ChatGPT (web) or Copilot for Excel? Uses, Differences and Comparison

In 2025, you have som robust and distinct ways to leverage artificial intelligence for analyzing Excel spreadsheets. You can, for example, upload your data to ChatGPT and ask questions in conversation, or use Microsoft Copilot inside Excel to generate real-time results and automation.

These approaches serve very different needs, but both can deliver deep, actionable insights when applied well.

Using ChatGPT to Understand Your Excel Data

When you upload a spreadsheet to ChatGPT, the process goes far beyond simple number-crunching. ChatGPT is able to reconstruct the structure of your Excel file, identify how sheets and columns relate to each other, and detect underlying patterns that would otherwise require manual inspection. For example, if your workbook contains several sheets—such as separate tabs for sales, costs, and forecasts—ChatGPT can follow your instructions to compare the numbers, highlight discrepancies between planned and actual results, and point out potential risks or anomalies.

ChatGPT is especially powerful for cross-sheet analysis and for surfacing hidden relationships. Suppose you ask why your expenses seem higher in certain regions; ChatGPT can correlate cost centers with sales trends and may even suggest what could be causing the spike. It doesn’t just answer basic questions but helps you see the bigger picture by analyzing context and connecting the dots. If you ask for a rolling twelve-month average, ChatGPT doesn’t just give you a template formula—it will read your column headers, understand your layout, and produce a custom solution. This is particularly helpful for complex models where copying standard formulas isn’t enough.

Another strength of ChatGPT is its ability to generate practical code and formulas that suit your actual data, not just offer theory. If you request a formula that highlights negative trends or flags unusual spikes in spending, the AI produces code you can paste straight into Excel. It also helps identify common issues, such as duplicate data or inconsistent formatting, so you can clean your files before reporting.

Where ChatGPT really shines is in scenario-based thinking. For example, if you’re running forecasts under different economic conditions, you can upload both your base case and your revised file, and ask ChatGPT to walk you through the key differences, not just at the top line, but across every metric that matters. This level of insight helps teams anticipate business risks, adjust plans, and communicate results clearly.

ChatGPT’s work is always read-only. It never makes changes to your files, nor does it automate spreadsheet editing. Instead, it offers deep explanations, builds clear narratives, and suggests steps you can take next. In other words, ChatGPT is best used as a thinking partner that helps you see and understand the “why” behind your data—rather than a tool for direct spreadsheet manipulation.

Using Microsoft Copilot to Work Directly in Excel

Microsoft Copilot works right inside Excel, transforming the application from a static tool into a smart workspace. Unlike the traditional add-ins, Copilot is embedded within Excel itself and can access all of your spreadsheet’s formulas, formatting, and structure. This direct access is what allows Copilot to interpret your questions and act on your data immediately.

Copilot doesn’t just execute commands—it understands context, history, and relationships inside your workbook. If you ask it to create a sales forecast using last year’s logic, Copilot can find previous formulas or patterns and use the same approach for new projections. This is especially useful for complex files with linked sheets, as Copilot knows how to update all connected data automatically. It makes consolidation, report automation, and trend analysis much less manual, especially when you’re dealing with multiple departments or rolling up numbers across an organization.

Advanced analytics are no longer out of reach for everyday Excel users. Copilot can create dashboards, build regression models, run variance analyses, and visualize results—without requiring advanced knowledge of Excel’s deeper functions. For example, you can request a profitability dashboard with interactive slicers, or ask Copilot to highlight exceptions and explain why certain values fall outside of normal ranges.

The main advantage Copilot brings is real-time workflow efficiency. As you work, you can generate charts, update calculations, or apply complex formatting instantly, all without switching between applications or copying and pasting results. This is a game-changer for business teams that need to act fast, deliver up-to-date insights, and maintain consistency in their reporting.

