Copilot in Excel: Set Personal & Workbook Rules

To set personal and workbook rules for Copilot in Excel, you use the “Manage Rules” feature found in the Copilot pane, which lets you create rules that apply either to your current workbook or to all your workbooks in Excel. This article explains exactly how to create, edit, and delete these rules, and clarifies the difference between personal and workbook-level rules.

What Are Copilot Rules in Excel?

Copilot in Excel is an AI assistant that can help with data analysis, formula creation, and chart generation. Rules are instructions you give Copilot to make its suggestions more consistent with your preferences. For example, you can set a rule that says “Always use the SUM function for totals” or “Never remove the first column when cleaning data.”

There are two types of rules:

• Personal rules – These apply to all Excel workbooks you open on your account. They are stored in your Microsoft profile and follow you across devices.
• Workbook rules – These apply only to the specific workbook where you create them. They are stored within that file and are shared with anyone who has edit access to the workbook.

Both types are managed from the same interface, and you can have up to 50 rules per workbook and 50 personal rules.

How to Access the Rules Manager

To start, open Excel and ensure you have a workbook open. Then follow these steps:

1. Click on the Copilot button on the Home tab of the ribbon (or the Copilot icon in the top right corner of the window).
2. In the Copilot pane that opens on the right, click the Manage Rules button. This looks like a small gear icon or a link at the bottom of the pane.
3. The Manage Rules dialog box appears, showing two tabs: Workbook Rules and Personal Rules.

If you don’t see the Manage Rules button, make sure you are signed in with a Microsoft account that has access to Copilot. The feature is currently rolling out to Microsoft 365 subscribers, so it may not be available on all accounts yet.

Creating a Personal Rule

Personal rules are useful for preferences that you want applied across all your workbooks, such as formatting styles or common formulas. Here’s how to create one:

1. Open the Manage Rules dialog as described above.
2. Click on the Personal Rules tab.
3. Click the New Rule button.
4. In the rule editor, give your rule a descriptive name (e.g., “Use SUM for totals”).
5. In the If section, define the condition that triggers the rule. You can choose from options like “When the user asks to total a column” or “When the user asks to sort data.”
6. In the Then section, specify the action Copilot should take. For example, “Use the SUM function” or “Sort by column A in ascending order.”
7. Click Save to apply the rule.

Your personal rule will now be active for all workbooks you open. You can edit or delete it anytime by returning to the Manage Rules dialog.

Creating a Workbook Rule

Workbook rules are perfect for project-specific standards, like a team convention that all dates should be formatted as MM/DD/YYYY. Here’s how to set one:

1. Open the workbook where you want the rule to apply.
2. Open the Manage Rules dialog.
3. Click on the Workbook Rules tab.
4. Click New Rule.
5. Fill in the rule name, condition, and action just like you did for a personal rule.
6. Click Save.

The rule is now saved with the workbook. If you share the file with colleagues, they will see the rule in their Copilot pane (provided they have permission to edit the workbook). Note that workbook rules are not applied to other workbooks.

Managing and Editing Existing Rules

To edit a rule, open the Manage Rules dialog and find the rule you want to change. Click the pencil icon next to it, make your changes, and save. To delete a rule, click the trash can icon. You can also temporarily disable a rule by unchecking the box next to its name – this is useful if you want to test whether a rule is causing an issue without removing it permanently.

Rules are applied in the order they are listed. If you have conflicting rules, the first one in the list takes precedence. You can reorder rules by dragging them up or down in the list.

Common Problems and Troubleshooting

If your rules don’t seem to be working, check the following:

• Rule not triggered: The condition you set may be too specific. For example, if you set a rule for “when the user asks to total a column,” but you ask “sum this column,” the rule may not fire. Try broadening the condition.
• Rule conflicts: If you have multiple rules that apply to the same situation, the first one wins. Review your rule order.
• Copilot not available: Rules only work when Copilot is active. If you don’t see the Copilot pane, the feature may not be enabled for your account.
• Workbook rules not shared: Workbook rules are stored in the file, but they only appear for users who have Copilot and edit permissions. If a colleague can’t see them, ask them to check their Manage Rules dialog.

Frequently Asked Questions

Can I set rules that apply to only one sheet in a workbook?

No, Copilot rules apply to the entire workbook, not individual sheets. If you need sheet-specific behavior, you can create a rule with a condition that includes the sheet name, but the rule will still be listed as a workbook rule.

Do personal rules override workbook rules?

No, workbook rules take precedence over personal rules. If both a personal and a workbook rule apply to the same situation, the workbook rule wins. This is intentional so that project-specific standards can override your general preferences.

Can I import or export rules?

Currently, there is no built-in way to export or import rules between accounts or workbooks. You would need to recreate them manually. Microsoft may add this feature in future updates.

Are Copilot rules available in Excel for Mac or the web?

Yes, Copilot rules are available in Excel for Windows, Mac, and the web, as long as you have a Microsoft 365 subscription that includes Copilot. The interface may look slightly different, but the Manage Rules option is present in all versions.

What happens to workbook rules when I share the file?

When you share the workbook, the rules travel with the file. However, recipients must have edit permissions to see and use the rules. If they only have view access, they won’t be able to modify or apply them.

Can I set a rule that uses a specific formula or function?

Yes, you can set rules that specify which functions Copilot should use. For example, you can create a rule that says “Always use VLOOKUP instead of XLOOKUP” or “Use the AVERAGE function for mean calculations.” Just be sure to phrase the condition clearly.

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