Excel Tips: Data Automation – Tech Tip for April 16, 2026

In this week’s tech tip, we’re focusing on how Excel can help automate repetitive tasks and reduce manual work when managing data. Many teams still spend time copying, cleaning, and updating spreadsheets manually, which can lead to errors and inconsistencies. With newer Excel features and integrations, much of this work can now be automated to save time and improve accuracy. Let’s take a look!

Automate Data Preparation with Built-In Tools

Data preparation is one of the most repetitive and time-intensive parts of working in Excel. Formatting issues, duplicate records, and inconsistent values often require multiple cleanup passes. Before you start, make sure your workbook is saved to the cloud with AutoSave enabled. This avoids unnecessary pauses during cleanup and preserves every change without needing to manually save.

Excel includes built-in tools that help automate these steps:

• Remove duplicates from large datasets
• Format data consistently (dates, text, numbers)
• Sort and filter information automatically
• Convert raw data into structured tables
• Find & Replace to fix typos and standardize values

TIP: Convert your data into a table before working with it. Tables allow Excel to automatically apply formatting, formulas, and filtering as your data grows.

TIP: Use consistent column headers so tools and automation features can recognize and organize your data correctly.

TIP: Use Find & Replace (Ctrl + H) to quickly fix typos, remove unwanted characters, or standardize values across your entire dataset with no formulas or helper columns needed.

By standardizing your data early, you reduce the need for repeated manual cleanup later.

Use Power Query to Streamline Data Updates

Excel’s Power Query feature allows users to connect to data sources, transform information, and refresh it without repeating the same steps.

Instead of manually copying and pasting data each time, Power Query can:

• Import data from files, folders, or external sources
• Clean and reshape data automatically
• Combine multiple files into a single dataset
• Refresh data with one click

Let’s take a look at a simple case cleanup on data.

Work with Power Query:

• Click on a cell in your Excel data table.
• Select the ‘Data’ tab in the Excel ribbon menu.
• From the Get & Transform Data section:
  • Choose ‘From Table/Range’ to open the Power Query editor.
  • Click to select a column that requires editing/transformation.
  • Select the ‘Transform’ tab and the ‘Text column’ button.
  • Click ‘Format’ and select ‘Capitalize Each Word’.
  • Make similar format changes to the same/other columns as you go.
  • Select the ‘File’ tab and ‘Close & Load’ to close and load the changes.

TIP: If you find yourself repeating the same data cleanup steps each week or month, Power Query can likely automate that process.

Import Data with Power Query:

• Click on a cell in your Excel data table.
• Select the ‘Data’ tab in the Excel ribbon menu.
• From the Get and Transform Data section:
  • Select ‘Get Data’ and choose ‘From file’ and ‘From Excel workbook’.
  • Navigate to the Excel file you wish to import.
  • Select a table and click the ‘Transform Data’ button.
  • The editor window opens and you can transform the data prior to loading it.
  • Select the ‘File’ tab and ‘Close & Load’ to close and load the changes.
• Note: Power Automate loads results in a new worksheet with a new table.
  • The naming convention adds ‘(2)’ or similar to avoid conflicts.

TIP: Start with simple imports, such as pulling data from a single file, before expanding to more complex data sources.

Using Power Query’s editor can turn repetitive tasks into a repeatable, automated workflow.

Automate Tasks with Copilot and Excel Features

Copilot in Excel can also support automation by helping users complete tasks more efficiently. Instead of manually building formulas or organizing data step-by-step, users can describe what they want and let Excel assist with the process.

• Generate formulas based on your data
• Summarize large datasets
• Create charts and reports
• Organize and structure information

Note: Some Copilot features, like the ‘Clean Data’ button in the Data tab, require a Microsoft 365 Copilot (Enterprise E3/E5 + Copilot) subscription.

TIP: Use Copilot to create a first draft of a report or formula, then refine it as needed.

TIP: Combine Copilot with structured data (tables) for more accurate and useful results.

Build More Consistent Reports

Automation in Excel also improves consistency across reports and workflows.

When processes are automated:

• Reports follow the same structure each time
• Data is handled in a consistent way
• Errors caused by manual entry are reduced

TIP: Save frequently used reports as templates so your team can reuse the same structure.

A More Efficient Way to Work with Data

By using built-in tools, Power Query, and Copilot, Excel becomes more than just a spreadsheet; it becomes a platform for managing and automating data workflows. Reducing manual effort not only saves time but also helps teams focus on analyzing and using data rather than preparing it.

Reach Out to TechWise Group

Contact TechWise Group to review how your team is managing data in Excel and explore opportunities to automate workflows, improve consistency, and reduce manual effort.