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An “AI worm” can spread through Microsoft Word documents using Copilot as a vector, a prominent Norwegian AI researcher reported on Tuesday.

The report from Håkon Måløy, later confirmed by Microsoft, said that an attacker can conceal instructions in a document that is later used as source material for Copilot-generated or Copilot-edited Word documents, for example, as input to a financial report. Those malicious instructions could potentially alter figures in the document being created. They then copy themselves into the new document, causing it to become a carrier of the attack when used in another Copilot-assisted workflow.

Måløy noted: “To my knowledge, this is among the first public demonstrations of document-borne AI-worm self-propagation through normal workflows in a mainstream commercial productivity suite.”

Microsoft on Thursday emailed a statement to CSOonline discussing the report’s revelations. 

“We have addressed the findings reported by the researcher and thank them for working with us through coordinated vulnerability disclosure. To address this class of risk, we use a defense-in-depth strategy with safeguards that block malicious instructions at multiple points and help keep tasks aligned with users’ requests,” Microsoft said.

“We are continuously strengthening these safeguards as the technology and threat landscape evolve,” it added. “We encourage customers to install the latest updates, use multiple layers of security protection, treat content from unknown sources with caution, and review AI-generated content before using or sharing it.” 

Sidesteps defenses

Aman Mahapatra, chief strategy officer for Tribeca Softtech, a New York City-based technology consulting firm, has reviewed the mechanisms used in this vulnerability and says that it is much worse than it might seem, because it will sidestep just about every defensive mechanism enterprises have in place today.

“This is a worm, a self-propagating malware pattern that uses Copilot as the transmission mechanism and legitimate corporate collaboration as the delivery channel. It bypasses every traditional email security control because the document is not malicious on delivery and it becomes malicious when Copilot processes it. That means that it bypasses DLP because the exfiltration happens through the user’s own authenticated Copilot session,” Mahapatra said. “It then bypasses endpoint protection because no code executes, only instructions get followed by an AI service the enterprise has explicitly authorized.”

He also noted that researchers have been warning about this class of attack for two years.

Microsoft’s involvement

Måløy said that he has been working with the Microsoft Security Response Center (MSRC) since March 3 and Microsoft  subsequently implemented and distributed multiple small focused mitigations, but the core vulnerability has yet to be fixed.

He said he was hesitant to disclose an active vulnerability, but felt that it was now time to publish. 

“My reasoning is that defenders cannot reduce exposure to a risk they are unaware of,” Måløy wrote, “and the propagation mechanism described here affects ordinary document workflows that many organizations already rely on.”

In an email interview, Måløy noted that the tweaks Microsoft has implemented were helpful, nonetheless. 

“The coordinated disclosure process showed that mitigations can meaningfully reduce the demonstrated attack surface, making attacks less reliable and limiting their reach, even without completely eliminating the underlying problem,” he said. 

Måløy also addressed the resolution that many analysts and consultants suggested, which is to change the nature of LLMs to fully isolate instructions from the data they operate on. 

“Separating instructions from data may be part of the solution, but I think the distinction between data and instructions is not always clear in real-world workflows. For example, a user may ask an agent to arrange a business trip, requiring the agent to retrieve an email specifying the approved itinerary and a document containing the booking procedure,” Måløy said.

“My view is that the broader challenge is therefore not simply to prevent systems from interpreting external content as instructions, but to evaluate whether those instructions align with the user’s goals and the context in which the system is operating,” he added.

Problem hard to overstate

Mike Wilkes, enterprise CISO at Aikido Security, said it would be difficult to overstate the potential problems from this situation. 

“This is a significant issue because it moves prompt injection from a single compromised interaction into a potentially self-propagating document integrity attack,” he said, noting that it is not a conventional worm that spreads automatically. A user or Copilot workflow must still bring an infected document into the model’s context. “But once that happens, the malicious instructions can reportedly alter business information, conceal themselves inside the resulting Word document and turn a legitimate internal file into the next carrier,” he said.

That, he pointed out, creates “a dangerous enterprise supply chain in which financial reports, contracts, policies and partner documents may inherit malicious behavior while retaining the trust associated with their legitimate authors and Microsoft 365 accounts.”

Not a new issue

The key issue behind this flaw is the fact that genAI tends to struggle with telling the difference between data that a user offers as input and the instructions the AI is to execute.

Flavio Villanustre, CISO for the LexisNexis Risk Solutions Group, observed that the same problem with mixed data and instructions occurred in databases decades ago, and turned into what we know as SQL injection attacks today. But, he noted, a few years later, parametrized binding for the database access layers was developed, which separates instructions, which are handled internally and safely, from data, which can come from untrusted sources. “The same needs to happen with LLMs and other AI,” he said.

Mike Leone, a VP/principal analyst at Moor Insights & Strategy, agreed.

“It’s hard not to chuckle a bit with this one. People have been asking whether data can give orders since SQL injections. We fixed that one by giving the database a way to tell an instruction from a value,” Leone said. “Thirty years later, we’ve built an entire category of software that can’t tell the difference at all.”

Tom Findling, CEO at Conifers.ai, also said he sees the data-vs-instructions issue as the biggest problem. 

“Separating data from instructions is still unsolved at the model layer. The labs are making real progress, but not enough to be your only control,” he said, and stressed, “Microsoft doesn’t need to wait for that. It can slow propagation inside Copilot: stop hidden content from being written into new documents, surface hidden text before it’s used, preserve the trust level of what Copilot read and show all AI-generated changes.”

Fix needs industry agreement

However, Frank Dickson, group VP for security at IDC, argued that a fix needs industry agreement. 

“A fundamental fix requires the industry to converge on the same architectural change, which isn’t happening anytime soon given the incentives and the fact that the major players are far from besties,” he said, pointing out that Instruction-data separation would need to be baked in at the model or platform level across every major vendor. “None of them are rewarding that work commercially right now, so treat that as a multi-year research problem, not something a CISO should wait on.”

Leone disagreed, arguing that a single vendor can do quite a bit, at least for its own customers. 

“Microsoft has said publicly since last year that indirect prompt injection can’t be fully prevented, and I give them credit for saying it out loud rather than pretending otherwise,” Leone said, noting that the industry doesn’t have to move in lockstep. “This attack lives inside one product,” he said. “If Microsoft hardens the Copilot document path, Copilot customers get safer whether or not anyone else moves.”

Dickson added that another critical problem with this vulnerability is that the carrier documents are created by legitimate employees using legitimate tools, “so there’s no obvious point of origin once the payload starts moving; an organization could be laundering corrupted financial figures through its own workflow for weeks before anyone notices.”

Tactics that might help

That said, experts had some specific suggestions for CISOs trying to negate this problem. 

IDC’s Dickson said, “the most useful lever right now sits outside the model entirely, in how much untrusted content Copilot is allowed to pull into a session without a human choosing it.” He noted that enterprises can turn Copilot’s auto-discovery behavior off or restrict it, and require humans to explicitly select the documents they feed it. “That alone closes off one of the two ways the attack gets a foothold,” he said.

IDC also suggested a visible diff or redline of anything Copilot changes in a financial or otherwise consequential document, and the requirement for a human to approve the changes. “That’s not a technical fix, it’s a workflow one, and it’s available today,” Dickson said.

