"The CSV data exported from our old system is a mess, and I spend hours fixing it manually every month. I know there's a formula for this, but I can't find one that fits my specific case..."
In general administration, I often hear these struggles with Excel and spreadsheets. Consolidating sales data, merging customer lists, or doing endless manual copy-pasting. Even when you know there must be a more efficient formula or macro, you end up spending hours Googling, testing, and fighting with errors.
AI can help carry the burden of finding and troubleshooting the right spreadsheet solutions.
Describe the Goal, Let AI Write the Formula
The process I use is incredibly simple. All you have to think about is the current state of your data and the result you want to achieve. You just explain it in plain words and hand it to the AI.
"Create an Excel formula (or macro) based on the following conditions:" - Column A has the 'Name', and Column B has the 'Company'. - I want to cross-reference this with a customer list on another sheet, and output the 'Sales Amount' into Column C for matching names. - If there is an error, leave the cell blank.
Just by inputting this, the AI will provide the exact formula (like VLOOKUP or XLOOKUP) tailored to your situation, or even the macro code if needed, along with step-by-step instructions on how to use it.
Why I Personally Prefer "Claude" for This
Even for tasks close to programming like this, I personally often use a tool called Claude (its current model).
In my experience, Claude is exceptionally good at explaining "why" a formula works. If you encounter an error and simply reply, "I got this error," it is adept at troubleshooting the cause and proposing a fix alongside you. For about ~$20 a month (varies by tax/plan as of June 2026), it can feel like having a spreadsheet expert sitting right next to you.
My Personal Rule: AI Drafts, Human Verifies
While AI is a powerful tool for organizing data, there are personal rules I always follow.
"AI proposes the formula, Human verifies."
And along with this: "Never input personal or confidential information into the AI." I make sure to anonymize data, check the AI's data-use settings, and confirm my own company's privacy policy before using it. The trick is to give the AI the "column structure" and the "logic," never the actual customer names or real financial figures.
I always test the proposed formula in a separate file or with dummy data first. AI does not replace your staff. It is simply a support tool to reduce the stress of struggling with complex formulas so you can focus on your core work.
Let AI handle the tedious mechanics of spreadsheet searches and error troubleshooting. Use your saved time and energy to focus on actual data analysis and the thoughtful work only a human can do. I believe this is the smartest way for an administrative team to use AI.
Start Small: Get the Free Checklist
Note: This is a personal account, shared for free — not professional advice. Results vary and nothing here is guaranteed. Please verify and decide for your own situation. I have no affiliation with any tool mentioned. Privacy Caution: Do not input personal or confidential information into an AI without checking your company's policy or anonymizing it first.
If it's useful, I've published a free 12-step checklist based on my experience on how to start safely. It covers the safety rules I use, tasks to try first, and how to set up an account.
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I'll keep sharing concrete examples of "Right-sized AI" for SMEs based on my own experience. Follow along if you want practical, hype-free information.