VLookup and XLookup – The definitive guide

Everything you ever wanted to know, explained in plain human terms, with real examples, and without making you cry in front of an Excel spreadsheet.

Every year, millions of people open Excel, stare at two separate tables, and think: “there must be a way to connect these things without copying them one by one.” There is. It’s called VLOOKUP. And for a few years now there’s also XLOOKUP, which does the same thing but without the embarrassing flaws. This is the guide nobody ever made you read before leaving you alone with a #N/A error and a ruined Tuesday afternoon.


VLOOKUP: the classic that never goes out of style (but throws tantrums)

VLOOKUP stands for Vertical Lookup. In practice: you give it a value, it goes and finds it in a column of a table, and returns the corresponding value from another column in the same row. Like a waiter who looks up your name on the reservation list and tells you which table you’re sitting at.

Simple in theory. In practice, as we’ll see, that waiter sometimes says #N/A and disappears into the kitchen.

The full syntax

VLOOKUP(lookup_value; table_array; col_index_num; [range_lookup])
ParameterWhat it doesExample
lookup_value – requiredThe value you want to look up. Can be text, a number, or a cell reference.A2 (the cell containing the employee code)
table_array – requiredThe table to search in. Important: the lookup column MUST be the first column (leftmost) of this selection.B2:E500 or HRTable[#All]
col_index_num – requiredThe column number within the table from which to return the result. If the table has 4 columns and you want the third, type 3.3 (returns the value from the 3rd column)
range_lookup – optionalFALSE = exact match (almost always what you want). TRUE = approximate match (useful for brackets, e.g. taxes, score ranges). Default: TRUE, so always type FALSE if you’re not sure.FALSE

Classic trap

The range_lookup parameter defaults to TRUE. This means that if you forget it, Excel will perform an approximate match. On unsorted data, this produces wrong results without warning you. No error. Silently. Like a colleague who misunderstood the instructions but won’t admit it.

Basic VLOOKUP example

VLOOKUP(A2; SalaryTable; 3; FALSE)
→ Looks up the code in A2 in the first column of SalaryTable, returns the value from the 3rd column

Pro Tip

Always use structured table references (Table1[Column]) instead of hard-coded ranges (B2:E500). If you add rows to the table, the formula updates automatically. If you use a hard-coded range, you’ll have to remember to update it manually — and you will definitely forget at the worst possible moment.


XLOOKUP: the younger sibling who turned out better

XLOOKUP arrived in 2019 with Microsoft 365 and fixed virtually all of VLOOKUP’s structural problems. It’s not just “a newer VLOOKUP” — it’s a completely redesigned function that works differently, more flexibly, and more intuitively.

If VLOOKUP is the waiter who searches the list from top to bottom and can only look to the right, XLOOKUP is the maître d’ who can look anywhere, tell you if you’re not on the list without making a scene, and even search starting from the end.

The full syntax

XLOOKUP(lookup_value; lookup_array; return_array; [if_not_found]; [match_mode]; [search_mode])
ParameterWhat it doesExample
lookup_value – requiredThe value you want to find. Identical to VLOOKUP.A2
lookup_array – requiredThe column (or row) to search in. Doesn’t have to be the first one. Can be any column in the table.ClientsTable[ID]
return_array – requiredThe column (or row) to return the result from. Completely separate from the lookup column. Can be to the left, to the right, anywhere.ClientsTable[ClientName]
if_not_found – optionalWhat to return if the value is not found. If omitted, returns #N/A. With this parameter, you can return custom text, zero, or anything else."Not found" or 0
match_mode – optional0 = exact match (default). -1 = exact or next smaller. 1 = exact or next larger. 2 = with wildcard characters (*, ?).0
search_mode – optional1 = first to last row (default). -1 = last to first (useful if you want the most recent occurrence). 2 or -2 = binary search (on sorted data, much faster).-1 (to find the most recent row)

Pro Tip

The if_not_found parameter alone is worth switching to XLOOKUP. The old IFERROR(VLOOKUP(...); "Not found") is verbose and repeats the formula twice. With XLOOKUP you write it once, clean, readable — and your colleagues will look at you with respect.

XLOOKUP(A2; ClientsTable[ID]; ClientsTable[ClientName]; "Client not registered")
→ Looks up A2 in the ID column, returns the ClientName. If not found: "Client not registered"

When to use one and when to use the other: 4 real examples

The short answer: always use XLOOKUP if your Excel supports it. But life is complicated, colleagues use older versions of Office, and sometimes there are legitimate reasons why VLOOKUP is still the right choice. Here they are.

VLOOKUP · Limitations

  • The lookup column must be the first one (leftmost)
  • References columns by number, not by name
  • No native error handling
  • Cannot search right to left
  • Cannot find the last occurrence

XLOOKUP · Advantages

  • Search in any column, return from any column
  • Uses column names, not arbitrary numbers
  • Built-in error handling with if_not_found
  • Searches in both directions
  • Finds the last occurrence with search mode -1

Example 1 · Library · VLOOKUP wins
File shared with colleagues on Excel 2016

The librarian has a catalogue with 8,000 books: ISBN code in column A, title in B, author in C, section in D. She needs to create a file that her part-time colleague — who uses Excel 2016 on the desktop computer in the basement — can open and use without errors.

XLOOKUP doesn’t exist in Excel 2016. If the librarian uses XLOOKUP, the colleague sees nothing but a #NAME? error on every cell. A potential diplomatic incident between floors. VLOOKUP wins here, full stop.

Solution · VLOOKUP (compatibility)
VLOOKUP(A2; Catalogue!A:D; 2; FALSE)
→ Looks up the ISBN in A2, returns the title (column 2). Works on any version of Excel.

Pro Tip

If you’re not sure which version of Excel your colleagues are using, go to File → Save As and check for a compatibility warning. Or just ask them directly. It’s socially acceptable.

Example 2 · Medical Practice · XLOOKUP wins
The lookup column is not the first one

The administrator at a medical practice has a patient table: surname in column A, first name in B, tax ID in C, assigned doctor in D, date of last visit in E. She needs to look up patients by tax ID (column C) and return the doctor (column D).

With VLOOKUP, the lookup column must be the first one. The tax ID is in column C. So she would have to move the columns around — probably breaking other references — or use the classic INDEX+MATCH trick. Or simply use XLOOKUP, which doesn’t have this problem.

Solution · XLOOKUP (search on any column)
XLOOKUP(F2; PatientsTable[TaxID]; PatientsTable[AssignedDoctor]; "Patient not found")
→ Looks up the tax ID in F2 in the TaxID column, returns the doctor. No need to move columns.

Example 3 · School · XLOOKUP wins
Finding the last occurrence (the most recent grade)

The school office keeps a grade register with thousands of rows: every time a teacher enters a grade, they add a row. The same student has dozens of rows. The principal wants to know the last grade entered for each student — i.e. the most recent one, which is the lowest occurrence in the table.

VLOOKUP always finds the first occurrence from the top. There is no native way to make it find the last one. With XLOOKUP, just set the search mode to -1: it searches from the last row upwards, so it finds the most recent occurrence.

Solution · XLOOKUP (last occurrence)
XLOOKUP(A2; GradeRegister[StudentID]; GradeRegister[Grade]; "No grade"; 0; -1)
→ Mode -1: searches from the last row. Returns the student's most recent grade.

Pro Tip

The -1 mode in XLOOKUP is also useful in help desks and warehouses to find the latest transaction or the most recent status update on a ticket or order. Whenever you have time-based data with duplicates and want the latest entry, think XLOOKUP with mode -1.

Example 4 · Shop / Point of Sale · VLOOKUP wins
Simplified tables with a fixed structure

The store manager has a price table with product code in column A and price in column B. Two columns. He’s used it for years. The structure never changes. He sends it every week to three branches, all of which run different versions of Excel — including a tablet running Excel Mobile.

In this case VLOOKUP is perfectly adequate and universally compatible. There’s no column constraint to work around, no need for advanced error handling, no reverse search. Using XLOOKUP here adds nothing and risks breaking the file on older devices. Simplicity wins.

Solution · VLOOKUP (simplicity and compatibility)
VLOOKUP(A2; PriceList!A:B; 2; FALSE)
→ Looks up the product code, returns the price. Works everywhere, including Excel Mobile.

“The right function isn’t always the newest one. It’s the one that solves the problem without creating new ones.”


XLOOKUP and VLOOKUP inside other functions: 3 examples

So far we’ve used lookup functions on their own. But Excel becomes truly powerful when you start using them as ingredients inside larger formulas. The looked-up value becomes the input for a calculation, a condition, or another function. These three situations will almost certainly come up for you.

Nesting 1 · HR Office · IF + XLOOKUP
Conditional bonus calculation based on employee level

The HR department needs to calculate the end-of-year bonus. The rule: if the employee’s level (retrieved from the HR table) is “Senior”, a 15% bonus is applied to the base salary. Otherwise, no bonus.

A naive approach: first make a column with XLOOKUP to retrieve the level, then make another column with IF that reads that column. Result: two columns, double the work, double the chance of making a mistake.

The correct approach: use XLOOKUP directly as an argument of IF. The IF function evaluates the result of XLOOKUP without you needing to see it in a separate cell.

Formula · IF(XLOOKUP(...))
IF(
XLOOKUP(A2; HRTable[ID]; HRTable[Level])= "Senior";
B2 * 1.15;
B2
)
→ If the level found is "Senior" → salary + 15%. Otherwise → salary unchanged.

The formula updates automatically every time the HR table is modified. No manual copy-pasting. No helper columns. No Tuesday afternoon spent updating things by hand.

Pro Tip

This pattern — IF(XLOOKUP(...)="value"; action_if_true; action_if_false) — is one of the most useful patterns in all of Excel. Learn it by heart. Use it every time you need to make a decision based on data that lives in another table.


