Elevate your content using Copilot in Word
Note
The prompts discussed in this unit are available with both Copilot Pro and Microsoft 365 Copilot licenses unless otherwise noted.
One great way to use Copilot in Word is to help you write better. This unit discusses how you can use Copilot in Word to elevate the content in your document. It focuses on Copilot's ability to rewrite text, interactive rewriting, converting text to tables, and summarizing your document. Additionally, it highlights how you can ask open-ended questions to improve your content.
Rewrite text
One of the standout features of Copilot in Word is its ability to rewrite and edit text. By inputting detailed prompts, you can transform your document with enhanced clarity and professionalism. For instance, if a paragraph seems vague, or too casual, you can prompt Copilot to Rewrite this paragraph to make it more formal and highlight the importance of the project's timeline. This prompt ensures the content aligns with your desired tone and focus.
Interactive rewriting
The auto rewrite feature of Copilot enhances the editing process by offering users multiple rewritten text options to choose from. For example, after selecting a sentence in your document, you can use the Copilot menu to choose the Auto rewrite option. Copilot then generates several alternative rewrites, which you can navigate through using arrows. If you wish to modify any of the AI-generated suggestions, you can type directly within the suggestion box, updating the content in real-time. Once you're satisfied with the revised text, select Replace to incorporate the changes into your document.
This interactive feature ensures that you maintain full control over the final output, making the editing process more efficient and tailored to your preferences. For instance, if your original sentence is The quarterly report shows a significant increase in sales Copilot might generate alternatives such as The quarterly report indicates a notable rise in sales or Sales have significantly increased this quarter according to the report. You can choose the one you prefer or modify it further to say, The quarterly report reveals a substantial growth in sales, and replace the original text in your document.
How to use the interactive rewrite
Selecting the text you want to rewrite, then use the Copilot menu to choose the Auto-rewrite option. Copilot displays the rewritten text options.
Use the arrows to navigate through the different versions and select the one you prefer.
To modify the AI-generated text to your preference, begin typing directly within the suggestion box. Your edits update the content in real-time, allowing for immediate refinement.
Select Replace to use the revised text of your choice in your document.
Convert text to a table
By transforming linear text into a structured table, you can enhance readability, highlight key data points, and facilitate easier comparison and analysis. This feature is useful for compiling reports, summarizing research, or managing project details. It allows for a more professional and polished presentation of information, making your documents not only more attractive but also more functional.
How to convert text to a table
Select the text you want to transform into a table.
Navigate to the Copilot menu and choose the Convert text to table option. Copilot automatically analyzes the selected text and offer a table format that best fits the content.
Use the provided options to preview and adjust the proposed table format.
If necessary, make edits directly within the suggestion box to fine-tune the table layout in real-time.
Once you're satisfied with the table's appearance, select Replace to insert the newly formatted table into your document.
You can enter specific prompts to specify the formatting of your table, such as:
- Convert this list of items into a table with two columns: Item and Description.
- Create a table from this text with columns for Name, Age, and Department.
- Generate a table from this data with headers for Date, Task, and Status.
- Turn this bulleted list into a table with columns for Category and Details.
This feature simplifies the process of organizing information, ensuring a seamless transition from text to table while maintaining full control over the final output.
Chat with Copilot about your Word document
In addition to creating content, Copilot in Word has the ability to answer questions about the document you're working with. Once Copilot responds to your prompt, you can also view references with citations from where Copilot pulled information in your document.
Ask questions about this document
Need to get to the essence of the document quickly? Type Summarize this document into the Copilot pane to get a bulleted summary of the document. Wondering if the document contains a meaningful call to action? Ask Copilot, What are the action items that I should be aware of in this document?.
Ask open-ended questions
Copilot can also assist with adding context and content to your document. You can ask Copilot general questions, and it attempts to give you answers. For example:
- How can I edit this document to make it sound more academic?
- Is there a quote by a United States President about courage?
If those answers aren't in the document, Copilot generates content for you using the underlying large language models. If you find something you like and want to add it to the document, just copy and paste from the Copilot pane to the document. Give it a try with some of your own questions.
Summarize your document
If you just received a lengthy document to review, you can save time by letting Copilot in Word help you distill it down to key points.
Note
This Copilot summary is available to customers with a Microsoft 365 Copilot (work) license. We're rolling the automatic summary out gradually, so if you don't see it yet, keep watching for it in an update (see Delivering continuous innovation in Windows 11 for more information). We're rolling it out slowly.
When you open a document, you can view a summary that you can scan to see what topics are in the document. If you're the author of a long document, you can use the summary to quickly see if the content is organized the way you want.
The summary display in a collapsed or partially open section at the top of the page. If you saved the document on OneDrive or SharePoint, you see that it's already generated. Otherwise, it generates when you open it. Select View more to see the full summary, and if you want to customize it or ask follow-up questions about the documents, select Open in chat at the bottom of the summary and enter a prompt.
Ask Copilot for a summary if you don't see one automatically
Note
You can see the automatic summaries if your document was saved on OneDrive or SharePoint and you have a Microsoft 365 Copilot (work) license or you see an option to generate a summary for documents saved elsewhere.
If you still aren't seeing a summary, you can ask Copilot to show you one by selecting Copilot from the ribbon to open the Copilot pane. You can then select the suggestion option, or enter Summarize this document in the Copilot pane. You can also enter a specific prompt that dictates how you want the information presented, such as Summarize this document. Include key points and action items in a table.
Tip
Want to learn more about a summarized idea? In Copilot's summary, select References to view citations that Copilot pulled information from inside the document.
Create a summary when sharing a document
Note
This feature is currently only available to customers with a Microsoft 365 Copilot (work) license. An open, generated summary only shows if the document has been saved in OneDrive or SharePoint. Otherwise, it generates when you open it.
Copilot can generate summaries when you share an unencrypted document with collaborators. In an existing Word document, select Share, then in the list, select Share.
Select the Copilot icon inside the Add a message box. Copilot generates a summary of the document for easier sharing.
