How to Use Excel’s New Copilot Function Step by Step

Microsoft Excel just got a powerful upgrade! With the new Copilot function, you can now type =Copilot() directly into a cell and use AI just like any other formula. Instead of switching back and forth to another tool, you can generate ideas, analyze data, or summarize information right inside your spreadsheet.

In this post, I’ll walk you step by step through how Copilot can save you time and boost your productivity.

Unlocking the Power of Excel Copilot

The introduction of Copilot in Excel is a game-changer. It integrates AI capabilities directly into your spreadsheets. This means you can perform complex tasks without leaving the application. Let’s explore how you can leverage this feature effectively.

1. Generate Ideas with a Prompt

• Click into a cell (for example, A2).

• Type =Copilot("Give me three car types").

• Press Enter.

  
  

👉 Excel will return three car types, spilling them into adjacent cells.

You can also use Copilot to describe items:

• In the next column, type =Copilot("Give me a description of each", A2:A4).

• Press Enter.

  
  

👉 Now you’ll see professional-sounding descriptions for each car type—perfect for websites, reports, or presentations.

2. Analyze Customer Feedback (Sentiment + Categories)

• Suppose you have a list of customer reviews in column A.

• In column B, type: =Copilot("Evaluate these reviews", A2:A11, "Based on these headers", B1:C1).

• Press Enter.

  
  

👉 Copilot will return both sentiment (positive, neutral, negative) and category (quality, color, gas mileage, etc.).

You can even customize the sentiment display:

• Change the header to “Sentiment (😊 ~ 😐 ~ 😞)” and Copilot will return symbols instead of words.

  
  

Check out this HP 14 Ultrabook with Copilot AI

3. Summarize Feedback with GROUPBY

It’s hard to judge overall sentiment just by scanning text. You can combine Copilot with Excel’s GROUPBY function.

• Use: =GROUPBY(B2:B11, C2:C11, COUNTA).

• This quickly summarizes how many responses were positive, neutral, or negative.

  
  

👉 If your feedback data changes, both Copilot and GROUPBY automatically update.

4. Extract Names and Phone Numbers

If you have callback requests or text that includes names and phone numbers, Copilot can extract them for you.

• Type: =Copilot("Extract the name", A2:A11).

  
  

👉 You’ll get just the names.

• For phone numbers, Copilot can also generate a Regex (regular expression) pattern.

• Then, use Excel’s =REGEXEXTRACT() function with that pattern to pull out phone numbers or even just area codes.

  
  

👉 This method scales better for large datasets than calling Copilot repeatedly.

5. Build a Dynamic Itinerary

Need to plan a schedule? Try this fun example:

• In column A, enter time slots.

• In column B, type: =Copilot("Recommend an itinerary for a class visit", A2:A6, "for this grade level", C1).

  
  

👉 Copilot generates a full itinerary, tailored to high schoolers, kindergartners, or any group you specify.

You can also:

• Rate activities with fun scores (=Copilot("Rate these based on fun level (1-4 exclamation marks)", B2:B6)).

• Add emojis for each activity (=Copilot("Give me an emoji for each", B2:B6)).

  
  

6. Things to Keep in Mind

• Copilot is not meant for heavy math or massive datasets—Excel’s built-in formulas are better for that.

• You’ll need a Microsoft 365 Copilot license (work or school account only).

• Results recalculate every time you open the sheet, so save what you like before it changes.

  
  

Why This Matters

Excel’s Copilot function brings AI into the grid itself. Instead of copying data into ChatGPT or another tool, you can brainstorm, analyze, and extract insights right where your work lives. It’s a time-saver and a game-changer for everyday tasks.

Maximizing Your Productivity with Excel

To truly benefit from these features, consider integrating Copilot into your daily workflow. Here are some tips:

1. Set Clear Objectives

Before using Copilot, define what you want to achieve. Whether it’s generating ideas or analyzing data, having a clear goal will help you use the tool more effectively.

2. Experiment with Different Prompts

Don’t hesitate to try various prompts. The more you experiment, the better you’ll understand how to leverage Copilot’s capabilities.

3. Combine Functions for Enhanced Results

Use Copilot in conjunction with other Excel functions. For example, combining it with VLOOKUP or IF statements can yield more comprehensive results.

4. Stay Updated on New Features

Microsoft frequently updates Excel. Keep an eye out for new features that can enhance your productivity further.

5. Share Insights with Your Team

If you discover useful insights or techniques, share them with your colleagues. Collaboration can lead to even greater productivity gains.

---

Ready to master Excel and boost your productivity? Enroll in my Excel Essentials course today and take your skills to the next level!