He said that IT should also track where content came from and what was touched by an AI system, in metadata that travels with the document. “It doesn’t stop the injection, but it means when something does get through, an organization can actually trace how far it spread instead of discovering a corrupted number three reports later with no way to reconstruct the chain,” he said.

However, one expert, Tyler Reguly, Fortra’s associate director of security R&D, said that he didn’t see this vulnerability having a meaningful impact because it feels like what he called a “laboratory vulnerability.”

Normal enterprise workflows don’t encompass a number of the necessary steps for compromise, he said, pointing out that, if anything, people are trained not to download Word documents. Plus, he noted, looking at the blurred example in the report, the malicious document contained an additional apparently blank page which held the concealed prompts in white text.

“That page is going to send up warning signs for me if someone even managed to convince me to download an external Word document,” he said. So, overall, “this feels like it requires a perfect storm.”

This article originally appeared on CSOonline.

Building a presentation can take lots of time. There are design choices to figure out: the slide layouts, fonts, theme colors, and so on. You can use a template to skip this hassle, but you still have to paste your text and other content into the slides and edit it all so that the results are visually appealing.

In PowerPoint, Microsoft’s Copilot AI assistant can now automate the heavy lifting of presentation creation. It can generate a first-draft presentation in minutes, then help you edit it. You can also prompt Copilot to help you quickly understand the contents of a presentation and glean insights from it. Use the tips in this guide to save oodles of time as you create and work with presentations.

Who can use Copilot in PowerPoint

Individuals with a Microsoft 365 Personal, Family, or Premium subscription have access to Copilot from within PowerPoint and other Microsoft 365 apps. Users with a Premium plan have higher Copilot usage allowances and access to advanced AI features.

For business users, it’s more complicated. Organizations with more than 2,000 users must pay for Microsoft 365 Copilot licenses for their users in addition to their regular Microsoft 365 licenses. Users at organizations with fewer than 2,000 users can use Copilot within M365 apps even without the M365 Copilot add-on licenses, but there are limitations in usage, speed, and feature availability.

To see what kind of access you have, log in to Microsoft’s Copilot Chat web hub and look for your name in the lower left corner. If you see “M365 Copilot (Premium)” under your name, you can use Copilot in M365 apps with priority access and advanced features. “M365 Copilot (Basic)” means you can use Copilot in M365 apps with lower-priority access and limited features. If you see “Copilot Chat (Basic)” or nothing below your name, you can’t use Copilot in M365 apps.

(Copilot Chat Basic users do get some Copilot functionality, including the ability to generate presentations, via the Copilot Chat hub. See our Copilot Chat tutorial for details.)

In this article:

• Working with Copilot in PowerPoint
• Create a presentation template
• Create a presentation from a document
• Add content from a document to a slide
• Refine your slide text
• Find or create an image
• Expand your presentation with relevant slides
• Summarize a presentation
• Answer questions about a presentation
• Help you navigate a large presentation
• Generate speaker notes and/or an FAQ

Working with Copilot in PowerPoint

First, let’s quickly go over the notable settings of the Copilot sidebar.

When you have a presentation open in PowerPoint, click the Copilot icon; it may be floating at the lower-right corner of your PowerPoint window or parked at the right end of the Ribbon toolbar. The Copilot sidebar will open along the right of the page. You’ll type your prompts to Copilot inside the chat window in this pane.

Agent mode: By default, Copilot can build a new presentation or make changes to an existing one in the main PowerPoint window. This is known as “agent mode.” To change this so that Copilot can’t take direct action on a presentation (all its responses appear in the sidebar), click the Allow editing button above the chat window and change it to Chat only.

The tips in this guide require that Copilot be in agent mode, so make sure you see Allow editing above the chat window.

Choice of AI model: Behind the scenes, Copilot has access to various genAI models, including different versions of Anthropic Claude and OpenAI GPT.  By default, it decides which model to use based on your prompt. You can set it to use a particular model: click Auto at the upper right of the Copilot pane and select a model from the dropdown that opens.

The tips in this guide should work fine on the default Auto setting. But feel free to experiment switching to specific models to see which give you the best results for particular tasks.

Important: Remember that generative AI output often includes errors, so always check Copilot’s output for accuracy. (Also see our tips for reducing hallucinations in Copilot.) You’ll likely want to rewrite it in your own voice as you’re reviewing it.

1. Create a presentation template

For many people, the hardest part of creating a presentation is getting started. What types of information should be included on the slides, and in what order? Copilot can give you a leg up by creating the type of presentation you need, with placeholder data that you can later replace with your own.

Start a new presentation, open the Copilot sidebar, and type your prompt into the chat window. It’s best to provide very specific details in your prompt. The more context or details you provide, the more likely Copilot will generate a presentation template that suits your needs.

A good prompt should contain the slide count, subject, audience, and tone. Example:

• Create a 6-slide presentation for a sales meeting focusing on Q1 revenue. The audience is the sales team, so keep the tone professional and focused on the sales data.

Copilot may ask a series of follow-up questions, such as your preferred visual style and desired level of detail. Then it will generate a presentation template.

You can optionally prompt Copilot for revisions, and when you’re happy with the template, swap in your own data.

2. Create a presentation from a document

You can attach a document (such as a Word document, Excel spreadsheet, or PDF) and prompt Copilot to generate a presentation based on its contents. This works best with a structured-format document (such as a business plan, project proposal, or summary report) that contains sections with headings.

Copilot can extract the document’s text and structure to generate the slide content for the new presentation. This can especially be useful for quickly turning a long report into a visually appealing presentation.

In the Copilot pane, click the + icon at the bottom of the chat window. A list of documents that you’ve recently accessed appears. Select the one that you want Copilot to use. Alternatively, click the magnifying glass icon and inside its search box, type a few letters of the filename for the document you want. (Business users with an M365 Copilot license can select up to five files for Copilot to pull from when creating a presentation.)

Then in the chat window, you can enter a prompt that’s as simple as “Create a presentation,” although as always, providing more details and context is better. This is especially important for corporate users who reference multiple source files. It’s useful to tell Copilot what data to pull from each document.

Answer any follow-up questions that Copilot asks, and it will then generate the presentation.

Note: Your marketing department may have created one or more branded company templates for Copilot to work from. If that’s the case at your organization, simply open the appropriate company template as your first step. Then you can upload docs and type a prompt as described above. Copilot will create a presentation using the branded template.

3. Add content from a document to a slide

Manually copying text or other content from a document and pasting it into a new slide is a chore. Instead, you can prompt Copilot to extract information directly from a Word document, Excel spreadsheet, or PDF to create new slides.

In the Copilot pane, attach the document using the same steps described in tip 2, then tell Copilot to create a slide from the document. As always, it helps to provide details such as the new slide’s focus or what data to include:

• Add a slide based on the attached document.
• Use the attached file to add a slide about the project budget that focuses on Q1 projections.
• Summarize only the financial section of the attached document as a slide.

4. Refine your slide text

A presentation should be visual and display only the core message. Conciseness and proper writing tone are essential for your slides, so that they don’t lose the attention of your audience.

