How to Use AI in Google Sheets (2026)

Google Sheets now has AI built directly into the spreadsheet. The =AI() function, one of Google's fastest-adopted features, lets you generate text, categorize data, and analyze sentiment inside cells. Gemini sits in the side panel, generating formulas from plain English, creating charts on command, and explaining why your VLOOKUP keeps breaking.

Learning how to use AI in Google Sheets genuinely changes the way you work with data. Instead of Googling formula syntax, you describe what you want. Instead of scanning rows manually, you ask Gemini to find the pattern.

Here is how to actually use it, from the built-in Gemini features to the =AI() function to third-party add-ons that extend what is possible.

AI Features Available in Google Sheets

Google Sheets now includes three categories of AI tools:

Gemini Side Panel, a conversational assistant that generates formulas, creates tables, builds charts, analyzes data, and answers questions about your spreadsheet. Access it by clicking the Gemini icon in the toolbar.

The =AI() Function, a cell-level function that processes prompts directly in your spreadsheet. You can type =AI("Summarize this review in one sentence", A2) and get AI-generated output in the cell. Also available as =Gemini(); both work identically.

Smart Fill and Smart Suggestions, pattern-recognition features that auto-complete data as you type, similar to Excel's Flash Fill but powered by AI.

What You Need

Gemini features in Google Sheets require either:

• Google Workspace (Business Standard or higher), included in the subscription starting March 2026
• Google One AI Premium ($19.99/month for personal accounts)
• Google AI Pro ($19.99/month) or Google AI Ultra for individual users

If you see "AI function not available," your plan likely does not include AI features. Check with your workspace administrator or upgrade your personal plan.

Using AI in Google Sheets to Generate Formulas

This is the highest-value feature for most users. Instead of memorizing formula syntax, you describe what you need in plain English.

Step-by-Step: Formula Generation

1. Click the Gemini icon in the right sidebar (or press the sparkle icon in the toolbar).
2. Describe what you need. For example: "Calculate the average sales for Q1 from cells B2 to B90, but only include rows where column C says 'Completed.'"
3. Review the formula. Gemini returns something like =AVERAGEIFS(B2:B90, C2:C90, "Completed") with a step-by-step explanation of how it works.
4. Insert it. Click the insert button to place the formula directly into your selected cell.

What makes this genuinely useful is the explanation. Gemini does not just hand you a formula; it breaks down each component, so you understand what it does. Over time, this teaches you the syntax you used to Google.

Where this shines:

• Nested IF statements that would take 10 minutes to get right manually
• QUERY functions with their SQL-like syntax
• ARRAYFORMULA combinations that process entire columns
• INDEX/MATCH replacements for VLOOKUP limitations

Error Correction

When a formula breaks, Gemini can explain why and fix it. Select the cell with the error, open Gemini, and ask "Why is this formula returning an error?" It identifies issues like text-formatted dates, mismatched ranges, or circular references and generates a corrected version.

This is a significant improvement over the old workflow of staring at #REF! errors and trying different fixes. If you have been using ChatGPT for similar formula help, the in-product Gemini integration is faster because it can see your actual data and cell references.

Learning to use AI effectively inside spreadsheets is one of the most immediately valuable skills you can develop. the AI Academy covers this in a hands-on, structured format if you want to go deeper.

The =AI() Function: AI Inside Your Cells

The =AI() function is where Google Sheets gets genuinely different from traditional spreadsheets. It turns any cell into an AI prompt.

Syntax

=AI("your prompt here", reference_cell_or_range)

• Prompt (required): A text instruction in quotes
• Reference (optional): The cell or range containing data to process

Practical Examples

Categorize customer feedback:

=AI("Categorize this feedback as Positive, Negative, or Neutral", A2)

Drag this down an entire column to classify hundreds of reviews in seconds.

Extract information:

=AI("Extract the company name from this text", B2)

Useful for parsing unstructured data like email signatures, descriptions, or imported text.

Generate content:

=AI("Write a one-line product description for this item", C2)

Turns a product name into a description. Useful for e-commerce inventory or catalog management.

Summarize text:

=AI("Summarize this paragraph in 15 words or less", D2)

Compresses long-form content into scannable summaries.

Sentiment analysis:

=AI("Rate the sentiment of this review from 1-5, where 1 is very negative and 5 is very positive. Return only the number.", A2)

Turns qualitative feedback into quantitative data you can chart and analyze.

These are exactly the kinds of practical data skills that our AI Academy teaches -- turning raw information into actionable insights using AI, no coding required.

