6 Useful ChatGPT Prompts for Excel (You Only Need These 6)

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6 Useful ChatGPT Prompts for Excel (You Only Need These 6)

Mastering Excel is an important skill in the modern workforce. But even the most seasoned professionals can sometimes find themselves stuck on complex tasks. But what if there was a way to fix all your Excel problems using ChatGPT?

Let me show you 6 game-changing ChatGPT prompts that'll skyrocket your productivity. And as a bonus, I'll also show you a way to turn ChatGPT into a useful Excel assistant.

ChatGPT prompt templates

ChatGPT Prompts for Excel

When it comes to using ChatGPT to improve your Excel workflow, there are only 6 major use-cases where ChatGPT can help:

  • To explain how Excel function works.
  • To explain how to use the Excel function.
  • To write Excel commands.
  • To write Macros.
  • To perform complex tasks.
  • To use ChatGPT as a universal Excel assistant.

In this section, we'll go over each use case individually, along with the examples.

1. To Explain How Excel Function Works

It turns out ChatGPT is pretty good at explaining all kinds of stuff. So why not use it to answer your Excel questions? You can use the following prompt template.

Explain how Excel [name of Excel function] works. Go step-by-step.

I used the prompt template and asked ChatGPT to explain the Excel SUM function.

Explain how Excel SUM works. Go step-by-step.

Certainly! Excel's SUM function is used to add up a range of numbers within a selected set of cells. It's a fundamental mathematical function that helps you calculate the total of multiple values. Here's a step-by-step explanation of how the SUM function works in Excel:

  1. Select a Cell: Choose a cell in which you want the sum to appear. This is typically where you'll see the final sum of the numbers.
  2. Enter the SUM Function: In the selected cell, type =SUM(. This tells Excel that you want to use the SUM function to calculate a total.
  3. Select Range: Now you need to select the range of cells that you want to add up. You can do this by clicking and dragging the mouse over the cells you want to include in the sum, or you can manually enter cell references. For example, if you want to sum the numbers in cells A1 to A5, you can enter A1:A5.
  4. Close Parenthesis: After you've selected the range, type ) to close the parenthesis. Your formula should now look something like =SUM(A1:A5).
  5. Press Enter: Press the "Enter" key on your keyboard. Excel will immediately calculate the sum of the numbers within the selected range and display the result in the cell where you entered the formula.
  6. View Result: The cell will now show the calculated sum of the numbers in the selected range. For instance, if the values in cells A1 to A5 were 10, 15, 20, 5, and 30, the result would be 80.

Keep in mind that the SUM function can handle a range of different data types, not just numbers. If you include cells with text, logical values (TRUE/FALSE), or empty cells, Excel will attempt to sum them according to their relevant values or characteristics. However, the function will ignore cells that contain text or non-numeric data when calculating the sum.

Additionally, you can use the SUM function with multiple ranges or even individual cell references. For instance, you could use =SUM(A1:A5, B1:B5) to sum values from two different ranges. The SUM function can also be used in formulas with conditions, where you sum only the values that meet specific criteria.

In summary, Excel's SUM function is a powerful tool for quickly calculating totals of numeric values within specified ranges or cells. It streamlines the process of adding multiple values together, saving you time and reducing the risk of manual errors.

2. To Explain How to Use Excel Functions

Let's stay on the explaining one more second. But this time, let's kick it up a notch, and try to get a quick guide on how to use any Excel function. We can use the following prompt template to do so.

How to use Excel [Excel function] to [perform certain action]? Explain step-by-step, but leave out obvious instructions.

In the following example, I wanted to know how to get an average value from cells.

How to use Excel AVG to get the average value from all the fields in column C? Explain step-by-step, but leave out obvious instructions.

Certainly, here's a step-by-step guide on how to use the AVG function in Excel to calculate the average value from all the cells in column C:

  1. Open Excel: Launch Microsoft Excel and open the workbook containing the data.
  2. Navigate to the Cell: Click on an empty cell where you want the average value to appear. This cell will be your output cell.
  3. Enter the Formula: Type the following formula into the selected cell.
=AVERAGE(C:C)

Please note that the formula assumes that all the values in column C are numeric. If there are any non-numeric values, they will be ignored by the AVERAGE function.

Remember that Excel functions may vary slightly depending on the version you're using, but the steps provided should be generally applicable across different versions.

3. To Write Excel Commands

You also may need help with writing Excel commands. As it turns out, ChatGPT got you covered there as well. Here's a prompt template you can use to get any Excel command.

Write an Excel command to [perform certain action]. Respond with code only.

Using this prompt template, all you need to do is explain what kind of action you're trying to perform in Excel. And ChatGPT will do the rest.

Write an Excel command to use the SUM function to add up a range of cells. Respond with code only.

Sure, here's the Excel formula using the SUM function to add up a range of cells:

=SUM(A1:A10)

Replace A1:A10 with the actual range of cells you want to sum.

4. To Write Macros

If you're a fan of automation with Excel, you probably heard of macros. ChatGPT can guide you through creating and understanding macros.

A macro is an action or a set of actions that you can run as many times as you want. When you create a macro, you are recording your mouse clicks and keystrokes. (Source: Microsoft)

Below is a prompt template to help you achieve this.

Write a VBA Excel macro that [performs certain action]. Respond with the code only.

I tried to use it to get a simple macro that reads the value from a cell and opens a worksheet based on that value.

Write a VBA Excel macro that takes the value in cell C2 and finds the worksheet with the exact name. Respond with the code only.