You can prompt Copilot to refine text on an individual slide in various ways, such as rewriting it in a more professional tone or making it more concise. Highlight the text inside a text box on the slide. On the toolbar that appears over the highlighted text, click Edit with Copilot.

On the menu that opens, you can select a preset prompt to refine the text, such as Condense or Make professional. Or, at the top of this menu, you can type a prompt to rewrite the highlighted text.

Note that this feature affects all the text inside the text box. To rewrite only a portion of text inside a text box, you must split that portion out into a separate text box.

Alternatively, you can prompt Copilot to analyze your entire presentation and tighten up the wording throughout all of its slides. For example:

• Make these slides more visual and use less text.

5. Find or create an image

If you have Copilot generate a presentation from an existing Word document that contains images, it will incorporate those images into the presentation. If there are no images in the source document, you can ask Copilot to find or create one and add it to a slide.

To add a stock image or an image from your organization’s brand library, tell Copilot what you’re looking for:

• Add a stock photo of young adults in a cafe drinking boba tea.
• Add a photo from our asset library of young adults in a cafe drinking boba tea.

To have Copilot create an image using Microsoft’s Designer image generation tool, describe your desired image. As always, specificity is helpful:

• Create a photorealistic image of a diverse group of 5 or 6 fashionable young adults sitting in a cafe drinking boba tea. They’re smiling or laughing, and some are looking at their phones.

Just as you need to review any text output from Copilot, take a close look at generated images to be sure nothing looks off.

Also note that Copilot image generation isn’t always reliable in PowerPoint. For some time during our testing for this story, Copilot said it couldn’t create an image because “the image generation service is returning a server error on every attempt.” After about a day and a half, the service began working again.

6. Expand your presentation with relevant slides

As you’re building your presentation, you may find that it’s become text heavy. Or perhaps it could use more visually oriented slides to break things up and make its progression flow better. Copilot can generate and insert new slides that are based on the content of the slides already in the presentation.

In the Copilot pane, specify exactly where you want the new slide to go. This helps Copilot to analyze the content of the slides before and after where you want the new slide. Then it can generate a slide to bridge between the two slides. Examples:

• Add a slide after slide 3 about our competitive advantages.
• Add a slide after slide 11 that transitions to slide 12.

7. Summarize a presentation

Maybe you need a quick refresh of your presentation before an important meeting. Or maybe a co-worker has sent you a presentation that’s packed with lots of slides. You can prompt Copilot to generate a summary of the presentation’s overall messaging.

In the Copilot pane, just type “summarize this presentation.” You can also have Copilot flag key slides that contain important information: “show me key slides.”

8. Answer questions about a presentation

As you’re reviewing a presentation, especially one that you didn’t create and are not familiar with, you can get Copilot to pull key data points from its slides.

In the Copilot pane, type specific informational questions. Examples:

• What are the action items in this deck?
• What is the proposed budget mentioned here?

If Copilot can’t find the exact answer to the question you ask, it will provide related information from the presentation.

This method can also help you validate that your presentation includes everything you want it to. If you ask Copilot about the action items in a presentation and it can’t find any, you know you need to add them. (Copilot will likely offer to generate them for you based on the rest of the slides.)

You can even take this tactic a step further and ask Copilot if the presentation is missing any important data, if any slides are weak or confusing, if there are any awkward transitions, if there are key points that should be better emphasized, and so on.

9. Help you navigate a large presentation

In the business world, presentations with dozens of slides are not uncommon, such as for financial reports or project documentation. Trying to find a specific slide or multiple slides can be tough. Copilot can help you navigate such a presentation.

In the Copilot pane, prompt Copilot to find slides based on specific topics. Example:

• Show me the slides about the project timeline.

Copilot will analyze the presentation and reply with a list of links to the relevant slides. Click one of these to jump directly to that slide.

10. Generate speaker notes and/or an FAQ

Here’s a great timesaver when you’re preparing to show your presentation to an audience: Copilot can automatically generate suggested speaker notes for you, based on the content of your slides. Example prompt:

• Write speaker notes for every slide with one talking point per slide.

In a related feature, Copilot can create a frequently asked questions list (FAQ) for you to consult in your speaker notes or to present as a slide:

• Write an FAQ for these slides.

Copilot will ask where you want the questions and answers added — as a new slide at the end, integrated into the speaker notes of relevant slides, or somewhere else that you designate. Make a selection, and Copilot will generate the FAQ based on the content of your presentation.

Related reading:

• 11 cool things Copilot can do in Excel
• 9 ways Copilot can turbocharge OneNote
• PowerPoint for Microsoft 365 cheat sheet
• Copilot Chat: Your hub for document creation and analysis
• How to curb hallucinations in Copilot (and other genAI tools)
• Microsoft Copilot can boost your writing in Word, Outlook, and OneNote — here’s how
• More Microsoft tips and tutorials

Long before Taco Tuesday became part of the pop-culture vernacular, Tuesdays were synonymous with security — and for anyone in the tech world, they still are.  Patch Tuesday, as you most likely know, refers to the day each month when Microsoft releases security updates and patches for its software products — everything from Windows to Office to SQL Server, developer tools to browsers.

The practice, which happens on the second Tuesday of the month, was initiated to streamline the patch distribution process and make it easier for users and IT system administrators to manage updates.  Like tacos, Patch Tuesday is here to stay.

In a blog post celebrating the 20th anniversary of Patch Tuesday, the Microsoft Security Response Center wrote: “The concept of Patch Tuesday was conceived and implemented in 2003. Before this unified approach, our security updates were sporadic, posing significant challenges for IT professionals and organizations in deploying critical patches in a timely manner.”

Patch Tuesday will continue to be an “important part of our strategy to keep users secure,” Microsoft said, adding that it’s now an important part of the cybersecurity industry.  As a case in point, Adobe, among others, follows a similar patch cadence.

Patch Tuesday coverage has also long been a staple of Computerworld’s commitment to provide critical information to the IT industry. That’s why we’ve gathered together this collection of recent patches, a rolling list we’ll keep updated each month.

In case you missed a recent Patch Tuesday announcement, here are the latest six months of updates.

July’s Patch Tuesday sees an end-of-support collision amidst a massive, record-setting patch wave

Microsoft addressed 722 CVEs this month once the 427 Chromium upstream relays are set aside — roughly three times a normal cycle and one of the largest single months in recent memory. Two vulnerabilities arrive under active exploitation: an elevation of privilege in Active Directory Federation Services (CVE-2026-56155), and an elevation of privilege in SharePoint Server (CVE-2026-56164). A third, a BitLocker security feature bypass (CVE-2026-50661) is publicly disclosed but not yet exploited.

The July 2026 Patch Tuesday earns Patch Now recommendations for Windows, Office, Exchange, and SQL Server. SharePoint has two critical RCEs on top of its exploited zero-day, and Exchange Server returns with a critical on-premises spoofing flaw. Adding to our (dear) administrator’s efforts, SharePoint Server 2016/2019 and SQL Server 2016 all reach end of support today. The Readiness team has provided a handy infographic of the expected risk profile of this month’s Patch Tuesday updates.

More info is available here on Microsoft Security updates for July 2026.

