Have you asked AI to build a spreadsheet formula, pivot or chart for you?

You describe the result you want in plain words, and Copilot in Excel or Gemini in Sheets builds it. ChatGPT or Claude can also analyze an uploaded file.

How to automate it

How to automate “build or update spreadsheet reports by hand”

Here are 2 ways to spend less time on this, best first. Each comes with steps you can follow today and, for AI fixes, a prompt to copy.

60 min

typically, once a week

60%

of the time can be automated

Some setup

to set up

Fix 1 of 2

AIBest fix

Let AI build the formulas, pivots and summary

Copilot in Excel, Gemini in Sheets, or uploading the file to ChatGPT or Claude can build the pivot, the chart and the commentary in minutes.

Typically saves about 50% of the time10 min to set up

1Export or open the data.
2Ask Copilot in Excel or Gemini in Sheets, or upload the file to an approved AI assistant.
3Describe the report you want, including the breakdowns.
4Check the totals against the source before you share.

Prompt to copy

Here is [DESCRIBE THE DATA]. Build a summary that shows [THE NUMBERS YOUR MANAGER WANTS] by [BREAKDOWN], compared with [LAST PERIOD]. Give me the Excel formulas or pivot setup to reproduce it, and three sentences on what changed and why it matters.

Tools: Copilot in Excel · Gemini in Google Sheets · ChatGPT or Claude with file upload

Fix 2 of 2

Automation

Build the report once so it refreshes itself

Connect the spreadsheet or dashboard straight to the source so next week's report is already done.

Typically saves about 80% of the time4 h to set up

1List where each number comes from.
2Use Power Query (Excel), a connected sheet, or a Google Data Studio or Power BI dashboard pulling from the source.
3Schedule the refresh and send the link instead of an attachment.

Tools: Excel Power Query · Power BI · Google Data Studio (formerly Looker Studio) · Google Sheets connectors

Quick wins

Have you tried…

Have you asked AI to build a spreadsheet formula, pivot or chart for you?: You describe the result you want in plain words, and Copilot in Excel or Gemini in Sheets builds it. ChatGPT or Claude can also analyze an uploaded file.

Who does this task

Roles in our library that list this as one of their common tasks. Each guide covers the rest of that role’s week.

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