How to Use ChatGPT to Write Excel and Google Sheets Formulas

The short version

ChatGPT is very good at formulas when it can see what your data looks like. Describe the columns, paste three or four example rows, and say the answer you expect for one of them. That last part lets you check the formula immediately.

Step by step

1. Say which program: Excel (which version, if you know) or Google Sheets. Some functions differ.
2. Describe the columns: “A: date, B: customer name, C: amount, D: paid (Yes/No)”.
3. Paste a few example rows. Make up the names if the real ones are private; keep the format.
4. Describe the result: “In E2, show the amount if unpaid and older than 30 days, otherwise blank.”
5. Ask for an explanation of each part, so you can fix it later.
6. Test it on rows where you know the right answer before copying it down the whole column.

Prompts to copy

A formula:

I'm using [Excel 365 / Google Sheets]. Columns: A = date, B = customer, C = amount, D = paid (Yes/No).
Example rows:
2026-09-01 | Smith | 120 | No
2026-10-20 | Jones | 80 | Yes
In E2, I want the amount if it's unpaid and more than 30 days old, otherwise blank.
Give me the formula and explain each part in one line.

Fix an error:

This formula gives #N/A: [paste formula]. My columns are [describe]. What's wrong, and what's the fix?

Summarize data:

I have sales by date and product in columns A to C. How do I make a summary of total sales per product per month?
Explain the pivot table steps for [Excel / Google Sheets], then give me a formula alternative.

Example

For “total of column C where column B is ‘Smith’”, ChatGPT should give you =SUMIF(B:B,"Smith",C:C) and explain: look in column B for “Smith”, add up the matching values in column C. Test: add a Smith row by hand and check the total changes.

Mistakes to avoid

• Not testing. A formula that runs isn’t the same as a formula that’s right.
• Hiding your layout. Without your real column letters and a sample, ChatGPT guesses.
• Pasting confidential data. Use made-up names in your examples; the formula works the same.

When not to use it

For financial reports, tax figures or payroll, have the final spreadsheet checked by someone who knows the numbers. A small formula mistake copied down a column can be expensive.

Related: use ChatGPT for your small business.