Microsoft Excel Beginners Tutorial (2026)
If you’re new to and getting started with Excel or coming from another app, in this video we teach the basics of Excel, the user interface, core concepts, and how to work with basic data. We’ll show you how to build a full Excel workbook from scratch using natural language prompts with Copilot. Format cells, write formulas, and analyze a year of data. Generate sample data, calculate totals, apply conditional formatting, and pin down outliers across columns and rows, all from your browser at excel.new. Share the workbook by name, group, or email and co-author with teammates across web, desktop, and phone. Every edit syncs to OneDrive in real time. Jeremy Chapman, Microsoft 365 Director, shares how to go from blank workbook to analyzed, shared spreadsheet in one sitting. A full data set with only one prompt. Copilot in Excel builds categories, columns, and currency-formatted cells from a natural language prompt. Try it now. Skip the formula syntax. Copilot inserts row and column totals from natural language prompts and exposes the underlying SUM logic so you can verify the math. See how it works. Pull reasoning out of your spreadsheet. Copilot in Excel surfaces the highest- and lowest-cost months and explains the drivers behind each. Try it in Excel. QUICK LINKS: 00:00 — Excel Essentials 00:57 — Start from a blank workbook 02:11 — Core terms and concepts 04:25 — Generate Sample Data with Copilot 06:16 — How to work with the numbers 09:35 — Copilot Writes Your SUM Formulas 09:57 — Conditional Formatting from a Prompt 10:40 — Outlier Analysis with Reasoning 11:36 — Real-Time Co-Authoring in OneDrive 12:22 — Wrap up Link References Check it out at https://microsoft.com/excel Unfamiliar with Microsoft Mechanics? As Microsoft’s official video series for IT, you can watch and share valuable content and demos of current and upcoming tech from the people who build it at Microsoft. Subscribe to our YouTube: https://www.youtube.com/c/MicrosoftMechanicsSeries Talk with other IT Pros, join us on the Microsoft Tech Community: https://techcommunity.microsoft.com/t5/microsoft-mechanics-blog/bg-p/MicrosoftMechanicsBlog Watch or listen from anywhere, subscribe to our podcast: https://microsoftmechanics.libsyn.com/podcast Keep getting this insider knowledge, join us on social: Follow us on Twitter: https://twitter.com/MSFTMechanics Share knowledge on LinkedIn: https://www.linkedin.com/company/microsoft-mechanics/ Enjoy us on Instagram: https://www.instagram.com/msftmechanics/ Loosen up with us on TikTok: https://www.tiktok.com/@msftmechanics Video Transcript: -Microsoft Excel can help you organize information, perform calculations, and discover patterns in your data all in one place, and you can get to it on your PC, your Mac, your phone, or on the web. I’m Jeremy Chapman, and I’ve been part of the product team responsible for Office at Microsoft since 2012. And today, I’ll walk you through the essentials of Excel and how to use it. So first, if you have a Microsoft account, like outlook.com, OneDrive, or Xbox, or if you use Microsoft 365 at work, you can use Excel on the web, in your browser, and you can get to Excel by navigating to excel.new. And by the way, if you have the Excel app installed, you can open that on your computer or your phone and follow along. When you’re signed into your work or personal Microsoft account, Excel saves your files to OneDrive, so you can easily find them and pull them up on other devices later. -So for today, I’ll keep things simple. So I’ll start with a blank workbook Using Excel on the web. Wherever you use Excel, it’s designed to be a consistent experience on large screen devices, so you can follow along if you’re using the local app on Windows or on a Mac. And Excel is designed to organize any kind of information, numbers, dates, texts, and more. In the main view, you can see that I have columns and rows all ready to enter data. In most cases, there’s a one-time step to create what’s called a workbook in Excel, which I have one open here. Now this is where you’ll use and create a blank workbook, or you can choose from dozens of different templates that are filled in with sample data and formatting to get you started. At that point, you can enter your data, your headers, and start formatting your cells. -Now if you have existing data in a table in another app, you can open it with Excel or just paste in the contents to start working with it. On top, Excel has what’s called the ribbon, with groups of controls presented as tabs that you can use. Within each tab, there are smaller groups of controls, like you can see here with the fonts, alignment, and number. Now let me define a few core names and concepts that you’ll use when you work with Excel in this workbook to manage data. So each field or rectangle that you can see here as I’m highlighting them, these are called cells. Then you have columns, and those are the vertical lines of cells, and those are represented with letters on top. -Next you have rows, and those are the horizontal lines, and those are represented by numbers. For example, the upper left cell is called A1, A for the column name and 1 for the row name. Now a block of multiple connected cells is called a range. So here, for example, I’ve selected range A1 to D4. Right now I’m in a sheet called Sheet1, and you can see in the lower left corner, I can add more sheets, like I’ll do now, and then I can move between multiple sheets and reference data across them as well. But I won’t do that today. -So now I’m going to go ahead and go back to Sheet1. And if you right-click and go to Format Cells, you’ll find options for things like number formats, for example, currency, date, time, and percentage. And on the Home tab, the font group is another place to change these settings, as well as Fill, which lets you change the background color for cells, columns, or rows. I’m going to add some text in this cell as a title for what I want to create today, a monthly expense tracker. Now this text looks like it’s spilling into cell B1, but it’s actually just in cell A1. So I can widen or narrow the columns as much as I want. And if I want this title to span several columns, like in my case, I know that I’m going to need 12 months. So I’ll go ahead and select rows M1 all the way back to A1. Then in the alignment group, I’ll choose the Merge & Center option right here, and that makes my 13 cells into one with the text centered. -So now, in the font group, I can choose the fill color that I want. So in my case, I’ll pick blue. Then for the font color, I’d like to choose something contrasting. So I’ll choose white in my case. And by using these formatting options, you can make things a lot easier to understand as you work with your data. But we still need some content, so let’s add some. So for that, I can use AI with Copilot to generate sample data. So I’m going to go ahead and pull up Copilot and type, “Generate monthly personal finance data for one year with months for columns and expense categories as rows, including sample data. Do not add columns or rows with totals.” -Now I added that last sentence because I want to show you how to calculate totals yourself in a moment. The Copilot is part of Excel on the web and in the desktop and mobile apps if you’re using Microsoft 365 Personal or a work or school account. And you’ll see, once it’s finished, that Copilot generated a Category column and several month columns, as well as multiple rows with different expense types all filled in with the sample data that I asked for. Now notice that it also formatted the row 2 and column A using formatting options that I mentioned before. And each cell in the middle is also formatted as a currency number with a dollar sign. -So I want to add a row here, in my case, for car payment. And you’ll see that it doesn’t match the others yet, and