3 Points for Getting Accurate Excel Functions from AI
Utilizing AI to streamline Excel operations is a very effective method, but if your questions are vague, you may not get the expected answers. There is a trick to the 'way' you provide information to extract accurate functions or macros from AI. In this article, we explain how to give instructions to AI—practical steps that even beginners can start implementing today.
- Convey the data structure (column order) specifically
- Use dummy data to protect confidential information
- The importance of following verification steps
The '3 Essential Pieces of Information' for Getting Accurate Answers from AI
When asking an AI about Excel functions or macros, the most important thing is to correctly convey the 'preconditions.' By providing the following three pieces of information together, the accuracy of the AI's response will improve dramatically.
First, the order of columns in the table. Please describe the data structure specifically, such as 'Column A is Date, Column B is Amount.' By grasping the overall picture of the table, the AI can accurately determine which cells to reference.
Second, details of what you want to do. Instead of an abstract expression like 'I want to calculate,' provide a specific goal such as 'I want to calculate consumption tax from the amount in Column B and output it to Column C.' Caution is needed because if instructions are vague, AI may suggest functions that don't align with your intentions.
Third, the version of Excel you are using. Since available functions and features vary depending on the version of Excel, telling the AI about your current environment is a crucial element for obtaining accurate answers.
- Content of Column A (e.g., Date)
- Content of Column B (e.g., Amount)
- Final goal (What you want to calculate/extract)
- Excel version being used
Using 'Dummy Data' to Balance Security and Accuracy
A concern when using AI for business tasks is the leakage of confidential information. However, you do not necessarily need to input real data to get accurate answers from AI.
The recommended solution is to communicate using 'dummy values.' While keeping the actual content of the data hidden, present fictitious values that only replicate the shape of the table (the column structure). This allows you to request the AI to construct accurate functions while protecting confidential information.
- Use dummy values instead of real data
- Convey only the structure of the table (column layout)
- Increase answer accuracy while ensuring information security
'Verification' to Correctly Reflect AI's Answers
When you receive an answer for a function or macro from AI, you should avoid applying it to all your data immediately. This is because the AI's proposal may not perfectly fit your current data situation.
First, include a step to check if it works correctly with a 'small number of rows.' Applying the formula to a few pieces of data and confirming that it produces the intended result before deploying it to the entire set is a safe and reliable way to operate.
- Do not apply AI's answer to everything immediately
- First, test within a range of a few rows
- Deploy to the whole after confirming it works correctly
- Those who want to streamline Excel functions using AI
- Those who do not get the expected answers when asking AI questions
- Those who want to consider security when using AI for business
- Dummy data
- Fictitious values prepared to replicate structure or format instead of real data.
- Function structure
- In Excel, the construction of which cells to reference from where to where, and what kind of calculation to perform.
FAQ
Will I get more accurate functions if I input real data?
No. As long as the structure is conveyed correctly, using dummy values is safer from a confidentiality standpoint. What matters is not the content of the data, but the 'shape of the table' and the 'details of what you want to do'.
What should I do if the function suggested by AI results in an error?
Try rewriting your instructions to be more specific and ask again. For example, providing more detail on the goal such as 'I want to calculate ~' or re-confirming the column order often leads to improvements.
The trick to extracting accurate Excel functions from AI lies in organizing information. Specifically convey three points: 'Column order,' 'Details of what you want to do,' and 'Version.' Furthermore, protect confidential information with dummy data, and once you get an answer, test it on a small number of rows. By thoroughly following these steps, AI will become a powerful partner supporting your work.