For June, Patch Tuesday means an IT scramble

Microsoft this month released 206 updates affecting Windows, Office, Exchange Server, and its developer tools — including three Windows vulnerabilities already publicly disclosed. That trio includes an elevation of privilege in the Collaborative Translation Framework (CVE-2026-45586), a denial of service in HTTP.sys (CVE-2026-49160), and a BitLocker security feature bypass (CVE-2026-50507). At the moment, none appear to be under active exploitation, but all three are rated “Exploitation More Likely.” 

Even without an exploited zero-day, the June 2026 Patch Tuesday release requires Patch Now recommendations for Windows, Office, and Exchange. The latter is back in the patch picture with a consolidated security update that Microsoft recommends installing “as soon as possible.”

More info is available here on Microsoft Security updates for June 2026.

For May, Patch Tuesday means 139 updates — but no zero-days

Microsoft this month released 139 updates affecting Windows, Office, .NET, and SQL Server (though there were no updates for Microsoft Exchange Server). Despite the absence of zero-days, the May Patch Tuesday update still requires Patch Now recommendations for Windows and Office. 

The combination of three unauthenticated network RCEs (Netlogon, DNS Client, and SSO Plugin for Jira and Confluence), four Word Preview Pane RCEs, the large TCP/IP vulnerability cluster, and the carry-over BitLocker recovery condition (still active on Windows 10 and Windows Server) warrants an accelerated deployment release schedule. 

More info is available here on Microsoft Security updates for May 2026.

Microsoft’s Patch Tuesday release for April is a whopper

Windows admins are going to be busy this month, dealing with the largest Patch Tuesday cycle in memory. The April release involves 165 updates and roughly 340 unique CVEs from Microsoft — including two zero-days, one of which is already being actively exploited in the wild. 

The Readiness team recommends “Patch Now” schedules for nearly every major product family: Windows, Office (with a zero-day), Microsoft Edge (Chromium), SQL Server, and Microsoft Developer Tools (.NET). April also brings Phase 2 of Microsoft’s Kerberos RC4 hardening with full enforcement set for July. There is a lot to cover, so here’s a useful infographic mapping the deployment risk for each platform.

More info is available here on Microsoft Security updates for April 2026.

For March, Patch Tuesday delivers fixes for 83 vulnerabilities

Microsoft’s March Patch Tuesday release addresses 83 vulnerabilities across Windows, Office, SQL Server, Azure, and .NET — with two publicly disclosed zero-days affecting SQL Server and .NET (though neither is being actively exploited in the wild.) Six additional vulnerabilities spanning the Windows Kernel, Graphics Component, SMB Server, Accessibility Infrastructure, and Winlogon are flagged as “Exploitation More Likely.”

The most significant change this month is the introduction of Common Log File System (CLFS) hardening with signature verification, which will affect how Windows handles log files across the operating system. More info on Microsoft Security updates for March 2026.

February’s Patch Tuesday release fixes 59 flaws, including 6 being exploited

The company’s Patch Tuesday release for February addresses 59 CVEs across the company’s product family — roughly half the volume of January’s 159 patches. Six vulnerabilities, affecting Windows Shell, MSHTML, Desktop Window Manager, Remote Desktop, Remote Access, and Microsoft Word, are already being actively exploited. (All five Critical-rated CVEs target Azureservices rather than Windows, however.) 

Both Windows and Office get a “Patch Now” recommendation, with CISA setting a March 3 enforcement deadline for all six exploited vulnerabilities. Two new enforcement timelines also take effect in April: Kerberos RC4 deprecation (CVE-2026-20833) and Windows Deployment Services hardening (CVE-2026-0386). More info on Microsoft Security updates for February 2026.

Microsoft 365 (and Office 365) subscribers get more frequent software updates than those who have purchased Office without a subscription, which means subscribers have access to the latest features, security patches, and bug fixes. But it can be hard to keep track of the changes in each update and know when they’re available. We’re doing this for you, so you don’t have to.

Following are summaries of the updates to Microsoft 365/Office 365 for Windows over the past year, with the latest releases shown first. We’ll add info about new updates as they’re rolled out.

Note: This story covers updates released to the Current Channel for Microsoft 365/Office 365 subscriptions. If you’re a member of Microsoft’s Office Insider preview program or want to get a sneak peek at upcoming features, see the Microsoft 365 Insider blog.

Version 2605 (Build 20026.20182)

Release date: June 16, 2026

This build includes, in the words of Microsoft, “various fixes to functionality and performance.”

Get more info about Version 2605 (Build 20026.20182).

Version 2605 (Build 20026.20168)

Release date: June 9, 2026

This build offers “various fixes to functionality and performance,” according to Microsoft.

Get more info about Version 2605 (Build 20026.20168).

Version 2605 (Build 20026.20140)

Release date: June 3, 2026

This build fixes a single bug, in which images didn’t display when using top and bottom text wrapping in classic Outlook.

Get more info about Version 2605 (Build 20026.20140).

Version 2605 (Build 20026.20112)

Release date: May 26, 2026

This build offers “various fixes to functionality and performance,” according to Microsoft.

Get more info about Version 2605 (Build 20026.20112).

Version 2605 (Build 20026.20076)

Release date: May 20, 2026

This build fixes several bugs, including one in which Excel or PowerPoint closed unexpectedly in rare cases while the user was actively co-authoring, particularly when opening a document for the first time.

Get more info about Version 2605 (Build 20026.20076).

Version 2604 (Build 19929.20172)

Release date: May 14, 2026

This build fixes a bug in Outlook in which sending mail failed when multiple Exchange accounts were configured.

Get more info about Version 2604 (Build 19929.20172).

Version 2604 (Build 19929.20164)

Release date: May 12, 2026

The build plugs a number of security holes. For details, see Release notes for Microsoft Office security updates.

What IT needs to know: Because this is a security update, it should be applied relatively soon. Over the next few weeks, check for reports about problematic issues, and if all seems well, apply the update.

Get more info about Version 2604 (Build 19929.20164).

Version 2604 (Build 19929.20136)

Release date: May 5, 2026

This build fixes a bug in which Outlook closed unexpectedly after replying to a mail item with labels.

Get more info about  Version 2604 (Build 19929.20136).

Version 2604 (Build 19929.20106)

Release date: April 29, 2026

This build includes “various fixes to functionality and performance,” according to Microsoft.

Get more info about Version 2604 (Build 19929.20106).

Version 2604 (Build 19929.20090)

Release date: April 21, 2026

This build includes “various fixes to functionality and performance,” according to Microsoft.

Get more info about Version 2604 (Build 19929.20090).

Version 2603 (Build 19822.20182)

Release date: April 14, 2026

In this build, Copilot can now edit your PowerPoint documents. Copilot can start a new presentation or build on an existing one, generate slides, update content, improve layouts, and polish design, while preserving formatting, structure, and branding. 

The build also plugs a number of security holes. For details, see Release notes for Microsoft Office security updates.

What IT needs to know: Because this is a security update, it should be applied relatively soon. Over the next few weeks, check for reports about problematic issues, and if all seems well, apply the update.

Get more info about Version 2603 (Build 19822.20182).

Version 2603 (Build 19822.20168)

Release date: April 9, 2026

This build fixes several bugs, including one in Outlook in which users could not close the Copilot chat pane using a keyboard. Users can now close the pane by navigating to the Close button using a keyboard or by using the assigned keyboard shortcut.