I’ll fix that in a second. Now I’ll add an amount for January, 300. And since this is the same amount every month, I can just select the cell. Then using this square in the lower right corner, I can just drag across the other months, and each, in this case, will have the same number, 300. Let’s fix our formatting. Now, to make the dollar amounts match the cells above, I’ll select this one above my new row, then click on the Format painter, this paintbrush icon here, then I’ll select my new cells. And now they all match. Now I can do the same thing for my Car Payment label in cell A16. -So now I have some formatted data to work with and I can show you how to work with those numbers. I’ll use the Formulas ribbon where you’ll see the most common options to analyze data. For example, if I select all the cells with numbers in column B, then I go up and click on AutoSum, it adds all of the numbers in that column. In fact, now if I click on that cell in the formula bar, I can see a simple formula. Now these start with an equal sign, in my case, SUM as the function itself. Then I have an open parentheses with my range, in my case, B3 to B16, and close parentheses for what I want to calculate. Now that was an example of a very simple formula. Like I did before with the numbers, I can even drag formulas into blank cells. -So I’ll go ahead and grab this one again by the lower right corner square and drag it across all of my columns. So that now has copied the original formula from the B column and duplicated it for each of the other columns. But as I click into each one, notice something that just happened, I have the column letters B all the way through M to each corresponding formula. That makes each sum specific to each of these column months. Likewise, I can select and drag entire columns into blank areas to fill in that data too. And because Excel detected a series of month names in row 2, it even filled in Jan as the new month name for the new cells that I added. Now let’s try another basic formula. For that, I’m going to select all the numbers above the totals row in column B. -Now I’m going to choose Average, and that adds a cell with the average across the entire range that I just selected. So now I want to clean up a few cells. And when you go to delete data, you’ll need to know a few different options. So first, I’ll select the month cells that I just added. And if I just hit the Delete key, it leaves the formatting in those columns, like this blue cell here. This is also called clearing content. I’ll use the Control key + Z simultaneously to bring that content back and undo changes. Now I’m going to go ahead and select the same cells. And when I right-click, you’ll see that there are options to Insert or Delete along with Clear Contents like I just did using the Delete key. -So this time, I’ll choose Delete, and then I have options to delete a column or shift cells left or up. In my case, deleting column N and shifting cells left will clear the contents and formatting. I’ll choose Shift cells left. So now I’ll clear the contents of rows 17 and 18 with my sums and the average to get my content data ready for other ways to analyze it. And there are hundreds of formula options in Excel. In fact, if I expand Financial functions, there are dozens related to accounting and finance. and hovering over each explains how they are used. And in math and trig, for example, there are dozens more that may look familiar if you’ve ever used a scientific calculator. And here I’m just scratching the surface. Those are just a few highlights of the functions that you can use. -But what if you know how to describe what you want but don’t know the function for it? And that’s another area where Copilot helps you get started. So this time, I’ll use Copilot to calculate the totals. I’ll type, “Add a row and column with totals for each month in category.” And Copilot adds the totals by month and even a new column with the totals per category. Copilot will also help with cell formatting. So if I add, “Make the cells you just added with formulas white and bold text in black,” in my prompt, Copilot then reformats those cells too. And you can also add colors to each cell to easily spot differences across these numbers using something called conditional formatting, which is something else that Copilot can help with. I’ll type, “Add conditional formatting in each row to highlight low and high numbers.” -And now we can see where the numbers are the lowest and the highest compared to the others in the same expense category for each month. So you just need to describe what you want and Copilot will do the rest. Now let’s go ahead and move on to deeper analysis of our data. With conditional formatting applied, it’s easier to see each month and how it varies in costs across our different categories. So let’s find some outliers. So I’ll ask Copilot, “What months have the highest expenses and why?” And Copilot analyzes the information and finds the months with the highest expenses. -Then for each, it explains why with the most likely reasons. In this case, December is my highest, and that’s likely due to holiday spending and seasonality. July is the next highest, likely due to air conditioning for utilities costs and the rest of the summer activities that were happening in July. Then August was third highest, also with more travel, AC costs, and dining out. The key insights here summarize what Copilot found with reasoning for increases and decreases along with the lowest months as well. And one more core component that I’ll touch on today is how Excel lets you edit workbooks simultaneously with others. -As I mentioned in the beginning, when you’re using Excel, signed in with a Microsoft account, or using Microsoft 365 at work or at school, it stores your files in OneDrive by default. Now, it also means that when you share an Excel workbook with other people using their name, group, or email, I’ll add Adele here, for example, and hit Send. Then they will be able to open the Excel workbook on their computer or phone and simultaneously edit it with you. And while you co-author with other people as changes are made, like with Adele here, changing the amounts for dining out and entertainment in January, they are saved to the same file. -So those are the basic concepts to navigate Excel, format data, analyze it, and work with others using sharing. And I showed you how Copilot AI can help you as you get started. To learn more, check out microsoft.com/excel. And be sure to subscribe to Microsoft Mechanics for the latest updates, and thanks for watching.From ESPN to the Spreadsheet Arena: How Excel MVPs Powered the Microsoft Excel World Championship
If you’ve ever watched someone do serious data work in Excel - building a model that feels like magic or using a perfectly crafted LAMBDA to do in one line what used to take a page of helper columns - you already understand the spirit of Excel esports. The Microsoft Excel World Championship (MEWC) turns that spirit into a live competition: timed “cases,” real-time leaderboards, and a crowd that cheers for spreadsheet moves the way sports fans cheer for a buzzer-beater. At the 2025 MEWC Finals (held December 1–3, 2025 at the HyperX Arena in Las Vegas), Microsoft MVPs showed up everywhere - on the broadcast desk, behind the scenes writing cases, and throughout the community sharing training tips and “inside tricks.” And in the biggest MVP moment of all, Excel MVP Diarmuid Early took home the world championship title. “The Excel World Championship is a high-stakes, fast-paced competition where top Excel users from around the world solve complex, timed challenges using advanced formulas and strategies.” – MVP Oz du Soleil Meet the Champion: MVP Diarmuid Early Winning the Microsoft Excel World Championship isn’t about memorizing a few formulas - it’s about staying calm under