Nesting 2 · Pharmacy / Warehouse · SUMIF + VLOOKUP
Summing stock for all products belonging to a category

The pharmacy warehouse manager has a stock table with product code, quantity, and category. He needs to create a summary showing the total quantity for each category. But he doesn’t have the category directly in the right column — he needs to retrieve it from the product table for each item.

The solution is to use VLOOKUP as the criteria argument in SUMIF, or — even more elegantly — build a helper column with VLOOKUP and then use it as the criteria. Here we show the helper column approach, which is more readable and less error-prone.

Helper column · Retrieving the category
VLOOKUP(A2; ProductTable!A:C; 3; FALSE)
→ Retrieves the category for each product code. You now have the category in column D.
Final formula · SUMIF on the category column
SUMIF(D:D; "Painkillers"; B:B)
→ Sums all quantities (column B) where the category (column D) is "Painkillers".

Result: a dynamic category summary that updates every time the stock or product table changes. The warehouse manager no longer has to calculate anything by hand and can stop using the phone calculator he keeps hidden under the counter.

Nesting 3 · Help Desk · TEXT + XLOOKUP
Building automatic messages with data pulled from a table

The help desk operator needs to automatically generate a summary text for each ticket: “Ticket #1042 — Client: John Smith — Priority: High — Assigned to: Julia M.” The ticket ID is in column A, all other data is in a separate table.

The solution is to use multiple XLOOKUPs inside a CONCATENATE function (or directly with the & operator), building the string piece by piece with data retrieved from the table.

Formula · Building a message with nested XLOOKUP
"Ticket #"&A2&" — Client: "&
XLOOKUP(A2; Tickets[ID]; Tickets[Client]) &
" — Priority: "&
XLOOKUP(A2; Tickets[ID]; Tickets[Priority]) &
" — Assigned to: "&
XLOOKUP(A2; Tickets[ID]; Tickets[Operator])
→ Result: "Ticket #1042 — Client: John Smith — Priority: High — Assigned to: Julia M."

Pro Tip

This approach is the foundation for building email templates, automated reports, or printable labels directly from Excel. Every time you find yourself copying data by hand to fill in the same text over and over, think of this pattern.


Other functions inside XLOOKUP: 3 examples

Now let’s go the other way: functions nested inside XLOOKUP. Instead of providing a static value to look up, you provide the result of a formula. This allows you to perform dynamic lookups, transform data before searching, or calculate the lookup value on the fly.

Inside LOOKUP 1 · Warehouse / Logistics · XLOOKUP with NETWORKDAYS
Calculating the expected delivery date based on supplier lead time

The logistics manager has a supplier table with supplier ID and lead time in days. For each order he wants to calculate the expected delivery date: order date + supplier lead time, skipping weekends and public holidays. All in a single cell, with no helper columns.

The solution: nest XLOOKUP as an argument of WORKDAY, which calculates a future working date by adding a number of working days to a start date. The days are pulled dynamically from the supplier table via XLOOKUP.

Formula · WORKDAY(date; XLOOKUP(supplier))
WORKDAY(
B2; ← order date
XLOOKUP(A2; Suppliers[ID]; Suppliers[LeadDays]; 0)
)
→ Adds the supplier's lead time working days to the order date. If the supplier doesn't exist: 0 days added.

The if_not_found = 0 parameter of XLOOKUP ensures that new suppliers not yet in the table don’t generate errors — the delivery date simply matches the order date, implicitly signalling that data is missing.

Pro Tip

WORKDAY accepts an optional third parameter: a list of public holidays. If you have a column with national holidays (Christmas, bank holidays, etc.), add it there and the function will automatically skip them in its calculations.


Inside LOOKUP 2 · Sales Office · XLOOKUP with UPPER and TRIM
Finding a client even when the name has been typed incorrectly

The sales rep receives emails with client company names written in different ways: sometimes all caps, sometimes with extra spaces, sometimes with mixed capitalisation. The CRM table stores names in uppercase with no extra spaces. A direct lookup fails because "mario srl""MARIO SRL".

The solution is to normalise the lookup value before passing it to XLOOKUP, using UPPER to convert everything to uppercase and TRIM to remove extra spaces. Both functions are nested as the first argument of XLOOKUP.

Formula · XLOOKUP(UPPER(TRIM(...)))
XLOOKUP(
UPPER(TRIM(A2));
CRM[ClientName];
CRM[SalesRep];
"Client not found in CRM"
)
→ Normalises the text in A2 before searching. " mario srl " becomes "MARIO SRL" and is found.

Watch out

This only works if the data in the lookup column of the CRM table is also in uppercase with no extra spaces. If the data there is inconsistent too, you’ll need to apply the same normalisation to the lookup column as well — and at that point it’s better to clean the data at the source rather than doing acrobatics with formulas.

Inside LOOKUP 3 · School · XLOOKUP with TODAY and date comparison
Automatically finding the teacher on duty based on today’s date

The school office has a table with supervision duty dates and the name of the teacher assigned to each date. Every morning someone opens the file and wants to immediately know who is on duty today, without manually searching through the table.

The solution is to use the TODAY() function as the lookup value inside XLOOKUP. TODAY() always returns the current date, so the formula automatically finds the teacher on duty for the day the file is opened. Zero manual interaction.

Formula · XLOOKUP(TODAY(); ...)
XLOOKUP(
TODAY();
Duties[Date];
Duties[TeacherOnDuty];
"No duty scheduled for today"
)
→ Every time the file is opened, it automatically shows the teacher on duty for today.

The if_not_found parameter handles weekends and unscheduled days without generating errors — essential if the file gets opened on a Saturday by an anxious deputy head.

Pro Tip

This same pattern — XLOOKUP(TODAY(); ...) — works for any table with dates: seasonal opening hours, prices that change by period, resource availability by date. It’s one of the most underrated and most useful patterns in Excel.


Summary: what to take away

If you had to explain all of this to a colleague in three minutes by the coffee machine, here’s what you’d say:

VLOOKUP is stable, universal, and works on any version of Excel. It has two major limitations: the lookup column must be the first one, and it doesn’t handle errors natively. It’s perfectly fine for simple tables and files shared with people using older versions of Excel.

XLOOKUP is the modern version without those limitations. It searches in any column, handles missing values with the if_not_found parameter, can search from the last row, and is much easier to read. Use it whenever your Excel supports it (Microsoft 365 and Excel 2021 onwards).

Nesting: both functions become far more powerful when you combine them with IF, SUMIF, TEXT, CONCATENATE as outer functions, or with TODAY, UPPER, TRIM, WORKDAY as inner arguments. Learn the patterns, not the individual formulas.

And the next time you see #N/A, don’t kick the computer. First check whether there’s an invisible space. It almost always is. Almost always.

Final Pro Tip

Select a cell with the value that isn’t being found, press F2 to enter edit mode, and look carefully at the edges of the text: if the cursor starts slightly to the right of the first character, there’s a leading space. Use TRIM and live happily ever after.

CERCA.VERT e CERCA.X: La Guida Definitiva

Tutto quello che avreste voluto sapere, spiegato in modo umano, con esempi veri, e senza farvi piangere davanti al foglio Excel.

Ogni anno, milioni di persone aprono Excel, guardano due tabelle separate, e pensano: “ci deve essere un modo per collegare queste cose senza copiarle a mano una per una.” C’è. Si chiama CERCA.VERT. E da qualche anno c’è anche CERCA.X, che è la stessa cosa ma senza i difetti imbarazzanti. Questa è la guida che nessuno vi ha mai fatto leggere prima di lasciarvi soli con un #N/D e un martedì pomeriggio distrutto.


CERCA.VERT: il classico che non passa mai di moda (ma che fa i capricci)

CERCA.VERT significa Cerca Verticalmente. In pratica: date un valore, vi va a cercarlo in una colonna di una tabella, e vi restituisce il valore corrispondente da un’altra colonna della stessa riga. Come un cameriere che cerca il vostro nome sulla lista prenotazioni e vi dice a che tavolo siete seduti.

Semplice in teoria. In pratica, come vedremo, quel cameriere a volte vi dice #N/D e sparisce in cucina.

La sintassi completa

CERCA.VERT(valore; matrice_tabella; indice_colonna; [corrisp_intervallo])
ParametroCosa faEsempio
valore – obbligatorioIl valore che volete cercare. Può essere un testo, un numero, o un riferimento a cella.A2 (la cella che contiene il codice dipendente)
matrice_tabella – obbligatorioLa tabella in cui cercare. Attenzione: la colonna di ricerca DEVE essere la prima colonna (quella più a sinistra) di questa selezione.B2:E500 oppure TabellaHR[#Tutto]
indice_colonna – obbligatorioIl numero della colonna della tabella da cui prendere il risultato. Se la tabella ha 4 colonne e volete la terza, scrivete 3.3 (restituisce il valore dalla 3ª colonna)
corrisp_intervallo facoltativoFALSO = cerca corrispondenza esatta (quasi sempre quello che volete). VERO = cerca corrispondenza approssimativa (utile per scaglioni, es. tasse, fasce di punteggio). Default: VERO, quindi scrivete sempre FALSO se non siete sicuri.FALSO

Trappola classica

Il parametro corrisp_intervallo ha default VERO. Questo significa che se ve lo dimenticate, Excel farà una ricerca approssimativa. Su dati non ordinati, questo produce risultati sbagliati senza avvisarvi. Senza errore. In silenzio. Come un collega che ha capito male le istruzioni ma non lo ammette.

Esempio base di CERCA.VERT

CERCA.VERT(A2; TabellaStipendi; 3; FALSO)
→ Cerca il codice in A2 nella prima colonna di TabellaStipendi, restituisce il valore dalla 3ª colonna

Pro Tip

Usate sempre i riferimenti di tabella strutturata (Tabella1[Colonna]) invece dei range rigidi (B2:E500). Se aggiungete righe alla tabella, la formula si aggiorna da sola. Se usate il range rigido, dovete ricordarvi di aggiornarlo manualmente, e sicuramente ve ne dimenticherete nel momento peggiore.


