These are the only tried and tested ChatGPT prompts you need to master Microsoft Excel for any line of work.

You can use ChatGPT to learn useful business and work apps, and Microsoft Excel should be on your priority list.

Find below the must-have ChatGPT prompts to learn and use the Excel spreadsheet app from scratch. Let’s get started!

Basic ChatGPT Prompts for Microsoft Excel

1. Explanation of Any Excel Function

Suppose you stumble upon an unknown Excel function, like HYPGEOM.DIST, at your workplace or in any data analysis project. You’re unable to find a satisfactory explanation anywhere online, or the explanations are too technical. Instead, use this ChatGPT prompt:

explain the HYPGEOM.DIST function of Microsoft Excel along with its arguments, optional arguments, and function variations. Give an example from the statistical analysis niche. Adjust the content for beginner-level Excel users. Use bulleted sentences instead of long paragraphs.

The prompt makes ChatGPT to explain the function in a structures manner spanning sections, like its definition, syntax, arguments, tips, an example from manufacturing quality control, and variations / usage options.

You can access the prompt and its responses in this shared ChatGPT workspace.

2. Explanation of Any Excel Workbooks

Suppose you’re a training data analyst and one of the project datasets is really troubling you. Instead of wasting your time, use the following ChatGPT prompt to ask this generative AI app to explain the dataset for you, along with data analytics insights suggestions:

I have a CSV dataset loaded in Excel and want to perform a comprehensive analysis. Suggest different ways I can explore the data, including: (1) calculating descriptive statistics (mean, median, mode, spread) for numerical columns, (2) visualizing data distributions using histograms or frequency tables, (3) identifying and handling missing values, (4) detecting outliers using methods like IQR or Z-scores, (5) analyzing correlations between numerical variables, (6) examining trends over time if the dataset includes timestamps, (7) breaking down categorical data with counts and percentages, (8) comparing metrics across segments (e.g., groups or regions), (9) computing key performance indicators (KPIs) relevant to the dataset, and (10) exploring hypothesis testing or A/B testing opportunities. For each approach, provide step-by-step guidance on how to implement it in Excel, and suggest how generative AI could assist in interpreting results or generating insights.

You can replace the numbered parameters or calculations using your own preferences and run the prompt.

Another option would be to get a clear explanation of a known or unknown dataset in a clear and concise language. Here’s the prompt to use:

Explain all possible aspects of the dataset uploaded, like statistics, business analysis, data analytics, forecasting, and whatever unique perspective you find in the uploaded data.

Use the Upload files and more button in the bottom left corner of the ChatGPT prompting window to attach your Excel workbook to the generative AI app.

3. Learning to Use Excel Formulas

If you wish to learn to use a specific function in Excel, use this prompt. Replace the placeholder text [Insert formula name, e.g., SUM, IF, VLOOKUP, etc.] with the function or functions you want to learn about:

I’m new to Excel and want to learn how to use formulas. Please explain how to use [insert formula name, e.g., SUM, IF, VLOOKUP] in a very simple way, with a step-by-step example. Assume I’ve never used this formula before. Also, explain what kind of task this formula is helpful for in real life. Use a small sample table to show how the formula works and what the result will be. Avoid technical jargon and keep the explanation beginner-friendly. Suggest one related formula I can learn next.

4. Learning Excel Sorting and Filtering

Suppose you have an Excel workbook and wish to narrow down the data shown in one of many tables. Upload the source Excel workbook to ChatGPT and enter the following prompt in ChatGPT’s Ask anything interface:

Show me how to sort by multiple columns, apply custom sort orders, and filter using text, number, and date conditions. Also, explain how to use the Filter by Color and how to clear or reapply filters. I’d like step-by-step instructions that reference actual columns or data in my file. If possible, provide tips for combining filters with formulas or conditional formatting for deeper analysis. Keep the tone instructional and clear so I can follow along easily within the ChatGPT interface.

