How to Use AI in Word, Excel and PowerPoint (With or Without Copilot)
How to use AI with Word documents, Excel spreadsheets and PowerPoint decks: with Microsoft Copilot, or free by giving the file to an AI chat. Prompts that work, and what to double-check.
Most office work still happens in Word, Excel and PowerPoint. If you’ve been told to “use AI more”, these are the easiest places to start, because the boring parts of these files are exactly what AI is good at.
There are two ways to do it: inside the apps with Microsoft Copilot, or alongside them with an AI chat that reads your files.
Option 1: Microsoft Copilot inside Office
Microsoft Copilot is built into Word, Excel and PowerPoint for Microsoft 365 plans that include it. It can draft text in Word, analyze data in Excel and build slides in PowerPoint without leaving the app. If your company already pays for it, it’s the most seamless option.
Option 2: Give the file to an AI chat
If you don’t have Copilot, or you want a choice of models, you can upload the file to an AI chat. In Viro AI, select + and attach Word, Excel or PowerPoint files (up to 10 at a time, 15 MB each), or connect OneDrive and just name the file. You get ChatGPT, Claude and Gemini in one app, free.
AI in Word: prompts that work
Attach the document, then ask:
- “Summarize this report in five bullet points for my manager.”
- “Rewrite the introduction to be clearer and half as long.”
- “List every deadline and who owns it.”
- “Find anything in this contract about cancellation or renewal.”
- “Turn these notes into a one-page brief with headings.”
Check: that nothing important was dropped, and that quotes and numbers match the original.
AI in Excel: prompts that work
Attach the spreadsheet, then ask:
- “What are the totals by month, and which month was highest?”
- “Write an Excel formula that flags invoices more than 30 days overdue.”
- “Explain what this formula does: [paste formula].”
- “Which customers bought less this quarter than last?”
- “Suggest a chart that shows this trend clearly.”
Check: test every formula on a few rows by hand before trusting it on the whole sheet. AI is good at formulas, but one wrong column reference can quietly break a report.
AI in PowerPoint: prompts that work
Attach the deck, then ask:
- “Summarize this presentation in one paragraph.”
- “Suggest a clearer order for these slides.”
- “Write speaker notes for slides 3 to 6.”
- “Turn this report into a 6-slide outline with a title and three bullets per slide.”
- “Rewrite the slide titles so each one states the takeaway.”
Viro can also make a slide deck from scratch and send it to Canva to finish.
Keep it safe at work
- Follow your company’s AI policy before uploading work files.
- Remove confidential or personal data unless the tool is approved for it.
- Don’t let AI be the last reader of anything that goes to a client.
Viro never uses your files or chats to train AI models and never sells your data. More in how to use AI ethically at work.
Use it lightly
Reading a long document takes more energy than a short question. Attach only the file or section you need, and use a quick model for simple tasks. Viro’s own model runs on renewable energy, and every reply shows its estimated energy.
New to all this? Start with how to use AI: a beginner’s guide.
Try Viro AI free, with your Word, Excel and PowerPoint files.
Frequently asked questions
How do I use AI in Excel for free?
Upload the spreadsheet to a free AI chat such as Viro AI and ask your question: “What are the totals by month?” or “Write a formula that flags overdue invoices.” Then paste any formula back into Excel and check it on a few rows.
Do I need Copilot to use AI in Word?
No. Copilot works inside Word with a Microsoft 365 plan that includes it, but you can also attach a Word document to an AI chat app and ask it to summarize, edit or rewrite sections, then copy the result back.
Can AI read PowerPoint files?
Yes. Viro AI reads PowerPoint files you upload, so you can ask it to summarize a deck, suggest a clearer structure, or write speaker notes. Connect OneDrive and it can search for and read decks stored there.
Is it safe to upload work documents to AI?
Only if your employer allows it. Check your company’s AI policy first, and leave out confidential or personal data unless the tool is approved for it. Viro never uses uploaded files or chats to train AI models.
Sources
- Files & Uploads, Viro Help Center
- OneDrive connector, Viro Help Center
Cover photo by Gorilla ROI Data Connector on Unsplash