pressure, translating messy scenarios into clean models, and finding the fastest path from question to answer. In 2025, that combination belonged to Diarmuid Early, who battled through a field of elite competitors and emerged as the Microsoft Excel World Champion. One of the most MVP things about this win is what happened after the confetti: Diarmuid has been sharing how he thinks about cases and how he trains. If you want to learn by watching a world-class workflow end-to-end, start with his Road to Las Vegas 2025 video playlist, then check out his behind-the-scenes breakdown video, I won the Excel World Championship by folding Origami in a spreadsheet. It’s part engineering, part creativity - and 100% Excel. Diarmuid’s story also illustrates the bigger point: Excel esports is community-powered. The same people who teach, write, and answer questions every day are the ones shaping the competition - whether they’re designing challenges, explaining strategies on-air, or helping new players level up. Here’s a look at how MVPs helped make MEWC 2025 happen. (left) and MVP Oz du Soleil (right) in the commentary booth, breaking down the action at the Microsoft Excel Collegiate Championship (MECC) 2025. Photo credit: Giles Male On the mic: MVPs bringing Excel esports to the world “I was leaning over the commentators balcony looking out at hundreds of Excel fanatics who had travelled to Vegas to watch other people battle it out on spreadsheets… I just remember looking at Oz, and Oz looking at me, and he said '... we get to do this for a living?? I love my life'.” - MVP Giles Male For many viewers, the first “wait… Excel has a world championship?” moment happens because MEWC is genuinely fun to watch - especially with experts translating the action in real time. MVPs have been front and center on the broadcast, providing commentary that balanced entertainment with the kind of technical clarity only seasoned Excel educators can deliver. Oz du Soleil (Excel on Fire) is a long-time Excel educator known for making advanced concepts approachable - and for bringing serious storyteller energy. As an Excel esports commentator, Oz helps viewers understand not just what competitors are doing, but why their approach works (and when it doesn’t). Giles Male (Full Stack Modeller) brings deep modeling credibility to the desk - and, as he’s shared, sometimes gets the call with almost no notice. That combination of expertise and adaptability is exactly what makes live Excel commentary work. Jon Acampora (Excel Campus) is a familiar voice to many in the community, and his teaching-first mindset shows up perfectly in esports commentary: quick explanations, smart shortcuts, and a constant focus on helping viewers learn while they watch. Tim Heng (Sum Product) adds both technical sharpness and audience-friendly pacing - calling out the “tiny” decisions that separate good solutions from great ones (keyboard efficiency, formula structure, and when to stop polishing and submit). (left) and MVP Tim Heng (right) adding their commentary at the Microsoft Excel World Championship 2025. Photo credit: MVP Celia Alves What makes MEWC different: cases, clocks, and commentary prep “We get the cases a few days early so we can solve them ourselves - and then we map out how to explain the key moves, because the competition moves incredibly fast.” - MVP Oz du Soleil MEWC challenges competitors with timed Excel “cases” - scenario-based problem sets where accuracy, speed, and strategy all matter. The Finals are streamed on YouTube (and have also appeared on ESPN’s The Ocho), which means the broadcast must serve two audiences at once: hardcore Excel nerds who want to see the formula choices, and curious newcomers who just want to understand why the leaderboard is moving so fast. That’s where MVP commentary shines. As MVPs like Oz and Giles have shared, the commentary team typically receives cases in advance, works through solutions, and plans how to explain the key decision points - because once the clock starts, competitors can be done before you’ve even finished reading the question. “I was asked to step in 48 hours before the finals commenced. Which meant I had to try to learn all 9 battle cases in two days… this was all very intense, nerve-wracking, but just an amazing experience and opportunity overall.” - MVP Giles Male Behind the scenes: MVPs designing the puzzles (and sharing the playbook) Great esports needs great “maps.” In MEWC, that means cases that are tricky, fair, and fun - designed to reward strong spreadsheet fundamentals and creative approaches. Several MVPs contribute to the ecosystem that makes those cases possible, including MVPs David Brown, David Fortin Giles Male, Klinsmann Langhanz, Renier Wessels, and Tim Heng who create Excel challenge cases for the competition and for practice. And then there’s the part you can’t put on a scoreboard: the ongoing sharing culture. Around every battle, MVPs and community experts swap approaches, publish walkthroughs, break down solutions on YouTube, and teach the mental models that help competitors get faster. That might look like a new keyboard shortcut habit, a reusable “personal LAMBDA collection,” or a clever way to structure a model so you can answer six questions without rebuilding your logic six times. Why it matters (beyond bragging rights) Excel is one of the most widely used technology platforms on the planet - and yet many people still underestimate what it can do (or what great Excel users can do with it). MEWC puts advanced spreadsheet skills on a public stage and makes them legible: you can see the tradeoffs, the patterns, the creativity, and the discipline. When MVPs are involved at multiple levels - broadcasting, designing, teaching, competing - it sends a clear signal: this is a real craft, and the community around it is generous with knowledge. “Excel [is] the one tool that almost everyone has had to use at some stage in their career… 95% of the conversations I have with people who don’t know about it start with ‘No way… that exists??’ And then you start watching, and it’s just fascinating to see what a top Excel esport player can actually do.” - MVP Giles Male MVP Giles Male Watch it, learn from it, then try it Want to watch before you try it yourself? You’ve got two great options: a quick recap, or the full multi-hour deep dive. Highlights: Microsoft Excel World Championship 2025 Finals Highlights (12:43) Full competition: Microsoft Excel World Championship 2025 – Finals (4:00:54) And, if you’re thinking “My Excel skills aren’t enough,” that’s actually the perfect place to start - because you improve by doing cases, reviewing solutions, and iterating. You can jump in through Excel Esports Online, and explore practice material with sample cases (free) and case studies (fee). Many competitors (including MVPs) also share solution walkthroughs - often complete with explanations and reusable formulas. The pipeline is real: MECC and the next generation of Excel athletes One of the most exciting parts of the Excel esports story is how quickly it’s building a next-gen talent pipeline. Alongside MEWC is the Microsoft Excel Collegiate Challenge (MECC), a global competition for college students created by Excel MVP David Brown. It’s an on-ramp for students who want to test their skills, meet the community, and learn in public. If you haven’t read it yet, here’s a great starting point: From the Classroom to Las Vegas: MVP David Brown and the Excel Esports Revolution. Together, MECC and MEWC show how Excel learning can be both rigorous and genuinely fun - whether you’re a student, a seasoned analyst, or someone who loves discovering a cleaner way to write the same logic. Join the Excel community (and learn from the MVPs) Whether you watched MEWC on ESPN, caught a highlights clip on YouTube, or you’re quietly building a practice workbook at 1 a.m., the best part of Excel esports is that it’s welcoming. You don’t need to be “ready.” You just need to be curious - then practice, learn, and repeat. “To future competitors: just start. Don’t wait… You get better by competing. So just get stuck in, and learn from the early experiences which we all have to work through!” - MVP Giles Male If you want to sharpen your skills, trade ideas with other spreadsheet nerds, and learn directly from the people who teach the world’s best Excel techniques, join the Excel community and connect with our Excel MVPs. Start by exploring the championship home base at the Microsoft Excel World Championship website, try a few cases, and then share what you learned - because the fastest way to level up is to learn together.Microsoft Excel Power User Updates | Agent Mode, Copilot Function & Formula AI
