Help with Spreadsheets and Data
Spreadsheets can be intimidating, but AI makes them more accessible. Whether you need to write formulas, analyze data, or just figure out how to do something in Excel or Google Sheets, AI can help.
What You'll Learn
How to use AI to work with spreadsheets more effectively, even if you're not a spreadsheet expert.
Why This Matters
Spreadsheets are everywhere in work and life. AI can help you go from frustrated to functional, completing tasks that used to take hours.
What AI Can Help With
- Writing formulas - From simple to complex
- Explaining formulas - Understanding what they do
- Data organization - Structuring information better
- Analysis suggestions - Figuring out what to look for
- Troubleshooting - Fixing errors and problems
- Creating charts - Visualizing your data
Getting Help with Formulas
Describe What You Want
Don't worry about technical terms - just explain your goal:
"In Google Sheets, I have sales numbers in column B and I want to add them all up. What formula do I use?"
AI will respond: =SUM(B:B) or =SUM(B2:B100)
More Complex Formulas
"I have a list of products with prices in column B and quantities in column C. I need to calculate the total value (price times quantity) for each row, then sum everything up."
Conditional Formulas
"I want to count how many cells in column A contain the word 'Complete'"
AI: =COUNTIF(A:A, "Complete")
Date Formulas
"How do I calculate how many days between two dates in Excel? The dates are in cells A2 and B2"
Understanding Existing Formulas
If you find a confusing formula:
"What does this Excel formula do? =IF(B2>100,B2*0.9,B2)"
AI will explain: "This gives a 10% discount if the value in B2 is over 100, otherwise it keeps the original value."
Describing Your Data Problem
Be specific about your data:
"I have a spreadsheet with:
- Column A: Employee names
- Column B: Department
- Column C: Salary
- Column D: Start date
I want to find the average salary for each department. How do I do this?"
Common Spreadsheet Tasks
Removing Duplicates
"How do I find and remove duplicate rows in Google Sheets?"
Sorting and Filtering
"How do I sort my data by multiple columns in Excel?"
Combining Data
"I have two spreadsheets with customer info. How do I combine them based on email address?"
Splitting Data
"I have full names in one column. How do I split them into first name and last name columns?"
Converting Data
"My dates show as numbers like 45000. How do I convert them to actual dates?"
Try It Yourself
Think of something you've struggled with in spreadsheets:
Then follow up:
- "Can you explain that formula step by step?"
- "What if I want to see this as a chart?"
- "How do I set this up so it updates automatically each month?"
Data Analysis Help
Even for basic analysis, AI can guide you:
"I have sales data for the past year. What should I analyze to understand trends?"
Or:
"Here's my data. What insights can you help me find? [paste or describe your data]"
Creating Charts and Graphs
"What type of chart should I use to show:
- Sales over time?
- Market share by product?
- Survey results by age group?"
AI will recommend the right visualization and explain how to create it.
Troubleshooting Errors
When something goes wrong:
"My Excel formula shows #REF! error. What does this mean and how do I fix it?"
Or:
"My VLOOKUP isn't working. It keeps returning #N/A. What could be wrong?"
Spreadsheet Best Practices
Ask for tips:
"What are best practices for organizing a budget spreadsheet?"
Or:
"How should I structure a spreadsheet to track project tasks and deadlines?"
Limitations
What AI can't do:
- Look at your actual spreadsheet (unless you paste data in)
- Click buttons or run macros for you
- Access live data from your files
What you need to do:
- Describe your data structure clearly
- Paste sample data when helpful
- Implement the suggestions yourself
Pro Tip
When asking about formulas, specify which program:
"In Google Sheets, how do I..." (might differ from Excel)
"In Excel, how do I..." (might differ from Google Sheets)
The differences are usually small, but sometimes syntax matters.
Common Questions
Q: Do I need to know spreadsheet terminology?
A: No! Describe what you want in plain language. AI will translate it into the right terms and formulas.
Q: Can AI write complex macros or scripts?
A: Yes, AI can write VBA for Excel or Apps Script for Google Sheets. Just describe what you want to automate.
Q: What if I paste my data and it's messy?
A: AI can work with messy data. Just describe what the data represents and what you're trying to do.
Q: Should I paste sensitive data into AI?
A: Be careful with sensitive data. You can describe the structure without including actual values, or use dummy data.
What's Next
You've learned to use AI for productivity at work. In the next module, we'll explore AI for creative tasks - writing, images, and more.