Section 3: Creating documents, reports, presentations and visual content

Scenario 23: Simplifying the same text for two audiences

Level: Beginner · Tools: Copilot in Microsoft Word; Word for Microsoft 365 or an eligible Copilot license

Who and in what situation

Derya works on a factory’s human resources team. Several times a month, she turns a detailed announcement written for the head office into a short text that production employees can understand and a detailed note for managers to use.

How it is done today

Derya copies the text twice, explaining technical terms in one version and highlighting decisions and responsibilities in the other. She checks each version line by line to see whether the meaning has changed.

How to do it with AI

  1. Select the paragraph to be rewritten and open the Copilot icon on the mini toolbar.
  2. Select Auto Rewrite or specify the audience, tone and length. Copilot can rewrite and shorten the selected text. [59]
  3. For the production employee version, use Insert below to preserve the original text; create the manager version in the same way.
  4. Compare each result using the Replace, Insert below and Regenerate options. [59]
  5. Ask about unclear passages in Chat only mode; this mode responds without changing the document. [55]

Example prompt

Rewrite the following text for {target audience}. Explain technical terms in everyday Turkish the first time they appear. Do not change the meaning, responsible parties, dates or exceptions. Stay within {desired length}. Do not add rules or justifications that are not in the source. Identify ambiguous statements separately.

Evidence and real-world example

No published organizational implementation was found. Microsoft documents rewriting selected text in a concise, professional tone for a managerial audience, along with options to Replace it or insert it below the original text. [59]

Points to consider

Plain language does not automatically validate technical meaning. Compare tasks, dates, measurements and exceptions against the source. Feature availability depends on subscription, license and organizational settings; do not transfer confidential announcements to a personal account. [55] [59]

Sources for this scenario

  1. Welcome to Copilot in Word (support.microsoft.com)
  2. Edit content and rewrite (support.microsoft.com)