With Agent Mode, automate complex analysis, create pivot tables, and build interactive dashboards without manual setup. Streamline text analysis, formula generation, and complex calculations right inside Excel. Use the Copilot function to categorize feedback, score sentiment, or automate repetitive tasks, and leverage Formula AI to generate accurate formulas from plain language prompts. Jeremy Chapman, Microsoft 365 Director, shares how to work smarter and make faster, data-driven decisions in Microsoft Excel. No manual setup required. Auto-analyze your spreadsheets, generate KPIs, pivot tables, and charts. Check out Agent Mode in Microsoft Excel. Analyze text, categorize feedback, and score sentiment. Turn manual data tagging into instant AI-powered insights inside your spreadsheet. See how to use the =COPILOT() function. Save time and stay in flow. Generate formulas faster, understand what they do, and complete complex calculations with confidence. Take a look. QUICK LINKS: 00:00 — Excel and Microsoft 365 Copilot updates 01:24 — Agent Mode 03:55 — Copilot function 06:02 — Formula completion 07:13 — Formula AI 08:41 — Wrap up Unfamiliar with Microsoft Mechanics? As Microsoft’s official video series for IT, you can watch and share valuable content and demos of current and upcoming tech from the people who build it at Microsoft. Subscribe to our YouTube: https://www.youtube.com/c/MicrosoftMechanicsSeries Talk with other IT Pros, join us on the Microsoft Tech Community: https://techcommunity.microsoft.com/t5/microsoft-mechanics-blog/bg-p/MicrosoftMechanicsBlog Watch or listen from anywhere, subscribe to our podcast: https://microsoftmechanics.libsyn.com/podcast Keep getting this insider knowledge, join us on social: Follow us on Twitter: https://twitter.com/MSFTMechanics Share knowledge on LinkedIn: https://www.linkedin.com/company/microsoft-mechanics/ Enjoy us on Instagram: https://www.instagram.com/msftmechanics/ Loosen up with us on TikTok: https://www.tiktok.com/@msftmechanics Video Transcript: -If you’re using Excel with Microsoft 365 at work or school, it just got better. Now within Excel, Microsoft 365 Copilot brings more powerful AI directly into your spreadsheets. First, Agent Mode brings advanced agentic AI reasoning to your open files to help you analyze, apply formulas, create visualizations, and more to reach your intended outcomes. Then the =COPILOT function is a new formula that brings AI directly into your cells. Next, Formula AI makes it easy to find and use the right formula with automatic formula completion as you start typing and even natural language formula creation so that you can just describe what you want to do without knowing the formula name, and Copilot suggests the right one. -So most of what I’ll show today does need a Microsoft 365 Copilot license. That said, if you don’t have a license, and if your work or school uses almost any version of Microsoft 365 or Office 365, you’ll find Copilot in the home ribbon and can start using Copilot Chat with Excel on the web or the updated desktop apps right now. Now these are designed so that you don’t need to leave Excel and use an AI website, or even worse, upload your work files into AI tools that might not be safe or might not be managed by your company. -So now let’s dig in deeper into the updates. So starting with Agent Mode, which brings agentic reasoning directly into your spreadsheets, it can use Excel table structures, formula syntax, dynamic arrays, PivotTables, charts, and more to create workbooks that can be updated, refreshed, and verified. Let me show you an example using Excel on the web. So here we’re running a global B2B bicycle business, and I would need to generate a financial report. I’ve already opened Agent Mode from Copilot in Excel. Now I’ll type, “Run a full analysis on this data. Find important insights for making business decisions and create charts to help visualize insights.” And Agent Mode begins reasoning through the task. And you can watch its reasoning logic as it works through all the different tasks. It’s planning workflow steps, workbook structure, creating PivotTables, building a dashboard, and working through all the pieces of the dashboard. -Now depending on the job that you give Agent Mode, it can take a few minutes to generate its response. This took a bit over three minutes in my case. When I move back to its output, you’ll see the completed reasoning steps taken in the right pane, and I can see that it’s created a new sheet called Insights Dashboard. So I’ll open that, and it looks pretty visual. And with the sheet open, I’ll go ahead and move back into the Agent Mode output on the right, and you’ll see that it’s found insights in the data. So it’s found headline KPIs for sales, profit, units, and margin. It’s found segment profitability and discount impact. It’s also looked at my customer feedback, and we’ll dig in deeper into that in a moment. And it provides a few recommendations of where to focus on for the highest profit. -So it looks like we might be granting too many discounts and that we have a few seasonal spikes as well. Then it explains how it produced everything. And moving over to the dashboard itself, you can see this is all live data with references to the source content. It’s created PivotTables that you can edit if you want to, and here’s another one. And below that there are PivotCharts showing all of its work, just like I asked for, and it’s fully interactive. So you just need to tell it what you want, and Copilot builds, then evaluates, and iterates until the outcome is generated and verified. And even though I stopped in my case after one prompt, of course, you can also continue your conversation with Copilot until it builds exactly what you want. -Next is the =COPILOT function. This is a brand-new formula that takes Copilot AI right into the individual cells of your spreadsheets. This is designed for text-based analysis, and let me show you. In this case, we’ve received written feedback about various replacement bike parts that we sell. In the past, you might read each one and then tag every comment manually with a sentiment score or a category. Let’s have Copilot do this. So using the =COPILOT with a prompt of, “Rate the sentiment of this feedback as negative or neutral or positive,” and then the corresponding cell, H2, I’ll hit enter. -And here I’m using a single prompt and cell for context in this case, but I could use more parts. And if I drag this formula down, Copilot rates each comment by sentiment, whether it’s positive, negative, or neutral, and it enters the results. And this isn’t just a one-time operation because it’s part of Excel’s calculation engine. As you can see, if I make this positive comment here negative, and I’ll add another negative word here, then commit the change, the result in the cell updates automatically. -Now, if I wanted to categorize these lines of feedback based on the feedback categories here in my spreadsheet, I can use multiple parts. So this time I’ll type =COPILOT, then, “Categorize this feedback from” with the feedback cell again, H2. In the second part, I’ll complete the thought and say, “with the best matching option only from these feedback categories,” then choose the cell range with L$2:L$7 as absolute row references. Then I’ll hit confirm. Here Copilot uses my two prompts and cross-references the context range of feedback categories to generate its output. And these all look really accurate. So you can use the =COPILOT function for common text-based analysis right inside your workbook, and because it’s an Excel function, it persists and can even be nested in other functions too. -And that’s just one formula, and there are hundreds of others in Excel where even the best power users don’t know every single one. And that’s where the new formula completion helps you choose the right formulas using the context around your data to form a recommendation. I’m in Excel on the web, and I’ll type = in a cell. Copilot analyzes the context, the headers, the nearby cells, tables, and suggests a formula. For example, if I’m calculating year-over-year growth, because the column name here is YoY%, Copilot automatically suggests = /the last year again, D7. And it even shows a preview of the result as a percentage and a natural language explanation of what the formula does. -Now this output looks really good to me, and from there, I can just drag this formula down to the rest of the cells that I want to fill in down to total assets in this case. And I’ve got the year-over-year changes as percentages everywhere. This is even great for complex formulas, dynamic arrays, and REGEX patterns. You just need to type the equal sign, and Copilot will help you figure out what to use. And if you tend to know the formulas that you do want to use, well, from Excel options, you can always opt out of formula completion and select for how long. -Now let’s get back to the basics where you might not know where to start or what formula to use. And for that, from a blank cell, you can just use formula generation with natural language to describe what you want. Copilot then uses its language understanding to help. In this case, I have another sheet with global inventory levels for my bikes and parts, and I want to find out the inventory levels for the Trailhawk and the Roadhawk bikes in Europe. All I need to do is type =. Then I see a free text field with “Generate a formula that…” But in my case, I’ll describe what I want, so I’ll say, “Calculate the total number of Trailhawk and Roadhawk bikes that are available in warehouses located in Europe,” and the model knows which cities are in that area of the globe. -Then it generates a formula using SumIfs with the columns I want in range, B for the Trailhawks and A for the cities, repeats the same for the Roadhawk in column D. Then for the A column criteria, it lists out Dublin, Berlin, London, Paris, and Madrid as cities in the same geographical area. In fact, if I select each of these cells manually, first for Dublin, then Berlin, then London, then Paris, and all the way on the bottom, the Madrid row with columns B and C, you’ll see the total is 845. And this is still a relatively simple formula, but it might not be that easy if you’re new to formulas. -Those are just a few updates for how Copilot helps make Excel more powerful, whether you’re a power user or just getting started. Try out today by clicking the Copilot button in the Excel ribbon and as you add formulas right in your spreadsheet cells. And be sure to subscribe to Microsoft Mechanics for the latest AI tech, and thanks for watching.May the Power Be with You with Power Query in Excel (With Instructional Video)
Data cleaning is a crucial step in the data analysis process, but it can be time-consuming and tedious. Fortunately, Power Query in Microsoft Excel offers a powerful solution to automate data cleaning, saving you valuable time and effort. In this blog, we'll explore how to use Power Query to streamline your data cleaning process and ensure your data is ready for analysis.In this blog, we'll explore how to use Power Query to streamline your data cleaning process and ensure your data is ready for analysis. To complement the blog, we've also included an instructional video that walks you through the key steps, making it even easier to follow along and apply what you learn. Instructional Video: Blog: What is Power Query? Power Query is a data connection, cleaning, and shaping technology that is part of the Microsoft modern analytics suite of business intelligence tools. It allows you to connect to various data sources, transform and clean the data, and load it into Excel or Power BI for further analysis. Benefits of Using Power Query Automation: Once you set up your data cleaning steps, Power Query can automatically apply them every time you refresh your data. Efficiency: Power Query simplifies complex data cleaning tasks, reducing the time and effort required. Consistency: By automating the process, you ensure that your data cleaning steps are applied consistently every time. Getting Started with Power Query Step 1: Launch Power Query and Connect Data To launch Power Query in Excel: 1. Open Excel and go to the "Data" tab. 2. Click on "Get Data" and select the data source you want to connect to (e.g., Excel, CSV, database). For this demo we will use From File > From Excel Workbook to connect to a single Excel source. 3. This process launches a Windows Explorer window, where you can navigate to the source data's folder and select the workbook to Import. Power Query supports a wide range of data sources, including Excel files, CSV files, databases, and online services. Select your data source and follow the prompts to connect to your data. 4. The Navigator window launches, showing the selected file's contents. Most data sources follow this general layout, with different types of objects represented by different icons. For an Excel workbook, the object types include worksheets and tables. 5. Select the Transform Data button. This selection launches the Power Query editor window. Step 2: Clean and Transform Your Data Once your data is loaded into Power Query, you can start cleaning and transforming it. Here are some common data cleaning tasks you can automate with Power Query: Remove Duplicates: Identify and remove duplicate rows from your dataset. How to: In the Power Query Editor, select the column with duplicate values, go to the "Home" tab, and click "Remove Duplicates." Filter Rows: Filter out unwanted rows based on specific criteria How to: Click on the filter icon in the column header and select the criteria to filter out unwanted rows. Replace Values: Replace incorrect or missing values with the correct ones. How to: Right-click on the column with incorrect values, select "Replace Values," and enter the old and new values Split Columns: Split a column into multiple columns based on a delimiter. How to: Select the column to split, go to the "Transform" tab, and click "Split Column" > "By Delimiter." Choose the delimiter and click "OK." Merge Columns: Combine multiple columns into a single column. How to: Select the columns to merge, go to the "Transform" tab, and click "Merge Columns." Choose a separator and click "OK." Step 3: Apply and Save Your Changes After cleaning and transforming your data, click "Close & Load" to apply the changes and load the cleaned data into Excel. Power Query will save your steps, so you can refresh the data and reapply the same cleaning steps automatically. Conclusion: Power Query is a powerful tool that can automate and streamline your data cleaning process, making it easier to prepare your data for analysis. By following the steps outlined in this guide, you can save time, ensure consistency, and focus on deriving insights from your data. Start using Power Query today and transform your data cleaning workflow!What’s Included with Microsoft’s Granted Offerings for Nonprofits?
Are you a nonprofit looking to boost your impact with cutting-edge technology? Microsoft is here to help! From free software licenses to guided technical documentation and support, this program offers a range of resources designed to empower your organization. In this blog, we’ll dive into the incredible tools and grants available to nonprofits through Microsoft, showing you how to make the most of these generous offerings. Whether you’re managing projects or just trying to simplify your day-to-day tasks, there’s something here for everyone. Let’s explore what’s possible!Copilot in Excel: Transforming Nonprofit Data Management
What is Microsoft Copilot in Excel? Copilot in Excel is like having a data expert built right into your spreadsheet. Using artificial intelligence and natural language processing, Copilot helps you ask questions about your data, automate routine tasks, and quickly generate reports — all without needing to be an Excel power user. Instead of spending hours figuring out complex formulas or cleaning messy data, you can simply type what you need in plain English, and Copilot will assist you. Why Should Nonprofits Care About Copilot in Excel? Here’s how Copilot can help your nonprofit organization work smarter: Save Valuable Time Nonprofits often juggle multiple roles. Copilot can help you automate repetitive tasks like summarizing data, creating charts, or forecasting trends, so you can shift your attention to fundraising, community impact, or delivering services. Turn Data into Insights Donor information, grant reporting, volunteer hours — nonprofits manage lots of data. Copilot can help you quickly find patterns, identify trends, or generate reports that tell your story in a compelling way to funders, board members, or stakeholders. Simplify Complex Excel Tasks Not every nonprofit has a data analyst on staff. Copilot makes Excel easier to use, even for those without advanced spreadsheet skills. Whether it’s generating pivot tables, calculating year-over-year growth, or cleaning up data sets, Copilot can help guide you step-by-step. Support for Grant Writing & Impact Reporting Need to present data in a grant application or an annual report? Copilot can assist in summarizing key metrics, forecasting future trends, and creating visuals that clearly show your organization’s impact — helping you stand out to funders. Real-World Example: Copilot at Work in a Nonprofit Let’s say your nonprofit is managing a donor database in Excel. Instead of manually sorting donations by month and writing formulas to calculate totals and averages, you could simply ask Copilot: “Summarize total donations by month.” “Create a chart showing year-over-year donation growth.” “Highlight donors who gave more than $500 this year.” In seconds, Copilot will help generate answers and even suggest next steps. Getting Started with Copilot in Excel Copilot is available as part of Microsoft 365, which many nonprofits may already use or have access to at discounted rates through Microsoft’s nonprofit program. Nonprofits receive 10 free Business Premium licenses through the program, including access to Excel! Copilot is also now available with a Family or Personal M365 subscription with the current allotment of 60 AI credits per month. To get started: Make sure your organization is using a Microsoft 365 plan that includes Copilot. Open Excel and look for the Copilot icon at the top right. Start asking questions or giving tasks in natural language or take advantage of the pre-built prompts! What Can You Ask Copilot in Excel? Pre-Built Prompts to Get You Started To make things even easier, Copilot in Excel comes with built-in prompt suggestions, so you don’t have to start from scratch. These prompts are designed to help you tackle common Excel tasks quickly. Here are some of the most helpful ones for nonprofit use cases: In this blog, I prompted Copilot to create an Excel file with 100 lines of sample data for a nonprofit use case. If you prefer to use a larger sample dataset you can download the workbook below. Just keep in mind that the dataset is a financial dataset specific to sales. Download the Financial Sample Excel workbook for Power BI - Power BI | Microsoft Learn 1. Create Formulas: Suggest a Formula Column Copilot can automatically suggest formulas based on the data in your table. For example, if you have donation dates and amounts, Copilot might suggest a formula to calculate "Donation Year-to-Date Totals" or "Donor Lifetime Value." Example: After selecting the Create Formulas pre-built prompt for the sample data I generated for a nonprofit use case, Copilot suggested the following formula: “Looking at A1:M1001, here's 1 formula column to review and insert in Column N: Donation Status2 — Classifies each donation as 'High' or 'Low' based on whether the donation amount exceeds 1000 (dollars).” 2. Understand: Summarize Using PivotTables or Charts Copilot can help you make sense of your data by generating PivotTables and visual charts to highlight patterns and trends. PivotTables are one of Excel’s most powerful tools — but they often intimidate non-technical users. Copilot takes the guesswork out. Example: After selecting the Understand pre-built prompt for the sample data given above, Copilot generated the following: “I analyzed data in A1:J1001, and here's what I found:” 3. Advanced Analysis: Get Deeper Analysis Results Using Python For nonprofits with more technical needs or data-heavy projects, Copilot integrates with Python right inside Excel. This means you can perform advanced data analysis, forecasting, or statistical modeling without leaving your spreadsheet. Example: After selecting the Advanced analysis pre-built prompt for the sample data given above, Copilot suggested that I give more details on what kind of analysis I wanted and of what data. I asked it to add a trend line to donation data over the past year. 4. Apply Color and Formatting: Highlight All Cells with [Incomplete] in Red Copilot can also help with data formatting and cleaning — a common time-drain for many nonprofit teams. You can automate conditional formatting to flag certain data points visually. Example: After selecting the Apply Color and Formatting prompt, I asked Copilot to highlight all donation amounts under 500 in red. This makes your spreadsheets cleaner, more readable, and easier to present to internal or external stakeholders. Why These Prompts Matter for Nonprofits These ready-to-use prompts can help nonprofits: Speed up data analysis even if they don’t have a dedicated data team. Prepare reports faster for funders, board members, or stakeholders. Gain insights to make better programmatic and fundraising decisions. Final Thoughts Nonprofits don’t have time or resources to waste. With Copilot in Excel, you can streamline data tasks, reduce manual work, and make data-driven decisions with confidence — all while focusing more energy on your mission and community.Level Up Your Nonprofit with Microsoft Learn!