CERCA.X: il fratello minore che è cresciuto meglio

CERCA.X è arrivato nel 2019 con Microsoft 365 e ha risolto praticamente tutti i problemi strutturali di CERCA.VERT. Non è solo “un CERCA.VERT più nuovo” — è una funzione completamente ripensata che funziona in modo diverso, più flessibile e più umano.

Se CERCA.VERT è il cameriere che vi cerca sulla lista dal basso verso l’alto e può guardare solo a destra, CERCA.X è il maitre che può guardare ovunque, dirvi se non siete in lista senza fare scene, e persino cercare partendo dalla fine.

La sintassi completa

CERCA.X(valore; matrice_ricerca; matrice_restituzione; [se_non_trovato]; [modalità_corrispondenza]; [modalità_ricerca])
ParametroCosa faEsempio
valore obbligatorioIl valore che volete trovare. Identico a CERCA.VERT.A2
matrice_ricerca obbligatorioLa colonna (o riga) in cui cercare. Non deve essere per forza la prima. Può essere qualsiasi colonna della tabella.TabellaClienti[ID]
matrice_restituzione obbligatorioLa colonna (o riga) da cui prendere il risultato. Completamente separata dalla colonna di ricerca. Può essere a sinistra, a destra, ovunque.TabellaClienti[NomeCliente]
se_non_trovato facoltativoCosa restituire se il valore non viene trovato. Se omesso, restituisce #N/D. Con questo parametro, potete restituire testo personalizzato, zero, o qualsiasi altra cosa."Non trovato" oppure 0
modalità_corrispondenza facoltativo0 = corrispondenza esatta (default). -1 = esatta o prossimo minore. 1 = esatta o prossimo maggiore. 2 = con caratteri jolly (*, ?).0
modalità_ricerca facoltativo1 = dalla prima all’ultima riga (default). -1 = dall’ultima alla prima (utile se volete l’occorrenza più recente). 2 o -2 = ricerca binaria (su dati ordinati, molto più veloce).-1 (per trovare la riga più recente)

Pro Tip

Il parametro se_non_trovato da solo vale già il passaggio a CERCA.X. Il vecchio SE.ERRORE(CERCA.VERT(...); "Non trovato") è verbose e ripete la formula due volte. Con CERCA.X lo scrivete una volta sola, pulito, leggibile, e i vostri colleghi vi guarderanno con rispetto.

CERCA.X(A2; TabellaClienti[ID]; TabellaClienti[NomeCliente]; "Cliente non registrato")
→ Cerca A2 nella colonna ID, restituisce il NomeCliente. Se non esiste: "Cliente non registrato"

Quando usare uno e quando usare l’altro: 4 esempi reali

La risposta breve: usate sempre CERCA.X se il vostro Excel lo supporta. Ma la vita è complicata, i colleghi usano versioni vecchie di Office, e a volte esistono motivi legittimi per cui CERCA.VERT è ancora la scelta giusta. Eccoli.

CERCA.VERT · Limiti

  • La colonna di ricerca deve essere la prima (a sinistra)
  • Si riferisce alle colonne per numero, non per nome
  • Nessuna gestione nativa degli errori
  • Non cerca da destra verso sinistra
  • Non trova l’ultima occorrenza

CERCA.X · Vantaggi

  • Cerca in qualsiasi colonna, restituisce da qualsiasi colonna
  • Usa nomi di colonna, non numeri arbitrari
  • Gestione errori integrata con se_non_trovato
  • Cerca in entrambe le direzioni
  • Trova l’ultima occorrenza con modalità -1

Esempio 1 · Biblioteca · Vince CERCA.VERT
File condiviso con colleghi su Excel 2016

La bibliotecaria ha un catalogo con 8.000 libri: codice ISBN nella colonna A, titolo in B, autore in C, reparto in D. Deve fare un file che anche la collega part-time — che usa Excel 2016 sul computer fisso del piano -1 — possa aprire e usare senza errori.

CERCA.X non esiste in Excel 2016. Se la bibliotecaria usa CERCA.X, la collega vede solo un errore #NOME? su ogni cella. Possibile scenario di crisi diplomatica tra piani. Qui vince CERCA.VERT, punto.

Soluzione · CERCA.VERT (compatibilità)
CERCA.VERT(A2; Catalogo!A:D; 2; FALSO)
→ Cerca l'ISBN in A2, restituisce il titolo (colonna 2). Funziona su qualsiasi versione di Excel.

Pro Tip

Se non siete sicuri di quale versione di Excel usino i vostri colleghi, andate su File → Salva con nome e guardate se c’è un avviso di compatibilità. O chiedete direttamente. È socialmente accettabile.

Esempio 2 · Ambulatorio Medico · Vince CERCA.X
La colonna di ricerca non è la prima

L’amministrativa dell’ambulatorio ha una tabella pazienti: cognome in colonna A, nome in B, codice fiscale in C, medico di riferimento in D, data ultima visita in E. Deve cercare i pazienti per codice fiscale (colonna C) e restituire il medico (colonna D).

Con CERCA.VERT, la colonna di ricerca deve essere la prima. Il codice fiscale è in colonna C. Quindi dovrebbe spostare le colonne, rompendo probabilmente altri riferimenti, oppure usare il classico trucco INDEX+CONFRONTA. Oppure — semplicemente — usare CERCA.X che non ha questo problema.

Soluzione · CERCA.X (ricerca su qualsiasi colonna)
CERCA.X(F2; TabellaPazienti[CodiceFiscale]; TabellaPazienti[MedicoRiferimento]; "Paziente non trovato")
→ Cerca il CF in F2 nella colonna CF, restituisce il medico. Nessun bisogno di spostare colonne.

Esempio 3 · Scuola · Vince CERCA.X
Trovare l’ultima occorrenza (il voto più recente)

La segreteria scolastica tiene un registro voti con migliaia di righe: ogni volta che un professore inserisce un voto, aggiunge una riga. Lo stesso studente ha decine di righe. La dirigente vuole sapere l’ultimo voto inserito per ogni studente — cioè il più recente, che è l’occorrenza più in basso nella tabella.

CERCA.VERT trova sempre la prima occorrenza dall’alto. Non esiste modo nativo di fargli trovare l’ultima. Con CERCA.X basta impostare la modalità di ricerca a -1: cerca dall’ultima riga verso l’alto, quindi trova l’occorrenza più recente.

Soluzione · CERCA.X (ultima occorrenza)
CERCA.X(A2; RegistroVoti[IDStudente]; RegistroVoti[Voto]; "Nessun voto"; 0; -1)
→ Modalità -1: cerca dall'ultima riga. Restituisce il voto più recente dell'alunno.

Pro Tip

La modalità -1 di CERCA.X è anche utile negli help desk e nei magazzini per trovare l’ultima transazione o l’ultimo aggiornamento di stato su un ticket o un ordine. Ogni volta che avete dati temporali con duplicati e volete l’ultimo, pensate a CERCA.X con modalità -1.

Esempio 4 · Negozio / Punto Vendita · Vince CERCA.VERT
Tabelle semplificate con struttura fissa

Il responsabile del negozio ha una tabella prezzi con codice prodotto in colonna A e prezzo in colonna B. Due colonne. La usa da anni. La struttura non cambia mai. La deve inviare ogni settimana ai tre punti vendita che hanno tutti Excel diversi, incluso un tablet con Excel Mobile.

In questo caso CERCA.VERT è perfettamente adeguato e universalmente compatibile. Non c’è nessun vincolo di colonna da aggirare, nessuna necessità di gestione errori avanzata, nessuna ricerca inversa. Usare CERCA.X qui non aggiunge nulla, e rischia di rompere il file sui dispositivi più vecchi. Semplicità vince.

Soluzione · CERCA.VERT (semplicità e compatibilità)
CERCA.VERT(A2; ListinoPrezzi!A:B; 2; FALSO)
→ Cerca il codice prodotto, restituisce il prezzo. Funziona ovunque, anche su Excel Mobile.

“La funzione più giusta non è sempre la più nuova. È quella che risolve il problema senza crearne di nuovi.”


CERCA.X e CERCA.VERT dentro altre funzioni: 3 esempi

Finora abbiamo usato le funzioni CERCA da sole. Ma Excel diventa davvero potente quando iniziate a usarle come ingredienti all’interno di formule più grandi. Il valore cercato diventa l’input per un calcolo, una condizione, o un’altra funzione. Queste tre situazioni vi capiteranno quasi sicuramente.

Nidificazione 1 · Ufficio HR · SE + CERCA.X
Calcolo bonus condizionale basato sul livello del dipendente

Il reparto HR deve calcolare il bonus di fine anno. La regola: se il livello del dipendente (recuperato dalla tabella HR) è “Senior”, si applica un bonus del 15% sullo stipendio base. Altrimenti, nessun bonus.

Un approccio ingenuo: prima si fa una colonna con CERCA.X per recuperare il livello, poi si fa un’altra colonna con SE che legge quella colonna. Risultato: due colonne, doppio lavoro, doppia possibilità di sbagliare.

L’approccio corretto: si usa CERCA.X direttamente come argomento del SE. La funzione SE valuta il risultato di CERCA.X senza che voi abbiate bisogno di vederlo in una cella separata.

Formula · SE(CERCA.X(...))
SE(
CERCA.X(A2; TabellaHR[ID]; TabellaHR[Livello])= "Senior";
B2 * 1.15;
B2
)
→ Se il livello trovato è "Senior" → stipendio + 15%. Altrimenti → stipendio invariato.

La formula si aggiorna automaticamente ogni volta che la tabella HR viene modificata. Nessun copia-incolla manuale. Nessuna colonna di servizio. Nessun martedì pomeriggio dedicato ad aggiornare le cose a mano.

