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Prompt interface

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Quick Start: Using @ to Reference Columns

The easiest way to tell the assistant which columns to work with is to type @ followed by the column name. When you type @ and start typing a column name, you’ll see a list of matching columns in the workbook (from the current and other sheets). Just click on the one you want, or hit enter to add it to the AI’s context.

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Common Tasks & Examples

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1. Fixing Format Issues

When to use: Your data has inconsistent formatting, extra characters, or needs to match a specific pattern. Examples:
  • Fix the format of @Phone Number
  • Remove all dashes from @NRIC
  • Standardize @Email addresses
  • Clean up @Address - remove extra spaces
  • Make @Date of Birth all the same format
What happens: The assistant will make all values in that column follow the same format, removing inconsistencies while keeping your data intact.

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2. Combining Columns

When to use: You want to merge two or more columns into one (like combining First Name and Last Name into Full Name). Examples:
  • Combine @First Name and @Last Name into @Full Name
  • Join @Street, @City, and @State into @Full Address
  • Merge @Area Code and @Phone Number into @Complete Phone
What happens: The assistant fills the target column with the combined values, with a relevant separator.

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3. Splitting Columns

When to use: One column contains multiple pieces of information that should be separate (like “John Smith” that should be “John” and “Smith”). Example:
  • Split @Full Name into @First Name and @Last Name
What happens: The assistant splits the values and puts them into the columns you specify.

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4. Calculating Values

When to use: You need to do math with your data (multiply, add, subtract, divide). Examples:
  • Calculate @Total by multiplying @Hours times @Rate
  • Add @Base Salary and @Bonus to get @Total Compensation
  • Calculate @Discount Price as @Original Price minus @Discount Amount
  • Multiply @Quantity by @Unit Price to fill @Line Total
What happens: The assistant performs the calculation for each row and fills in the result.

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5. Working with Dates

When to use: You need to calculate ages, add/subtract days, or fill in today’s date. Example:
  • Calculate age from @Date of Birth and put it in @Age
What happens: The assistant performs the date calculation automatically.

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6. Looking up values from other sheets

When to use: You have data in one sheet and want to bring in related information from another sheet - for example, copying a price, status, or category based on a matching ID. How to reference columns: Type @ and select a column from the list. Example prompt:
  • Match @Payroll ID with @payrollId, then copy @frequency into @Frequency
(In the column picker, you’ll see which sheet each column belongs to) What happens: The assistant matches rows across sheets using the columns you selected and copies the requested values into the target sheet. For more examples of working across sheets, see Calculate values across sheets.

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7. Extracting Information

When to use: You have a column with free text (like notes or descriptions) and want to pull out specific information. Examples:
  • Extract allergy information from @Notes and put it in @Allergies
  • Pull out phone numbers from @Description into @Contact Phone
  • Find email addresses in @Comments and extract them to @Email
What happens: The assistant reads through the text and extracts the relevant information into a new column.

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8. Categorizing or Classifying Data

When to use: You want to automatically group or categorize your data based on patterns. Examples:
  • Classify @Job Title into @Department (Engineering, Marketing, Sales, etc.)
  • Categorize @Product Description into @Product Type
  • Determine @Priority Level from @Issue Description
What happens: The assistant analyzes your data and assigns categories based on what it finds.

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9. Converting Formats

When to use: You need to change data from one format to another (like dates, currencies, or units). Examples:
  • Convert @Date from MM/DD/YYYY to YYYY-MM-DD format
  • Convert @Amount from USD to EUR using @rate (Exchange Rates)
What happens: The assistant converts all values to the new format you specify.

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10. Formatting Text

When to use: You want to change how text looks (capitalization, padding, trimming). Example:
  • Capitalize the first letter of each word in @Full Name
What happens: The assistant applies the formatting you request to all values in the column.

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11. Deleting or Clearing Data

When to use: You want to remove values from a column (either all values or specific ones). Examples:
  • Delete all values in @Notes
  • Clear @Status column
What happens: The assistant removes the values you specify, leaving those cells empty.

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Tips for Best Results

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Be Specific

✅ Good: Fix the format of @Phone Number to include dashes ❌ Vague: Fix phone numbers

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Use Column References

✅ Good: Combine @First Name and @Last Name into @Full Name ❌ Less clear: Combine first and last name

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Mention Both Source and Target Columns

✅ Good: Extract allergies from @Notes and put them in @Allergies ❌ Less clear: Extract allergies

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Use Templates for Better Results

Make sure your Workbook sheets have Templates assigned. Chat uses Template descriptions and validation rules to better understand your data and provide more accurate suggestions.

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What If Something Goes Wrong?

If the assistant doesn’t understand your request:
  1. Be more specific - Add more details about what you want
  2. Use column references - Type @ and select the exact columns
  3. Break it into steps - Try doing one thing at a time
  4. Check your column names - Make sure the columns you’re referencing actually exist
The assistant will ask you questions if it needs clarification, especially when there are multiple ways to handle your request.

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Need Help?

If you’re not sure how to phrase something, try:
  • Describing what you want in plain English
  • Mentioning the column names using @
  • Being specific about the result you want
The assistant is designed to understand natural language, so don’t worry about using perfect grammar or technical terms!

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Next Steps

Now that you know how to write effective prompts, try using Chat in your Workbooks: