Master Excel with AI: Beginner to Advanced Guide

In today's data-driven world, proficiency in Microsoft Excel is a crucial skill. However, with the rise of Artificial Intelligence (AI), Excel is no longer just about spreadsheets and manual data entry. AI is revolutionizing how we use Excel, making it more efficient and powerful than ever before. This comprehensive guide will take you from the ABC to XYZ of using Excel with AI, regardless of your current skill level.

The AI Revolution in Excel

Today, Artificial Intelligence (AI) is interwoven into almost every aspect of our lives, and Microsoft Excel is no exception. AI is no longer a futuristic concept but a Present-day reality enhancing the power and accessibility of this ubiquitous spreadsheet program. The Fusion of AI with Excel is transforming the way we approach data analysis, automation, and decision-making.

Historically, Excel proficiency involved mastering formulas, pivot tables, and VBA scripting. While these skills remain valuable, AI is streamlining these processes, making them more intuitive and accessible to a wider audience. This means that even those with limited prior experience can harness the power of Excel to gain valuable insights from their data. This transformation empowers users to achieve greater efficiency and accuracy in their tasks.

Consider the possibilities: automatic data cleaning, intelligent trend analysis, and predictive modeling—all within the familiar interface of Excel. As we delve deeper into this guide, you’ll learn how to leverage these AI-powered features to revolutionize your own Excel workflows.

This guide is structured to take you from the very basics to advanced applications. We’ll explore fundamental Excel functionalities and then build upon them with AI-driven techniques. Whether you’re a beginner or an experienced user, you’ll discover new ways to boost your Excel productivity and make data-driven decisions with confidence.

From 5% to 95% Excel Proficiency: The AI Advantage

Even a basic understanding of Excel, say 5% to 10% proficiency, can be significantly amplified with the strategic use of AI. Individuals with limited Excel knowledge can leverage AI Tools to accomplish tasks that would typically require advanced expertise. AI bridges the gap between basic and expert-level capabilities. By incorporating AI, you can potentially unlock 90% to 95% of Excel's capabilities, using the program more efficiently and strategically.

The key lies in precise communication with AI tools. The more clearly you define your objectives and the data you're working with, the more accurate and Relevant the results will be. Think of AI as a highly skilled assistant that requires clear instructions to perform optimally. When you provide clear and specific prompts, AI will deliver precise and valuable outputs.

Applying Conditional Formatting using ChatGPT

To further enhance your Excel skills, we'll explore some advanced techniques with the aid of ChatGPT. One powerful example is conditional formatting, using background colours.

• Scenario: In a set of monthly test scores for students

  

  , you want to highlight those who score below 50 with a red background and those scoring above 50 with green.

• Leveraging ChatGPT: Ask ChatGPT: “Excel mein B43 se D50 tak value 50 se zayada ho toh background green aur agar 50 se kam ho toh red karne ke liye kaun sa formula use kar sakte hain” (Which formula will work to display green and red in range). ChatGPT provides detailed steps and the required formulas .

• Implementing Conditional Formatting: Following ChatGPT's guidance, select the range B43:D50 in your Excel sheet . Navigate to "Conditional Formatting", and from “New Rule” to pick up the last value (that uses a formula to determine which cells to format) . For background, make sure you click fill tab , select the green color, then click ok . Do the whole thing again in the same range for those under 50 with red . All these steps to highlight high-performing and struggling students become straightforward.

Data Formatting and Validation Using ChatGPT

Data management and standardization are crucial for analysis and reporting. Let’s explore how ChatGPT can assist with formatting and validating data in Excel.

• Scenario: To make sure name formatting is proper and that we eliminate extra spaces from them

  

  , we must validate so that no numbers can be entered into student name field

• Leveraging ChatGPT: we must tell chatGPT as per out dataset. “Excel mein A3 ko Proper Case mein convert karne aur extra spaces ko khatam karne ke liye formula batao.” (Formula to convert column A into Proper case and how to remove extra spaces). ChatGPT will display the result and we must copy/paste the first code into B column by value, instead of formula only for the purpose of testing . Now A has been reformatted and proper, we remove that data column.