5. Creating Excel Charts and Graphs

When you need to generate some data analytics visuals faster in Excel, you can upload the source dataset to ChatGPT. Then, use the following prompt to get expert insights into using and formatting Excel charts:

Use the uploaded Excel workbook to identify and suggest the most suitable charts based on the structure and type of data. Then, walk me through step-by-step instructions to create those charts directly from my dataset. Include guidance on formatting each chart for a professional, polished presentation—covering color schemes, axis labels, legends, titles, and layout adjustments. Also, show me how to make charts dynamic or update automatically if data changes. If relevant, explain how I can export or embed the charts into a website or presentation. Provide tips or additional insights that would improve data storytelling and visual impact.

6. Learning to Use Cell Referencing (Absolute & Relative)

Use this ChatGPT prompt to learn cell referencing in Excel:

I want to understand referencing in Excel, especially the differences between relative, absolute, and mixed references. Use examples from a basic dataset to show how each type works in formulas, and explain when to use each one in practical scenarios like copying formulas across rows or columns. Include tips for avoiding common mistakes and how to quickly switch between reference types using shortcuts. I’d also like advice on how these references affect functions like VLOOKUP or SUM. Make the explanation clear, with step-by-step guidance, and highlight best practices for working efficiently with references in real-world Excel tasks.

If you’ve got an Excel workbook with cell referencing issues, use this prompt instead:

I’ve uploaded an Excel workbook that contains several errors likely caused by incorrect cell referencing—such as wrong relative, absolute, or mixed references. Please scan the workbook and identify all cells where referencing errors are affecting calculations. Create a list that includes the sheet name, cell location, the faulty formula, and an explanation of what’s wrong. Then, suggest the corrected formula and explain why that reference type is appropriate. Prioritize accuracy and clarity, and include tips to avoid similar issues in the future. This should help me fix the file and understand how to manage references better going forward.

Intermediate ChatGPT Prompts for Microsoft Excel

7. Creating Conditional Formatting Rules

Suppose you’re analyzing a profit & loss report for a project. Here, Conditional Formatting can draw attention to negative values, such as losses or overspending, using red text or background shading. If you find this interesting, use this prompt to guide ChatGPT to help you learn and use Conditional Formatting in Excel:

I’ve uploaded an Excel workbook containing financial statements, and I’d like help applying effective Conditional Formatting Rules to enhance clarity and professional presentation. Please review the dataset and suggest which types of conditional formatting are most useful—such as highlighting negative values, flagging high or low variances, or using color scales for profitability and expenses. Guide me step-by-step on how to apply these rules, including dynamic formatting based on formulas or changing thresholds. I also want the formatting to be visually professional and presentation-ready, with appropriate color schemes and clean layouts. Show me how to make the rules adaptive so they update automatically as new data is added or modified. If possible, include tips to keep the workbook clean and avoid formatting clutter. Help me build a setup that’s insightful, easy to interpret, and suitable for sharing with stakeholders or including in a financial report.

You can replace the term Financial Statements with other topics, like sales performance data, project deadline, surveys, inventory levels, and stock data.

8. Learning to Use Data Validation Rules

You can learn and use Data Validation Rules in Excel to help improve data quality and analytics. This Excel skill comes in handy when working with datasets like Survey or Form Responses, Inventory or Stock Management Sheets, Financial Entry Logs, Sales Orders, and Customer Input Forms. Use the following ChatGPT prompt to get help with Data Validation for specific Excel workbooks and use cases by simply replacing the placeholder text:

I’ve uploaded an Excel workbook containing employee records or HR database details. Please help me create and apply appropriate Data Validation Rules to ensure data consistency—such as dropdown lists for departments, job titles, or employment status, and limits for dates and numeric entries like salaries or years of service. Guide me step-by-step on how to set up these rules, make them dynamic, and prevent invalid entries. Also, show how to format the sheet professionally so it’s clean, easy to use, and ready for reporting or analysis. Include best practices and tips for maintaining data accuracy at scale.

