Use Excel Copilot to Track and Analyze Your MTM Caseload

What This Does

Excel's built-in Copilot can analyze your MTM patient list, spotting patterns in your caseload, calculating session completion rates, identifying patients overdue for follow-up, and generating summary charts, using plain-language requests instead of manual formulas.

Before You Start

• You have Microsoft Excel (desktop or Microsoft 365 web version)
• Your organization has Microsoft 365 Copilot enabled
• Your MTM patient data is in an Excel spreadsheet (even a simple list with patient names, dates, and session status works)

Steps

1. Open your spreadsheet and check your headers

Open your Excel file with MTM patient data. Formatting the data as a table is no longer required, since Copilot now reads plain ranges too, but it is still worth doing because it keeps ranges stable as you add patients: click any cell in the data, press Ctrl+T (Cmd+T on Mac), then click OK.

What matters most: one header row with clear, unique column names, no merged cells, and no blank rows. Copilot reads your headers to understand the data. Troubleshooting: If your data doesn't have headers, add them first (Patient Name, Date of Last Session, Session Type, Status, Next Follow-Up Due, etc.).

2. Open Copilot

Click the Copilot icon in the lower-right corner of the Excel window. A Copilot panel opens on the right side of the screen. Microsoft moved Copilot off the Home ribbon in 2026, so the corner button is now the one entry point; press F6 if you prefer the keyboard, and right-click the button and choose Move to ribbon if you want it back up top.

What you should see: A chat panel appears on the right with a text box at the bottom.

3. Ask Copilot to analyze your data

Type a plain-language question about your MTM data:

• "How many patients are overdue for follow-up based on the 'Next Follow-Up Due' column?"
• "Create a chart showing MTM sessions completed by month"
• "Which patients haven't had a session in more than 90 days?"
• "Summarize my caseload: total patients, sessions completed this quarter, and average days between sessions"

4. Review and apply the result

Copilot may generate a formula, create a chart, or highlight specific rows. For formulas, click Insert column to add Copilot's suggested formula to your table. For charts, they appear as a preview, click Add to sheet to insert them.

What you should see: Your requested analysis appears either as a new column, a chart, or a written summary in the Copilot panel.

5. Use the analysis for MTM planning

Review which patients Copilot identifies as overdue or high-priority. Use this list to plan outreach calls or schedule MTM sessions strategically rather than reactively.

Real Example

Scenario: You manage a caseload of 85 MTM-eligible patients and want to know who's overdue for their annual comprehensive medication review (CMR) before the quarter ends.

Your spreadsheet columns: Patient Name | Last CMR Date | Diagnoses | Phone | Insurance | Next CMR Due

What you type in Copilot: "Highlight all patients whose 'Next CMR Due' date is before today's date. Then create a summary count of how many are overdue and how many are current."

What you get: Excel highlights overdue patients in red and creates a two-row summary table showing "Overdue: 23" and "Current: 62", giving you a clean priority list for outreach.

Time saved: 20 minutes of manual filtering and counting → 2 minutes

Tips

• The more consistent your column names, the better Copilot understands your data; use standard names like "Date" and "Status" rather than abbreviations
• Ask Copilot to "explain this formula" if it generates a complex formula you want to understand before using
• You can ask Copilot to draft the email outreach list too: "Summarize these 23 overdue patients into a table with their name and phone number for outreach calls"

Tool interfaces change, if a button has moved, look for similar AI/Copilot/magic options in the same menu area.