Get more info about Version 2603 (Build 19822.20168).

Version 2603 (Build 19822.20142)

Release date: March 31, 2026

This build includes “various fixes to functionality and performance,” according to Microsoft.

Get more info about Version 2603 (Build 19822.20142).

Version 2603 (Build 19822.20114)

Release date: March 24, 2026

This build fixes a single bug in which PowerPoint sometimes closed unexpectedly when opening a newly created empty file from the OneDrive folder.

Get more info about Version 2603 (Build 19822.20114).

Version 2602 (Build 19725.20190)

Release date: March 18, 2026

This build fixes an Outlook bug in which updating a single instance of a recurring meeting in a Microsoft 365 group calendar updated the entire series.

Get more info about Version 2602 (Build 19725.20190).

Version 2602 (Build 19725.20172)

Release date: March 10, 2026

This build introduces agent mode in Word, which adds a conversational chat experience that helps create, edit, and refine document content as you work. In addition, the build fixes a bug that impacted the rendering of extended characters in calendar items, causing certain characters to appear as question marks.

The build also plugs a number of security holes. For details, see Release notes for Microsoft Office security updates.

What IT needs to know: Because this is a security update, it should be applied relatively soon. Over the next few weeks, check for reports about problematic issues, and if all seems well, apply the update.

Get more info about Version 2602 (Build 19725.20172).

Version 2602 (Build 19725.20152)

Release date: March 3, 2026

This build fixes a bug in which closing a document sometimes remained in progress indefinitely after the Office app resumed from sleep or hibernation.

Get more info about Version 2602 (Build 19725.20152).

Version 2602 (Build 19725.20126)

Release date: February 24, 2025

This build fixes several bugs, including one that caused OneNote to close unexpectedly upon startup.

Get more info about Version 2602 (Build 19725.20126).

Version 2601 (Build 19628.20214)

Release date: February 17, 2025

This build includes, in Microsoft’s words, “various fixes to functionality and performance.”

Get more info about Version 2601 (Build 19628.20214).

Version 2601 (Build 19628.20204)

Release date: February 10, 2026

This build fixes a bug that sometimes prevented users from opening emails with the Encrypt Only label in Outlook.

It also plugs a number of security holes. For details, see Release notes for Microsoft Office security updates.

What IT needs to know: Because this is a security update, it should be applied relatively soon. Over the next few weeks, check for reports about problematic issues, and if all seems well, apply the update.

Get more info about Version 2601 (Build 19628.20204).

Version 2601 (Build 19628.20166)

Release date: February 3, 2026

This build includes, in Microsoft’s words, “various fixes to functionality and performance.”

Get more info about Version 2601 (Build 19628.20166).

Version 2601 (Build 19628.20150)

Release date: January 27, 2026

In this build, OneNote applies your chosen proofing language more consistently, so you don’t have to reset it for every paragraph when writing in multiple languages. In addition, the build fixes several bugs, including one that caused Office applications to become unresponsive when profile card-related activities were performed.

Get more info about Version 2601 (Build 19628.20150).

Version 2512 (Build 19530.20184)

Release date: January 21, 2026

This build includes, in Microsoft’s words, “Various fixes to functionality and performance.”

Get more info about Version 2512 (Build 19530.20184).

Version 2512 (Build 19530.20144)

Release date: January 13, 2026

This build fixes a number of bugs, including one that caused Excel, PowerPoint, and Word to become unresponsive when profile card-related activities were performed.

It also plugs a number of security holes. For details, see Release notes for Microsoft Office security updates.

What IT needs to know: Because this is a security update, it should be applied relatively soon. Over the next few weeks, check for reports about problematic issues, and if all seems well, apply the update.

Get more info about Version 2512 (Build 19530.20144).

Version 2512 (Build 19530.20138)

Release date: January 8, 2026

This build offers, in Microsoft’s words, “Various fixes to functionality and performance.”

Get more info about Version 2512 (Build 19530.20138).

Version 2511 (Build 19426.20218)

Release date: December 16, 2025

This build offers, in Microsoft’s words, “Various fixes to functionality and performance.”

Get more info about Version 2511 (Build 19426.20218).

Version 2511 (Build 19426.20186)

Release date: December 9, 2025

This Patch Tuesday build offers, in Microsoft’s words, “Various fixes to functionality and performance.” The build also has a variety of security updates (see details).

What IT needs to know: Because this is a security update, it should be applied relatively soon. Over the next few weeks, check for reports about problematic issues, and if all seems well, apply the update.

Get more info about Version 2511 (Build 19426.20186).

Version 2511 (Build 19426.20170)

Release date: December 3, 2025

This build includes, in Microsoft’s words, “Various fixes to functionality and performance.”

Get more info about Version 2511 (Build 19426.20170).

Version 2510 (Build 19328.20244)

Release date: November 20, 2025

This build fixes a bug in Outlook that caused users to see “Contacting the server for information” repeatedly when loading some emails.

Get more info about Version 2510 (Build 19328.20244).

Version 2510 (Build 19328.20232)

Release date: November 18, 2025

This build includes, in the words of Microsoft, “various fixes to functionality and performance.”

Get more info about Version 2510 (Build 19328.20232).

Version 2510 (Build 19328.20190)

Release date: November 11, 2025

This Patch Tuesday build fixes a bug in Outlook that caused some recipients to be unable to access OneDrive links shared with them via email. The build also has a variety of security updates (see details).

What IT needs to know: Because this is a security update, it should be applied relatively soon. Over the next few weeks, check for reports about problematic issues, and if all seems well, apply the update.

Get more info about Version 2510 (Build 19328.20190).

Version 2510 (Build 19328.20178)

Release date: November 4, 2025

This build fixes a single bug, in which @mention searches produced no results in Office apps.

Get more info about Version 2510 (Build 19328.20178).

Version 2510 (Build 19328.20158)

Release date: October 30, 2025

This build introduces a new Get Data dialog in Windows that simplifies finding and using external data, and adds Analyze Data to the Data tab.

The build also fixed an bug in Outlook that prevented users from downloading web add-ins in some virtualized environments.

Get more info about Version 2510 (Build 19328.20158).

Version 2509 (Build 19231.20216)

Release date: October 21, 2025

This build has, in Microsoft’s words, “various fixes to functionality and performance.”

Get more info about Version 2509 (Build 19231.20216).

Version 2509 (Build 19231.20194)

Release date: October 14, 2025

This build has a variety of security updates (see details), along with various fixes to functionality and performance.

What IT needs to know: Because this is a security update, it should be applied relatively soon. Over the next few weeks, check for reports about problematic issues, and if all seems well, apply the update.

Get more info about Version 2509 (Build 19231.20194).

Version 2509 (Build 19231.20172)

Release date: October 7, 2025

This build has, in Microsoft’s words, “various fixes to functionality and performance.”

Get more info about Version 2509 (Build 19231.20172).

Version 2509 (Build 19231.20156)

Release date: October 1, 2025

This build fixes two bugs, one in Excel in which ribbon controls were not rendered when rejoining Office sessions in a virtual machine, Azure Virtual Desktop, or remote desktop environment, and another that caused Outlook to terminate unexpectedly when starting.

Get more info about Version 2509 (Build 19231.20156).

