Google Sheets now integrates artificial intelligence features to help you analyze data, create formulas, summarize content, and automate tasks directly within your spreadsheets. When people mention the AI() function in Google Sheets, they're usually referring to the new AI() formula, part of the AI integration in Google Workspace powered by Google's Gemini AI.
This guide will show you how the AI() function works in Google Sheets, how to use it effectively, and its limitations.
What is the AI() function in Google Sheets?
The AI() function in Google Sheets is a built-in formula that allows you to use natural language prompts directly in cells. Instead of relying solely on traditional formulas, you can enter instructions such as 'summarize this data' or 'categorize these items', and Sheets will generate a response based on your request.
When using this function, your prompt is processed securely through Google 's cloud infrastructure and supported by their AI models. The generated result is then returned to the cell just like any other formula output.
Currently, the AI() function is available to eligible Google Workspace users who have AI enabled in their account.
Requirements to use the AI() function in Google Sheets
Before trying the AI() formula, make sure your environment meets the following criteria:
- Google Workspace Package : Accessing the AI() function typically requires a qualifying Google Workspace package that includes AI features. This function may not be available on all free personal accounts.
- AI features are enabled : Administrators must enable AI capabilities for your organization if you are using a work or school account.
- Supported environments : The AI() function works on the web version of Google Sheets. Please ensure you are using an updated browser.
- Sign in to your Google account : You must sign in to your Google account and the spreadsheet must be saved in Google Drive to access the cloud-based AI processing capabilities.
How to use the AI() function in Google Sheets
Using the AI() function in Google Sheets is similar to entering any other formula.
However, instead of writing the calculation, you provide a prompt in natural language as shown in the steps below.
Step 1: Enter the AI() function
Click on an empty cell where you want the AI results to appear. Start by typing an equals sign, followed by the function name:
=AI(Step 2: Write a prompt using natural language.
In the first argument of the function, include a prompt. This prompt must be enclosed in double quotes. Use clear, action-oriented language.
Step 3: Reference the cell value
To make AI work with your data, include cell references after your prompt, separated by commas. You can reference individual cells or even ranges of cells. For example:
=AI("Categorize this expense: " & B2)Step 4: Use on multiple rows
After you verify that the formula works on one row, drag the fill handle down to apply it to the other rows. Each row will generate a response based on its corresponding cell value.
Because the function relies on Google's cloud-based AI processing capabilities, the response may take a little while to appear.
Example of the AI() function in Google Sheets
Below are practical ways to use the AI() formula for tasks involving text, logic, and unstructured data.
Summarize text in a column
Suppose you have data where column A contains customer feedback; you can use the prompt below to summarize long texts:
=AI("Summarize this feedback in one short sentence: " & A2)Categorize the entries
If you have data where column B lists transaction descriptions, the prompt below will help you clean and sort the data:
=AI("Assign a category (Travel, Food, Software, Utilities, Other): " & B2)Create a short description
If column C contains product names, this prompt will help you quickly create marketing ads:
=AI("Write a short product description (max 20 words): " & C2)Rewrite or format the text
The prompt below shows how the AI() function can improve tone and clarity without manual editing of the raw notes:
=AI("Rewrite this professionally: " & D2)Basic emotional classification
Suppose you have data where column E contains survey responses; you can use the AI() function to simply tag emotions:
=AI("Classify sentiment as Positive, Neutral, or Negative: " & E2)Google Sheets' AI() function integrates natural language processing directly into spreadsheet cells, allowing users to summarize, categorize, and rewrite content using simple commands instead of complex logic. When used in conjunction with traditional spreadsheet functions and properly validated, it increases productivity while maintaining structured logic for arithmetic or rule-based calculations.