How to Use AI in Excel: A Practical Guide
Learn how to use AI in Excel with plugins and third-party tools to automate formulas, clean data, and improve workflows. If you prefer a no-setup option, Kimi Sheets helps you manage, edit, and transform Excel files effortlessly.Try Kimi SheetsWorking with Excel can feel slow when dealing with large amounts of data and repeated formulas. Learning how to use AI in Excel makes tasks easier by helping you clean data, write formulas, and save time. AI tools and plugins improve your workflow without complex steps. Keep reading to learn how to use artificial intelligence in Excel and make your work faster.
Table of contents
- Ways to use AI in Excel: Quick overview
- How to use AI in Excel: 3 smart ways to improve your workflow
- How Kimi Sheets handles Excel tasks easily
- Conclusion
Ways to use AI in Excel: Quick overview
| Method | Key Features |
|---|---|
| Via Microsoft Copilot in Excel | - AI-powered data analysis - Formula suggestions - Automatic chart generation - Data summarization |
| Via Power Query | - Data cleaning and transformation - Merge multiple datasets - Automate ETL workflows - Structured data reshaping |
| Via GPT for Excel Word | - Generate formulas from text - Apply formulas directly in Excel - Automate repetitive tasks - Explain data insights |
| Bonus method: Via Kimi Sheets | - Prompt-based spreadsheet creation - Full table restructuring and rewriting - Multi-file data merging and processing - Convert Excel files into multiple PDFs - Easily generate various charts, including histograms and pie charts |
If you want to use AI directly inside Excel, scroll down to explore Microsoft Copilot, Power Query, and GPT for Excel Word. If you'd prefer a no-setup tool that handles everything from formulas to file conversion in one place, jump to the Kimi Sheets section below. If you want to get started faster, you can begin right away.
How to use AI in Excel: 3 smart ways to improve your workflow
Explore these 3 examples to see how to practically use AI in Excel very easily today.
Analyze Excel data with Microsoft Copilot in Excel
Microsoft Copilot is a smart assistant in Excel that makes working with data easier and faster. You can use simple language, so there's no need to remember complicated formulas or tools. It lets you analyze data, create reports, and build charts even if you don't have much technical experience. It's great for business reports and getting quick insights from large amounts of data. Follow the steps below to use Copilot in Excel.
Step 1: Open Copilot in Excel
Open your Excel workbook and locate the Copilot icon in the top ribbon. Click it to launch the Copilot sidebar, which will appear on the right side of your screen.
Step 2: Enter your request in simple language
Type your request using simple, natural language (for example, "total revenue by month"). Be clear and specific, so Copilot can generate accurate results.
Step 3: Apply results to your spreadsheet
Copilot will generate formulas, summaries, or visualizations based on your request. Review the output, then apply it directly to your spreadsheet with a single click. Your data will update automatically.
Key features of Microsoft Copilot
- AI-powered data analysis: Copilot can scan your full spreadsheet and find useful insights in seconds. It helps you understand trends, patterns, and important values without manual effort.
- Formula suggestions in plain language: You can describe what you need, and Copilot writes the correct formula for you. It removes the need to memorize Excel functions.
- Automatic chart generation: Copilot can create charts based on your data with simple instructions. It also picks the most suitable chart type for better understanding.
- Data summarisation: Large data can be turned into short summaries quickly. Copilot reads the sheet and explains key points in simple words.
- Data cleaning and formatting: Messy data can be cleaned and formatted with simple prompts. It standardizes formats and removes inconsistencies across the sheet.
Automate Excel data cleaning & workflows with Power Query
Power Query is a tool in Excel that helps you easily clean and organize data. It connects to different data sources and changes the data into a format you can use. You don't have to edit everything by hand because it saves each step for you. This is especially helpful for large datasets and tasks you do often. Your work becomes faster and more organized with less effort. Follow the steps below to use Power Query in Excel.
Step 1: Import data from a web source
Go to the "Data" tab in Excel and select From Web. Enter a valid URL that contains structured data, then confirm. Excel will automatically scan the page and display available tables or data sources.
Preview the detected tables and select the one that matches your data needs. Click "Transform Data" to open the Power Query Editor for further processing.
Step 2: Clean and organize the data
Inside Power Query, perform basic data cleaning such as:
- Remove unnecessary rows or headers
- Delete empty or irrelevant columns
- Rename columns to make them clear and consistent
All changes are tracked in the "Applied Steps" panel and can be modified or removed at any time.
Step 3: Transform and format data
Adjust data types and structure for accurate analysis:
- Set numeric fields (e.g., sales) to "Currency or Number."
- Convert date fields to "Date" format
- Split or transform columns using delimiters when needed
These transformations help standardize the dataset.
Step 4: Load cleaned data back into Excel
Click "Close & Load" to return the cleaned dataset to Excel. You can now use it for pivot tables, charts, or further analysis. If needed, you can reopen Power Query to refine or update the cleaning steps.
Key features of Power Query
- Data cleaning and transformation: Power Query helps you fix messy data by changing formats, removing errors, and organizing columns. It makes raw data ready for analysis without manual editing.
- Connect to multiple data sources: You can import data from many places, like Excel files, databases, or online sources. It combines all data into one workspace.
- Merge and combine datasets: Power Query lets you join multiple tables based on common columns. This helps create meaningful combined datasets.
