If you’re wondering how to use Copilot in Excel to turn raw data into something useful, you’re not alone. Most teams are now using Copilot, but very few are maximizing its potential.
Microsoft Copilot in Excel changes that. It supports faster decision-making by handling tasks that typically slow teams down. For mid-sized organizations in sectors like education, government, and healthcare, this can create measurable gains in efficiency, without expensive upgrades.
This guide walks through what Copilot in Excel does, and how your business can make the most of it.
Why Excel Needs an Upgrade — and How Copilot Delivers It
Excel is still the tool most teams rely on for data analysis, but working with it can be slow and repetitive. It makes reporting dependent on formulas and filters.
But Copilot in Excel changes how teams interact with data. Built into Microsoft 365, it allows users to ask questions, and extract insights directly from spreadsheets, using plain language.
With Copilot, you can:
- Summarize trends without building formulas: Ask for a breakdown of key changes over time, like monthly spend or department performance, without touching a function.
- Create charts and tables with a single prompt: Describe the output you need, and Copilot will generate a visual or table using the data in your sheet.
- Spot outliers and patterns faster: Copilot can highlight anomalies or repeated trends, helping teams act on what’s unusual or expected.
- Compare year-over-year performance: Use prompts like “Compare Q2 this year to Q2 last year” to generate a quick side-by-side analysis.
- Pull key takeaways from raw data: Ask Copilot to summarize a dataset in plain language, which helps when reviewing large reports or prepping for meetings.
All of this helps reduce time spent on manual reporting and gives users better access to information already in their hands.
If you’re comparing Copilot with tools like ChatGPT, we’ve broken down how they differ in real-world use: Microsoft Copilot vs ChatGPT for Healthcare IT.
Setting Up Microsoft Copilot in Excel
To use Copilot in Excel, you’ll need to confirm access and ensure the right version of Microsoft 365 is in place. Copilot is available on desktop, web, and Mac, but only for users with eligible licenses and current updates.
Where to find Copilot in Excel:
- Excel for Windows (365): Open a workbook and look for the Copilot icon in the ribbon.
- Excel for Mac: Copilot appears in the toolbar once the feature is available to your account.
- Excel on the web: Accessible through Microsoft 365 in supported browsers.
- New Outlook/Excel experiences: Copilot appears as part of the sidebar or floating action panel.
If you don’t see the icon, start by checking:
- Your Microsoft 365 subscription plan
- Whether Copilot is enabled by your administrator
- That the app is up to date on your device
You can review Microsoft’s current licensing details for Microsoft 365 or speak with IT to confirm if your organization is Copilot-ready.
For a practical walkthrough of how to prepare your Microsoft environment, see our Microsoft 365 Setup Guide.
Real Ways to Use Copilot for Data Insights
Once Copilot is active, the real value is in how it broadens the way you use Excel. Here are some of the most useful ways business and IT teams can put it to work.
Automate Reports and Dashboards
Creating monthly reports or project summaries usually takes hours. Copilot can handle the repetitive tasks. It can:
- Generate pivot tables without manual setup
- Build charts based on written prompts
- Format data summaries in seconds
This is one of the fastest ways to use Copilot in Excel effectively, especially for teams with recurring reporting cycles.
Ask Natural-Language Questions
You don’t need to remember formulas or filter settings. Just type what you need:
- “What are the highest expenses this quarter?”
- “Show sales by department for Q2.”
- “Find outliers in last month’s inventory.”
This helps teams move quickly from raw data to answers, without relying on advanced Excel skills. This doesn’t even require any training.
Get Ahead on Finance Tasks
You might have wondered how to use Copilot for finance in Excel teams. Copilot can simplify day-to-day analysis with multiple methods. It can:
- Build draft budgets based on historical data
- Run forecasts using past trends
- Highlight variances in monthly reports
These use cases are especially relevant for CFOs or operations leads who work closely with Excel but need quicker output.
For broader leadership use cases, see 7 Ways to Use Microsoft Copilot for Business Leadership.
How to Get Consistently Better Results with Copilot in Excel
Once Copilot is active in Excel, getting strong results depends on how you use it day to day. These best practices focus on how to get the most from it:
- Clean your data first: Copilot works best with structured workbooks. Remove duplicate entries, use consistent column headers, and keep related data in a clear table format.
- Write clear, specific prompts: The more specific the request, the more useful the response. Avoid broad instructions and refer directly to column names, time frames, or objectives.
- Review outputs before sharing: Use Copilot to move faster, not to skip checks. When it generates a summary or builds a chart, confirm that the logic and context hold up.
- Start with one report or workflow: Choose something already familiar, like a budget workbook or monthly performance report.
- Coordinate with IT: Access, file locations, and update policies all affect how well Copilot performs across users. Structured collaboration between teams helps keep your Excel environment secure and consistent.
Well-managed environments built on Microsoft 365 tend to see smoother adoption, especially when Copilot becomes part of regular reporting cycles.
Common Roadblocks — and How to Handle Them
Even with Copilot enabled, small issues can get in the way. Here’s what to check if things aren’t working as expected in Excel.
- You don’t see the Copilot icon: Start by confirming license eligibility and update status. Copilot is available on Excel for desktop, web, and Mac — but access depends on your Microsoft 365 plan and admin settings.
- The output doesn’t look right: If a summary misses the point or returns vague insights, it’s often the result of inconsistent data formatting or unclear prompts. Structured tables and step-by-step requests tend to work best. Teams working with shared Excel files should also confirm that their file permissions and sync settings support real-time access.
- Users aren’t sure how to use it: Start with familiar tasks. Show how Copilot can create a chart or summarize a workbook they already manage.
- It’s unclear who signs off on results: When Copilot builds something new, someone still needs to validate it. Assigning that responsibility helps avoid confusion when sharing files or making decisions based on AI-generated output.
Most of these issues are due to setup gaps or unfamiliar workflows. Copilot in Excel works best when your environment is clean, your data is structured, and your team knows what to expect.
Take the Next Step with Copilot in Excel
Copilot in Excel is about giving teams faster access to the information they already rely on and making that process more efficient.
Davenport Group works with complex IT environments every day. Our team of professionals holds advanced certifications in Microsoft technologies and brings deep, practical experience to every project.
If you’re exploring AI features in Microsoft 365, or if you’re planning a broader modernization effort, we’re ready to help. Explore our Microsoft Consulting Services, or connect with our team to start a conversation.
Frequently Asked Questions
What is Microsoft Copilot in Excel?
It’s an AI feature built into Excel for Microsoft 365. It helps users summarize, analyze, and interact with data using natural language prompts.
How do I enable Copilot in Excel 365?
You’ll need a Microsoft 365 subscription with Copilot access. It must be enabled by your IT admin, and Excel should be updated to the latest version.
Can Copilot help with financial data analysis?
Yes. Copilot can generate forecasts, summarize budget performance, and identify key financial trends based on the data in your workbooks.
Is Copilot available on Mac?
Yes, Copilot is available in Excel on Mac, though features may vary slightly depending on version and rollout schedule.
How secure is my data when using Copilot?
Copilot adheres to Microsoft’s enterprise-grade security standards. As always, access permissions, data structure, and workbook sharing practices should be reviewed and maintained by IT teams.