9. Creating Excel PivotTables

If you wish to create awesome and insightful PivotTables but don’t know how, don’t worry! Upload the Excel workbook into ChatGPT and use this prompt to get suggestions on PivotTables:

I’ve uploaded an Excel workbook containing structured datasets with multiple rows and columns. Please guide me on how to create effective PivotTables from this data. Suggest the best PivotTable layouts based on the type of data—such as summarizing sales, counts, or averages—and help me decide which fields should be rows, columns, values, or filters. Walk me through step-by-step creation, and show how to professionally format and present the PivotTables for clarity. Also, explain how to make them dynamic so they update with new data, and include tips for grouping, sorting, and using calculated fields to enhance data analysis.

You can replace mentions of data types, like sales, counts, etc., with appropriate data terminologies from your own domain.

10. Creating Custom Number Formatting

Here are some scenarios where you can use Excel Custom Number Formatting:

• Display large numbers as thousands or millions (e.g., show 1,200,000 as 1.2M)
• Show negative numbers in red or brackets for financial clarity
• Hide zero values without affecting calculations
• Add text labels to numbers (e.g., 90% as 90% Complete)
• Format phone numbers into (123) 456-7890 style
• Add leading zeros to IDs or codes (e.g., 000123)
• Create date/time variations like “Mon, Jan 01” or “01-Jan-2025 14:00”
• Format fractions (e.g., 0.75 as 3/4)
• Show units like kg, cm, or $ inline with numbers
• Use color formatting inside cells using [Color] codes (e.g., [Green] for positive)

Use this prompt to write a custom number formatting code along with showing the steps to apply these in bulletted sentences. Replace the use case, like Show negative numbers with Hide zero values to use the same prompt for multiple use cases:

I want help with creating custom number formatting in Excel to display large numbers in a cleaner, more compact format. Specifically, I’d like to format numbers so they appear as thousands (with “K”) or millions (with “M”)—for example, 1,200 as 1.2K or 1,200,000 as 1.2M. Also, include a fun twist: show these numbers inside a symbolic “KFC box” style—maybe by surrounding them with brackets or using a boxed look for presentation. Please guide me step-by-step on how to apply this formatting, and explain how to adjust it for different number ranges and improve visual appeal in dashboards.

11. Setting Up IF Statements and Nested IFs

You often need to use IF statements and nested IFs as complex formulas in many Excel worksheets. Use the following prompt to master how to use the IF statements and nested IFs accurately in loan approval workflows:

I frequently use IF statements and nested IFs in complex Excel worksheets and want to master how to apply them accurately in real-world loan approval workflows. Please guide me step-by-step on how to build logical formulas that evaluate multiple conditions—such as credit score, income level, employment status, and debt-to-income ratio—to determine loan eligibility. Show me how to structure nested IFs for clarity and performance, and explain when to use alternative functions like IFS, SWITCH, or LOOKUP for better efficiency. Include tips on avoiding errors, improving readability, and organizing logic for easier updates in large financial workbooks.

Other niches where you can use this ChatGPT prompt are as outlined below:

• Grading systems in schools
• Loan approval workflows
• Inventory restocking rules
• Employee bonus eligibility
• Tax bracket calculation
• Customer segmentation

Advanced ChatGPT Prompts for Microsoft Excel

12. Convert Formula to LAMBDA

Convert formulas to LAMBDA when you want to reuse logic across your workbook, reduce repetition, and make complex formulas easier to understand and maintain. It’s especially useful for abstracting business rules, improving collaboration, and building cleaner, modular Excel solutions.

To use a ChatGPT prompt for this, first use the FORMULATEXT function in Excel to convert a formula into its formula syntax.

Now, copy the content of the FORMULATEXT cell, select another empty cell, and press Ctrl + Alt + V to bring up the Paste Special dialog box.

Select Values below the Paste column and click OK to paste the text values of the formula syntax.

You can now easily copy the formula syntax and use that to replace the placeholder formula in the following ChatGPT prompt:

Please convert the following regular Excel formula into a Lambda formula: =B2*A2.

Use your own formula in place of =B2*A2.

13. Suggest Names for LAMBDA

based on a best practice for names, so they’re consistent

Suggest names for a LAMBDA function on the basis of the best practice for names, so they’re consistent and performs the following task: [placeholder task]

In place of [placeholder task], you might enter the actual formula syntax or the task.

