Master the INFO Function: Extract System Information in Excel
=INFO(type_text)The INFO function is a powerful yet underutilized tool in Excel that allows users to retrieve detailed system and environment information directly from their spreadsheets. This function belongs to the Information category of Excel formulas and proves invaluable when you need to document system configurations, troubleshoot compatibility issues, or create dynamic reports that adapt to different operating environments. Whether you're managing complex workbooks across multiple machines or need to verify system specifications for macro execution, the INFO function provides programmatic access to critical system data. Understanding how to leverage the INFO function can significantly enhance your ability to create robust, environment-aware spreadsheets. It returns various types of system information based on the type_text parameter you specify, including operating system version, system type, and directory paths. This makes it particularly useful for IT professionals, system administrators, and advanced Excel users who need to build intelligent worksheets that respond to their computational environment.
Syntax & Parameters
The INFO function follows a straightforward syntax: =INFO(type_text), where type_text is a required text string that specifies which system information you want to retrieve. The type_text parameter accepts several predefined values that determine the output. The "osversion" parameter returns the current operating system version as text. The "system" parameter returns the operating system type (PCDOS, MACINTOSH, OS/2, or WINDOWS). The "directory" parameter returns the path of the current directory or folder. The "numfile" parameter returns the number of active worksheets in all open workbooks. The "release" parameter returns the Excel version number. The "recalc" parameter returns the current recalculation mode (Automatic or Manual). The "memavail" parameter returns the amount of available memory in kilobytes. The "memused" parameter returns the amount of memory used by Excel in kilobytes. Each parameter is case-insensitive, so INFO("osversion") and INFO("OSVERSION") produce identical results. When an invalid type_text is provided, the function returns a #VALUE! error. This function is particularly useful in VBA macros and complex workbooks where environment detection is necessary.
type_textPractical Examples
Documenting Operating System Version
=INFO("osversion")This formula retrieves the operating system version string from the user's computer. The result displays the exact OS version currently running, such as 'Windows NT 10.0' for Windows 10 or 'Windows NT 6.1' for Windows 7. This allows the manager to automatically populate system specifications without manual data entry.
Tracking Available Memory for Performance Analysis
=INFO("memavail")This formula returns the amount of available memory in kilobytes. By combining this with conditional formatting or IF statements, analysts can create alerts when available memory drops below critical thresholds. This is particularly useful when working with large data models or complex pivot tables.
Verifying Excel Version for Feature Compatibility
=INFO("release")This formula returns the Excel version number as text. For example, it returns '16.0' for Excel 2016, '16.16' for Excel 2019, or '16.0.13127' for Microsoft 365. This enables developers to build version-aware workbooks that adapt functionality based on available features.
Key Takeaways
- The INFO function retrieves system and environment information from your computer, with eight valid parameter options including osversion, system, directory, numfile, release, recalc, memavail, and memused
- INFO is particularly valuable for creating version-aware workbooks, system audit reports, and environment-dependent formulas that adapt to different computational environments
- The function returns text strings for most parameters, requiring careful handling when performing calculations or comparisons with the returned values
- INFO results change dynamically (especially memory values) and can be used in conditional logic to build intelligent, responsive spreadsheets
- While powerful for system detection, INFO has limitations and is exclusive to Microsoft Excel; alternative approaches using VBA or macros provide more comprehensive system access
Pro Tips
Use INFO("directory") to dynamically reference file paths in your formulas. This ensures that workbooks can locate supporting files regardless of where they're stored, making your spreadsheets more portable across different directory structures.
Impact : Significantly improves workbook portability and reduces broken file references when moving workbooks between directories or sharing across team members.
Combine INFO("numfile") with INDIRECT to create dynamic references to worksheets in open workbooks. This allows you to build sophisticated multi-workbook solutions that adapt based on how many files are currently open.
Impact : Enables creation of intelligent workbook systems that respond to changing user environments and file availability, reducing manual configuration requirements.
Store INFO results in a hidden reference sheet at workbook startup. This creates a snapshot of system information that remains constant during the session, preventing formula recalculation delays and ensuring consistent reporting within a single session.
Impact : Improves performance in large workbooks with many INFO formulas by eliminating repeated system queries, while maintaining data consistency throughout the session.
Use INFO("recalc") to detect whether automatic recalculation is enabled before running intensive calculations. If manual mode is detected, add warnings or suggestions to recalculate the workbook.
Impact : Prevents user confusion from stale data by alerting users when calculations may not be current, improving data integrity and decision-making accuracy.
Useful Combinations
Creating Version-Aware Formulas
=IF(VALUE(LEFT(INFO("release"),2))>=16,"Excel 2016+","Earlier Version")This combination uses INFO to retrieve the Excel version, then extracts the major version number using LEFT and VALUE functions. It creates conditional logic that adapts based on Excel version, enabling workbooks to function across multiple versions with appropriate feature availability.
