Excel vs ChatGPT

When working with messy data, we often turn to Excel, but with the rise of AI tools like ChatGPT, we now have new ways to tackle these challenges. In this post, we’ll compare Excel and ChatGPT side by side, using three common data tasks:

• Summing Monthly Totals from a Text File
• Reconciling Two Lists of Transactions
• Summarizing and Visualizing Data

We’ll see how each tool handles the job, the pros and cons of both, and when you might choose one over the other.

Video

Step-by-step Tutorial

Exercise 1: Summing Monthly Totals from a Text File

Using Excel

We start with a text file containing monthly totals mixed with text.

Our goal is to extract the numbers and sum them by month.

1. Copy and Paste into Excel
   • First, we paste the text file into Excel.
2. Splitting the Data
   • Text to Columns:
     • Go to Data > Text to Columns
     • Select Delimited and use : as the delimiter.
     • Run Text to Columns again using + as the delimiter.
     • Clean up any remaining text manually.
3. Summing the Values
   • Use SUM or create a crossfooting check.
   • Verify by manually checking a few numbers.

This approach works, but requires multiple manual steps to clean and structure the data.

Using ChatGPT

Instead of manually cleaning, we simply paste the data and ask:

“Provide the monthly total for this data.”

ChatGPT quickly returns a total but doesn’t show individual month breakdowns at first.

We prompt again:

“Show each month’s total in a table and include a column with individual components.”

It provides an audit-friendly table, listing the original values per month.

Comparison

Excel Strengths:

• Full control over data cleaning and validation
• Ideal for repeatable processes using Power Query
• Trusted audit trail

ChatGPT Strengths:

• Instant calculations without manual cleanup
• Quick, one-time data extraction without setup

Verdict: If you regularly receive similar messy data, Excel’s automation tools (like Power Query) make it more efficient long-term. But for a one-off task, ChatGPT is surprisingly effective.

Exercise 2: Reconciling Two Lists (Check Register vs. Bank Data)

Using Excel

We start with two text files:

Check Register: A list of checks we wrote:

Bank Download: A list of cleared checks (partial screenshot):

Steps in Excel

1. Copy and Paste Both Lists into Excel
   • Ensure data lands in separate columns.
2. Using a Lookup to Find Matches (eg, XLOOKUP, VLOOKUP, …)
   • This returns the matching amount if the check appears in the bank data.
   • Errors indicate unmatched (outstanding) checks.
3. Finding Differences
   • Add a formula to compare amounts
   • Any nonzero values highlight mismatches.

This method works well for structured data and is ideal for recurring reconciliations.

Using ChatGPT

Instead of formulas, we paste both lists and ask:

“Reconcile these lists. Show checks appearing in both, along with the bank amounts and differences.”

ChatGPT instantly provides:

• A table showing matched checks
• A difference column for mismatches

“Now show a list of outstanding checks.”

Comparison

Excel Strengths:

• Strong for recurring reconciliations
• XLOOKUP and Power Query allow automation

ChatGPT Strengths:

• Fast, with no formulas or setup
• Easy to tweak with additional prompts

Verdict: If you do this regularly, Excel is better for automation and validation. For a one-time check, ChatGPT is faster and easier.

Exercise 3: Summarizing and Visualizing Data

We start with raw transaction data and want to summarize by Department and Month.

Using Excel

Using a Pivot Table

Begin by getting the data into Excel (for example, copy/paste).

1. Insert a Pivot Table
   • Select the data range
   • Insert Pivot Table > Existing Worksheet
   • Add Department to Rows and Amount to Values
2. Creating a Chart
   • Insert Pivot Chart > Line Chart for monthly totals
   • Adjust formatting for better readability

Excel gives full flexibility, allowing further customization.

Using ChatGPT

We paste the data and ask:

“Summarize the data. Show department totals.”

It returns an instant table of totals.

We then request:

“Create a chart with monthly totals.”

ChatGPT generates a simple chart, which can be downloaded or modified:

Comparison

Excel Strengths:

• Pivot Tables allow dynamic adjustments
• Charts can be modified extensively
• Best for ongoing analysis

ChatGPT Strengths:

• Instant summary and chart generation
• No need to set up a pivot table

Verdict: Excel is superior for detailed reporting and future analysis. ChatGPT is great for quick, one-off summaries.

Final Thoughts: When to Use Excel vs. ChatGPT?

Task	Best for Excel	Best for ChatGPT
Summing messy data	Repeated tasks, Power Query	Quick one-time projects
Reconciliations	Automation, structured data	Instant matching without setup
Data summarization	Pivot Tables, charts	Fast summaries with minimal effort

General Guidelines:

• Recurring tasks? Use Excel, especially with Power Query
• One-time data processing? ChatGPT can save time
• Need full control and validation? Stick with Excel
• Need a fast answer? ChatGPT works well

At the end of the day, both tools have their place. Excel remains unbeatable for structured, repeatable workflows, while ChatGPT is an excellent assistant for quick analysis and messy data cleanup.

Which tool do you prefer for these tasks? Let me know in the comments.

Sample File

FAQ

1. Can ChatGPT replace Excel?

No, ChatGPT is great for quick tasks, but Excel’s automation tools (Power Query, Pivot Tables) are essential for structured, repeatable processes.

2. How do I ensure ChatGPT’s answers are correct?

Always verify results by cross-checking calculations. Asking for detailed breakdowns can help.

3. What are the limitations of ChatGPT for data work?

It doesn’t maintain an audit trail and may format data inconsistently. Excel provides more control.

4. Can I copy ChatGPT results into Excel?

Yes, just copy and paste. You may need to clean up formatting, but it works well for quick data extraction.