Pro Tip

Questo schema — SE(CERCA.X(...)="valore"; azione_se_vero; azione_se_falso) — è uno dei pattern più utili di tutto Excel. Imparatelo a memoria. Usatelo ogni volta che dovete prendere una decisione basata su un dato che si trova in un’altra tabella.


Nidificazione 2 · Farmacia / Magazzino · SOMMA.SE + CERCA.VERT
Sommare le scorte di tutti i prodotti appartenenti a una categoria

Il magazziniere della farmacia ha una tabella scorte con codice prodotto, quantità, e categoria. Deve creare un riepilogo che mostri la quantità totale per ogni categoria. Ma non ha la categoria direttamente nella colonna giusta — deve recuperarla dalla tabella prodotti per ogni articolo.

La soluzione è usare CERCA.VERT come argomento del criterio in SOMMA.SE, oppure — ancora più elegante — costruire una colonna ausiliaria con CERCA.VERT e poi usarla come criterio. In questo caso mostriamo l’approccio a colonna ausiliaria, che è più leggibile e meno soggetto a errori.

Colonna ausiliaria · Recupero categoria
CERCA.VERT(A2; TabellaProdotti!A:C; 3; FALSO)
→ Recupera la categoria per ogni codice prodotto. Ora avete la categoria in colonna D.
Formula finale · SOMMA.SE sulla colonna con la categoria
SOMMA.SE(D:D; "Antidolorifici"; B:B)
→ Somma tutte le quantità (colonna B) dove la categoria (colonna D) è "Antidolorifici".

Risultato: un riepilogo dinamico per categoria che si aggiorna ogni volta che cambiano le scorte o la tabella prodotti. Il magazziniere non deve più calcolare niente a mano e può smettere di usare la calcolatrice del telefono tenendola nascosta sotto il bancone.

Nidificazione 3 · Help Desk · TESTO + CERCA.X
Costruire messaggi automatici con dati presi da una tabella

L’operatore dell’help desk deve generare automaticamente un testo riepilogativo per ogni ticket: “Ticket #1042 — Cliente: Mario Rossi — Priorità: Alta — Assegnato a: Giulia M.” L’ID ticket è in colonna A, tutti gli altri dati sono in una tabella separata.

La soluzione è usare più CERCA.X dentro una funzione CONCATENA (o direttamente con l’operatore &), costruendo la stringa pezzo per pezzo con i dati recuperati dalla tabella.

Formula · Costruzione messaggio con CERCA.X annidato
"Ticket #"&A2&" — Cliente: "&
CERCA.X(A2; Ticket[ID]; Ticket[Cliente]) &
" — Priorità: "&
CERCA.X(A2; Ticket[ID]; Ticket[Priorità]) &
" — Assegnato a: "&
CERCA.X(A2; Ticket[ID]; Ticket[Operatore])
→ Risultato: "Ticket #1042 — Cliente: Mario Rossi — Priorità: Alta — Assegnato a: Giulia M."

Pro Tip

Questo approccio è la base per costruire template di email, report automatici, o etichette stampabili direttamente da Excel. Ogni volta che vi trovate a copiare dati a mano per riempire un testo sempre uguale, pensate a questo pattern.


Altre funzioni dentro CERCA.X: 3 esempi

Ora andiamo dall’altra parte: funzioni annidate all’interno di CERCA.X. Invece di fornire un valore statico da cercare, fornite il risultato di una formula. Questo permette di fare ricerche dinamiche, trasformare i dati prima di cercarli, o calcolare il valore cercato al volo.

Dentro CERCA 1 · Magazzino / Logistica · CERCA.X con GIORNI.LAVORATIVI.TOT
Calcolare la data di consegna prevista in base al lead time del fornitore

Il responsabile logistico ha una tabella fornitori con ID fornitore e giorni di lead time. Per ogni ordine vuole calcolare la data di consegna prevista: data ordine + lead time del fornitore, saltando weekend e festivi. Il tutto in una cella sola, senza colonne di appoggio.

La soluzione: si annida CERCA.X come argomento di GIORNO.LAVORATIVO, che calcola una data lavorativa futura aggiungendo un numero di giorni lavorativi a una data di partenza. I giorni vengono presi dinamicamente dalla tabella fornitori tramite CERCA.X.

Formula · GIORNO.LAVORATIVO(data; CERCA.X(fornitore))
GIORNO.LAVORATIVO(
B2;← data dell'ordine
CERCA.X(A2; Fornitori[ID]; Fornitori[LeadDays]; 0)
)
→ Aggiunge i giorni lavorativi di lead time del fornitore alla data ordine. Se il fornitore non esiste: 0 giorni aggiunti.

Il parametro se_non_trovato = 0 di CERCA.X fa sì che i fornitori nuovi, non ancora in tabella, non generino errori: semplicemente la data di consegna coincide con la data dell’ordine, segnalando implicitamente che mancano dati.

Pro Tip

GIORNO.LAVORATIVO accetta un terzo parametro opzionale: l’elenco dei giorni festivi. Se avete una colonna con le festività nazionali (Natale, Ferragosto, ecc.), inseritela lì e la funzione le salterà automaticamente nei calcoli.


Dentro CERCA 2 · Ufficio Commerciale · CERCA.X con MAIUSC e ANNULLA.SPAZI
Cercare un cliente anche quando il nome è stato digitato male

Il commerciale riceve email con nomi di aziende cliente scritti in modi diversi: a volte tutto maiuscolo, a volte con spazi in più, a volte con maiuscole miste. La tabella CRM tiene i nomi in maiuscolo senza spazi extra. La ricerca diretta fallisce perché "mario srl""MARIO SRL".

La soluzione è normalizzare il valore cercato prima di passarlo a CERCA.X, usando MAIUSC per convertire tutto in maiuscolo e ANNULLA.SPAZI per eliminare gli spazi superflui. Si annidano entrambe le funzioni come primo argomento di CERCA.X.

Formula · CERCA.X(MAIUSC(ANNULLA.SPAZI(...)))CERCA.X(
MAIUSC(ANNULLA.SPAZI(A2));
CRM[NomeCliente];
CRM[ResponsabileCommerciale];
"Cliente non trovato nel CRM"
)
→ Normalizza il testo in A2 prima di cercare. " mario srl " diventa "MARIO SRL" e viene trovato.

Attenzione

Questo funziona solo se anche i dati nella colonna di ricerca della tabella CRM sono in maiuscolo senza spazi. Se i dati sono disomogenei anche lì, dovete applicare la stessa normalizzazione anche alla colonna di ricerca — e a quel punto conviene pulire i dati alla fonte, non fare acrobazia con le formule.

Dentro CERCA 3 · Scuola · CERCA.X con OGGI e confronto date
Trovare automaticamente il docente di turno in base alla data odierna

La segreteria ha una tabella con le date dei turni di sorveglianza e il nome del docente assegnato per ciascuna data. Ogni mattina qualcuno apre il file e vuole sapere subito chi è di turno oggi, senza cercare manualmente nella tabella.

La soluzione è usare la funzione OGGI() come valore da cercare all’interno di CERCA.X. OGGI() restituisce sempre la data corrente, quindi la formula trova automaticamente il docente di turno per il giorno in cui viene aperto il file. Zero interazione manuale.

Formula · CERCA.X(OGGI(); ...)
CERCA.X(
OGGI();
Turni[Data];
Turni[DocenteDiTurno];
"Nessun turno programmato per oggi"
)
→ Ogni volta che il file viene aperto, mostra automaticamente il docente di turno per oggi.

Il parametro se_non_trovato gestisce i weekend e i giorni non programmati senza generare errori — fondamentale se il file viene aperto anche di sabato dal vicedirettore ansioso.

Pro Tip

Questo stesso schema — CERCA.X(OGGI(); ...) — funziona per qualsiasi tabella con date: orari di apertura stagionali, prezzi che cambiano per periodo, disponibilità di risorse per data. È uno dei pattern più sottovalutati e più utili di Excel.


Riepilogo: cosa portarsi a casa

Se doveste spiegare tutto questo a un collega in tre minuti davanti alla macchinetta del caffè, ecco cosa direste:

CERCA.VERT è stabile, universale, e funziona su qualsiasi versione di Excel. Ha due grandi limiti: la colonna di ricerca deve essere la prima, e non gestisce gli errori nativamente. Va benissimo per tabelle semplici e file condivisi con persone che usano Excel vecchio.

CERCA.X è la versione moderna e priva di quei limiti. Cerca in qualsiasi colonna, gestisce i valori non trovati con il parametro se_non_trovato, può cercare dall’ultima riga, e si legge molto più facilmente. Usatelo ogni volta che il vostro Excel lo supporta (Microsoft 365 e Excel 2021 in poi).

Nidificazione: entrambe le funzioni diventano molto più potenti quando le combinate con SE, SOMMA.SE, TESTO, CONCATENA come funzioni esterne, oppure con OGGI, MAIUSC, ANNULLA.SPAZI, GIORNO.LAVORATIVO come argomenti interni. Imparate i pattern, non le singole formule.

E la prossima volta che vedete #N/D, non prendete a calci il computer. Controllate prima se c’è uno spazio invisibile. Quasi sempre è quello. Quasi sempre.

Pro Tip Finale

Selezionate una cella con il valore non trovato, premete F2 per entrare in modifica, e guardate bene i bordi del testo: se il cursore parte un po’ più a destra del primo carattere, c’è uno spazio davanti. Usate ANNULLA.SPAZI e vivete felici.

Stop using Claude to write for you

AI Is a Brilliant Editor. Stop Making It Do Your Homework.

Using Claude to sharpen your voice — not replace it


Let me describe something that happens approximately ten thousand times a day, in offices, universities, and home desks everywhere from Milan to Minneapolis.

Someone has to write something. A blog post, an email, an essay, a proposal. They open Claude (or whatever AI tool they’ve decided is their personality this week), type “write me a 500-word post about [topic],” and then copy whatever comes out, change maybe three words, and call it done.