That’s where Microsoft Learn comes in! It’s a free, on-demand training platform where nonprofit professionals can level up their skills in key areas like: ✅ Cybersecurity – Learn how to protect sensitive donor and program data ✅ Cloud Computing – Get hands-on with Microsoft Azure to modernize operations ✅ AI & Automation – Discover how tools like Copilot can save time and improve workflows ✅ Data Analytics – Use Power BI to track impact and make data-driven decisions ✅ Collaboration & Productivity – Master Microsoft 365 tools like Teams, SharePoint, and OneDrive Bonus: If you’re looking to get certified, Microsoft Learn offers guided learning paths, interactive modules, practice assessments, and even free certification exam prep—helping your nonprofit’s team earn industry-recognized credentials that boost both confidence and credibility. Ready to upskill and transform the way your nonprofit works? Let’s dive into the keyways Microsoft Learn can help your team thrive! (Be sure to click the links included above and below throughout the blog!) 1. Free Training That Won’t Break the Budget The reality is—most nonprofits are working with tight budgets. Hiring consultants or paying for expensive training programs isn’t always an option. Microsoft Learn changes the game by providing free, high-quality training on essential tech skills, so your team can stay ahead without spending a dime. Whether you want to become a cybersecurity pro, optimize your nonprofit’s cloud strategy, or automate repetitive tasks, you’ll find step-by-step learning modules, hands-on exercises, and even sandbox environments to practice your skills. With zero cost and unlimited access, there’s no reason NOT to start learning today! 💡 2. Content Designed Just for Nonprofits Not all training is created equal, and Microsoft understands that nonprofits have unique needs. That’s why Microsoft Learn offers custom content that focus on real-world nonprofit challenges, such as: ✔ Volunteer Engagement – Learn how to manage and communicate with volunteers using Microsoft 365 ✔ Program Impact Tracking – Use Power BI and other analytics tools to measure outcomes and improve reporting ✔ Accelerate Nonprofit Funding with AI – Learn how to use Microsoft Copilot to streamline grant writing, improve donor outreach, and optimize funding strategies with AI-powered insights. ✔ Introduction to AI Skills for Nonprofits – Discover how AI can enhance nonprofit operations, improve decision-making, and automate tasks to maximize impact and efficiency. ✔ Data Governance – Understand how to structure, manage, and secure your nonprofit's data using Microsoft tools like Purview to maintain privacy and compliance. With these specialized courses, your team can gain relevant, actionable skills that will improve efficiency and amplify your mission! 3. AI & Automation: Your Digital Assistants Are Here! Ever wish you had a little extra help? AI-powered tools like Copilot in Word, Excel, and Teams can automate tasks, analyze data, and boost collaboration—so you can focus on impact instead of admin work. Need to draft a grant proposal? Copilot can help. Want insights from donor data? Copilot's got you. Running out of ideas for your fundraising campaign? Learn how you can accelerate nonprofit funding solutions with Copilot here. Microsoft Learn offers hands-on courses that teach you how to use AI tools to save time, improve accuracy, and enhance productivity—so your team can work smarter, not harder! 4. A Culture of Continuous Learning Tech is always evolving, and staying ahead of the game is key. Microsoft Learn makes ongoing training engaging, interactive, and accessible, helping your nonprofit adapt, innovate, and thrive in an ever-changing digital world. Want to level up your team’s expertise? Encourage staff and volunteers to take Microsoft certification courses—which include: Practice assessments to test knowledge before exams Certification prep courses to guide learning Industry-recognized credentials to showcase expertise Certifications like Microsoft Certified: Security, Compliance, and Identity Fundamentals or Azure Fundamentals can boost credibility and help your nonprofit build trust with donors and partners. Ready to Take Your Nonprofit to the Next Level? Microsoft Learn is your nonprofit’s free ticket to a tech-savvy future—helping you upskill your team, simplify processes, and amplify your mission. So, what are you waiting for? Start learning today and turn your nonprofit into a digital powerhouse! 💻✨ 👉 Explore Microsoft Learn Now!Illuminate Your Nonprofit's Data: Conditional Formatting with Copilot for Microsoft Excel
Understanding Conditional Formatting Conditional formatting allows you to apply specific formatting to cells that meet certain criteria. This can help highlight important data, identify trends, and make your spreadsheets more visually appealing and easier to understand. How Copilot Can Help with Conditional Formatting Copilot in Excel can guide you through the process of setting up conditional formatting, offering suggestions and automating complex tasks. The Conditional Formatting tab in the Excel menu bar can be intimidating for those not familiar with it, as it involves various rules, formulas, and formatting options. Copilot simplifies this by providing step-by-step guidance, suggesting appropriate formulas, and ensuring that you apply the correct formatting rules. This makes the process accessible even for beginners, allowing nonprofits to leverage the full power of conditional formatting without the usual complexity. Leveraging Copilot for Advanced Conditional Statements The following examples will go over an objective or conditional statement we want to analyze. I will provide the prompt used for each objective, the suggestion or response Copilot made along with the formula, and then the result. For this blog, I prompted Copilot to create an Excel file with 100 lines of sample data for a nonprofit use case. If you prefer to use a larger sample dataset you can download the workbook below. Just keep in mind that the dataset is a financial dataset specific to sales. Download the Financial Sample Excel workbook for Power BI - Power BI | Microsoft Learn 1. Categorizing Donation Amounts Objective: Categorize donations into different tiers based on their amount. Using Copilot: Prompt: "Categorize donations into High, Medium, and Low based on their amount." Copilot Suggestion: Looking at A1:J1001, here's 1 formula column to review and insert in Column K: Donation Category Categorizes donations into "High", "Medium", or "Low" based on