How to use the COPILOT function in Excel with examples

• The Excel =COPILOT() function lets you use natural language to analyze or generate data directly in a spreadsheet.
• You type a prompt, optionally reference a data range, and Copilot outputs results such as summaries, classifications, lists, and more.
• It works like any Excel formula, updates automatically when data changes, and is currently available in preview for Microsoft 365 commercial customers.

Microsoft is adding a new AI-powered formula to Excel called the =COPILOT() function. Unlike the Copilot chatbot, this feature works directly inside a spreadsheet cell to help you analyze and generate data using natural language. In this guide, I’ll explain the function and how you can get started analyzing data in your spreadsheet.

What the COPILOT function does in Excel

The =COPILOT() function is like any other Excel function (such as SUM, PIVOTBY, etc.), but this one allows you to use natural language to process information. When you invoke the =COPILOT() function, the prompt you create will be sent to Copilot in the cloud, and it will use the Bing and ChatGPT integration to understand the prompt and process the data directly into an Excel grid. 

You can use the function for almost anything, such as wrangling data, summarizing feedback, categorizing information, and brainstorming ideas.

The idea of this function is to enable anyone to perform advanced tasks without requiring Excel syntax mastery. Also, when your source data changes, COPILOT outputs update automatically, and since this works inside of Excel, you can embed COPILOT inside IF, SWITCH, LAMBDA, WRAPROWS, and others.

Requirements and limitations of the COPILOT function

Currently, the function is rolling out for Excel (build 19212.20000) on Windows 11 and the macOS version (build 25081334) of the app through the Beta Channel. However, it’s limited to commercial customers with a Microsoft 365 Copilot license, meaning it’s not available for regular consumers. If you have a Microsoft 365 Personal or Family subscription, you will notice the function, but it won’t work, and you’ll see the “BLOCKED” error message.

You can only use up to 100 calls per 10 minutes (300 per hour). However, you can help manage quotas by using array inputs.

Only works with data within the workbook. You cannot use web or external data access yet.

If you plan to use this function, consider that the AI can make mistakes, so it’s not recommended to use it for critical numeric calculations.

In this guide, I’ll outline the steps to get started using the =COPILOT() function with Excel.

How to use the COPILOT function in Excel

To get started with the =COPILOT() function, follow these steps:

1. Open the Excel app.

2. Create a spreadsheet with the data you want to analyze.

3. Type the following function and press Enter:

   =COPILOT("prompt_part1", [context1], [arguments])

   

When you run the function, the data will be sent to the chatbot in the cloud, and it’ll output the answer in the corresponding cells.

Here’s a breakdown of the function:

• =COPILOT: This is the function name. It tells Excel to call the built-in AI Copilot engine to process your request. Unlike standard functions (=SUM(), =AVERAGE()), COPILOT doesn’t require strict Excel syntax. You can use natural language instructions.
• prompt_part1: This is your natural language input (always in quotes). You can think of it as a command telling the app what you want: summarize, classify, explain, or generate text. Be specific. For example, “Summarize in one sentence” gives clearer results than just “Summarize”.
• context1: In here, that’s where you provide the data range Copilot should analyze.
• arguments (optional): This is where you can pass additional inputs. It’s less formalized than typical Excel arguments—you use text to refine instructions.

Example 1 without arguments: =COPILOT("Summarize this feedback into a paragraph", C2:C15)

• =COPILOT: Tells Excel to use AI.
• "Summarize this feedback into a paragraph": Your instructions using natural language.
• C2:C15: The text range with customer feedback.
• No third argument: Default behavior, Copilot decides how to output.

Example 2 using all the options: =COPILOT("Summarize reviews in one sentence per row", A2:A20, "Output as a list")

• =COPILOT: Tells Excel to use AI.
• "Summarize reviews in one sentence per row": Your instructions using natural language.
• A2:A20: Input data.
• "Output as a list": Extra formatting instruction.

If you don’t provide data, it only responds to your prompt. For example: =COPILOT("Write 5 team name ideas for a cycling club").

Microsoft says that this function never uses your data to train AI models. However, you’ll be sending the data to the cloud, so you have to be cautious about the data you use. The company also has a support page with all the details to use the COPILOT function.