Claude — bless its magnificent silicon heart — obliges. It produces text. Beautiful, structured, grammatically impeccable text. Text that sounds like it was written by someone who has read everything ever published but has never once been stuck in traffic, argued with a supplier, or eaten a disappointing sandwich.

And here’s the problem: that text sounds like it. Not like you.

Your professor notices. Your client notices. Your newsletter subscribers definitely notice — and quietly unsubscribe while making a face.

The issue isn’t the AI. The issue is how you’re using it. You’re hiring a ghostwriter when you need an editor. And the difference between those two things is everything.


What Actually Goes Wrong When AI Writes For You

Let’s do a quick experiment. Ask any AI to write something “professional” about, say, climate change. I’ll wait.

You got something back, right? And I’d bet good money it contained at least one of the following:

  • “multifaceted challenge”
  • “synergistic approach”
  • “stakeholder ecosystems”
  • Passive voice that nobody would use in actual speech
  • An opinion that was perfectly balanced on all sides, because the AI didn’t want to offend anyone

That last one is the killer. Because you have opinions. Actual, human, slightly-irrational-in-the-best-way opinions. And AI’s default instinct is to sand them down until they’re smooth, inoffensive, and completely forgettable.

The text isn’t bad, exactly. It’s just not yours. It sounds like a very polished press release written by a committee. And nobody — nobody — subscribes to a newsletter because they love press releases from committees.

There’s also the detection problem. AI detectors are getting very good. And even when they miss it technically, humans catch it instinctively. We’ve all developed a kind of radar for writing that’s technically correct but weirdly soulless. You know the feeling. You start reading something and thirty words in you think “…is this a robot?” and you’re right.


The Correct Way to Use Claude for Writing

Here’s the approach that actually works — and it’s three steps, none of which involve asking Claude to write anything from scratch.

Step 1: Write Your Messy Draft First

Open a document. Any document. Your notes app, a Google Doc, the back of an envelope if that’s what’s available.

Write your thoughts. Badly. In fragments. In bullet points. In whatever chaotic form they take when you’re thinking out loud. Don’t edit. Don’t filter. Don’t worry about structure or grammar or whether your sentences are complete.

Here’s what that looks like in practice:

- climate policy is infuriating because we know exactly what needs 
  to happen and just... don't
- renewables getting cheap fast, EVs catching up, good
- but governments still moving at glacial speed, bad
- feels like we keep having the same conversation for 20 years
- personally skeptical that individual action is the point, 
  think systemic change matters more
- young people justifiably angry about inheriting this mess

Is this beautiful prose? No. Does it sound like a human being who has thoughts and feelings about things? Absolutely yes. This is gold. This is the raw material.

Don’t skip this step. It’s the whole thing. If you start by asking Claude to write and then try to “edit it to sound like you,” you’re fighting uphill the entire time. You’re always reacting to Claude’s choices instead of expressing your own. Start with your voice, then refine it.

Step 2: Give Claude the Right Job Description

Most people mess this up here. They paste their notes into Claude and say “improve this” or “turn this into a paragraph.” Claude, desperately trying to be helpful, then rewrites everything and strips out all your personality in the process.

You need to be specific. You need to give Claude a role — and the role is editor, not author.

Here’s the prompt to copy and use:

“You are an editor, not a ghostwriter. Your job is to refine my draft for clarity, flow, and structure — while keeping my voice, my vocabulary, and my exact opinions completely intact.

Do NOT rewrite my ideas. Do NOT make them more formal if they’re casual. Do NOT soften or remove my opinions. If I write ‘honestly’ or ‘I think’ or ‘this is frustrating,’ keep it.

Here’s my draft:

[paste your bullet points here]

Output: a refined version that still sounds unmistakably like me.”

Notice what’s happening here. You’re not asking Claude to think for you. You’re asking it to help you express what you already think, more clearly. That’s a completely different request, and you get completely different results.

Pro tip: Add context about your tone. “I write casually and directly, I occasionally use sarcasm, and I never use the word ‘synergistic.'” The more specific your constraints, the better the output.

Step 3: Read It Out Loud and Fix What Doesn’t Sound Like You

Claude will give you something good. You’re not done.

Read the output out loud. Actually out loud, not in your head. Your ear will catch what your eye misses.

The moment you hit a sentence and think “I would never say that” — change it. Write it in your words. It doesn’t matter if Claude’s version was technically better. It matters that it sounds like a real person wrote it, and that person is you.

Things to watch for and delete immediately:

  • Any word ending in “-istic” that you didn’t put there yourself
  • Passive voice that appeared mysteriously (“it has been noted that…”)
  • Your strong opinion that somehow became “some argue that, while others believe…”
  • Sentences longer than you could comfortably say in one breath
  • Any phrase that sounds like it belongs in a McKinsey slide deck

The finished piece should sound like you on a good day — rested, clear-headed, having thought about the topic properly. Not like you replaced by a very polite robot.


Why Claude Specifically for This

I’ve tested a lot of AI tools on this particular task — the “refine my voice without removing my voice” ask — and Claude handles it noticeably better than most.

The reason, as far as I can tell: Claude actually reads the nuance in the instruction. When you say “keep my casual tone,” most models hear “casual” and nod along, and then hand you back something that’s still weirdly stiff. Claude seems to understand that “casual” means leaving in the contractions, the slightly-too-long sentences, the opinions stated plainly without hedging.

It also handles messy input well. You can paste in bullet points, sentence fragments, half-thoughts, and it will work with what’s there instead of panicking and defaulting to corporate-speak.

And — this is the important one — it knows the difference between “fix my grammar” and “rewrite my personality.” Tell it which one you want. It’ll listen.


Your Cheat Sheet

If you remember nothing else from this article, remember this:

1. Write messy notes first. Your ideas, your words, your opinions. No editing.

2. Paste into Claude as an editor prompt. Key phrase: “keep my voice, my vocabulary, and my exact opinions.”

3. Read the output out loud. Anything that doesn’t sound like you? Change it yourself.

4. The signature stays yours. Because you did the thinking. Claude just helped you express it better.


The Prompt Library (Copy These)

Save these. Adapt them as needed.

For essays and academic writing:

“Edit this draft for clarity, structure, and flow. Keep my voice, my arguments, and my word choices. Don’t make it more formal or academic than it already is. Flag anything that’s unclear, but don’t replace my ideas. Draft: [paste here]”

For professional emails:

“You’re an editor. Tighten this email draft — it still needs to sound like ME, not a corporate template. Keep my tone [casual/direct/warm]. Remove the unnecessary parts. Don’t add phrases like ‘as per my previous email’ unless I wrote them. Draft: [paste here]”

For social media and blog posts:

“Edit this draft for flow and clarity. My writing style is [casual/sarcastic/conversational] — preserve it at all costs. Don’t polish it so much it loses personality. Draft: [paste here]”

For creative writing:

“Act as a line editor, not a co-author. Suggest improvements to sentence rhythm and word choice, but don’t change the story, the voice, or the style. If something is intentionally unconventional, leave it. Draft: [paste here]”


The Bottom Line

Every great writer has an editor. Hemingway had Maxwell Perkins. Every major author you’ve ever admired went through someone else’s red pen before their work reached you.

Your editor now happens to live in the cloud, responds in under three seconds, and has read approximately everything. That’s not a replacement for your brain — it’s a superpower for your brain.

Use it. But use it correctly.

Write first. Let Claude refine. Read it out loud. Fix what doesn’t sound like you.

And for the love of everything — delete the word “synergistic” every single time it appears. Without exception. It has never improved a sentence. It never will.


Role: You are a Senior Copy Editor specializing in stylistic preservation.

Objective: Refine the provided draft for clarity, structural flow, and grammatical precision.

Strict Constraints:

Voice Preservation: Do not sanitize or formalize the tone. If the draft is casual, keep it casual. If it is provocative, keep it provocative.

Vocabulary & Syntax: Retain my specific word choices and sentence structures (e.g., phrases like "I think" or "Honestly" must remain).

No Content Alteration: Do not rewrite my ideas, soften my opinions, or add external perspectives. Your job is to polish the "vessel," not change the "liquid" inside.

Structural Flow: Only adjust transitions and organization to ensure the argument is easy to follow without losing the author’s original intent.

Draft for Review:

[Paste your bullet points/text here]

Requested Output: A polished version of the text that remains unmistakably mine in tone and conviction.

Shay Stibelman is a digital marketing consultant based in Milan, Italy. He helps businesses get smarter with the tools they already have — and occasionally yells at AI output that uses the word “multifaceted” without provocation.

Stop Typing Descriptions Like a Caveman: The Wildest AI Image Tricks Nobody Told You About

So you’re generating AI images by typing things like “a beautiful sunset, cinematic, dramatic lighting, 8k, masterpiece.” And you’re getting… something. Something that sort of looks like what you wanted, if you squint, tilt your head, and lower your expectations.

Meanwhile, other people — the suspiciously talented ones who keep posting incredible AI visuals online and acting like it’s nothing — are doing things that make your workflow look like cave painting. Literally describing images in code. Decomposing photos into layers like it’s Photoshop 3000. Cloning an entire visual style and then changing only the color of someone’s shirt with a text command.

This article is about those tricks. And by the end of it, you’ll either be one of those people, or you’ll at least understand why they’re insufferably smug about their AI-generated product shots.

Let’s get into it.


First, a Very Quick Reality Check

AI image generation in 2025 is not what it was two years ago. We’ve gone from “impressive but kinda weird fingers” to full-blown professional-grade visual engines that can maintain character consistency, render legible text (yes, finally), and edit specific elements of an image without touching the rest.

The tools you need to know about right now: Nano Banana (Google’s Gemini 2.5 Flash Image model, which yes, is actually called that, and no, that name will never not be funny), FLUX.1 Kontext and FLUX.2 from Black Forest Labs, and Qwen-Image-Layered from Alibaba’s Qwen team.

Each one does something that should probably not exist yet. All of them are either free or very cheap. And none of your colleagues know about most of this. You’re welcome.


Trick #1: JSON Prompting — Because “Cinematic Vibes” Is Not a Professional Standard

Here’s the dirty secret of AI image generation: natural language prompts are great for brainstorming, and terrible for repeatability.

You write “futuristic office, moody lighting, professional” and you get something cool. You try to recreate it tomorrow? Different model weights, different random seed, slightly different output. Your “brand consistency” is just vibes at that point.

Enter JSON prompting — and specifically, what it does on Nano Banana.

Nano Banana is built on Gemini 2.5 Flash, which was trained extensively on structured data formats including JSON. This means when you feed it a prompt in JSON format instead of plain text, the model parses it with significantly more precision. Research in 2025 showed that structured prompts improve accuracy on complex tasks by a wide margin — and when you use them correctly, the results are borderline eerie.

Here’s what a basic JSON prompt looks like:

{
  "scene": "minimalist tech startup office, open plan, floor-to-ceiling windows",
  "resolution": "4K",
  "aspect_ratio": "16:9",
  "style": "editorial photography, clean, modern, natural light",
  "mood": "calm, focused, professional"
}

That’s already better than “make it look professional lol.” But here’s where it gets genuinely clever.

The Clone-and-Swap Trick

Want to generate the same image ten times but change only one variable? Say you’re making a product ad and you want to test five different background colors, three different copy headlines, and two different lighting setups. Normally this means ten separate prompt sessions and ten rounds of “why doesn’t this look consistent with the last one.”

With JSON, you build a master template and literally swap out one field at a time:

{
  "scene": "product flat lay, skincare bottle on marble surface",
  "resolution": "4K",
  "aspect_ratio": "1:1",
  "background_color": "dusty rose",
  "lighting": "soft diffused natural light",
  "text_elements": [
    {
      "text": "Pure. Simple. Yours.",
      "position": "bottom center",
      "font_style": "light serif, elegant"
    }
  ]
}

Now change "dusty rose" to "sage green". Regenerate. Change the tagline. Regenerate. You’re not re-describing the whole scene from scratch — you’re editing a config file. This is how product teams generate entire visual catalogs from a single master prompt.

Pro tip on canvas definition

Always define resolution and aspect ratio first. The biggest beginner mistake is skipping this, which results in the model choosing for you — and then you wonder why everything comes out in a slightly odd crop that works for nothing. You can specify 1K, 2K, or 4K. Specify it. Always.

The text rendering game-changer

Nano Banana’s other secret weapon is that it can actually render legible text inside images — something most AI image models handle like a toddler with a Sharpie. But it only works reliably when you use the text_elements array in your JSON prompt, specifying the exact text, position, font style, and size. Vague is the enemy here. Be surgical.


Trick #2: FLUX.1 Kontext — The AI That Finally Listens

You know what’s maddening about most AI image editing? You say “change the jacket to red” and it changes the jacket to red, turns the background slightly warmer, shifts the face a little to the left, and replaces your subject’s nose with something you didn’t ask for.

That’s because traditional inpainting tools work by masking a region, then generating everything from scratch inside that mask. Which sounds fine until you realize “generate from scratch” means the AI gets to make a bunch of decisions you didn’t ask for.

FLUX.1 Kontext does something different. It performs what’s called instruction-based image editing — you tell it what to change, it changes that specific thing and leaves the rest of the image physically untouched. Not “mostly untouched.” Actually untouched.

Tell it “change the shirt color to red.” It changes the shirt. Tell it “remove the glasses.” It removes the glasses and fills in the face correctly. Tell it “swap the background to a rainy London street.” It swaps the background. The character stays the same. The lighting adjusts to match. Nothing drifts.

This is huge for anyone who works iteratively. Which is everyone who makes images professionally.

The Conversational Editing Workflow

Here’s the trick most people miss: because Kontext maintains context across edits, you can stack instructions like a conversation. Start with your base image. Then:

  1. “Add a coffee cup to the table on the left.”
  2. “Make it nighttime outside the window.”
  3. “Give the person a slightly more formal outfit.”
  4. “Add soft lamp lighting from the right.”

Each step builds on the previous result. You’re not regenerating from scratch each time — you’re directing, like a photographer giving notes to a set designer in real time. The creative process actually feels like a creative process instead of a slot machine.

Why the speed matters more than you think

Kontext generates at under 10 seconds per edit. That sounds like a spec-sheet detail, but it’s actually what makes iterative editing viable. When each edit takes 30+ seconds, you stop experimenting. You commit too early. You end up with “good enough.” At under 10 seconds, you iterate freely, and free iteration is where good work happens.


Trick #3: Qwen-Image-Layered — AI Photoshop From the Future (That’s Free)

Okay. This one is genuinely unhinged, in the best way.

Most AI image editors treat your image like a mural painted on a wall. You want to change one part? Good luck not accidentally smearing the rest. The reason is technical but also kind of philosophical: regular AI image models see your photo as one giant grid of fused pixels — foreground, background, shadows, text, everything baked together into one inseparable mass.

Professional design software solved this decades ago. They use layers. You move text without touching the background. You recolor an object without re-rendering the whole scene. AI image models never had this because they operate on flattened images. Until now.

Qwen-Image-Layered is an open-source model from Alibaba that does something no one thought would arrive this fast: it takes a regular flat image and automatically decomposes it into multiple separate, transparent RGBA layers — basically generating a Photoshop PSD file from a JPEG. Automatically. From a single prompt.

You tell it how many layers you want. Ask for 4, you get 4 layers. Ask for 8, you get finer separation. A poster with bold text breaks down into: the background, the main subject, the typography, the decorative elements — each as its own independent, editable layer with its own transparency channel.

Then you edit each layer independently. Want to recolor just the product? Edit layer 2. Want to swap the text? Edit layer 3. Nothing else moves. Nothing else drifts. Because you’re editing a layer, not re-generating an image.

The product photo workflow that kills your shot list

Here’s a real use case that will make any marketer’s eyes light up:

  1. Take one product photo.
  2. Run it through Qwen-Image-Layered and decompose it into 4 layers: background, product, props, text/branding.
  3. Edit Layer 1 (background) to swap in five different scene variations — studio white, kitchen counter, outdoor table, lifestyle setting.
  4. Edit Layer 2 (product) to recolor for different SKU variants.
  5. Recombine.

You just generated 10+ product images from a single original photo without a single additional photoshoot. The kind of thing that used to cost a full day of studio time now costs about twenty minutes and a moderately powerful computer.

Recursive decomposition (yes, it goes deeper)

One more thing: the decomposition is recursive. You can take any layer and decompose that into sub-layers. Need to separate the reflection on the product from the product itself? Decompose the product layer. It goes as deep as you need. This is either incredibly useful or a productivity black hole, depending on your relationship with perfectionism.

It’s free, open-source (Apache 2.0 license), available on HuggingFace, and frankly embarrassing for companies currently charging $50/month for layer-based editing software.


Trick #4: FLUX.2 Multi-Reference Stacking — Consistency at Scale

Here’s a problem that haunts anyone generating AI images for brand work: consistency. You generate a great character, a great style, a great product look — and then trying to replicate it across different scenes is a nightmare. The vibe shifts. The face drifts. The lighting feels different. The brand colors are “close enough” until they’re not.

FLUX.2 — the latest generation from Black Forest Labs — handles this at an architectural level. It can process up to ten reference images simultaneously, merging them into a coherent generation that inherits style, character appearance, and product identity from all of them at once.

This isn’t a filter layered on top. The architecture natively processes multiple visual embeddings and fuses them before the generation step. In practice: feed it your brand photography style guide (3–4 reference images), your character or spokesperson (2–3 images from different angles), and your product (2 images). It synthesizes all of that into a single, coherent visual output that respects all of it simultaneously.

Typography that doesn’t melt

FLUX.2 also significantly improved text rendering inside images. Baseline alignment, kerning, and font weight hold up even in complex compositions. If you’ve ever watched a previous AI model turn the word “SALE” into “SAIE” or “SMLE,” you understand why this is worth celebrating.

Compositional instructions that actually stick

Previous models had a habit of treating complex prompts like abstract mood boards. “Left object at 30 degrees, right object with diffused lighting, center-aligned text” would collapse into a blurry approximation of vibes. FLUX.2 actually follows compositional constraints. Which sounds like the bare minimum, and yet here we are, grateful for it.


Pro Tips Section: The Stuff That Actually Saves You Time

Start with natural language, then convert to JSON. Use a plain text prompt to get a result you like. Then convert that prompt into JSON, adding all the parameters you’d want to control — resolution, style, lighting, composition, text elements. Now you have a reusable template.

Use white backgrounds for single-subject images. Especially when generating product images for e-commerce. White backgrounds give you maximum flexibility for later editing in any tool, and they play nicely with Qwen-Image-Layered’s decomposition engine.

For character consistency across scenes, use Kontext iteratively. Generate your base character once. Then use Kontext’s conversational editing to place them in different environments, outfits, and scenarios — rather than regenerating the character from scratch each time. You’ll get far more consistent facial structure and physical proportions.

Batch with JSON, not with your mouse. If you need 20 variations of the same image, don’t click your way through them. Write a base JSON template, create a simple script that loops through your variables (background color, text, object position), and generate automatically. This is what the power users mean when they say “I scaled avatar creation 15x.” They mean they stopped doing it manually.

For FLUX models: lower the creativity setting when you need realism. The “strength” parameter in image-to-image workflows controls how much the model deviates from your input. High strength = creative reimagining. Low strength = controlled adjustment. Most people leave this at default and then complain the output drifted too much. Turn it down.

Qwen-Image-Layered tip: name your layers. When you decompose, keep a simple text note of what each numbered layer contains. The model doesn’t label them for you, and by layer 6 you will absolutely forget which one is the “text overlay” versus the “foreground decoration.” Future you will be grateful.


The Bottom Line

We’re at a weird inflection point where the gap between “someone who knows these tricks” and “someone who doesn’t” is starting to show up in actual professional output — in how fast people work, how consistent their visuals look, and how many rounds of revision they’re sitting through.

None of this requires a design background. None of it requires coding experience (except maybe the batch JSON scripting, and even that’s one Claude conversation away from done). It requires knowing which tools exist and how to use them in ways that go slightly beyond their default settings.

You now know. Go make something embarrassingly good.


Shay Stibelman writes about AI, digital tools, and the productive chaos of working smarter. He also makes video tutorials for people who’d rather watch someone else figure it out first, which, honestly, is a valid life strategy.

NotebookLM: 10 Tips That Separate the Clickers From the Power Users

So you’ve heard of NotebookLM. Maybe you even tried it. You uploaded a document, asked it a question, it answered, and you thought “okay, cool” — and then went back to doing things the old way.

First of all, same. Second of all, you’re leaving an enormous amount on the table.

NotebookLM is one of those tools that looks simple on the surface and then turns out to have an entire underground city beneath it. The tips below are what separate people who use it occasionally from people who’ve quietly restructured their entire workflow around it. Ranked, because everything is better when it’s ranked.

Let’s go.


Before Anything Else: Why NotebookLM Is Different

Quick reminder, because it matters for everything that follows.

Most AI tools work like a very well-read person: they know a lot of general stuff, and they answer from that general knowledge. The problem? Sometimes they make things up. Confidently. With a straight face. It’s called “hallucination” and it’s the AI equivalent of that colleague who always sounds certain and is occasionally completely wrong.

NotebookLM works differently. It only answers from the documents you give it. Nothing else. It’s not browsing the internet, it’s not drawing on general knowledge — it’s reading your stuff and synthesizing your stuff. Every answer comes with a citation, which you can click to verify. Every. Single. One.

This is not a limitation. This is the whole point. And once you internalize that, these tips will make a lot more sense.


Tip #1: One Notebook, One Topic. No Exceptions.

This sounds boring. It is also the most important thing in this article.

The temptation is to create one giant notebook and throw everything into it — all your projects, all your documents, all your research. It feels organized. It is not organized. It’s a junk drawer with a label on it.

When you mix unrelated content in a single notebook, the AI’s ability to find connections and surface relevant information gets diluted. It’s like asking a very smart person to think about marketing strategy, project timelines, HR policy, and last year’s invoices all at the same time. Even they’d look at you funny.

The fix is simple: one notebook per project, per topic, per purpose. A “Marketing Research” notebook. A “Client X Project” notebook. A “Competitor Analysis” notebook. Each one becomes a focused little expert on exactly that thing and nothing else. The results are dramatically better.

Input discipline. That’s the whole tip.


Tip #2: The Note-to-Source Loop (a.k.a. the Recursive Brain Trick)

This one is a little mind-bending but very worth it.

Here’s the problem: when you have 10 raw documents in a notebook, there’s a lot of noise. Repetition, tangents, conflicting info, irrelevant sections. The AI does its best, but it’s working with messy material.

Here’s the fix: ask NotebookLM to synthesize all of it into one clean, structured note first. A comparison table, a summary document, a structured overview — whatever fits your purpose. Then take that note, clean it up manually if needed, and re-upload it as the only source in the notebook. Deselect all the originals.

Now the AI is working from a clean, verified, “gold standard” document you’ve curated yourself. The Audio Overviews it generates will be sharper. The slide decks will be more focused. The answers will be cleaner.

You’re essentially using the AI to make better raw material for the AI. Recursive, slightly philosophical, extremely useful.


Tip #3: Custom Instructions — All 10,000 Characters of Them

NotebookLM lets you set custom instructions for how the AI should behave in your notebook. Think of it as a permanent system prompt — a briefing you give the AI before every single conversation.

NotebookLM recently expanded this to 10,000 characters (that’s a lot of characters), which means you can now write genuinely detailed instructions. Not just “be formal” — but an entire persona, a role, a set of constraints, a preferred output format, the works.

Power users keep a “persona library” and paste in different ones depending on the task:

  • The Socratic Coach — doesn’t give you answers, asks you questions about the material so you actually have to think (and retain things)
  • The Senior Strategy Consultant — cuts straight to SWOT analysis, actionable recommendations, and executive-level framing
  • The Devil’s Advocate — specifically looks for holes in your argument, contradictions in the data, and reasons your plan might fail

That last one, by the way, is genuinely useful before any big presentation or proposal. Better to hear the problems from your AI than from your client.


Tip #4: Deep Research for the Gaps in Your Own Knowledge

Your internal documents are great, but they don’t know what happened last month. They don’t know what your competitor just announced. They don’t know the regulatory change that was published last week.

NotebookLM has a Deep Research mode that goes out and browses live websites to fill those gaps. You give it a question, it does the legwork across hundreds of sources and comes back with a cited report. You then import that report as a source into your notebook.

The result is a hybrid knowledge base: your internal documents plus the current state of the world, all in one place, all queryable. It’s the difference between working with a snapshot and working with a live picture.


Tip #5: Stop Generating One Audio Overview and Walking Away

The Audio Overview feature — where NotebookLM generates a podcast with two AI hosts discussing your documents — has, remarkably, been used by over 10 million people a month. Which means most of those people generated it once, listened passively, and called it done.

Don’t do that.

The actual power move: customize the prompt before you generate. You can tell the hosts what to focus on, what tone to take, what angle to explore. “Focus on the financial implications.” “Take a more skeptical tone.” “Debate the two main approaches and don’t pick a winner.”

Then generate multiple episodes from the same material, each exploring a different angle. You now have a mini podcast series about your own documents, which is either very cool or very weird, depending on your personality.

And in Interactive Mode, you can join the conversation yourself. Interrupt the hosts. Ask them to go deeper on a specific point. Act as a guest on your own podcast about your own meeting notes. Honestly? We live in remarkable times.


Tip #6: Query Across Notebooks (The Second Brain Move)

For a while, the biggest frustration with NotebookLM was that notebooks were silos. Your Marketing notebook couldn’t talk to your Finance notebook. You had multiple specialized experts who didn’t know each other existed.

That changed. You can now connect multiple notebooks through the Gemini app and query across all of them at once. So when the strategic question requires both the marketing data and the financial data, you don’t have to jump between two notebooks and manually connect the dots yourself.

This is what people mean when they talk about a “second brain.” Not one massive document dump — a network of specialized, focused notebooks that can be interrogated together when needed.


Tip #7: Ask It What’s Missing (The Source Gap Prompt)

Most people use NotebookLM as a summarizer. Summarize this. Explain that. What are the key points?

Useful. But not the most powerful thing you can do.

The most powerful prompt in the advanced user toolkit is the Source Gap prompt: ask the AI to tell you what’s not in the documents. What’s missing. What assumptions are unproven. Where the sources contradict each other. What questions the material raises but doesn’t answer.

You’re asking it to be an auditor, not a summarizer. And auditors find the things that matter — the gaps, the blind spots, the weak links in the argument. For market research, strategic planning, or any document where the stakes are high, this is invaluable.

“What important context is not covered in these documents?” is one of the most useful prompts you will ever type.


Tip #8: Transcribe Everything. Seriously, Everything.

NotebookLM supports audio and video uploads (YouTube links, MP4 files, MP3 recordings), and it will transcribe and analyze them just like text documents.

Think about what that means. Call recordings. Client interviews. Conference presentations you attended. Internal webinars. That hour-long product review meeting where someone promised to send the notes and never did.

All of it becomes searchable, queryable, and summarizable. You can turn a recorded client call into structured notes, FAQs, or a follow-up email in minutes. A recorded training session becomes a searchable knowledge base. A YouTube tutorial on a tool you’re learning becomes source material you can interrogate.

Third-party transcription services cost money and still give you a wall of text you have to process yourself. NotebookLM transcribes it and puts it directly into an environment where you can ask questions about it. That’s a different category of useful.


Tip #9: Revise Your Slides Like a Demanding Art Director

NotebookLM can generate slide decks directly from your source material. One click, full deck, done. Which is impressive enough on its own.

But the real move is what you do after. Once the deck is generated, you can go into the chat and tell it to revise specific slides. “Redo slide 4 to focus on the executive summary.” “Make slide 7 more visual and less text-heavy.” “The intro slide needs to start with the problem, not the solution.”

You’re essentially art-directing an AI slide designer who doesn’t take things personally and never says “but I thought we agreed on this layout.” Just iterate until it’s right, then export to PPTX and polish the final version yourself.

It won’t replace a good designer for anything that needs to look genuinely beautiful. But for an internal strategy presentation at 9am on a Tuesday? It’ll get you there.


Tip #10: Use the Citations to Navigate, Not Just to Verify

Every answer NotebookLM gives you includes clickable footnote-style citations linking directly to the source passage. Most people click them occasionally, to check if the AI got it right.

Power users click them constantly — not to verify, but to navigate.

Got a 500-page document? Don’t use Ctrl+F and hope for the best. Ask NotebookLM a question about the topic you need, and click the citation. You’ve just jumped directly to the relevant section using semantic search. The chat panel becomes a high-speed navigation interface for dense material.

For anyone who works with long contracts, technical documentation, lengthy reports, or academic papers, this alone is worth the price of entry. (Which, for the free tier, is zero. So.)


Bonus: The Three-Tool Chain That Power Users Actually Use

Here’s a workflow that’s become increasingly popular among people who’ve fully leaned into AI-assisted research:

Step 1 — Perplexity for initial web sourcing. It’s great at finding high-quality, current URLs on a topic quickly.

Step 2 — NotebookLM for deep, grounded analysis. Import those URLs, cross-reference with your internal documents, generate structured notes and synthesis.

Step 3 — ChatGPT or Claude for creative output. Take the refined synthesis from NotebookLM and move it to a more creatively fluent model for drafting, writing, or ideation.

