How to Talk to AI: ChatGPT, Gemini, Copilot, Perplexity, Claude – Powerful Prompts for Excel & Google Sheets

Introduction

Artificial Intelligence (AI) is revolutionizing the way we interact with technology. Conversational AI models like ChatGPT, Gemini, Copilot, Perplexity, and Claude can enhance productivity, automate tasks, and provide intelligent insights. However, getting the most out of these tools requires knowing how to communicate effectively.

This guide will show you how to craft powerful AI prompts and explore specialized AI-powered prompts for Excel and Google Sheets to improve data management and analysis.

Why Learning AI Prompting Matters

Understanding how to structure prompts can help you:

• Get accurate and relevant responses
• Reduce trial and error when working with AI
• Automate repetitive tasks in Excel and Google Sheets
• Improve workflow efficiency in business and data management

Understanding AI Models: ChatGPT, Gemini, Copilot, Perplexity, and Claude

1. ChatGPT (OpenAI)

• Best for: General-purpose conversations, coding, content creation, and brainstorming
• Strength: Contextual memory and high-quality natural language understanding
• Tip: Use step-by-step prompts for detailed responses, such as “Explain step by step how to write an SEO-friendly article.”

2. Gemini (Google AI)

• Best for: Research, factual accuracy, and integrating with Google products
• Strength: Real-time internet access and deep integration with Google services
• Tip: Use multi-layered questions, such as “Summarize the latest trends in AI and compare them to last year’s developments.”

3. Microsoft Copilot

• Best for: Business productivity, Microsoft 365 applications, and coding
• Strength: Seamless integration with Word, Excel, Outlook, and PowerPoint
• Tip: Ask for actionable results, such as “Generate a PowerPoint outline on AI trends.”

4. Perplexity AI

• Best for: Real-time search, research-based tasks, and fact-checking
• Strength: Reliable citations and up-to-date information
• Tip: Use specific queries, such as “Provide cited sources for the impact of AI on small businesses.”

5. Claude (Anthropic AI)

• Best for: Ethical AI, creative writing, and philosophy-based discussions
• Strength: Advanced reasoning and AI safety focus
• Tip: Ask for nuanced perspectives, such as “Analyze the ethical implications of AI in hiring practices.”

How to Write Powerful AI Prompts

1. Be Specific and Clear

Good Prompt: “Generate a 500-word blog post on AI trends in healthcare, including examples and statistics.”
Bad Prompt: “Tell me about AI.”

2. Provide Context

Good Prompt: “You are a business consultant. How would you advise a startup on using AI for customer service?”
Bad Prompt: “How can AI help a business?”

3. Use Role-Based Prompts

Good Prompt: “You are an Excel expert. Create an advanced formula to extract the first name from ‘John.Doe@email.com‘.”
Bad Prompt: “Give me an Excel formula.”

4. Request Step-by-Step Explanations

Good Prompt: “Explain step by step how to use Pivot Tables in Excel for financial analysis.”
Bad Prompt: “Tell me about Pivot Tables.”

AI for Excel & Google Sheets: Smart Prompts for Data Mastery

Automating Data Entry

• Create a Google Sheets formula that automatically extracts dates from a mixed-format text column
• Generate an Excel macro that converts all text in column A to proper case formatting
• Write a VBA script to autofill missing data based on patterns from the previous rows
• Create a formula to automatically categorize expenses based on keywords in the description column
• Develop a conditional formatting rule that highlights duplicate entries across multiple columns
• Suggest an AI-powered method to extract customer names from raw email data in Excel
• Create a Google Apps Script to automatically insert the current date whenever a new entry is added
• Write an Excel formula to separate first names and last names from a full-name column
• Generate a custom function that flags incomplete entries in an inventory spreadsheet
• Provide a method to automatically update a stock price tracker in Google Sheets using AI tools

Cleaning & Organizing Data

• Write an Excel formula to remove leading and trailing spaces from text entries
• Create a Google Sheets function to detect and correct typos in a list of product names
• Provide a formula that normalizes inconsistent date formats into a single standard format
• Generate an Excel macro that identifies and corrects inconsistent capitalization across datasets
• Suggest a method to merge duplicate customer records while retaining key information
• Write a formula that removes special characters from a dataset, leaving only alphanumeric values
• Develop an AI-driven script to match and merge similar entries in an employee database
• Provide a Google Sheets function to split addresses into separate street, city, and zip code columns
• Create an Excel Power Query transformation that cleans and structures imported CSV data
• Suggest an efficient workflow to standardize phone numbers in an international customer database

Advanced Data Analysis

• Explain how to use Pivot Tables in Excel for sales trend analysis
• Provide a formula to calculate the moving average of monthly sales data
• Develop a Google Sheets script that automatically identifies outliers in financial reports
• Write a Power BI DAX function to compare sales performance across multiple years
• Generate an Excel function that ranks top-selling products based on real-time sales data
• Explain how to create an AI-powered dashboard for real-time financial tracking
• Provide an Excel formula that predicts future sales based on past performance
• Create a method to segment customer data based on purchasing behavior
• Develop a machine-learning approach to forecast seasonal business trends in Excel
• Suggest ways to visualize customer churn data using AI-powered tools in Google Sheets

AI-Powered Financial Calculations

• Write an Excel formula to calculate the Internal Rate of Return (IRR) for multiple investment options
• Generate a Google Sheets function that automatically converts currency exchange rates in real time
• Provide a financial model to analyze profit margins across different product lines
• Create an AI-powered script that predicts cash flow based on historical transactions
• Write an Excel formula to automate loan payment calculations with adjustable interest rates
• Explain how to use AI to detect fraudulent transactions in financial spreadsheets
• Develop an Excel function that automatically categorizes business expenses into tax-deductible and non-deductible
• Provide a step-by-step guide for using Excel to analyze stock market trends
• Generate a Google Sheets macro that pulls in stock price data and calculates moving averages
• Explain how AI-powered Excel plugins can improve financial forecasting accuracy

AI models like ChatGPT, Gemini, Copilot, Perplexity, and Claude are powerful tools when used effectively. By mastering AI prompts, you can unlock their full potential for productivity, data analysis, and automation—especially in Excel and Google Sheets.