How AI Understands Spreadsheets

AI can't see your spreadsheet, but it can build a mental model from your description. The key is learning to describe your data clearly so AI can write the perfect formula.

The Description Formula

When asking AI for Excel help, always include:

1. Column names and positions - "Column A has employee names, Column B has department"
2. Data types - "Dates in DD/MM/YYYY format, prices as numbers with 2 decimals"
3. Data relationships - "Each employee has multiple rows, one per project"
4. What you want to achieve - "Sum all sales for each department"

Bad vs Good Descriptions

Bad Description

"I have a spreadsheet with sales data. How do I calculate the total?"

AI can't help because it doesn't know your column layout or what "total" means to you.

Good Description

"I have a sales spreadsheet with:

• Column A: Date (MM/DD/YYYY)
• Column B: Salesperson name
• Column C: Product category
• Column D: Sale amount ($)

I want to calculate the total sales for each salesperson."

The Template

Use this template when asking AI for Excel formulas:

Key Takeaway

The more precisely you describe your spreadsheet structure, the more accurate the formula will be. Spend 30 seconds describing your data layout, and AI will give you exactly what you need on the first try.