Instructions on how to create an Excel spreadsheet from text messages using just one AI prompt command.

Did you receive a long, cluttered message from a colleague via Messenger or Zalo with items, prices, or calculation parameters and quantities haphazardly recorded? Copying and pasting each line into Excel is a nightmare, not to mention the unit conversion and calculation errors. Don't worry, AI like Gemini can solve this problem in just seconds.

 

Guide to creating Excel spreadsheets and worksheets with AI.

A familiar scenario: friends and family text you a list of "ingredients" to stock up on. It looks messy, lacks clear formatting, and most importantly, it can't be directly pasted into any Excel spreadsheet using AI without errors.

For example, a message like the one below.

"Hey, I just got the goods from the warehouse today. Please write it down for me."

1. Chinese cabbage: 40kg, price 12k.
2. Carrots: 25kg, price 18k.
3. Potatoes: 50kg, price 20k.
4. We also received an additional 5 cases of Tuong An cooking oil (10 bottles per case), each case costing 450k VND.
5. "Add another 20kg of commercially raised chicken breast for 65k. Oh, and the vegetables only have a 5-day shelf life, but the cooking oil and chicken have a 12-month expiration date. This is the delivery date, March 7th."

If you're a typical "inventory accountant," it would take you 10-15 minutes to do this manually. But a professional inventory accountant will use AI.

Prompt to create Excel spreadsheets, Worksheets

This is the key that TipsMake.com wants to share. With just one spreadsheet creation prompt, you can transform that clutter into a standardized data table. Below is the standard prompt template that TipsMake.com used in the previous steps, and you can copy it to use for any inventory list.

 

Standard Prompt

"Dựa trên nội dung tin nhắn ở trên. Hãy đóng vai một kế toán kho chuyên nghiệp và lập bảng dữ liệu nhập hàng. Yêu cầu: Trình bày dưới dạng bảng gồm các cột: STT, Tên mặt hàng, Phân loại (Rau củ/Thực phẩm), Số lượng, Đơn vị tính, Đơn giá (VNĐ), Thành tiền (VNĐ), Hạn sử dụng. Tự động nhận diện đơn vị tính (kg, thùng, chai.). Quy đổi giá 'k' thành con số đầy đủ (ví dụ: 12k -> 12,000). Tính tổng cộng số tiền ở cuối bảng. Xuất kết quả dưới dạng bảng Markdown để tôi copy-paste vào Excel nhanh chóng."

Copy and paste the prompt below after you have copied the content you want to create the table from above. You can also edit this prompt based on parameters from messages or other sources to suit your needs.

Guide to creating spreadsheets with AI

Creating this spreadsheet isn't limited to Excel; you can apply the same process to Google Sheets and use various AI tools. Here are detailed step-by-step instructions:

Step 1: Copy the Prompt and Message Content

Copy the entire prompt above, including the numbered requests. Do not modify them, as they ensure the AI ​​will generate a professional data table. Then, copy the message containing the content you want.

Step 2: Paste and import data into AI (such as Gemini, ChatGPT)

 

Access the AI ​​interface ( Gemini or ChatGPT ) and paste the prompt. Next, paste your message content into the designated location in the prompt. The AI ​​will immediately process this raw data and return the results.

Step 3: Copy the Markdown Table from AI

You'll see AI return a nice-looking data table. However, to import it into Excel without font errors, copy the Markdown section (the text that looks like a real table, with dashes and columns). Some AIs will have a dedicated "Copy Markdown" button. If you want to edit directly in the web version of Sheets, select Export to Sheets.

Step 4: Paste and configure in Excel or Google Sheets

Open your Excel or Google Sheets file, select the first cell (usually A1), and press Ctrl + V. Immediately, you will have a perfectly formatted inventory data table. This table has been automatically generated:

1. Convert 12k to 12,000.
2. Automatically sort vegetables/food items.
3. Automatically recognizes units such as kg, thùng (box), etc.
4. Add the line "Total" at the end.
5. Automatically calculate the "Total Amount" column based on the formula =Quantity * Unit Price.

You can even ask the AI ​​to guide you in creating more advanced inventory tables , for example, adding VAT columns or calculating depreciation. if you wish.

Conclude

Don't let manual data entry waste your time. Using the correct inventory entry form with a standard prompt will save you time when creating statistical reports, minimize errors, and demonstrate professionalism in your work.

Tip: Always double-check the final data, especially expiration date information, to ensure operational accuracy. Don't let a small error affect the entire inventory.