Building System Audit Reports
=CONCATENATE("OS: ",INFO("osversion")," | Memory: ",INFO("memavail")," KB | Excel: ",INFO("release"))This combination consolidates multiple INFO results into a single summary string. It creates a comprehensive system snapshot that can be logged, emailed, or stored for compliance and troubleshooting purposes. Useful for IT documentation and support ticket generation.
Memory Monitoring with Alerts
=IF(INFO("memavail")<262144,"WARNING: Low Memory","Memory OK")This formula checks if available memory is below 256 MB (262144 KB) and displays an alert if memory is critically low. Combine with conditional formatting to highlight the cell in red when memory is insufficient, enabling real-time performance monitoring.
Common Errors
Cause: An invalid or misspelled type_text parameter is provided. For example, =INFO("version") instead of =INFO("osversion"), or =INFO("memory") instead of =INFO("memavail").
Solution: Verify that the type_text parameter exactly matches one of the valid options: osversion, system, directory, numfile, release, recalc, memavail, or memused. Check for spelling errors and ensure the parameter is enclosed in quotation marks as a text string.
Cause: The formula is entered without proper syntax, such as missing the equals sign or using incorrect function name like =INFORMATION() instead of =INFO().
Solution: Ensure the formula begins with an equals sign (=) and uses the exact function name INFO. Verify that the entire formula follows the pattern =INFO("parameter") with proper quotation marks and parentheses.
Cause: This error rarely occurs with INFO but may appear if the formula is referenced incorrectly in other cells or if the workbook's calculation engine is corrupted.
Solution: Re-enter the formula from scratch rather than copying it. Press Ctrl+Shift+F9 to recalculate all formulas. If the error persists, close and reopen the workbook to reset the calculation engine.
Troubleshooting Checklist
- 1.Verify that the type_text parameter is spelled correctly and matches exactly one of the valid options (osversion, system, directory, numfile, release, recalc, memavail, memused)
- 2.Ensure the parameter is enclosed in double quotation marks and the entire formula follows the syntax =INFO("parameter")
- 3.Check that the formula begins with an equals sign (=) and that parentheses are properly balanced
- 4.Confirm you're using Microsoft Excel 2007 or later; the INFO function is not available in earlier versions or in Google Sheets
- 5.If receiving #VALUE! error, clear the cell completely and re-enter the formula manually rather than copying from another source
- 6.Restart Excel if results seem incorrect or outdated; this refreshes the system information retrieval and ensures current data is returned
Edge Cases
Using INFO on a 64-bit Excel version returns different memory values than 32-bit Excel
Behavior: The memavail and memused parameters return significantly larger values in 64-bit Excel because the system can address more RAM. A 64-bit system might report 4GB+ available memory while 32-bit is capped at 2GB maximum.
Solution: Account for architecture differences when comparing memory values across different Excel installations. Use conditional logic to adjust thresholds based on system architecture.
This is expected behavior reflecting true system capabilities, not an error
INFO("directory") returns a path with backslashes that interfere with other formulas
Behavior: The directory path includes backslashes (\) which Excel interprets as escape characters in some contexts, potentially causing formula errors when concatenated with other path operations.
Solution: Use SUBSTITUTE function to replace backslashes: =SUBSTITUTE(INFO("directory"),"\","/") or use proper path handling functions like CONCATENATE with appropriate delimiters.
This is particularly important when building file path references in INDIRECT or HYPERLINK functions
INFO function returns different results when workbook is opened from network drive versus local drive
Behavior: Some INFO parameters, particularly 'directory', may return network paths (\\server\share) instead of local paths, affecting downstream formulas that expect local directory structures.
Solution: Use conditional logic to detect network versus local paths and adjust formulas accordingly. Test workbooks on both network and local drives during development.
This is important for organizations with shared network workbooks or cloud storage integration
Limitations
- •The INFO function provides read-only access to system information and cannot modify or set system properties. It serves purely as a data retrieval tool without configuration capabilities.
- •Some INFO parameters (memavail and memused) may behave inconsistently or return zero values in certain environments, particularly in virtualized systems, Remote Desktop sessions, or restricted user accounts with limited system access.
- •The function returns system information at the moment of formula execution; results are not cached, meaning frequent recalculation can impact performance. In large workbooks with many INFO formulas, this may cause noticeable calculation delays.
- •INFO is not available in Google Sheets, Excel Online, or non-Microsoft spreadsheet applications, limiting its usefulness for cross-platform collaborative workbooks or cloud-based solutions.
Alternatives
Provides more granular control and can access additional system information through Windows API calls. Enables more sophisticated environment detection.
When: When you need comprehensive system information beyond what INFO provides, or when building complex applications requiring detailed environment analysis.
Compatibility
✓ Excel
Since 2007
=INFO(type_text) - Fully supported in Excel 2007, 2010, 2013, 2016, 2019, and Microsoft 365 with consistent behavior across versions✗Google Sheets
Not available
✓LibreOffice
=INFO(type_text) - LibreOffice Calc supports INFO function with similar parameters, though some system information retrieval may differ from Excel due to different underlying architecture