• Data Validation: To data validation we must select only alphabets. To do that, select the data to be text , copy the formula provided by ChatGPT, then click Data validation and apply that here . Now numbers won't be accepted in this area. You have to enter the text format.

Constructing a Report Table From ChatGPT

Creating tables to organize and summarize data is a fundamental Excel skill. ChatGPT can help you construct complete tables quickly and efficiently.

Scenario: I wanted ChatGPT to generate a report table from scratch. To do this, I framed my request directly: “Excel Table Format mein 10 students ka data banana hain, column name hain Student Name, Student ID, Gender, %age Marks” (Make a data of 10 students in excel table with ID, name, marks and gender). Now ChatGPT will display the result, where you can copy/paste into excel to find the desired results.

Accessing and Utilizing ChatGPT

One of the most powerful ways to infuse AI into your Excel workflow is through ChatGPT. To get started, navigate to Google Chrome and search for "ChatGPT."

You’ll find various options, but select the official OpenAI ChatGPT link.

Once you’re on the ChatGPT interface, you'll see a "What can I help you with?" window. This is where you’ll input your Excel-related queries.

It is important to clearly define your needs, such as asking for formulas, data manipulation instructions, or explanations of complex features.

Example 1: Calculating the Sum of Monthly Test Scores

Let’s say you have a spreadsheet with student IDs and their monthly test scores for October, November, and December

. You want to calculate the total score for each student. Here’s how you can use ChatGPT:

1. Frame Your Query: Type a clear and concise question into ChatGPT. For instance: “In Excel, how do I add the values in cells B3 to D3 to get the total in cell E3?”

2. Review the Response: ChatGPT will provide the formula for calculating the sum. It will explain that the formula adds the values from cell B3 to cell D3, giving you the total in E3 . The beauty of ChatGPT is that it not only gives you the formula but also provides a user-friendly explanation.

3. Copy and Paste the Formula: Click the “copy code” button and go back to your Excel spreadsheet. Place your Cursor in the appropriate cell (E3 in this case) and paste the formula .

4. Apply the Formula to All Rows: Once the formula is in cell E3, double-click the small square at the bottom right corner of the cell. This will automatically apply the formula to all the rows in your spreadsheet, Instantly calculating the total scores for every student .

By using ChatGPT to assist with formulas, you can save time and effort, as well as reduce the risk of manual errors.

Example 2: Finding Average Numbers

Let’s say you have a spreadsheet with student IDs and their monthly test scores for October, November, and December. You want to find the average score for each student. Here’s how you can use ChatGPT:

1. Frame Your Query: Type a clear and concise question into ChatGPT. For instance: “In Excel, how do I find the average of the values in cells B13 to D13”

2. Review the Response: ChatGPT will provide the formula for calculating the average.

   

3. Copy and Paste the Formula: Click the “copy code” button and go back to your Excel spreadsheet. Place your cursor in the appropriate cell and paste the formula .

4. Apply the Formula to All Rows: Once the formula is in cell, double-click the small square at the bottom right corner of the cell. This will automatically apply the formula to all the rows in your spreadsheet.

Example 3: Finding Percentage Scores

1. Frame Your Query: The question for this Scenario would be, "In C23, I have obtained marks and the total marks 1100, percentage formula in Excel".

   

2. Review the Response: ChatGPT will provide the formula for calculating the percentage .

3. Copy and Paste the Formula: Click the “copy code” button and go back to your Excel spreadsheet. Place your cursor in the appropriate cell and paste the formula .

4. Apply the Formula to All Rows: Once the formula is in cell, double-click the small square at the bottom right corner of the cell.

Example 4: Determining pass/Fail scores

1. Frame Your Query: The question for this scenario would be, "Excel, in column B3 to D3, if the total marks are below 40, then write Fail, otherwise Pass, show. Formula?".

   

2. Review the Response: ChatGPT will provide the formula for pass or fail .

3. Copy and Paste the Formula: Click the “copy code” button and go back to your Excel spreadsheet. Place your cursor in the appropriate cell and paste the formula .

4. Apply the Formula to All Rows: Once the formula is in cell, double-click the small square at the bottom right corner of the cell.