Sure, here it is:

Sub FindWorksheetByName()
    Dim targetName As String
    Dim ws As Worksheet
    
    targetName = ThisWorkbook.Sheets("Sheet1").Range("C2").Value
    
    On Error Resume Next
    Set ws = ThisWorkbook.Sheets(targetName)
    On Error GoTo 0
    
    If Not ws Is Nothing Then
        ws.Activate
    Else
        MsgBox "Worksheet '" & targetName & "' not found."
    End If
End Sub

5. To Perform Complex Tasks

Excel is not just about cells and numbers. It's a powerful tool that can handle a wide range of complex tasks. Whether it's data analysis, visualizations, or advanced calculations, Excel has got it all.

As you probably already guessed, ChatGPT can assist you in solving these complex operations. All you need is to explain your problem and make sure to include all the details.

Act as a proficient Excel assistant. [Explain the task]

As you can see, I received the instructions, also with a brief explanation of what each function does.

Act as a proficient Excel assistant. Extract the fourth word in cell A1, but only when cell B1 is smaller than 10.

It sounds like you're referring to a scenario in a spreadsheet, possibly using Microsoft Excel or Google Sheets. If you want to extract the fourth word in cell A1, but only when the value in cell B1 is smaller than 10, you can use a combination of functions like IF, SPLIT, and INDEX (or SUBSTITUTE and MID). Here's how you might do it:

Assuming you're using Microsoft Excel:

In a different cell (let's say C1), you can use the following formula:

=IF(B1<10, INDEX(SPLIT(A1, " "), 4), "")

Here's how this formula works:

  1. SPLIT(A1, " ") - This function splits the text in cell A1 into an array of words, using space as the delimiter.
  2. INDEX(..., 4) - This function returns the fourth element from the array created by the SPLIT function.
  3. IF(B1<10, ..., "") - This checks if the value in cell B1 is smaller than 10. If true, it returns the result of the INDEX function; otherwise, it returns an empty string.

Make sure you adjust the cell references (A1 and B1) according to your actual data placement.

6. Turn ChatGPT Into a Useful Excel Assistant

It's useful to have a specific prompt for each Excel task. But in reality, it's hard to manage a large number of prompts. The better way is to have one prompt that will turn ChatGPT into an Excel assistant that can help you with any Excel task you need.

Here's the prompt that will turn ChatGPT into your personal Excel assistant.

Act as an Excel expert. Provide step-by-step instructions on how to complete a specific task in Excel. This could include tasks such as creating a pivot table, formatting data, using formulas or functions, creating charts or graphs, or any other Excel-related task. Clearly explain each step, specify any required settings, or options, explain what functions to use, and provide any additional tips or recommendations to ensure accurate and efficient completion of the task.

Help me with the following task: [describe your task]

The best part about this prompt is that you can use it for any Excel-related task. And you'll always receive clear step-by-step instructions.

Act as an Excel expert. Provide step-by-step instructions on how to complete a specific task in Excel. This could include tasks such as creating a pivot table, formatting data, using formulas or functions, creating charts or graphs, or any other Excel-related task. Clearly explain each step, specify any required settings, or options, explain what functions to use, and provide any additional tips or recommendations to ensure accurate and efficient completion of the task.

Help me with the following task: I need to hide all the cells where the value is smaller than 10.

Of course, I'd be happy to help you with that Excel task! To hide all the cells where the value is smaller than 10, you can follow these step-by-step instructions:

Step 1: Open the Excel spreadsheet containing the data you want to work with.

Step 2: Select the range of cells that you want to hide based on the condition (values smaller than 10). You can do this by clicking and dragging to select the range, or you can click on the first cell and then hold the Shift key while clicking on the last cell in the range.

Step 3: Once you've selected the range, right-click on any of the selected cells. This will open a context menu.

Step 4: In the context menu, hover over the "Format Cells" option and then click on "Format Cells."

Step 5: In the "Format Cells" dialog box that opens, go to the "Number" tab.

Step 6: In the "Category" list on the left side, select "Custom."

Step 7: In the "Type" field on the right side, enter three semicolons (;;;) without the quotation marks. This is a custom number format that will display the cells as blank while retaining their actual values.

Step 8: Click the "OK" button to apply the custom number format.

Step 9: After applying the custom number format, the cells with values smaller than 10 will appear blank, effectively hidden from view.

Step 10: If you want to revert the cells back to their original appearance, you can select the range again, right-click, choose "Format Cells," go to the "Number" tab, and select a different number format (such as "General") from the "Category" list.

Bonus: How to Use These Prompts Effectively

The prompts mentioned in this post are all part of Prompt Advance, a collection of more than 10,000 prompts to automate any task with ChatGPT. And the best part? They're all available directly in ChatGPT using our official extension.

Prompt Advance ChatGPT extension

Find out more about our ChatGPT prompt bundle.

Final thoughts

ChatGPT can help you with a variety of Excel tasks. And as it turns out, you don't need hundreds of prompts to solve all kinds of Excel problems.

By using the 6 prompt templates I shared with you today, you can tackle any Excel task you can imagine.

ChatGPT prompt templates

FAQ

Let's also address some of the common questions about Excel prompts.

What are Excel ChatGPT prompts?

Excel Chat GPT prompts are instructions being used with ChatGPT to provide information on how to accomplish Excel-related tasks.

What Excel tasks can ChatGPT help with?

ChatGPT can be used to handle a wide range of complex tasks. Whether it's data analysis, visualizations, advanced calculations, or writing complex macros, ChatGPT can help you accomplish any of these tasks.