From data overload to actionable insights

Sebastian Dewhurst at EASA describes how AI is changing spreadsheet analysis

Do you remember the “old days” of spreadsheets, when they were used purely for number crunching? Those were dark times. Back then, spreadsheets involved manual work. A lot of it. Accountants in the 60s and 70s filled out paper sheets by hand, making each calculation tedious and error-prone. Efficiency wasn’t about automation or AI; it was measured by how many nested IF statements you could pack into a single cell. And a perfectly executed VLOOKUP? That was seen as a true accomplishment, a rare display of mastery.

But then came the digital revolution, and spreadsheets got a major upgrade. First, we had LANPAR, then VisiCalc, and finally, Microsoft Excel. With these tools, we could do so much more than just add and subtract. We could create complex formulas, build pivot tables, and even write custom code using VBA.

Now, with it integrated into everyday tools and processes, we’re well and truly in the AI era. And spreadsheets? They’re even more powerful, enabling organisations to extract maximum value from their data. As AI continues to advance, we can expect even more groundbreaking developments. Let’s explore how it’s changing the way we analyse data in spreadsheets.

What AI is bringing to the table

Microsoft’s $1 billion investment in enhancing Excel with AI marks a significant step towards the future of productivity tools. This strategic upgrade is not merely about making small enhancements — it represents a fundamental change in our interaction with data.

What does this mean in practical terms? Here’s a look at some of the ways AI is shaking up the world of spreadsheets:

Natural language processing

Excel’s latest AI enhancements now include natural language processing (NLP), allowing users to engage with their data more conversationally. Instead of struggling with complex formulas or menus, you can simply type questions like, "How has our customer growth changed this year?" and receive an instant, detailed response.

This feature not only saves time but also makes data analysis accessible to everyone, regardless of their technical background. Even team members without a strong grasp of Excel can easily extract insights, leading to more collaborative decision-making.

Moreover, NLP allows for follow-up questions, such as "What caused the increase in customer growth last quarter?" This makes exploring data feel more natural, encouraging users to dig deeper without feeling overwhelmed. Overall, this shift towards conversational querying empowers users to make better use of their data more straightforwardly and intuitively.

Smart data cleanup

Data cleaning is often one of the most labour-intensive aspects of managing spreadsheets, demanding a great deal of meticulous attention to detail. Whether you’re working with sales figures, customer information, or inventory lists, ensuring that your data is accurate and consistent is crucial. However, the manual process of sifting through rows and columns to identify errors, inconsistencies, and duplicates can be time-consuming and tedious.

This is where Excel’s smart data cleanup features, powered by AI, come into play. By leveraging advanced algorithms, Excel can automatically scan your dataset for common issues, such as typos, formatting errors, and duplicate entries. This automatic identification not only speeds up the cleanup process but also reduces the likelihood of human error, ensuring that your data remains reliable and trustworthy.

Once potential issues are detected, Excel doesn’t just highlight them — it also suggests corrections and improvements. For example, if it identifies a duplicate customer entry, it might prompt you to merge the records or delete the redundant one. This approach simplifies the decision-making process, allowing you to make adjustments quickly and efficiently without getting bogged down in manual corrections.

Predictive analytics

Predictive analytics is a powerful feature that makes Excel a valuable tool for forecasting future trends. With AI integration, you can easily anticipate outcomes based on your current data, whether you’re looking to forecast sales, estimate future expenses, or predict market trends.

For example, if you’re a sales manager wanting to predict quarterly sales, you no longer need to build complex statistical models. Instead, you can simply input your sales data, and Excel will analyse it to identify patterns and generate forecasts for you. This means you can quickly see potential sales fluctuations and make informed decisions without getting bogged down in numbers.

Ensuring effective AI

The potential of AI-driven spreadsheets to automate tasks and boost productivity is exciting. However, it raises significant questions regarding control and governance that must be considered.

Keeping our data safe

When we think about using AI in spreadsheets, one of the biggest worries is data security. These tools often handle sensitive information, and a data breach could be a nightmare.

To keep our data safe, we need to take some serious precautions. This means using encryption to protect our files, making sure only authorised people can access sensitive information, and regularly checking how data is used. It’s also important to set clear rules about data handling so everyone knows what’s expected. By prioritising security, we not only comply with regulations but also build trust with our customers and stakeholders.

Making AI user-friendly for everyone

As AI becomes part of our toolkit, it’s essential to keep user experience front and centre. If these AI features are too complicated or confusing, people might shy away from using them instead of embracing the convenience they offer. We want everyone, no matter their tech skills, to feel empowered by these tools.

To do this, we should focus on creating simple and intuitive interfaces. Providing helpful tutorials and responsive design can go a long way. And let’s not forget about accessibility! It’s vital to ensure that everyone, including those with disabilities, can benefit from what AI has to offer. Ultimately, our goal should be to make AI tools powerful yet easy to use, helping people work smarter, not harder.

Encouraging a learning mindset

AI technology is always evolving, and so should our skills. Bringing AI into our spreadsheets presents a fantastic chance to create a culture of continuous learning at work. It’s all about encouraging everyone to enhance their understanding of these tools and learn more about data analysis.

Leaders can play a huge role by offering training sessions and workshops, as well as providing access to online resources. It’s also beneficial for tech-savvy team members to share their knowledge with those who may not be as comfortable with AI. By fostering a learning mindset, we can help everyone make the most of these advancements.

The future of spreadsheets

As we contemplate the future of spreadsheets in an AI-driven world, it’s crucial to address the challenges that accompany such advancements. Data security remains paramount, particularly as sensitive information flows through these automated systems.

Moreover, as we introduce AI into our daily workflows, the emphasis on user experience must remain a priority. Simplifying AI tools and providing resources for all skill levels will encourage adoption and utilisation.

Ultimately, this evolution towards AI-integrated spreadsheets signifies more than just a technological advancement; it represents a cultural shift in how we perceive and utilise data. The journey from the dark days of manual data entry to the enlightening era of AI-driven insights is indeed a remarkable one, and the future promises to be even more exhilarating.

Sebastian Dewhurst is the Founder of EASA

Main image courtesy of iStockPhoto.com and AndreyPopov