Want Better Excel Copilot Results? Start With a Better Spreadsheet.

Excel remains at the center of association finance.   From board reports and dues modeling to budget forecasts and vendor analysis, it is the default tool for working with data, irrespective of accounting system or AMS.  Now, with Copilot built into Microsoft 365, associations have a powerful new way to automate tasks, reduce manual rework, and accelerate insight generation.

However, a recent study published by Phys.org finds that 94% of spreadsheets used in business decision-making contain errors, a staggering figure that underscores the need for stronger spreadsheet discipline.  Copilot’s usefulness depends on the quality of the spreadsheets it analyzes.  The structure, clarity, and consistency of your workbooks will determine whether Copilot delivers value or confusion.  Fortunately, following a few essential best practices will not only improve AI performance, it will also reduce errors and help eliminate the constant cycle of last-minute edits.

This is the first article in SoundPost’s new series on Excel Copilot.  Each installment will focus on helping association finance professionals apply AI practically, using this universally adopted tool.  We begin here with eight foundational Excel practices that help Copilot deliver accurate, actionable results.  Each section also includes a short tutorial video, reviewed and recommended by SoundPost, to support immediate application.

1. Workbook Design: Start with Structure

Before formulas, formatting, or AI suggestions, focus on workbook layout.  Too often, spreadsheets are jammed into one tab, poorly labeled, and inconsistently structured.

A better approach is to organize your workbook around clarity and purpose. Specifically:

• Separate inputs, calculations, and outputs into different sheets or clearly defined sections

• Use clear, descriptive sheet names like 2025_BudgetInputs or Q2_Actuals

• Avoid embedding assumptions into formulas; instead, place assumptions such as growth rates, member retention targets, or overhead allocation percentages in labeled input cells and reference them

• Group related content into logical blocks, avoiding scattered or redundant calculations

This structure helps both your team and Copilot quickly understand where data lives and how it is used.

Learn More:
Do's & Don'ts of Excel Spreadsheet Design (with Examples)
Creator: Leila Gharani

2. Excel Tables: Modernize Your Data Ranges

If your spreadsheet includes formulas, filters, or regular updates, it’s time to use Tables.  Converting a basic range into a Table creates a dynamic, structured dataset that auto-expands, preserves formatting, and supports reliable, readable formulas.  Tables help spreadsheet developers—both human and AI—work more efficiently by reducing ambiguity and enabling Copilot to generate accurate summaries and transformations.

Learn More:
The Excel Trick I Use EVERY DAY (and you should too!)
Creator: MyOnlineTrainingHub

3. Named Ranges: Improve Readability and Prompting

Named ranges eliminate vague cell references. Instead of writing =SUM(B2:B101), you can use =SUM(ConferenceRevenue).  This makes your formulas and Copilot prompts easier to read, understand, and troubleshoot.

For associations managing complex models, such as grants, dues tiers, or overhead allocations, named ranges are a must.  They add needed context and improve Copilot’s ability to generate or explain formulas using natural language.

Learn More:
What are NAMED Ranges | How to Use Named Ranges in Excel Functions
Creator: Data Analysis and Infographics

4. Clean Formatting: Reduce the Noise

Well-formatted spreadsheets are easier for people to scan, understand, and trust.  Consistent date and currency formats, clear column headers, and minimal distractions help users digest information quickly and accurately. While Copilot does not analyze visual formatting like color or conditional highlights, a clean layout that draws the human eye to what matters makes it easier to structure prompts and reduces the chance of errors caused by clutter or inconsistencies.

Learn More:
Top 10 Excel Formatting Tips and Tricks
Creator: Sele Training

5. Rich Data Types: Add Context to Values

Rich data types transform plain text into structured entries with built-in intelligence.  For example, converting a list of cities into the Geography data type enables Excel and Copilot to retrieve attributes like population, time zone, or region.  Associations can use this for chapter profiles, vendor analysis, or benchmarking.  Stocks and Currencies are also available as built-in data types, and with some configuration, it is even possible to create custom data types.  These rich data types unlock metadata that Copilot can incorporate into summaries and recommendations.

Learn More:
The Complete Guide to Rich Data Types in Excel
Creator: How To Excel

6. PivotTables: Summarize Without Formulas

PivotTables are one of the most powerful ways to summarize large datasets. This is especially true for association exports such as member records, transactions, or event registrations.  Common use cases can include dues revenue by member type, expenses by department, and registration counts by price point.

Copilot can assist in building PivotTables, but understanding the basics (e.g., rows, columns, values, and filters) will help you see what’s possible and validate what the AI creates.  

Learn More:
Excel Pivot Table EXPLAINED in 10 Minutes
Creator: Leila Gharani

7. Power Query: Automate Data Cleanup

Power Query is the unsung hero for anyone working with exported data.  It allows you to clean, transform, and combine datasets without endless copy-pasting or formula workarounds.

Associations often need to trim blank rows, split names, filter by event code, or normalize payment data.  Power Query makes that repeatable.  Copilot can assist with Power Query steps, but it performs best when users understand the basics.

Learn More:
Power Query – Beginner to PRO Masterclass in 30 minutes
Creator: Chandoo

8. Shortcuts and Quick Access Toolbar: Work Faster, Think Clearer

Copilot can streamline your workflow, but pairing it with a few well-placed keystrokes makes you even more effective.  Keyboard shortcuts and a personalized Quick Access Toolbar help you move faster and stay in control during live edits, working sessions, or last-minute board packet updates.

Customize your toolbar with commands like Format as Table, Remove Duplicates, and Refresh All.  Use shortcuts like Ctrl + T to create a Table or Ctrl + Shift + $ to apply currency formatting.  This is about working efficiently and confidently, not just waiting for AI to take the lead.

Learn More:
20 Excel Shortcuts to Save You HOURS of Work
Creator: Kenji Explains

Closing Notes

For association finance teams, Excel is more than a tool; it is a workhorse.  With Copilot, it has the potential to become a strategic assistant.  But that potential depends on how well your spreadsheets are built.

By applying the best practices outlined here, such as structuring workbooks, using Tables and Named Ranges, embracing Power Query, and refining formatting, you create an environment where Copilot can thrive.  You also reduce the likelihood of errors, eliminate rework, and empower your team to work with greater confidence and clarity.

In the next article in this series, we will cover how to write effective prompts for Copilot, from basic formula requests to generating dynamic summaries for board-ready insights.