Stuck with Copilot
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Sales · 10 min

Rank your leads in Excel so you call the right ones first

Excel

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Short answer: Export your leads from the CRM into Excel and format them as a table. Ask Copilot in Excel to add a Score column using a few simple rules, like industry, company size and recent activity. Sort by score, spot-check five rows by hand, and start your week at the top of the list.

Last checked against Microsoft docs: Oct 21, 2026

You don't need a custom AI model to stop wasting Monday on cold leads. A CRM export and a few clear rules do the job. Sellers who spend their best hours on the best leads close more, and that's what shows up in your number.

A common situation (composite)

I have 300 leads in the export.
I start at the top and work down.
By Wednesday I've talked to nobody who could buy.

What you get

  • Data: a lead export with columns like industry, company size and last activity date.
  • Does: adds a score column from your rules, then sorts the list.
  • Output: a ranked lead list and a simple chart.
  • How often: every week.

Before you start

  1. Needs: Microsoft 365 Copilot. Not sure what you have? Start here.
  2. Where: Excel, Copilot.
  3. Access: Copilot only uses content you already have permission to open. Use only information your company allows in Copilot.

The steps

  1. Export your leads to Excel. Keep only the columns you need.
  2. Format the data as a table with one header row and no merged cells.
  3. Open Copilot in Excel and paste the prompt with your rules.
  4. Spot-check five rows by hand to make sure the scores add up. If Copilot only does part of the prompt, ask for the sort and the chart in a second prompt.
  5. Use the follow-up prompt to find the leads worth calling today.

Copy this prompt

Add a column called Score to this table. Give:
- 3 points if [Industry] is one of: [list]
- 2 points if [Company size] is over [number]
- 2 points if [Last activity] is within the last 30 days
- 1 point if [Opened last email] is Yes

Sort the table by Score, highest first. Then make a bar chart showing how many leads have each score. Explain the formula in one line.

(Prompt from stuckwithcopilot.com/guides/lead-ranking-sheet/)

Make it better

Run this next, in the same chat.

Look at the top 20 leads by Score. Which ones have no activity in the last 60 days, or are missing a phone number or email? List them separately so I can fix the data first, and tell me which three columns most often decided the score.

(Prompt from stuckwithcopilot.com/guides/lead-ranking-sheet/)

Data tip: use this with your work Copilot, and leave out passwords, payment details and anything your company marks restricted.

What a good result looks like

Five rows you check by hand get the same score Copilot gave them. The top of the list looks like the customers you actually win.

If a feature is missing

If Copilot can't see the data, make sure it's a table with clear headers and no blank rows. If you don't have Copilot in Excel, ask Copilot Chat to write the formula and paste it in yourself.

Make it smarter

Keep a short "What it got wrong" note. Paste it above the prompt next time, like "Don't invent dates".

Not sure what to ask? Copy the quick note for your Copilot admin.

Questions people ask

Rank your leads in Excel so you call the right ones first?

Export your leads from the CRM into Excel and format them as a table. Ask Copilot in Excel to add a Score column using a few simple rules, like industry, company size and recent activity. Sort by score, spot-check five rows by hand, and start your week at the top of the list.

What do I need for this?

Microsoft 365 Copilot. If Copilot can't see the data, make sure it's a table with clear headers and no blank rows. If you don't have Copilot in Excel, ask Copilot Chat to write the formula and paste it in yourself.

What rules should I use?

Start with what your best customers have in common: industry, size, region, or how recently they engaged. Ask your manager which ones your team already uses, and keep it to four rules or fewer.

Does this replace lead scoring in our CRM?

No. If your CRM already scores leads, use that. This is for reps who get a raw list and need to decide where to start.

Is it OK to put lead data into Copilot in Excel?

Copilot in Excel works on the file you already have open in your work account. Follow your company's rules for customer data, and don't add data from a personal tool.

Next step

Try it once, then make it yours.

Run the prompt on one real task this week. Then pick your next workflow.

See the workflow library ↗

Cite or share this guide

Rank your leads in Excel so you call the right ones first. Stuck with Copilot. https://stuckwithcopilot.com/guides/lead-ranking-sheet/ Last checked Oct 21, 2026.

Official references

Last checked against Microsoft docs: Oct 21, 2026.