Each tool does what it’s best at. Perplexity searches. NotebookLM synthesizes accurately. Claude or ChatGPT writes fluidly. Together, they cover the full research-to-output pipeline without any single tool having to be great at everything.


The Bottom Line (Again, But With More Conviction This Time)

NotebookLM is not a chatbot. It’s not a search engine. It’s not a note-taking app.

It’s a precision research environment that happens to also generate podcasts, slide decks, mind maps, and video summaries from your documents. Used casually, it’s a useful time-saver. Used strategically — with focused notebooks, custom personas, recursive refinement, and the right prompts — it’s genuinely a different way of working with information.

The tips above aren’t tricks. They’re a framework. Start with Tip #1 (notebook discipline), layer in the others as they become relevant to your work, and don’t try to implement all ten in the first week. You’ll lose your mind. Or at least your enthusiasm.

Pick one. Try it. See what changes.

The 500-page document isn’t going to read itself. But NotebookLM will, and it’ll tell you exactly what’s in it, what’s missing, and what you should probably do about it.


Shay Stibelman is a digital marketing consultant based in Milan, Italy. He helps businesses work smarter with the digital tools they already have — or the ones they really should have by now.

Using NotebookLM in the office

NotebookLM: The AI Tool That Actually Reads Your Boring Documents So You Don’t Have To

You know that pile of documents sitting in your Google Drive right now? The ones you fully intended to read? The 47-page strategy report from Q3. The onboarding handbook you skimmed on your first day and never opened again. The meeting transcript from that two-hour call where someone finally decided to write everything down, and now the document is longer than the actual meeting.

Yeah. Those documents.

What if I told you there’s a free tool from Google that will read all of them for you, understand them, and then let you have a conversation about them — like a colleague who actually did the reading?

Meet NotebookLM.


So What Even Is This Thing?

NotebookLM is a free AI tool from Google (you can find it at notebooklm.google.com — go on, open a tab). The basic idea is simple: you give it your documents, and it becomes an expert on those specific documents.

This is the key difference between NotebookLM and the regular AI chatbots you might already know. When you ask ChatGPT something, it answers based on everything it was trained on — the whole internet, basically. When you ask NotebookLM something, it answers based only on what you gave it.

Why does that matter? Because it means the answers are grounded in your stuff. Your company docs, your reports, your notes. It’s not guessing or making things up from general knowledge. It’s working from the actual source material you provided.

For office workers, this is kind of a big deal.


Let’s Talk About What It Actually Does

You Upload Stuff, Then You Ask Questions

The workflow is beautifully simple. You create a “notebook” (hence the name, clever right?), you upload your documents — PDFs, Google Docs, copied text, even YouTube links and website URLs — and then you start asking questions.

It accepts up to 50 sources per notebook, and each source can be up to 500,000 words. So yes, you can throw the entire history of your company’s internal documentation at it and it will not complain. Unlike your intern.

Once your sources are in, you can ask things like:

  • “What were the main conclusions of this report?”
  • “Summarize the key action items from these meeting notes.”
  • “What does this contract say about payment terms?”
  • “Are there any contradictions between these two policy documents?”

And it answers. With citations. Actual citations, pointing back to the exact part of the document it pulled the answer from.

You can click those citations and it takes you right to the source. This means you’re not just trusting the AI blindly — you can verify. Which, if you work in any kind of professional environment, is very much appreciated.


The Part Where I Tell You About the Podcast Feature and You Don’t Believe Me

Okay. Deep breath.

NotebookLM has a feature called Audio Overview. You click a button. It takes your documents. And then it generates a podcast — like, an actual podcast with two AI hosts — discussing the content of your documents in a conversational way.

I know. I know what you’re thinking. And yes, it actually works.

It sounds like two real people having a genuine back-and-forth about whatever you uploaded. They ask each other questions, they add context, they even do that thing where one of them goes “that’s a really interesting point” in a way that somehow doesn’t sound completely robotic.

Now, is this useful for office work? Surprisingly, yes.

Imagine you have a long report you need to understand before a meeting tomorrow, but you also have to cook dinner, pick up the kids, and pretend to go to the gym. You generate the audio overview, you put your earbuds in, and you listen to a podcast about your actual documents while doing something else entirely.

You arrive at tomorrow’s meeting having actually absorbed the key points. Your colleagues are impressed. You say nothing. You just nod knowingly.


Real Office Scenarios Where This Thing Shines

The “I Have to Read This Entire Contract” Situation

Legal documents are the worst. They are long, they are dense, and they seem to be written by people who are physically allergic to plain English.

Upload the contract to NotebookLM. Ask: “Explain the key obligations on our side in plain language.” Or: “Are there any clauses here that could be a problem for us?”

You still get your lawyer to sign off on the important stuff (please do that), but at least you show up to that conversation actually knowing what’s in the document. Points for professionalism.

The “We Have Three Years of Meeting Notes and Nobody Knows Anything” Situation

This one is painfully common. Organizations accumulate documents the way offices accumulate branded pens — constantly, mindlessly, and with no real system.

Upload all those meeting notes into a notebook. Now you can ask: “What decisions were made about the website redesign project between January and March?” or “Who was supposed to handle the supplier contract renewal?”

Suddenly your organization’s institutional memory is actually accessible. Which is, if we’re being honest, not something most companies can say.

The “New Hire Who’s Drowning in Onboarding Docs” Situation

Remember your first week at a new job? You got handed approximately 400 documents, told to “read through these,” and then left alone with your thoughts and a very complicated org chart.

With NotebookLM, a new employee can upload all the onboarding materials and just… ask questions. “What’s the process for submitting expenses?” “Who do I contact for IT issues?” “What does this acronym mean?” (Every company has at least seventeen internal acronyms that nobody explains to anyone. Ever.)

It’s like having a patient colleague available 24/7 who has read every single document and won’t judge you for asking the same question twice.

The “I Have to Present This Research and I Barely Understand It” Situation

You’ve been given a stack of reports to turn into a presentation. The reports are full of data, analysis, and conclusions that are each individually understandable but somehow add up to a confusing mess.

Upload everything to NotebookLM. Ask it to identify the three most important takeaways. Ask it what the data actually suggests. Ask it to explain the parts you didn’t follow. Then use that to build your presentation like the confident, prepared professional you now appear to be.


The Study Guide Thing (Yes, Even for Work)

NotebookLM can auto-generate a few things for you from your source material: a summary, a list of key topics, suggested questions to explore, and a study guide with FAQs and a glossary.

Now, “study guide” sounds very school-ish, I know. But think about what that actually is: a quick-reference document that explains the key concepts from your source material, defines the important terms, and anticipates the questions someone might have.

For work, that translates to: briefing documents, quick-reference sheets for your team, onboarding summaries, pre-meeting prep notes.

It builds these in one click. The study guide for a 60-page report takes about 30 seconds to generate. The same thing done manually takes… let’s not even go there.


What It Won’t Do (Let’s Keep It Honest)

NotebookLM only knows what you tell it. It has no knowledge of the outside world, no access to the internet (unless you give it URLs as sources), and no awareness of anything that isn’t in your notebook.

So if you ask it “What’s the current market share of our top competitor?” and you haven’t uploaded any competitive analysis documents, it will tell you it doesn’t know. Because it doesn’t. And honestly? That’s a feature, not a bug. You always know exactly where the answer is coming from.

Also, the audio podcast feature, while genuinely impressive, is not going to replace an actual expert explaining things to you. It’s a good overview. It’s not a consultant. (Speaking of consultants — hi, I’m available.)

And one more thing: like all AI tools, it can occasionally get things slightly wrong or miss nuance. Use the citations. Click through. Verify the stuff that matters. Don’t skip that step.


How to Get Started Without Overthinking It

Here’s your no-pressure plan:

Step 1: Go to notebooklm.google.com. Sign in with your Google account. It’s free.

Step 2: Create a new notebook. Give it a name. Something descriptive like “Q1 Reports” or “Project Phoenix Docs” or honestly just “stuff” — NotebookLM doesn’t judge.

Step 3: Upload one document. Something you’ve been meaning to read but haven’t. A report, a policy doc, a long email thread you saved as a PDF.

Step 4: Ask it one question about that document.

Step 5: Be mildly amazed.

That’s it. You don’t need to set up anything complicated, connect it to other tools, or watch a two-hour tutorial on YouTube. Upload a document, ask a question. That’s the whole thing.


The Bottom Line

NotebookLM is one of those tools that sounds gimmicky until you actually use it, and then you wonder how you managed without it. It’s not trying to replace your brain or your judgment. It’s trying to handle the part of your job that involves wading through large amounts of text to find the information you actually need.

And let’s face it — most office jobs involve a lot of wading through large amounts of text.

So let the AI do the wading. You focus on the actual thinking, the decisions, the relationships, the creative stuff. The parts that actually need a human.

The 47-page Q3 strategy report can wait. NotebookLM’s got it covered.


💡 Pro Tip: Connect Google Drive and Keep It Fresh

Here’s a little bonus that most people miss. When you add a source directly from Google Drive — instead of uploading a PDF or pasting text — NotebookLM treats it as a live source.

That means if the document gets updated, NotebookLM knows about it. You just hit “sync” and the notebook refreshes with the latest version. No re-uploading, no starting over, no accidentally working from a document that’s three versions out of date.

For anything that changes regularly — a running project log, a shared team doc, a client brief that keeps getting revised — this is genuinely useful. Connect the Google Drive version once, and your notebook stays current automatically.

It’s a small thing, but once you start using it, going back to static uploads feels weirdly old-fashioned. Like sending a fax. Not that any of us still do that. Right? …Right?


Shay Stibelman is a digital marketing consultant based in Milan, Italy. He helps small and medium businesses get their digital act together — websites, strategy, tools, and the occasional existential crisis about whether to switch to a new CRM.

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But have you forgotten to do these 5 things so that your digital marketing will sill go on strong while you’re away?

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