It’s worth highlighting that Copilot is designed for users who want results and automation, not lengthy explanations. Its answers tend to be short, clear, and actionable. While you can ask Copilot to walk you through the logic of a formula or explain a trend, it focuses on getting things done, not on teaching the underlying business theory.

Key Differences Between ChatGPT and Copilot in Excel

The contrast between ChatGPT and Copilot comes down to how each supports your workflow and the kinds of insights you need.

ChatGPT operates as an external analysis engine and a conversation partner, ideal for exploring data, drawing out hidden patterns, and supporting strategic or “what-if” discussions. It’s the tool to use when you need a deep dive into your numbers, want help generating ideas, or need a plain-English explanation of complex relationships in your files. For example, ChatGPT is excellent for preparing executive summaries, writing up audit findings, or brainstorming scenarios with your team.

Copilot, on the other hand, is a productivity engine focused on speed, automation, and live action inside Excel. It excels at tasks where you need changes made directly in your workbook—whether that’s running monthly reports, creating dashboards, or standardizing how data is formatted and visualized. Copilot’s biggest strength is in execution and integration: you see results instantly and you’re always working with your actual data, not a copy.

There’s also a difference in how the tools handle reasoning and interaction. ChatGPT is designed for open-ended exploration, so you can keep asking “why” or “what if,” and it will adapt its answers to your line of thinking. Copilot is much more task-driven: it solves the question you ask and then waits for your next instruction.

For anyone managing or analyzing data at scale, the choice depends on your priorities. If you need clear explanations and support in figuring out what the numbers mean before you act, ChatGPT leads the way. If you’re focused on execution, automation, and getting results in real time, Copilot is the solution you want at your fingertips.

What’s New in 2025 for ChatGPT and Copilot

Recent updates in both ChatGPT and Copilot have made them more flexible, secure, and valuable for professional teams.

ChatGPT’s new GPT-4o model goes beyond handling just spreadsheets. Now, you can upload supporting materials such as PDFs, scanned documents, or even handwritten notes, and ChatGPT will find ways to link this information to your data analysis. This cross-format ability means you can streamline audits, compliance checks, and strategic planning, all in one conversation. The addition of Record Mode—where you can talk and have the AI transcribe and analyze your voice notes—makes it easier for managers and analysts who want to dictate or collaborate hands-free.

Microsoft Copilot has introduced major advancements in how it works with large, multi-sheet workbooks and complex business logic. The “Think Deeper” feature allows Copilot to answer tough, multi-step business questions—such as performing allocations, reconciling multiple time periods, or modeling financial scenarios that span across different departments. The coming Agent Store will let you use specialized AI “mini-apps” for niche tasks like monthly close processes or compliance reviews, all from within Excel.

Security and privacy are now much stronger across both tools. Organizations can set strict permissions, review AI activity logs, and make sure sensitive data is handled according to internal policy and regulatory standards. This is essential as finance and compliance teams become more comfortable bringing AI into their workflow.

When to Use Each Tool in Practice

In real business scenarios, the decision about which tool to use is usually driven by your stage in the analytical process and the complexity of your objectives.

ChatGPT is especially valuable early in a project, or anytime you need to deeply understand, interpret, or communicate the meaning behind your numbers before making changes. For example, when you need to identify underlying issues, brainstorm different forecast scenarios, or create an executive summary, ChatGPT’s conversational approach and ability to synthesize information from multiple sources provides the clarity and direction you need.

Copilot, meanwhile, shines during the implementation phase. When you already know the actions you want to take—such as automating routine calculations, building reports, or generating visual dashboards—Copilot’s real-time, in-place automation delivers immediate value. This allows you to focus on delivering results, reducing manual work, and keeping your data and reports up to date.

Many teams today combine the two approaches: first using ChatGPT to review and plan, and then switching to Copilot to execute changes and automate routine reporting. This combination lets you enjoy both deep understanding and fast, reliable results—making your data analysis smarter and your workflow more efficient.

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