- Step-by-step automation (Applied Steps): Every action you perform is saved as a step, so the process can be repeated automatically. This reduces repeated work.
- Data grouping and summarisation: You can group data and calculate values like counts, totals, or averages. This helps in quick analysis.
Generate Excel formulas with GPT for Excel Word
GPT for Excel Word is an AI-powered Excel add-in (plugin) that helps you quickly create and understand Excel formulas. You can type simple instructions in plain language, and it will automatically generate ready-to-use formulas inside Excel. It is useful for both beginners and advanced users who want to save time and handle complex formulas more easily. Follow the steps below to use GPT for Excel Word.
Step 1: Install and open the add-in
Go to the official GPT for Work website and download the GPT for Excel Word add-in. Follow the installation instructions to add it to your Excel application. Once installed, it will appear in the Excel ribbon.
Step 2: Describe your calculation in plain language
Type a clear instruction in plain English, such as "Calculate employee seniority." The tool will interpret your request and prepare the correct formula.
Step 3: Apply and see results directly in Excel
Insert the formula into your selected cell, and Excel will immediately calculate and display the result in the spreadsheet. The output updates automatically based on your data.
Key features of GPT for Excel Word
- Generate Excel formulas with natural language: Create accurate Excel formulas by simply describing what you need in plain language, without memorizing functions.
- Process data in bulk: Apply actions like formatting, categorizing, and transforming across large datasets at once.
- Analyze data and generate insights: Quickly summarize and interpret spreadsheet data to reveal patterns and key information.
- Automate spreadsheet tasks: Streamline repetitive Excel work such as extracting, cleaning, and restructuring data.
- Flexible AI-powered workflows: Adapt AI behavior to different tasks and datasets for more efficient spreadsheet handling.
Most AI tools only handle one task, such as creating formulas or cleaning data. This means you often have to switch between different tools for different jobs, which can slow down your work and make things less efficient. Kimi Sheets is different because it offers a complete solution, letting you manage Excel files in many ways, all in one place.
How Kimi Sheets handles Excel tasks easily
Kimi Sheets is an AI for Excel that lets you manage, edit, and change Excel files using simple instructions. It helps you handle complex spreadsheet tasks without writing formulas or doing manual work. You can clean data, reorganize tables, and create reports in just a few steps. It also works with multiple files at once, making it easier to handle large amounts of data. To see how this works in practice, here are a few common ways you can use Kimi Sheets:
How to turn your requests into organized Excel data
Kimi Sheets turns simple instructions into organized Excel files, so you can get results faster and focus on insights. Here's how to get started.
Step 1: Write the text prompt and submit
Start by opening Kimi Sheets and typing your request in plain language. You don't need any file at this stage; just describe the Excel you want. The tool understands your instructions and prepares automatically structured data. It can create tables, organize records, and set up analysis-ready sheets.
Example prompt:
Step 2: AI generates output
Once you submit your instructions, Kimi Sheets instantly generates a well-organized Excel sheet for you. It arranges the columns, formats the data, and creates a clean layout for you. You'll see your new spreadsheet in seconds, without any manual work.
Step 3: Preview & download
Preview the Excel file that Kimi Sheets creates to make sure the data and layout are correct. If you need to, you can make quick changes with simple instructions. When you're happy with the result, download the file and use it for reports, analysis, or sharing.
How to let AI organize and edit your existing Excel data
Updating large spreadsheets or restructuring old files often leads to confusion and errors. Kimi Sheets solves this by letting you upload your existing Excel file and simply tell the AI what changes you need. It automatically organises, edits, and improves your data in seconds. Here's how you can do it step by step:
Step 1: Upload your Excel file and enter the prompt
Upload your Excel file to Kimi Sheets and explain what changes you want in clear, simple words. The AI will read your data and make edits, reorganize, or analyze it based on your instructions. You can clean data, fix formats, or rearrange tables without doing the work yourself.
Example prompt:
Step 2: Let AI process and generate results
Kimi Sheets takes your uploaded Excel file and automatically makes all the changes you asked for. It cleans, edits, and organizes your data into a clear format. You get updated results without having to write formulas or make manual fixes.
Step 3: Download Excel
Once the processing is complete, you can preview the updated Excel output. You can then tap the "Download" button in the top-right corner to save quickly the document.
How to convert Excel content into multiple PDFs
Updating Excel reports and sharing them in different formats often takes extra time. Kimi Sheets makes this easier by turning your Excel data into structured reports and converting them into multiple PDFs in just a few steps. Here's how to do it within minutes:
Step 1: Upload Excel and enter the prompt
Open the Kimi Sheets and upload your Excel file with sales data. Then enter a clear instruction describing the analysis you need.
Example prompt:
Step 2: Let Kimi process and analyze your data
Kimi Sheets processes your uploaded file and applies the requested analysis automatically. It generates charts, summaries, and structured insights based on your dataset. You don't need to create formulas or dashboards manually.
Step 3: Export the results as multiple PDFs
Once the analysis is complete, you can preview the final report inside Kimi Sheets. The platform also lets you export the results as multiple PDF files for reporting or sharing.
Conclusion
Learning how to use AI with Excel helps you work with data faster, more easily, and in a more organized way. These tools help with formulas, cleaning, analysis, and automation, so you spend less time on manual work and make fewer mistakes. They also save time by handling repetitive tasks for you. Give Kimi Sheets a try to see how much smoother working with Excel can be.