# Data Cleaning for Shared Spreadsheets, Every Week

Source: https://maito.app/workflows/keep-a-shared-spreadsheet-clean

Maito checks a shared Airtable or Microsoft 365 sheet on a schedule, fixes dates, merges exact duplicates, asks owners about odd values and reports in Slack.

Fix formats, fill gaps and flag odd rows in a sheet everyone edits.

[Operations](https://maito.app/workflows/team/operations) · On a schedule · Updated October 19, 2026

Works with

-   Slack
-   Email
-   [Airtable](https://maito.app/workflows/tool/airtable)
-   Microsoft 365

## How do you keep a shared spreadsheet clean?

To keep a shared spreadsheet clean, tell Maito which sheet and how often. On schedule, Maito checks every row in Airtable or Microsoft 365, fixes date formats, merges exact duplicates, asks the owners about missing or odd values, and posts what it fixed and what still needs a person.

## How it's done today

Shared sheets slowly fill with errors.

## What Maito does

1.  Check the sheet
2.  Fix formats
3.  Flag missing or odd values to owners

## Example

Loop run: Friday 4:00 PM · Customer tracker cleanup

**Maito** (4:00 PM):

Customer tracker, 412 rows checked.

**Fixed:** 12 dates to the same format. 2 exact duplicates merged (Initech, Globex).

**Need an owner to confirm**  
• Rows 31, 88, 140, 262: no owner  
• Row 203: renewal date is Oct 2025, a year ago  
• Row 77: contract value $0  
• Rows 19, 54, 120, 301: dates like 03/10/2026, which could be Mar 10 or Oct 3. I left them as they were.

I've messaged the owners I could find. Rows with no owner are for Tom.

**Jo** (4:25 PM):

row 88 is Acme, mine. Row 77 is a pilot, $0 is right.

**Maito** (4:26 PM):

Updated. Row 88 now lists Jo as owner, and I've marked row 77 as a pilot so it stops getting flagged. 12 flags left.

## How to set it up

On a schedule Keep a shared spreadsheet clean

Ask your agent

“Every Friday at 4, clean up the customer tracker in Airtable: fix date formats, merge exact duplicates, and ask owners about missing or odd values. Report in #ops.”

Connect spreadsheet

-   Airtable
-   Microsoft 365

Not connected yet? Your agent sends you a link to sign in.

## What it won't do

It can't tell whether a value is right, only whether it looks wrong. Anything that could be read two ways stays as it was until its owner confirms.

## Questions

### What will it change on its own?

Only safe fixes like date formats and exact duplicates. It leaves ambiguous values, such as 03/10/2026, and asks the owner.

### How does it find the owner of a row?

From the owner field in the sheet. Rows with no owner go to the person you named in the request.

### Does it run every week?

Yes. You set it up once as a Loop on a schedule and it reports each time.

## More operations workflows

-   [Chase missing inputs Ask people for what's missing, by Slack or email, until it's in. Operations · On a schedule Works with Gmail, Microsoft 365, Airtable.](https://maito.app/workflows/chase-missing-inputs)
-   [Monday report from connected tools The weekly operating report built from the tools you already use. Operations · On a schedule Works with BigQuery, Supabase, Intercom, Pylon, Stripe, PayPal.](https://maito.app/workflows/monday-report-from-connected-tools)
-   [Turn a process into a written guide Describe how something is done and get a clean step-by-step guide. Operations · When you ask Works with Slack, Email.](https://maito.app/workflows/turn-a-process-into-a-written-guide)
-   [Book travel within policy Get flight and hotel options that fit the travel policy. Operations · When you ask Works with Slack, Email.](https://maito.app/workflows/book-travel-within-policy)
-   [Answer "who owns this?" Find the right person or team for any system, process or question. Operations · When you ask Works with Slack, Email.](https://maito.app/workflows/answer-who-owns-this)
-   [Flag emergency messages to the duty manager Messages that mention gas, flooding or fire reach the duty manager fast, with emergency instructions sent to the tenant. Operations · When something happens Works with Gmail, Microsoft 365.](https://maito.app/workflows/flag-emergency-messages-to-the-duty-manager)

[See all workflows](https://maito.app/workflows)

## Put your AI teammate to work.

Set it up in minutes. Start with this one, and let it earn the next one.

[Put Maito to work](https://maito.app/login?returnTo=%2Fworkflows%2Fkeep-a-shared-spreadsheet-clean)[Book a demo](mailto:support@maito.app?subject=Maito%20demo)