The Tool Desk
Outbyte PC Repair FREERepair Windows errors before they cause bigger problemsFix Now →Outbyte Driver Updater FREEScan for outdated or missing drivers - takes under a minuteDriver Scan →Use Personalization for preferences you want Copilot to apply across your Excel workbooks; use a visible .Rules worksheet for instructions that belong to one workbook. Personalization is tied to your account and is not shared with other people, while workbook rules travel with the workbook. A specific instruction in your prompt takes precedence over saved personalization.
Choose the right instruction scope
| Need | Use | Where it lives | Sharing and scope |
|---|---|---|---|
| A recurring preference across your workbooks | Personalization | Your account’s Copilot settings | Applies to your Copilot in Excel sessions across workbooks and signed-in devices; it is not shared with other people or added to the workbook file. (Microsoft Support) |
| A convention or instruction for one particular workbook | Workbook rules | A visible worksheet named .Rules |
Applies to Copilot’s handling of that workbook and is shared with the workbook. (Microsoft Support) |
Examples of account-level preferences include number, currency, date, and unit formats; table styles; formula preferences; chart and PivotTable defaults; conditional formatting; and the detail or tone of responses. Use these for choices you want to recur.
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Use workbook rules for conventions, custom functions, or layout requirements that make sense only for the current file. Microsoft’s guidance is to keep rules short, specific, and organized: put one rule or idea in each cell, group related rules under headings, and include short examples where helpful.
Set or change Copilot personalization
- Open the Copilot pane in Excel and select the Settings menu, shown as an ellipsis in the upper-right corner.
- Select Personalization.
- Enter your preferences as short, specific instructions, then select Save. They take effect on your next prompt.
- To change a preference, return to the same dialog, edit it, and save. To stop using personalization, remove the preferences and save.
If Copilot misses a preference, state the requirement directly in the prompt for that task. A specific prompt instruction overrides personalization. You can also clarify the saved wording if it is ambiguous. (Microsoft Support)
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Create rules for a specific workbook
Generate the rules sheet from Copilot
- Open the Copilot pane and select Add work content.
- Select Create workbook rules. Copilot creates a
.Rulesworksheet and suggests a template. - Write and review the rules in column A. Keep the sheet visible so Copilot can use it.
Create or maintain the sheet yourself
You can also add a worksheet named .Rules manually, or ask Copilot to create one. Put rules in column A and leave the worksheet visible: hidden .Rules sheets are not used. Organize instructions so a person opening the workbook can understand the conventions as well as Copilot.
Rules can be formula-driven. For example, a rule’s output can depend on a dropdown selection or on whether the workbook contains data. Copilot reads the formula output on the next prompt after the workbook recalculates. (Microsoft Support)
Write instructions that are useful and maintainable
- Be concrete. Specify the format, behavior, or layout you want rather than relying on a vague preference such as “make it consistent.”
- Separate ideas. Use one rule per cell and headings to group related guidance.
- Keep scope clear. Put recurring personal choices in Personalization and workbook-specific conventions in
.Rules. - Use examples sparingly. A short example can show the intended format or formula pattern more clearly than a long explanation.
- Check formula-driven rules. Confirm the workbook has recalculated before expecting Copilot to read changed formula output.
Availability, language, and review
Access to Copilot in Excel depends on subscription eligibility and organization settings. Microsoft’s getting-started documentation lists Excel for Windows, Mac, and the web for edit, chat, and plan modes; mobile capabilities may be limited or rolling out. Check Microsoft’s current Copilot in Excel getting-started guidance for current requirements and platform details.
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1Fix the driver behind crashes, sound loss and screen glitches2Clear out junk files and repair common Windows errors3Scan for outdated or missing drivers - takes under a minuteWorkbook rules are fully supported only in English; Microsoft says support for other languages is inconsistent. Copilot and its available models change, so rule behavior can also change as features expand. (Microsoft Support)
Copilot can edit workbook content directly. Review its output and any workbook changes before relying on them or sharing the file: generated results may be inaccurate, and saved changes are visible to people who can access the workbook. (Microsoft Support)
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