Important Limitations

• 350 cells maximum per batch. You can apply =AI() to multiple cells, but only the first 350 selected cells will generate outputs in one pass.
• Speed varies. Each cell makes an API call, so large datasets take time. For 100+ cells, expect a few minutes.
• Not deterministic. The same prompt can produce slightly different results each time. If you need consistent categorization, be very specific in your prompt and consider adding examples.
• Costs. AI function usage counts against your Gemini usage limits, which vary by plan.

Data Analysis with Gemini

Beyond formulas and cell functions, Gemini can analyze your entire dataset and surface insights you might miss.

What to Ask

Open the Gemini side panel and try prompts like:

• "What are the top 3 trends in this data?"
• "Create a bar chart comparing monthly sales by region"
• "Which product category has the highest growth rate?"
• "Find any outliers in column D"
• "Create a pivot table showing sales by quarter and product line"

Gemini reads your sheet structure, understands the headers, and produces relevant analysis. For chart creation, it generates the chart directly in your sheet, no manual configuration needed.

Building Tables from Scratch

You can also use Gemini to create entire structured datasets:

"Create a project timeline table with columns for Task, Owner, Start Date, End Date, Status, and Priority. Include 10 common tasks for a website redesign project."

Gemini generates the table with reasonable default data that you can then edit. This is faster than building templates from scratch, especially for project planning, budgeting, and tracking sheets.

Third-Party Add-Ons Worth Knowing

If you need capabilities beyond what Gemini offers natively, several add-ons extend AI functionality in Google Sheets:

GPT for Sheets and Docs connects OpenAI's GPT models directly to your spreadsheet. Useful if you want GPT-4-level output for complex text tasks. Functions include =GPT() for text generation and =GPT_CLASSIFY() for categorization.

AI for Sheets (Gemini + GPT), available on the Google Workspace Marketplace, this combines multiple AI models in one add-on. It lets you choose between Gemini and GPT for different tasks.

Numerous.ai is focused on bulk AI operations for marketing teams. Handles SEO metadata, ad copy, product descriptions, and classification at scale.

For most users, the built-in Gemini features cover 80% of needs. Add-ons are worth exploring when you need specific model outputs, higher volume processing, or specialized functions.

Automation with Apps Script and AI

For recurring tasks, you can combine Google Apps Script with AI to build automated workflows:

function categorizeNewEntries() {
  const sheet = SpreadsheetApp.getActiveSheet();
  const lastRow = sheet.getLastRow();
  // Process new entries and use Gemini API for categorization
  // Set results back to the sheet
}

Common automation examples:

• Auto-categorize new form submissions as they arrive
• Generate weekly summary reports from raw data
• Clean and standardize imported data on a schedule
• Flag anomalies in financial data and send alerts

This is where Google Sheets AI moves from convenience to competitive advantage. A marketing team can auto-categorize leads, a finance team can flag unusual expenses, and a support team can route tickets, all without leaving the spreadsheet.

If you want to master automation workflows like these across Google Sheets and other platforms, the AI Academy provides guided projects that build real proficiency.

Practical Tips for AI in Google Sheets

Be explicit about output format. "Return only the number" or "respond with Yes or No" prevents the AI from adding explanations you do not need in a cell.

Use examples in prompts. "Categorize as Electronics, Clothing, or Home. Example: 'Blue cotton t-shirt' = Clothing" dramatically improves consistency.

Combine with traditional formulas. Use =AI() for classification, then use COUNTIF, SUMIF, and pivot tables on the AI-generated categories. This bridges qualitative and quantitative analysis.

Test on a small sample first. Before running =AI() on 300 rows, test your prompt on 5-10 rows. Refine the prompt until you get consistent results, then apply to the full dataset.

Cache results. After =AI() returns results, consider copying and pasting values (Ctrl+Shift+V) to freeze the output. This prevents recalculation if you edit the sheet later and saves against usage limits.

If you are already using ChatGPT for data work, check our ChatGPT for Excel guide, since many of the formula techniques transfer directly to Sheets. For the companion tool in Google's suite, our guide on using AI in Google Docs covers Gemini's writing and summarization features. And for broader productivity with AI, our guide to using ChatGPT for work covers workflows that complement what you can do inside Sheets.

The Bottom Line

AI in Google Sheets is not a replacement for spreadsheet skills; it is a multiplier. Knowing what a VLOOKUP does makes you better at prompting Gemini for the right formula. Understanding data analysis helps you ask better questions. The AI handles syntax and computation; you handle strategy and judgment.

The =AI() function alone changes the game for anyone working with text-heavy data. Categorization, summarization, extraction, and sentiment analysis that used to require Python scripts or third-party tools now happen inside the spreadsheet.

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