optimized formulas
Data Cleaning & TransformationMicrosoft Excel Copilot + ChatGPTCopilot is embedded; ChatGPT can generate formulas & Power Query code
Automation with VBAChatGPT 4 + GitHub CopilotChatGPT writes accurate VBA, GitHub Copilot auto-completes in VBA editor
Pivot Table AnalysisChatGPT 4 + Microsoft CopilotChatGPT helps automate Pivot macros; Copilot provides smart Pivot insights
Conditional Formatting RulesChatGPT 4Suggests perfect custom rules & dynamic formats
Troubleshooting Excel ErrorsChatGPT 4Diagnoses formula, data, and pivot issues like a human expert
Charts & VisualizationChatGPT 4 + Microsoft CopilotChatGPT creates dynamic charts; Copilot recommends best chart types
Power Query & Power Pivot (Advanced)ChatGPT 4 + Microsoft CopilotChatGPT writes M-Code and DAX formulas; Copilot integrates inside Excel

How to Use AI to Make Excel Easier

Step 1: Pick an AI Tool

  • For quick help: Use ChatGPT (available on web or mobile).
  • For built-in Excel support: Use Microsoft 365 Copilot (works directly in Excel, part of Office 365 Enterprise).
  • For coding or advanced queries: Use ChatGPT with Excel’s VBA Editor or Power Query Editor.
    Tip: Start with ChatGPT if you’re new. Use Copilot for advanced automation in businesses.

Step 2: Ask Clear Questions

  • Be specific with your question.
    Good Example: “Give me an Excel formula to pull only numbers from text like ‘AB123CD’.”
    Bad Example: “Improve Excel.”
  • Include details like:
    • Your data (e.g., column names).
    • Your goal (e.g., clean data, analyze, automate).
    • What you need (e.g., formula, code).

Step 3: Create and Understand Formulas

  • Example Question: “Explain this formula step by step: =INDEX(A2:A10, MATCH(1, (B2:B10=F1)*(C2:C10=F2), 0)).”
  • Steps:
    1. Ask ChatGPT your question.
    2. Get a clear explanation or improved formula.
    3. Copy and test it in Excel.
      Tip: Ask ChatGPT to simplify complex formulas (e.g., turn nested IFs into IFS() for Excel 365).

Step 4: Clean and Organize Data

  • Example Question: “Give me a formula to split full names in column A into first and last names.”
  • Steps:
    1. Describe your data and goal.
    2. ChatGPT will suggest formulas (like LEFT, RIGHT) or Power Query steps.
    3. Copy and use in Excel or Power Query.
      Tip: For big datasets (over 50,000 rows), ask for Power Query code to speed things up.

Step 5: Automate with VBA

  • Example Question: “Write a VBA macro to delete blank rows in a selected range.”
  • Steps:
    1. Tell ChatGPT what task to automate.
    2. Copy the VBA code it provides.
    3. Open Excel’s VBA Editor (Alt + F11), add a new module, paste, and run the code.
      Tip: Ask for “error handling” or “progress messages” to make VBA scripts smoother.

Step 6: Work with Pivot Tables

  • Example Question: “How do I auto-refresh a pivot table when data changes?”
  • Steps:
    1. Ask ChatGPT for VBA code to refresh pivots.
    2. Add the code to Excel (e.g., to run when the file opens or via a button).
    3. Or use Copilot for automatic pivot updates.
      Tip: For advanced pivot calculations, ask for DAX formulas if using Power Pivot.

Step 7: Add Conditional Formatting

  • Example Question: “Make a rule to highlight overdue tasks if the due date is before today.”
  • Steps:
    1. Share your condition with ChatGPT.
    2. Get a formula for conditional formatting.
    3. In Excel, go to Conditional Formatting → New Rule → Use a Formula, and apply it.
      Tip: Ask for color gradients (e.g., red-yellow-green) for better visuals.

Step 8: Fix Excel Errors

  • Example Question: “Why does my VLOOKUP show #N/A when the value is there?”
  • Steps:
    1. Describe the error and your formula/data.
    2. ChatGPT will suggest fixes (e.g., check for spaces, exact matches, or data types).
    3. Apply the solution.
      Tip: Ask for modern alternatives like XLOOKUP instead of VLOOKUP.

Step 9: Create Charts

  • Example Question: “Write VBA code to make a line chart from my sales data.”
  • Steps:
    1. Explain your chart goal to ChatGPT.
    2. Copy the VBA code it provides.
    3. Paste it into Excel’s VBA Editor and run it.
      Tip: Ask for “dynamic named ranges” to make charts update automatically.

Step 10: Use Power Query and Power Pivot

  • Example Question: “Write Power Query code to merge two datasets by Customer ID.”
  • Steps:
    1. Describe your datasets.
    2. Get Power Query code from ChatGPT.
    3. Paste it into Power Query’s Advanced Editor.
      Tip: Ask for automated steps like removing blanks or changing data types.

Conclusion: AI Makes Excel Faster in 2025
With AI tools like ChatGPT and Copilot, you don’t need to memorize formulas, write complex code, or clean data manually. Just ask AI, copy the answer, and use it in Excel. This saves time, reduces mistakes, and makes your spreadsheets look professional.

Quick Guide: Which AI for Which Task?

  • Formulas: ChatGPT
  • Data Cleaning: ChatGPT + Copilot
  • Automation (VBA): ChatGPT
  • Pivot Tables: ChatGPT + Copilot
  • Power Query/Power Pivot: ChatGPT + Copilot
  • Fixing Errors: ChatGPT
  • Charts: ChatGPT + Copilot

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