5 STEPS TO AUTOMATING DATA CLEANING IN EXCEL WITH AI FEATURES

Data cleaning is often the most time-consuming part of data analysis. Excel's AI-powered features, such as Flash Fill, Data from Picture, and Power Query's intelligent tools, can significantly reduce this manual effort. These features use advanced pattern recognition to automate repetitive tasks, allowing you to transform messy, unstructured data into a clean, structured, and analysis-ready format in a fraction of the time.

5 STEPS TO AUTOMATING DATA CLEANING IN EXCEL WITH AI FEATURES

Here are the 5 Steps to Automating Data Cleaning in Excel with AI Features.

• USE FLASH FILL TO REFORMAT DATA: Flash Fill is an excellent tool for splitting or combining text based on a pattern. For example, if you have a column with first and last names and need to separate them, just type the first name in a new column. As you begin typing the second name, Excel will recognize the pattern and suggest filling the rest of the column. This feature works for many data transformations, making it a powerful shortcut for common cleaning tasks.

  
  

• LEVERAGE POWER QUERY'S “ADD COLUMN FROM EXAMPLES”: For more complex data transformations, Power Query's "Add Column From Examples" is a game-changer. This tool is similar to Flash Fill but is more robust. To use it, select your data, open Power Query, and choose Add Column > Column From Examples. Provide an example of the output you want, and Power Query will use AI to analyze it and generate a formula that applies to the entire column.

  
  

• CLEAN DATA WITH "REMOVE DUPLICATES" AND "DATA VALIDATION" : The Remove Duplicates tool, found under the Data tab, is a key part of an automated cleaning process. It instantly identifies and removes duplicate rows from your dataset. To prevent future issues, use Data Validation to create rules that ensure data is entered consistently. You can create a dropdown list to prevent users from typing in different versions of the same product name, which helps maintain data integrity.

  
  

• USE "DATA FROM PICTURE" TO DIGITIZE PRINTED DATA : Excel's Data from Picture feature, available on the mobile app and some desktop versions, uses AI to convert data from an image into a spreadsheet. This is a huge time-saver for anyone who needs to input data from a printed report. Simply take a photo of the data, and Excel's AI will analyze it and convert it into a structured table.

  
  

• AUTOMATE WITH POWER QUERY TO REPEAT CLEANING STEPS: The biggest advantage of using Power Query for data cleaning is that it records all your steps. Once you've cleaned your data, you can save the query. The next time you get a new set of data in the same format, you can simply refresh the query, and Power Query will automatically apply all the cleaning steps you previously performed. This allows you to build a reliable and automated process for handling recurring data sets.

By leveraging Excel's AI features, you can transform your approach to data cleaning from a manual chore to an automated process. By integrating these features into your workflow, you will not only save time but also ensure greater accuracy and consistency in your data analysis.