Version 2508 (Build 19127.20264)

Release date: September 23, 2025

This build has, in Microsoft’s words, “various fixes to functionality and performance.”

Get more info about Version 2508 (Build 19127.20264).

Version 2508 (Build 19127.20240)

Release date: September 16, 2025

This build has, in Microsoft’s words, “various fixes to functionality and performance.”

Get more info about Version 2508 (Build 19127.20240).

Version 2508 (Build 19127.20222)

Release date: September 9, 2025

This build has multiple security updates (see details), along with various fixes to functionality and performance.

What IT needs to know: Because this is a security update, it should be applied relatively soon. Over the next few weeks, check for reports about problematic issues, and if all seems well, apply the update.

Get more info about Version 2508 (Build 19127.20222).

Version 2508 (Build 19127.20192)

Release date: September 3, 2025

This build fixes a bug in which some Outlook add-ins were getting “Office.auth.getAccessToken is not a function” errors.

Get more info about Version 2508 (Build 19127.20192).

Version 2508 (Build 19127.20154)

Release date: August 26, 2025

This build fixes a bug that caused Outlook to terminate unexpectedly when sending a meeting invite with an encryption label. It also adds support for pixelated rendering of embedded images in SVG assets for the entire Office suite.

Get more info about Version 2508 (Build 19127.20154).

Version 2507 (Build 19029.20208)

Release date: August 19, 2025

This build fixes a variety of bugs.

Get more info about Version 2507 (Build 19029.20208).

Version 2507 (Build 19029.20184)

Release date: August 12, 2025

This build fixes a bug which required users to restart Outlook to open a .msg file after initially accessing it once. The build also includes a variety of security updates (see details).

What IT needs to know: Because this is a security update, it should be applied relatively soon. Over the next few weeks, check for reports about problematic issues, and if all seems well, apply the update.

Get more info about Version 2507 (Build 19029.20184).

Version 2507 (Build 19029.20156)

Release date: August 5, 2025

This build fixes a single bug, in which users had to restart Outlook to open a .msg file after initially accessing it once.

Get more info about Version 2507 (Build 19029.20156).

Version 2507 (Build 19029.20136)

Release date: July 30, 2025

This build fixes a wide variety of bugs, including in which Outlook closed unexpectedly shortly after launch, and another in Word in which the word count sometimes displayed incorrectly.

Get more info about Version 2507 (Build 19029.20136).

Version 2506 (Build 18925.20184)

Release date: July 22, 2025

This build fixes two bugs, one that caused the Copilot Command Center to continue to be visible after disabling the Copilot user interface, and another in which when creating handouts in PowerPoint, certain characters (full-width numbers) couldn’t be properly transferred to the handout.

Get more info about Version 2506 (Build 18925.20184).

Version 2506 (Build 18925.20168)

Release date: July 15, 2025

This build fixes two bugs, one that caused Visio 32-bit to close unexpectedly when using the Drawing control, particularly in setups involving COM components or .NET integrations, and another in Word in which copying and pasting content between documents sometimes changed the applied style unexpectedly.

Get more info about Version 2506 (Build 18925.20168).

Version 2506 (Build 18925.20158)

Release date: July 8, 2025

This Patch Tuesday build fixes several bugs in Outlook, PowerPoint, Word, and the whole Office suite, including one that caused the Copilot icon to unexpectedly display in Outlook when Copilot had been disabled by the admin in government cloud.

The release also includes a variety of security updates (see details).

What IT needs to know: Because this is a security update, it should be applied relatively soon. Over the next few weeks, check for reports about problematic issues, and if all seems well, apply the update.

Get more info about Version 2506 (Build 18925.20158).

Version 2506 (Build 18827.20176)

Release date: July 1, 2025

This build fixes a wide variety of bugs, including one in Word in which print preview sometimes stopped working when printing long emails.

Get more info about Version 2506 (Build 18827.20176).

Version 2505 (Build 18827.20176)

Release date: June 26, 2025

This build introduces several new features, including one in Excel in which the PivotTables dialog box interface has been replaced by a redesigned panel, making it easier to view all of your options and simpler to change your data selection before inserting a recommended PivotTable.

Get more info about Version 2505 (Build 18827.20176).

Version 2505 (Build 18827.20164)

Release date: June 17, 2025

This build fixes a bug that caused the “Try the new Outlook” toggle to be enabled when working in Classic Outlook side by side with the new Outlook.

Get more info about Version 2505 (Build 18827.20164).

Version 2505 (Build 18827.20150)

Release date: June 10, 2025

This build fixes several bugs, including one for the entire Office suite in which a Save As attempt on an existing file didn’t complete successfully, and subsequent attempts continued to encounter issues when trying to save to a file that no longer existed.

This Patch Tuesday release also includes a variety of security updates: see details.

What IT needs to know: Because this is a security update, it should be applied relatively soon. Over the next few weeks, check for reports about problematic issues, and if all seems well, apply the update.

Get more info about  Version 2505 (Build 18827.20150).

Version 2505 (Build 18827.20140)

Release date: June 3, 2025

This build offers a variety of bug and performance fixes.

Read about Version 2505 (Build 18827.20140).

Microsoft Office users may find that some of their applications are failing to open when called on by third-party applications. It’s an issue that has emerged after the latest round of Microsoft updates.

The problem affects Word, Excel, and other Office applications opened from third-party offerings including CCH Engagement, Workpaper Manager, Zotero, or dental office software such as Dentrix or Softdent.

The update issued on June 9 appears to have triggered problems with the OLE automation that these third-party applications use to interact with Office. Users have reported that files are failing to open, with no error message indicating what has gone wrong,

According to one Windows user forum, the issue is particularly frustrating because of this lack of error message. As one user put it, “‘Word won’t open from our workpaper system’ is functionally the same as ‘Word is broken.’ To an administrator, the difference determines whether the next hour is spent repairing Office, rolling back Windows, calling a line-of-business vendor, or opening a Microsoft support case.”

Microsoft has said that it is aware of the issue and is working towards a resolution.

Deleting mystery file

The company is also looking to fix a minor issue that has emerged from this latest round of updates: Users are finding that when items are deleted, the confirmation dialog box displays the internal Recycle Bin file name (for example, $Rxxxxx.ext) instead of the original file name. However, Microsoft stressed that in the Recycle Bin, the item still appears with its original name.

One of the most commonly used Microsoft programs, Excel is highly useful for data collecting, processing, and analysis. To fully harness Excel’s powers, though, you need to make use of formulas.

Excel formulas allow you to perform calculations, analyze data, and return results quickly and accurately. The usefulness of formulas is even greater once you start dealing with large data sets. With the correct formula, Excel can process vast amounts of information in a matter of seconds.

In this article we’ll look at five useful types of formulas and functions that will get you started performing data analysis in Excel. Along the way, you’ll learn several different ways to enter formulas and functions in Excel.

We’ll demonstrate using Excel for Windows under a Microsoft 365 subscription. If you’re using a different version of Excel, you might not have exactly the same interface and options, but the formulas and functions work the same.