14. Convert Formula to LET

You can use this ChatGPT prompt to convert regular formulas to the LET function. To copy the source formula syntax, use the FOMRULATEXT method explained earlier.

Please convert the following Excel formula into the LET function. Make the conversion as straightforward as possible by clearly defining variables and simplifying where possible. If additional explanations or support are needed to improve the formula or understanding, please include them.

Formula: =B2*A2 + C2*D2

Professional ChatGPT Prompts for Microsoft Excel

15. Generating a Monthly Sales Report

Give the following ChatGPT prompt for Excel a try to create monthly sales reports from uploaded workbooks:

I need to generate a structured monthly sales report using Excel. I’ll upload a source workbook containing transactional sales data—columns include date, product category, sales amount, region, and salesperson. The report should use pivot tables to summarize monthly totals, sales by product, and regional distribution. Include visualizations such as line charts and clustered column graphs. Apply conditional formatting to highlight top-performing products and underperforming regions. Help me build a clean dashboard layout with slicers for month, region, and product. The data should auto-update when new entries are added, possibly using dynamic named ranges. Please suggest additional formatting or interactive features that enhance presentation and usability.

16. Creating a Yearly Revenue Trend

Do you want to create a yearly revenue trend using your multi-year sales data? Use this prompt now:

Need assistance visualizing a yearly revenue trend in Excel based on multi-year sales data. I will upload a workbook containing columns for transaction date, total revenue, product line, and sales channel. Extract and summarize total revenue per year and display it using a line graph with data markers and a linear trendline. Include labels, formatted axes, and color-coded segments by year. Add support for dynamic data expansion and possibly sparklines for compact views. Suggest formatting tips to make the trend visually appealing and suitable for presentation to stakeholders. If helpful, include slicers or filters to explore trends by product line or channel.

17. Suggest a List of Potentially Interesting Metrics

Suppose you have a large dataset and are looking for suggestions on metrics you can include in the dashboard made from such a dataset. Use this ChatGPT prompt to list interesting metrics that add value to your Excel report:

I’ve uploaded a workbook derived from the [DATASET_NAME]. Please analyze its structure, content, and existing visualizations. Based on the nature of the dataset and the insights already included in the dashboard, suggest 10 relevant and impactful metrics or KPIs that should be added to enhance decision-making and storytelling.

Sample dataset name placeholder options (choose one):

• Integrated Postsecondary Education Data System (IPEDS)
• UNESCO Education Dataset
• American Community Survey (ACS)
• Education at a Glance – OECD
• World Bank Education Statistics

You can try your own dataset’s name in place of the above list as well.

18. Forecast Sales

If you wish to forecast sales, try this ChatGPT prompt for Excel:

I want to create a sales forecast model in Excel. I’ll upload a source workbook that includes historical monthly sales data with columns for date, region, product type, and units sold. Use built-in Excel functions like FORECAST.ETS or Data Analysis Toolpak to project future sales. Include a line graph comparing historical vs. forecasted sales with confidence intervals. Add labels, clear titles, and distinct color formatting for easy interpretation. Recommend a way to incorporate adjustable variables like seasonality or growth assumptions through input cells or dropdowns. Also, guide me on structuring the sheet for future updates and maintaining data integrity during expansion.

19. Creating a Financial Model to Calculate ROI

Want to create a financial model? Use this simple ChatGPT prompt after uploading your Excel workbook:

I need to develop a financial model in Excel to calculate ROI. The source workbook I’ll upload includes data on project investments, cost breakdowns (CAPEX/OPEX), revenue inflows, and discount rates. The model should compute ROI, NPV, and payback period. Structure it into clearly labeled input, calculation, and output sections. Use data validation and structured tables to minimize errors. Recommend formatting methods such as color-coded input cells, collapsible sections, and drop-down menus for assumptions. I’d also like a summary dashboard showing visual KPIs using data bars or icon sets. Ensure that the model is easy to audit, scalable, and designed for decision-making.

