How to Use AI in Excel

Artificial Intelligence (AI) is transforming how we work with spreadsheets—and Microsoft Excel is leading the charge.

With built-in AI-powered tools , Excel helps you:

• Automate repetitive tasks
• Clean and organize data faster
• Generate insights from large datasets
• Predict trends and create smart reports

Whether you’re a student, small business owner, or financial analyst, learning how to use AI in Excel can save hours every week.

Let’s explore how to start using AI in Excel today!

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🔧 Step-by-Step: How to Use AI in Excel

1. Use Flash Fill to Automatically Extract or Format Data

What it does:
Automatically fills in patterns based on your manual input—like splitting names, extracting phone numbers, or formatting dates.

How to use it:

1. Type the first example in a new column (e.g., “John” from “John Doe”).
2. Press Ctrl + E or go to Data > Flash Fill .
3. Excel detects the pattern and fills the rest of the column automatically.

📌 Best for: Cleaning messy datasets quickly without writing formulas.

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2. Let Excel Suggest Formulas with AutoSum & IntelliSense

What it does:
As you type, Excel suggests functions and completes formulas based on your intent.

How to use it:

1. Start typing a function like =SU and Excel will suggest SUM.
2. Select the suggestion and press Enter .
3. Use Formula AutoComplete to see descriptions and required inputs.

📌 Best for: Beginners who want to learn functions without memorizing them.

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3. Clean and Transform Data with Power Query (AI-Powered)

What it does:
Automatically cleans, merges, and transforms data before analysis.

How to use it:

1. Go to Data > Get & Transform Data > From Table/Range .
2. Use AI-powered suggestions to remove duplicates, split columns, or fill blanks.
3. Apply transformations and click Close & Load to update your sheet.

📌 Best for: Preparing data for dashboards or reports.

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4. Generate Insights with Analyze Data (Available in Excel for Microsoft 365)

What it does:
Uses AI to scan your data and generate summaries, charts, and trends.

How to use it:

1. Select your dataset.
2. Go to Home > Analyze Data .
3. Excel shows insights like top values, trends, and recommended visuals.

📌 Best for: Quick insights without building complex pivot tables.

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5. Use Excel Copilot (Coming Soon to Microsoft 365)

What it does:
Ask natural language questions and let AI write formulas, explain results, or generate reports.

Example Prompt:

“Show me total sales by region”

How to use it:

1. Make sure you have Microsoft 365 subscription.
2. Click on the Copilot button in the Excel toolbar.
3. Type your request and watch Copilot do the work.

📌 Best for: Non-tech users who want to work with data using simple English.

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Bonus: Use Forecast Sheet to Predict Trends

What it does:
Uses machine learning to forecast future trends based on historical data.

How to use it:

1. Select your time-based data (e.g., monthly sales).
2. Go to Data > Forecast Sheet .
3. Choose line chart or column chart and click Create .
4. Excel predicts future values and adds confidence intervals.

📌 Best for: Budgeting, forecasting, and planning ahead.

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Final Tips for Using AI in Excel

• Always keep your Excel updated to access the latest AI tools.
• Combine AI features with traditional Excel skills for better control.
• Use templates and AI together to automate recurring reports.
• Practice regularly to get comfortable with smart suggestions.

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Frequently Asked Questions (FAQs)

Q1: Do I need special software to use AI in Excel?

A: Most AI features are available in Excel for Microsoft 365 (formerly Office 365). Some tools like Flash Fill and Power Query work in older versions too.

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Q2: Is Excel Copilot free to use?

A: Excel Copilot requires a Microsoft 365 subscription (such as Personal, Family, or Business plans). Availability may vary depending on your region and plan.

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Q3: Can AI in Excel replace my data analysis skills?

A: No. AI helps speed up tasks and offers suggestions, but understanding the logic behind your data is still essential for accurate decisions.

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