If you have the right kind of M365 subscription, you can have Microsoft’s generative AI assistant, Copilot, create formulas for you. This requires an M365 Personal, Family, or Premium plan for individuals or an M365 business or enterprise plan with a paid Copilot add-on subscription — which means not everybody has access to Copilot in Excel. Even if you do, it’s helpful to know what formulas can do and how to work with them so you can write better prompts for Copilot. We’ll cover using Copilot to create Excel formulas later in this story, but first we’ll give you a solid understanding of how to work with formulas and functions.

In this article:

• What is a formula in Excel?
• What is a function in Excel?
• Basic mathematical formulas and functions
• The IF function
• The SUMIF and COUNTIF functions
• The CONCAT function
• The VLOOKUP function
• Using Copilot to create Excel formulas

What is a formula in Excel?

A formula is an expression that operates on values in a range of cells in Excel. Using formulas, you can perform calculations and data analysis on the contents of the cells. Formulas can be as simple as adding a column of numbers together or as complex as returning the kurtosis of a data set. They can be incredibly useful when you want to turn spreadsheet data into meaningful information for driving business decisions.

What is a function in Excel?

A function is a built-in formula in Excel — basically, a shortcut for performing a calculation or other operation on cell data. There are around 500 Excel functions, and the list continues to grow every year. Fortunately, most of the actions that a typical business user would want to perform can be done with just a handful of functions.

1. Basic mathematical formulas and functions

We’re going to group these formulas together since they are very simple and have similar syntax. All formulas in Excel start with the equal sign (=) and build from there.

Adding, subtracting, multiplying, and dividing

To add the numbers in two cells together, first click the on the target cell where you want the total to appear. Then type = in the cell to start the formula.

Next, click on the cell that contains the first number you want to add, and its cell reference (such as A2) will appear next to the equal sign in the formula.

Type + next to the first cell reference. Then click the cell that contains the second number you want to add, and its cell reference (such as A3) will appear next to the + sign. The full syntax for the formula to add the values in cells A2 and A3 is:

=A2+A3

Note that in addition to appearing in the target cell, the formula also appears in the formula bar directly above the worksheet. Once you’ve inserted the initial = sign in the target cell, you can type your formula in the formula bar. It’s sometimes easier to see the whole formula and work with it in the formula bar than down in the worksheet page.

If you wanted to add additional numbers to your total, you’d type another + sign, select another cell, and so on. Once your formula is complete, press Enter, and the result appears in the target cell.

Subtraction, multiplication, and division calculations work the same way. You simply change the operator — the symbol that tells Excel what math operation you want to perform — from the + sign to the – sign for subtraction, the * sign for multiplication, or the / sign for division.

Adding numbers with the SUM function

There’s a quicker way to add together a group of numbers. This is where Excel’s built-in SUM function comes in.

First click on the target cell where you want the total to appear. Then type =SUM to start the function.  A list of options will come up. Click the first option, SUM. You’ll now see =SUM( in the target cell.

Just underneath the cell with the SUM function is a tooltip showing the SUM syntax:

=SUM(number 1, [number2],…)

To add individual cells together, select a cell, type a comma, select another cell, and so on. (Alternatively, you can type a cell reference, type a comma, type another cell reference, and so on.)

If you want to add consecutive cells (such as in a row or column), select the first cell, then hold down the Shift key and select the final cell in the group. (Or you can type in the cell references for the first and last cells separated by a colon — for instance, A2:A7 selects A2, A7, and all the cells in between.)

Once all the cells you want to add together are selected, hit Enter.

Now you should see the final result, which is the sum of the numbers you highlighted. If you highlight that target cell again, you’ll see the full formula in the formula bar — in our example, it’s:

=SUM(A2:A7)

One important thing to note for all Excel formulas is that they produce relative values. This simply means that if any of the values in the selected cells changes, then the final number will change to reflect that.

If you want to make it an absolute value, a number that will not change even if the cells that were used to calculate it change, then you need to right-click the cell and select Copy from the pop-up menu. Then right-click the cell again and, under Paste Options, select the Values button (the icon of a clipboard with 123).

Now when you select that cell you’ll just see the plain number, not a formula, in the formula bar.

Tip: Excel provides a SUM shortcut in certain circumstances. If you have a series of numbers in a row or a column, Excel assumes you want to add them together. So if you place your cursor in the cell to the right of a row of numbers and click the AutoSum (Σ) button toward the right end of the Ribbon’s Home tab, Excel automatically selects the numbers in the row, then adds them together when you press Enter. Likewise, if you place your cursor in the cell below a column of numbers, click AutoSum, and hit Enter, Excel totals up the numbers in the column.

Calculating the average with the AVERAGE function

To calculate the average of a group of numbers, repeat the same steps but using the syntax =AVERAGE and highlighting the cells containing the numbers that you want to use in the calculation.

Tip: As with SUM, there’s a shortcut for using the AVERAGE function if you have a series of numbers in a row or a column. Place your cursor in the cell to the right of a row of numbers or in the cell below a column of numbers. Click the tiny down arrow at the right side of the AutoSum button, select Average from the menu that appears, and hit Enter. Excel calculates the average of the values in that row or column.

Find more details, examples, and best practices for these functions at Microsoft’s SUM function and AVERAGE function support pages.

2. The IF function

This function helps you automate the decision-making process by applying if-then logic to your data. Using this function, you can have Excel perform a calculation or display a certain value depending on the outcome of a logical test. For example, you can create a test that checks if the value of a cell is greater than or equal to the value of 18 and enter “Yes” or “No” accordingly.

While we’re learning this function, we’ll cover another way to enter functions in Excel: by using the Formulas tab on the Ribbon. Here you’ll find buttons that provide quick access to functions by category: AutoSum, Financial, Logical, Text, Date & Time, and so on. Being able to browse through functions by category can be helpful if you can’t remember the exact name of a function or aren’t sure how to spell it.

To enter the IF function, select the target cell, and on the Formulas tab, click the Logical button, then select IF from the list of functions that appears.

Alternatively, you can click the Insert Function button all the way to the left of the Formulas tab. An “Insert Function” pane appears, showing a list of commonly used functions.

Select IF from the list and click OK. (If the function you want isn’t in the “Commonly Used” list, select a different category or All to see all available functions.)

The Function Arguments pane appears, and you’ll see =IF() in the target cell.

The IF function syntax is as follows:

=IF(logical_test,”value_if_true”,”value_if_false”)

You’ll notice that the Function Arguments pane for the IF function has fields for Logical_test, Value_if_true, and Value_if_false. In our “greater than or equal to 18” example, the logical test is whether the number in the selected cell is greater than or equal to 18, the value if true is “Yes,” and the value if false is “No.” So we’d enter the following items in the pane’s fields like so:

Logical_test: B2>=18

Value_if_true: “Yes”

Value_if_false: “No”

or just type the full formula into the target cell:

=IF(B2>=18,”Yes”,”No”)

This tells Excel that if the value of cell B2 is greater than or equal to 18, it should enter “Yes” in the target cell. If the value of cell B2 is less than 18, it should enter “No.”

Tip: When using functions like this, rather than entering the function repeatedly for each row, you can simply click and drag the tiny square on the bottom right of the cell that contains the function. Doing so will autofill each of the rows with the formula, and Excel will change your cell references to match. For example, when the formula we used in cell C2 that references cell B2 is autofilled into cell C3, it changes to reference cell B3 automatically.