20. Creating a Project Timeline

To create a project timeline, use this effortless ChatGPT prompt:

Looking to build a dynamic project timeline in Excel. I will upload a workbook with task data including task name, start and end dates, duration, and assigned team member. Use this to create a Gantt chart to visualize the schedule. Incorporate conditional formatting for overdue tasks, milestone indicators, and progress bars. Make the chart dynamic—updating automatically with date changes. Recommend formatting tips for color-coded categories, status-based visuals, and interactive elements like dropdown filters for team or phase. The design should be professional, printable, and suitable for sharing in stakeholder meetings or project updates.

Academic ChatGPT Prompts for Microsoft Excel

21. Calculating Mean, Mode, and Median

Need to learn how to calculate Mean, Mode, and Median, or how to use these in live Excel workbooks? Use this ChatGPT prompt right now:

Hi ChatGPT! I’d like to analyze some descriptive statistics from an Excel file, which I will upload here. Please help me calculate the mean, mode, and median for a few selected columns of numeric data. Once calculated, can you also recommend how to format the results in Excel (e.g., conditional formatting, cell styling) to make these values more visually distinct? If there are missing or invalid entries, suggest a clean method to handle them too. Feel free to propose any other useful visualizations (like bar charts or frequency tables) that could add context or insight to the summary.

22. Learning Standard Deviation

Do you want to learn to calculate standard deviation or use it in one of your Excel workbooks? Run this prompt in ChatGPT after uploading your workbook:

Hey ChatGPT, I’ve got a dataset in Excel that I’ll upload now. I want to calculate the standard deviation for specific columns to understand data dispersion. Can you walk me through doing this in Excel using formulas or built-in tools? I’m especially interested in both sample and population standard deviation. Also, please suggest how to color-code or format high and low deviation results for easy interpretation. If applicable, can you also explain how to group the data (maybe with pivot tables or grouped bars) for further clarity? Highlight any error handling or formatting tips you find useful.

23. Performing a Linear Regression

This ChatGPT prompt will help you learn and apply linear regression:

Hi ChatGPT, I’m analyzing a dataset in Excel (which I’ll upload) and need help performing a linear regression to explore the relationship between two variables. Please guide me on how to use Excel’s Data Analysis Toolpak or formulas to do this. Once complete, suggest how to display the regression equation and R-squared value clearly in the sheet or chart. Can we also format the output for presentation purposes (e.g., chart labels, axis styling)? If the data shows any outliers, let me know how to detect and highlight them effectively. Any bonus tips on trendlines are welcome too.

24. Performing a Multiple Regression Analysis

If you want to learn or use multiple regression analysis in any of your upcoming projects, try this ChatGPT prompt for Excel:

Hey ChatGPT! I’m uploading an Excel workbook containing several variables, and I’d like to perform a multiple regression analysis with one dependent and multiple independent variables. Please guide me step-by-step using the Analysis Toolpak or formulas, and explain how to interpret the regression coefficients. Can we format the output table for clarity—maybe use borders, highlight p-values, or color-code significant variables? If any assumptions of regression are violated, please advise how to test or address them in Excel. I’m also open to ideas on how to visually present this analysis using custom-styled Excel charts.

25. Performing ANOVA Analysis

Here’s how you can perform an ANOVA analysis in Excel with the help of this ChatGPT prompt:

Hi ChatGPT, I have an Excel dataset ready to upload and want to perform a one-way or two-way ANOVA analysis to test variance among groups. Please assist me in setting this up using Excel’s Data Analysis Toolpak. I’d also appreciate your suggestions on formatting the results: for example, highlighting significant F-values, or color-coding group means. If the analysis shows a significant result, can you recommend how to present post-hoc comparisons in Excel too? Lastly, if possible, help me build a simple visual (like a boxplot) to represent group differences in a clean, styled format.

Conclusions

So, these are some of the tried and tested ChatGPT prompts for Microsoft Excel that you can use in real world personal, work, and academic contexts.

If you enjoyed the Excel guide and want more tutorials like this, leave a comment to let us know and share your suggestions for the next Excel topic you’d like to see. Also, feel free to share the guide with your friends, colleagues, and family to help them learn Microsoft Excel effortlessly.