the donation amount, with "High" for donations of 4000 (dollars) or more, "Medium" for donations between 2000 (dollars) and 4000 (dollars), and "Low" for donations less than 2000 (dollars). =IF([@[Donation Amount ($)]]>=4000,"High",IF([@[Donation Amount ($)]]>=2000,"Medium","Low")) 2. Flagging Late Donations Objective: Flag donations that were made after a specific date. Using Copilot: Prompt: "Flag donations made after December 31, 2024, as Late." Copilot Suggestion: Looking at A1:I1001, here's 1 formula column to review and insert in Column J: Donation Status Determines whether each donation is late or on time by comparing the donation date to DATE(2024,12,31) (December 31, 2024). =IF([@[Donation Date]]>DATE(2024,12,31),"Late","On Time") 3. Identifying High-Impact Donations Objective: Identify donations that are both high in amount and made to specific high-impact programs. Using Copilot: Prompt: "Identify donations that are both high in amount and made to specific high-impact programs." Copilot Suggestion: I analyzed data in A1:K1001, and here's what I found: 'Donation Amount ($)' by 'Name' and 'Program' for 'Program' 'Job Training' or 'Housing Support' or 'Youth Mentorship' or 'Food Distribution' or 'Health Screenings', where 'Donation Amount ($)' is greater than 1000 4. Complex Date-Based Conditional Formatting Objective: Highlight donations made in the first quarter of the year and flag them as "Q1 Donation". Using Copilot: Prompt: "Highlight donations made in the first quarter of the year and flag them as "Q1 Donation". Copilot Suggestion: The formula =AND(MONTH($H2)>=1, MONTH($H2)<=3) is used to check if a date falls within the first quarter of the year (January, February, or March). This formula checks the donation date in cell H2. If the donation was made between January and March, it flags it as "Q1 Donation". Otherwise, it flags it as "Other". =AND(MONTH($H2)>=1, MONTH($H2)<=3) Conclusion Using conditional formatting and advanced conditional statements in Excel can significantly enhance the data analysis capabilities of nonprofits. Copilot in Excel makes these features accessible even to those new to Excel, streamlining the process and offering intelligent suggestions. By leveraging these tools, nonprofits can better manage their data, identify trends, and make informed decisions about donations, volunteers, and program effectiveness. Call to Action Ready to simplify your data management and take your analysis to the next level with Copilot in Excel? Start exploring these features today and see how they can transform your nonprofit's data analysis capabilities.Master Excel Like a Pro: Must-Know Tutorials & Templates for Nonprofits
How These Tutorials & Templates Can Help Nonprofits Work Smarter Nonprofits often have to do a lot with limited resources, so finding affordable and efficient ways to manage data is a game-changer. However, knowing how to use Excel effectively can be a challenge. That’s where Excel’s built-in tutorials, templates, and additional learning resources come in—they provide step-by-step guidance and ready-made solutions to help nonprofits: Stay organized – Whether you’re tracking donations or planning events, Excel keeps everything in one place, and templates like the Project Tracker make managing tasks easier. Work smarter, not harder – Automate calculations, generate reports, and analyze data without needing an IT team, with help from formulas tutorials and tools like the Expense Report Basic template. Visualize your impact – Use charts and graphs to turn numbers into stories that resonate with donors and stakeholders, aided by tutorials on Pivot Tables and data visualization. Collaborate effortlessly – Since Excel integrates with Microsoft 365, your team can work together in real time, making tools like the Weekly Schedule Planner even more effective. By leveraging these tutorials and templates, nonprofits can overcome the learning curve and unlock Excel’s full potential, making everyday operations smoother and more efficient. Easy-to-Follow Excel Tutorials If you’re new to Excel (or just need a refresher), Microsoft has free tutorials to help you get the hang of things. Here are some great ways to learn: In-App Guided Tutorials Did you know Excel has built-in tutorials? Just open Excel, click New, and search amongst the tutorials and templates to find interactive lessons that walk you through different features. Some of these include: Pivot Table Tutorial Formulas Tutorial Python in Excel Tutorial Microsoft’s Official Excel Help & Learning Microsoft offers a user-friendly Excel Help & Learning page with step-by-step guides on: Formatting spreadsheets Using formulas to automate calculations Creating charts and pivot tables Automating tasks with macros Microsoft Learn Platform If you’re looking for deeper knowledge, check out Microsoft Learn for structured courses on everything from basic spreadsheets to data visualization and automation. Must-Have Excel Templates for Nonprofits Excel comes packed with ready-to-use templates that can save you time and effort. Here are some of the most useful ones for nonprofits: Project Tracker Stay on top of ongoing projects by tracking tasks, deadlines, and progress in one easy-to-use template. Weekly Schedule Planner Plan out your week efficiently by organizing meetings, tasks, and deadlines in a structured format. Marketing Project Planner Manage your nonprofit’s marketing efforts by outlining key strategies, deadlines, and campaign milestones. Expense Report Basic Keep a clear record of expenses to maintain financial transparency and simplify reporting. Weekly Timesheet Track staff and volunteer hours effortlessly with a weekly timesheet template. Budget for Fundraiser Event Organize and manage your fundraising event budget to ensure financial planning is on track. How to Find and Use Excel Templates Using a template in Excel is super simple: Open Excel. Click New. Use the search bar to find templates like Project Tracker, Weekly Schedule Planner, or Expense Report Basic. Click Create and start using the template right away. Final Thoughts If you’re not using Excel to its full potential, you’re probably working harder than you need to! Whether you’re tracking donations, managing budgets, or planning events, these tutorials and templates can help you save time and focus on what truly matters—your mission. Take a few minutes to explore these features and see how they can simplify your work. Do you have a favorite Excel trick or template that helps your nonprofit? Share it in the comments below—we’d love to hear about it!