Find more details at Microsoft’s IF function support page.

3. The SUMIF and COUNTIF functions

SUMIF is a more advanced SUM function that allows you to add up only the values in a range that meet the criteria you specify. To use this function, you must specify the range of cells to apply the criteria to, the criteria for inclusion, and, optionally, the sum range, which is the range of cells to total if that’s different from the initial range. The syntax is as follows:

=SUMIF(range,criteria,[sum_range])

Note that any criteria with text or mathematical or logical symbols must be enclosed in double quotes.

In the sales spreadsheet shown below, for example, suppose you want to total up only the sales that are more than $100. The criteria range is C2 to C9, and the criteria is “greater than 100.” Since you’re adding up the values in that same cell range (C2 to C9), you don’t need to supply a separate sum range. So your formula is:

=SUMIF(C2:C9,”>100″)

What if instead you want to find the total for all sales in the East region only? To do that you’ll have to specify both the criteria range (cells B2 to B9) and the sum range (cells C2 to C9). This is the formula:

=SUMIF(B2:B9,B2,C2:C9)

Note that you don’t have to type out “East” for the criteria. You can simply type B2 or click the cell B2 to have Excel search for the text it contains.

There is a similar function called COUNTIF that lets you create a count of values that meet specified criteria. The syntax is as follows:

=COUNTIF(range,criteria)

So to count the total number of sales in the West region, for instance, you supply the range of cells to apply the criteria to (B2 to B9), followed by the criteria (“West” or cell B3). The formula is:

=COUNTIF(B2:B9,B3)

What if you want to apply multiple criteria to your data, such as calculating total sales for books in the East region, or counting the number of sales over $100 in the West region? Excel can do that too, via functions called SUMIFS and COUNTIFS. These functions use more complex syntax than SUMIF and COUNTIF. For more details, use cases, and best practices for all four of these functions, see Microsoft’s SUMIF, SUMIFS, COUNTIF, and COUNTIFS support pages.

4. The CONCAT function

This function is useful for piecing together text from different cells into one complete string. For instance, maybe you have a worksheet with different columns for people’s first and last names, but you want to put first and last names together. Other common use cases are completing an address, reference number, file path, or URL. The syntax is as follows:

=CONCAT(text1,text2,text3,…)

In this example we will use CONCAT to combine a list of first names and last names into a full name with a space in between. To do so we simply place the cursor in cell C2, type =CON and select CONCAT from the list of options that appears. Next, select the cell that contains the first name (A2) and add a comma, a blank space surrounded by quotation marks, and another comma. Then add the last name by selecting the adjacent cell (B2) and hit Enter. Here’s the full formula:

=CONCAT(A2,” “,B2)

Next, click and drag the bottom right of cell C2 to autofill the formula in all the other rows.

For more details and examples, see Microsoft’s CONCAT function support page.

5. The VLOOKUP function

This is one of the most commonly used functions in Excel and a valuable data analysis tool. VLOOKUP lets you look up a value in a table and return information from other columns related to that value. It’s very useful for combining data from different lists or comparing two lists to find matching items. To use this function, you need to provide three to four pieces of information:

1. The value you want to look for. This is known as the lookup value.
2. The range of cells to look in. This is known as the table array.
3. The column that contains the information you want to return, called the column index number.
4. Optionally, the type of lookup you want to perform: TRUE or FALSE. This is known as the range lookup. FALSE means you want an exact match for the lookup value, while picking TRUE returns the best approximate match. If you don’t specify a range lookup, VLOOKUP defaults to TRUE.

The syntax is as follows:

=VLOOKUP(lookup_value,table_array,column_index_number,[range_lookup])

The lookup value must be in the first column of cells you specify in the table array. The leftmost column in the table array has a column index number of 1, with subsequent columns numbered 2, 3, and so on.

In this example, we’ll look up what region our employees work in. To do so, we first need to specify the value that we are going to search for: the employee name Mike (cell A2). Next, we need to highlight the entire cell range (table array) that we want to look in: cells F2:G8.

Then we specify which column holds the information that we want. Rather than picking the column itself, we count from left to right within the table array. Since the column that contains the region is the second from the left, type in 2.

Lastly, we enter the TRUE (best approximate match) or FALSE (exact match) option. TRUE is typically only used with numbers or when you aren’t sure if the value you want is in the table. Since we know the value we want is in the table, we will pick FALSE. Generally, FALSE is the better option, as it returns more accurate results.

This is the full formula:

=VLOOKUP(A2,F2:G8,2,FALSE)

This is an oversimplified example using a small data set, but when you need to search through a spreadsheet with thousands (or tens of thousands) of cells, VLOOKUP is a huge time-saver and reduces the possibility of errors. For more details and examples, see Microsoft’s VLOOKUP function support page.

Using Copilot to create Excel formulas

Remembering all these different formulas and functions can be difficult, so another good approach for those who have access to Copilot in Excel (see details at the top of this story) is to use the AI tool to dynamically create formulas that meet your needs. Using Copilot, you can describe what you want the formula to do  and have the AI generate the syntax for you. In this section we’ll demonstrate with two sample data sets.

To access Copilot, click the Copilot icon on your ribbon toolbar or at the bottom right of your screen.

The Copilot sidebar opens along the right side of your spreadsheet. Type in a prompt describing the formula you want created — in this example, a simple formula that adds up all the sales values in the data set. Be sure to instruct Copilot where to place the formula:

Create a formula in B7 that sums all of the sales

Click the submit arrow in the chat window, and Copilot will create and insert the formula to give you the result you want.

That was a simple one. Now try a more advanced example working from a more complex data set, as shown in the screenshot below.

Try the following prompt:

Create a formula in G2 that calculates total revenue per unit while accounting for the discount on each purchase. Then fill the formula down for all rows and create a summary table showing total revenue by Region.

Click the submit arrow, and it should create something like this:

(There’s a lot more you can have Copilot can do in Excel besides creating formulas. See our story “11 cool things Copilot can do in Excel.”)

Tip: It’s not required, but it can be helpful to format your spreadsheet as a table when working with Copilot. This helps define more clearly the exact cells for Copilot to use when it creates formulas or takes other actions on your data.

You’re just getting started

In this story you’ve seen how powerful formulas and functions can be in Excel — and we’ve only the scratched the surface of what they can do. Once you get comfortable using them, you can explore some of the myriad prebuilt functions Excel offers and learn how to build more complex formulas (including nesting functions). That’s all beyond the scope of this article, but a great place to start is Microsoft’s “Overview of formulas in Excel” support page, which includes links to several helpful tutorials.

For those who have access to it in Excel, experimenting with Copilot is another great way to learn. You can review the steps it took and the formulas it created to get a better understanding of how formulas work and what they’re capable of.

This story was originally published in May 2023 and updated in June 2026.

More Excel tips and how-tos:

• Excel basics: Get started with tables
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• TACLS test prediction run (Original)MP4

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A visual analysis from a TACLS test prediction run using data from flash floods the week of Christmas, 2025. The image shows flash flood warning (FFW) probabilities generated by TACLS (in shades of red) and overlaid on areas that received flash flood warnings from the National Weather Service (in blue).

Credit: UCSD Scripps Institution of Oceanography