How to Use AI in Excel: A Beginner's Guide

Excel can do much more than store numbers and create tables, but knowing the right formula, chart, or data tool can be difficult when you are just starting. AI can make this easier by allowing you to describe what you want to do using simple instructions.

For example, Copilot in Excel can help you generate formulas, summarise data, create charts and PivotTables, sort and filter information, and identify trends or unusual values. Instead of manually figuring out every step, you can ask for the result you need and then review what AI produces.

What Does AI in Excel Do?

AI for Excel helps you complete spreadsheet tasks by describing what you need instead of manually performing every action.

Microsoft states that Copilot can use familiar Excel features such as formulas, tables, charts, and PivotTables to work with your data. The changes remain editable, which means you can review and modify the output afterwards.

Some practical tasks you can perform include:

• Creating and applying formulas

• Summarising spreadsheet data

• Sorting and filtering information

• Applying conditional formatting

• Creating charts and PivotTables

• Finding trends, insights, and outliers

• Adding or modifying worksheets, cells, and ranges

How to Use AI With Microsoft Excel

If you are learning how to use AI with Excel for beginners, you do not need to start with complicated datasets. Begin with a simple sheet and use AI for one task at a time.

1. Open the Excel Sheet You Want to Work With

Start with the workbook containing your data. Keeping the information clearly arranged can also make it easier for you to understand and check the AI-generated result.

2. Open Copilot in Excel

Select the Copilot icon in the lower-right corner of Excel. According to Microsoft, Copilot currently provides edit, plan, and chat modes, although available modes vary across platforms.

3. Write a Clear Prompt

Tell Copilot exactly what you want it to do. Instead of giving a vague instruction such as "Help with this spreadsheet," ask for a specific task.

For example:

• "Summarise the main trends in this data."

• "Create a formula to calculate the total."

• "Highlight the highest values."

• "Create a chart from this data."

• "Find any unusual values in this dataset."

Copilot can then use Excel features to respond to the request.

4. Review the Result

Do not treat an AI-generated result as automatically correct. Check formulas, calculations, labels, filters, and summaries before using them in your final work.

Copilot makes changes using Excel's built-in features, so its workbook changes remain editable and under your control.

How to Use AI With Excel Data for Everyday Tasks

Once you understand the basic process, you can use AI for different types of spreadsheet work.

Microsoft also states that Copilot can assist with more complex tasks such as reshaping data, merging sheets, and building reports with multiple elements in its editing mode.

How to Write Better AI Prompts in Excel

Knowing how to work with AI in Excel also means knowing how to ask for the right result. A clear prompt tells AI both the task and the information you want it to focus on.

For example, instead of:

"Analyse my sales data."

Try:

"Identify the main trends in this sales data and show them in a chart."

You can also mention a specific column, calculation, date range, or output when relevant. The more clearly you describe the task, the easier it becomes to check whether the result matches what you wanted.

How PW Gyaan-E Can Help You Build Excel and AI Skills 

Using AI with Excel becomes more useful when you understand the spreadsheet basics and know how to check the results AI provides. PW Gyaan-E's Excel + AI: Beginner's Course can help beginners build practical Excel and AI skills together.

With the course, you can focus on:

• Building Excel fundamentals: Become comfortable working with spreadsheets, data, formulas, and common Excel tasks.

• Using AI with Excel: Understand how AI can support everyday spreadsheet work and reduce repetitive effort.

• Working with data: Develop confidence in organising, analysing, and interpreting information in Excel.

• Using AI more effectively: Learn when AI can assist with a task instead of depending on it for every spreadsheet action.

• Checking your results: Build the habit of reviewing formulas, calculations, summaries, and other AI-assisted outputs.

• Applying skills practically: Use your Excel and AI knowledge for everyday study, work, and data-related tasks.

The aim is to help you become comfortable with Excel first and AI-assisted Excel workflows next, so you can use both more effectively.

AI can make Excel easier for beginners by helping with formulas, data analysis, charts, summaries, and everyday spreadsheet tasks. Start with simple prompts, review AI-generated results, and gradually build your skills. PW Gyaan-E can help learners strengthen their Excel and AI skills through practical, beginner-friendly learning.