The new =AI function in Google Sheets: Beyond Gemini and Excel Copilot

A new way to use AI directly inside Google Sheets cells

Until now, Gemini’s integration in Google Sheets was limited to the sidebar tool “Help me with Gemini”, which allowed users to ask general questions, generate charts, or highlight irregularities in data. With the release of the =AI formula, that support no longer stays in a side panel. Instead, AI becomes part of the actual spreadsheet workflow, generating text responses directly in cells.

Core functionality of the =AI formula

The =AI formula introduces a new way to interact with spreadsheets: it allows users to receive written output, generated by artificial intelligence, directly inside a cell based on existing data. You write a plain-language request (called a prompt) inside the formula, and Gemini returns a generated text that draws from the referenced cells. This lets you perform tasks that previously required external tools—now embedded directly in Sheets—for summarization, qualitative analysis, or content generation, all within the standard cell workflow.

=AI transforms text-based content in your spreadsheet into written output in natural language.

The most common use cases include...

• Summarizing blocks of text: distills long text into key points

• Tagging or classification: assigns categories to rows of data (e.g. “positive/negative” or “high/medium/low”)

• Drafting short operational content: creates descriptions, internal notes, titles, or pre-written responses ready for use

Syntax and input parameters

=AI("natural language instruction", cell_range)

• The prompt must be written in quotation marks; no nested formulas are allowed

• The referenced range can contain up to 200 cells maximum; larger datasets must be split

• The function returns static text in the cell; the result does not update unless the sheet is recalculated

A company that receives a large volume of customer comments can use the =AI function in Google Sheets to identify the most common concerns, requests, or suggestions across all responses. With a formula such as =AI("Summarize the key points from these customer comments", A2:A100), it becomes possible to produce a summary that highlights recurring themes and important issues, allowing teams to see at a glance what customers are saying most often.

When there is a need to organize feedback by sentiment, the formula can be adapted to quickly assign a tone to each entry. For example, =AI("Label each comment as Positive, Negative, or Neutral based on its tone", A2:A100) provides a way to categorize responses, making it easier to review and report on the overall mood expressed in surveys or public reviews.

In another common situation, a marketing team working on product listings might want to turn a list of keywords or product attributes into short, appealing descriptions. Using a formula like =AI("Create a 1-line product description based on these keywords", B2), they can quickly generate consistent and effective summaries for each item, helping to standardize content across a catalog and save time during campaign preparation.

Behind the scenes: what happens technically

1. Formula validation – When the user presses Enter, Sheets checks the syntax and range

2. Sending the request to Gemini – Sheets passes the prompt and associated data to Google’s servers via Workspace AI APIs

3. AI processing – Gemini interprets the request, applies a language model to the selected content, and generates the output

4. Returning the result – The generated text is returned to Sheets and written into the formula cell as a value (not a dynamic formula)

5. Caching and limits – To manage load and reduce delay, Sheets caches results; repeated requests may trigger errors like “Resource exhausted”

Practical limits and reliability

Area	Technical constraint	Real-world impact
Cell coverage	200-cell maximum per request	Larger datasets must be processed in segments
Output length	~4,096 characters per result	Longer responses are cut off
Privacy	Data sent to Google servers	Avoid sensitive content without obfuscation
Semantic accuracy	Summaries may skip or generalize	Manual review is strongly advised
Usage caps	Included in eligible Workspace plans	High-volume use may affect your AI quota

Comparison with Microsoft Excel and Copilot

Unlike Google Sheets, Microsoft Excel does not currently offer a function equivalent to =AI that allows freeform text generation inside spreadsheet cells. Excel's Copilot is available as a sidebar assistant that helps users generate formulas, build charts, perform descriptive analysis, and answer questions about data using a conversational interface. However, all of these features remain external to the worksheet grid—there is no direct integration into cell-level operations.

Practically speaking, this means Google Sheets users can initiate a fully embedded text-generation process within the spreadsheet itself. The =AI formula can be combined with other functions, used inside conditional logic, or included in workflows where formulas drive dynamic updates. In contrast, Excel users must interact with Copilot via the chat panel, often requiring manual copy-pasting to bring generated content into the sheet. Moreover, the cell engine in Excel remains separate from Copilot—AI cannot write into cells as part of a standard formula, and its output is not stored as a cell value unless manually pasted.

From a security standpoint, both tools process content via their respective cloud platforms and follow similar data-handling standards. From a workflow perspective, the main difference lies in the type of tasks each tool can automate. Sheets currently has the advantage in use cases involving repetitive or large-scale text handling—like summarizing survey feedback, auto-labeling comments, or drafting snippets for operations—since these can now be integrated directly into spreadsheet logic.

Availability and rollout timeline

Google officially announced the new =AI feature on June 25, 2025, through its Workspace blog. The announcement was quickly echoed by international tech outlets the following day, reflecting the significance of the update for business, education, and enterprise users.

As of launch, the feature is not immediately available to all Google Sheets users. Instead, it is being released progressively as part of a controlled rollout. Initial availability covers users on Workspace Business Standard, Business Plus, Enterprise Standard, Enterprise Plus, Education Premium, and anyone subscribed to Gemini Pro or Ultra plans. This targeting suggests the feature is meant for higher-tier customers where automation and content generation are more common.

The rollout window is expected to take roughly 10 to 15 business days from the announcement date. During this period, availability may vary even within the same organization, depending on user group configurations and Google’s phased release schedule. In some cases, specific accounts may receive access earlier or later, based on administrative settings and deployment priority.

Best practices for effective use

Making the most of the =AI formula requires planning and some care in how it is applied to your day-to-day work. One of the first things to address is how your data is structured. Since each formula can only process up to 200 cells, it’s best to break down large datasets into manageable sections. You can use helper sheets or filtered views to apply the formula in smaller batches and maintain performance.

Prompt design is also critical... The more direct and precise the instruction, the more likely it is that the output will be useful. Avoid vague requests. Make sure you describe exactly what you want—whether it's a list, a sentence, a summary, or a label—and if possible, specify tone, style, or criteria. This clarity leads to more accurate and reusable outputs.

For workflows that involve repeated updates or automation, consider combining =AI with conditional functions like IF, FILTER, or ARRAYFORMULA, so that content is generated only when input data changes. This helps reduce unnecessary API calls and keeps your spreadsheet efficient, especially under plan limits.

Even though the text comes from AI, manual review remains necessary. Before using the generated output in official reports, client communications, or public-facing content, verify accuracy, clarity, and appropriateness. AI can simplify the writing process, but it cannot replace editorial oversight—especially in business settings where tone and correctness matter.

Lastly: Be aware of how you handle data. Because the AI processing happens on Google’s servers, any content sent through the =AI function is processed off-device. For this reason, it’s best to avoid feeding it sensitive or confidential information unless the data is anonymized or suitably masked.

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