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Quick fixes for common work problems

Each takes about two minutes. Use any chat assistant, free versions included (limits change, so check the company's site). Not sure which one? Use the guided finder.

AI can be wrong. Check results before you rely on them, and don't paste confidential information into tools your employer hasn't approved.

Spreadsheet formula won't work

Stuck on a formula in Excel or Google Sheets?

2-minute fix

  1. Note which program you use (Excel or Google Sheets) and what your columns are called.
  2. Paste the prompt below into a chat assistant (ChatGPT, Claude, Gemini or Copilot).
  3. Paste its formula into one cell, check it against a row you know by hand, then fill down.

Copy-paste prompt

I use [Excel / Google Sheets]. Column A has [names], column B has [dates], column C has [amounts]. I want [describe the result, e.g. the total of column C where column A is 'Smith']. Give me one formula for cell D2 and explain it in one sentence. If my version might not support it, give an alternative.

Watch out: Always test on a row you can check by hand. If the formula errors, paste the exact error message back into the chat.

Want it automatic? Try the recipe: Spreadsheet row from every new form reply

Match data between two sheets

Need to pull a price, email or name from another list?

2-minute fix

  1. Make sure both lists share one identical column (like an ID or email).
  2. Ask the assistant for a lookup formula (VLOOKUP, or XLOOKUP in newer Excel and Google Sheets).
  3. Check a few results by eye.

Copy-paste prompt

I have two sheets. Sheet1 column A has [IDs]. Sheet2 has IDs in column A and [prices] in column B. Write a formula for Sheet1 cell B2 that finds the matching price from Sheet2, and shows 'not found' if there is no match.

Watch out: Extra spaces or different spellings stop matches. Ask the assistant how to trim and clean the column first.

Want it automatic? Try the recipe: Spreadsheet row from every new form reply

Summarize a long document

Report, article or PDF too long to read right now?

2-minute fix

  1. Copy the text (or upload it if your assistant supports files).
  2. Paste the prompt below.
  3. Skim the summary, then ask follow-up questions about anything that matters.

Copy-paste prompt

Summarize the document below in 5 bullet points for a busy reader. Then list any dates, numbers, deadlines or decisions it mentions. Document: [paste]

Watch out: Summaries can miss or garble details. Check the numbers and anything you'll act on against the original. Don't paste confidential material into tools your company hasn't approved.

Want it automatic? Try the recipe: Weekly digest of saved links

Draft or reply to an email

Staring at a blank reply?

2-minute fix

  1. Paste the email you received and say what you want to say, in rough words.
  2. Ask for 2 versions: short and friendly, and more formal.
  3. Edit, then send it yourself.

Copy-paste prompt

Here is an email I received: [paste]. I want to reply that [your point in rough words]. Write two versions: one short and friendly, one formal. Keep each under 120 words.

Watch out: Never send without reading it. Check names, dates and promises.

Want it automatic? Try the recipe: Draft (never auto-send) replies to routine emails

Turn meeting notes into action items

Messy notes or a transcript after a call?

2-minute fix

  1. Paste your notes or the transcript.
  2. Use the prompt below.
  3. Email the result to attendees yourself.

Copy-paste prompt

From these meeting notes, list: 1) decisions made, 2) action items with who and by when (write 'unclear' if missing), 3) open questions. Notes: [paste]

Watch out: If you record a meeting, tell people first; some places require consent.

Want it automatic? Try the recipe: Meeting notes to an email summary

Fix the tone of a message

Message sounds too blunt, too stiff or too long?

2-minute fix

  1. Paste your draft.
  2. Say who it's for and the tone you want.
  3. Compare, then keep the parts that sound like you.

Copy-paste prompt

Rewrite this message for [a customer / my boss / a coworker] so it sounds [warm / professional / firm but polite], and cut it by a third. Keep all facts the same: [paste]

Watch out: Check that the meaning didn't change.

Want it automatic? Try the recipe: Draft (never auto-send) replies to routine emails

Clean up messy spreadsheet data

Duplicates, odd spacing, inconsistent names?

2-minute fix

  1. For duplicates use your spreadsheet's built-in Remove duplicates tool (Excel: Data tab; Google Sheets: Data > Data cleanup).
  2. For spacing or capitalization, ask the assistant for a formula (TRIM, PROPER).
  3. Work on a copy of the sheet.

Copy-paste prompt

My column A has names with extra spaces and mixed capitalization (like ' jOHN smith'). Give me a formula for B2 that cleans it to 'John Smith', for [Excel / Google Sheets].

Watch out: Always keep a backup copy before deleting rows.

Want it automatic? Try the recipe: Spreadsheet row from every new form reply

Make a first-draft slide deck

Presentation due and nothing started?

2-minute fix

  1. Write your topic, audience and time limit.
  2. Ask for a slide-by-slide outline.
  3. Paste the outline into a slide tool (Gamma, Canva, PowerPoint or Google Slides) and edit.

Copy-paste prompt

Create an outline for a [10]-minute presentation to [audience] about [topic]. Give 6-8 slides, each with a title and 3 short bullets. Suggest one simple visual per slide.

Watch out: Check every fact and number the tool adds. Make it sound like you.

Want it automatic? Try the recipe: Post-queue reminder (calendar)

Understand a confusing document

Contract, policy or letter full of jargon?

2-minute fix

  1. Paste the confusing section only.
  2. Ask for a plain-English explanation and questions to ask.
  3. Ask a qualified person before signing or deciding anything important.

Copy-paste prompt

Explain this in plain English as if I'm new to it, and list 3 questions I should ask before agreeing: [paste]

Watch out: This is not legal, medical or financial advice. AI can misread documents. Use it to get oriented, not to decide.

Want it automatic? Try the recipe: Starred email to a to-do list

Plan a project or checklist

Big task and no idea where to start?

2-minute fix

  1. Describe the goal, deadline and who's helping.
  2. Ask for a checklist in order.
  3. Paste it into your task app or a spreadsheet.

Copy-paste prompt

I need to [goal] by [date]. I have [resources/people]. Give me a step-by-step checklist in order, with rough time estimates, and flag anything that could go wrong.

Watch out: Time estimates are guesses; adjust them using what you know.

Want it automatic? Try the recipe: Starred email to a to-do list

Get a quick, sourced answer

Need a fast answer with sources you can check?

2-minute fix

  1. Use a tool that shows sources (for example Perplexity), or ask your assistant to cite them.
  2. Ask a specific question.
  3. Open the links and confirm the key claim.

Copy-paste prompt

Answer this in 5 sentences and list the sources you used so I can check them: [question]

Watch out: Some cited links may not support the claim. Click through before you rely on an answer.

Want it automatic? Try the recipe: Weekly digest of saved links


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