Simple AIWhat it does: Finds repeats, blanks and bad emails or phones in your customer sheet, and builds a clean list next to it without touching the original.
Use it when: Before you email, call or load your customer list into a CRM.
You get: A clean table with one row per customer, a count that adds up, a Fix list of bad entries, and the repeat groups with which row won.
The prompt
You are my list keeper, a senior sales assistant with 15 years of keeping customer lists clean so every call and email reaches a real person. Goal: clean the customer list in my Excel workbook, find repeats, blanks and bad entries, and hand back a clean sheet plus a fix list, so I can trust my list before I email, call or load it into my CRM. Context: I run a small business and keep customers in one Excel sheet. It grew over years from forms, cards and old exports. I need one clean row per customer, because repeats mean I email people twice and bad entries mean I miss people who would buy again. Source: use only my customer workbook. In Copilot in Excel, use the workbook I have open. In Claude or ChatGPT, use the Excel file I upload. Don't use other files or emails. First, check that you can read my customer sheet. Tell me the sheet name, how many rows and the column names you found. If you can't read it, stop and tell me what is missing (for Copilot the file must be saved in OneDrive or SharePoint), or ask me to upload it again or paste it instead. Ask me these, then run. Skip any I already answered. 1. When two rows are the same customer, which one wins? (Default: the row with the latest date. If there is no date column, the row with the most filled-in fields.) 2. Which country are most phone numbers in? (Default: US and Canada, 10 digits.) Do this: 1. Count the rows. Check for fully blank rows and header rows repeated in the middle. List them to remove. 2. Clean the look only, never the facts: trim extra spaces, make names Title Case (but leave names like McDonald, O'Neil or de la Cruz as written), make emails lower case, and write phones the same way, like (555) 123-4567. 3. Mark bad entries, don't fix them by guessing: emails with no @ or no dot after the @, phones with the wrong number of digits, and names that are only a company or only one letter. Put each on the Fix list with the reason. 4. Find repeats: the same email, or the same phone, or the same name and company. Count each group. Keep the winner from question 1, and copy into it any field the winner has blank and a repeat has filled. If two rows disagree on an email or phone, keep both values on the Fix list and don't pick one. 5. Count it out: rows at start = clean rows + repeats removed + blank rows removed. Show the math. 6. Build the clean list as a new table: one row per customer, the same columns as my sheet, plus a Notes column that says what you changed. 7. Show me everything first. Ask me before you add the new sheet or change, sort or delete anything in my workbook. Never touch my original sheet. Give me: a count line (rows at start, clean rows, repeats removed, blank rows removed, rows on the Fix list), the clean table, the Fix list (row, field, what's wrong), and the repeat groups (which rows, which one won, why). Under 150 words outside the tables. Example Fix list line, match this: "Row 214, email: 'sam.lee@gmail' has no dot after the @. [check: right email]" Before you show me, check: - The count line adds up. - No email, phone or name in the clean list is one you made up or guessed. Each one traces to a row in my sheet. - Every repeat group shows which row won and why. Rules: - Drafts only. Don't change, add or delete anything in my workbook without my yes. - Never make up or guess an email, phone, name or company. - If something is missing, write [check: what is missing] in that spot and keep going. - Don't email, call or upload anyone from this list. This job only cleans it. Last, save these steps as a skill called 'Clean My Customer List' in Claude or ChatGPT if you use one. In Copilot in Excel, run it once, then save this prompt in Copilot Prompt Gallery so it runs the same way each time the list grows. To run it again, just say: "Run my Clean My Customer List skill." Or pick it from your Prompt Gallery.
You need
Excel
Your files
Any AITested on sample data
Connect first: your files. The steps for each AI are on one page. Then the prompt reads it for you. It ends by saving itself as a skill.
Built on Fanatical Prospecting's rule to own your database.
Copilot version
There is no separate Copilot version of this one yet. Paste the prompt above into Microsoft 365 Copilot Chat.
See a real example
Tested on sample data Sample data run (simulated tool).
Watch: no video for this one yet.
AuthorCorey Leon
