Have you ever wished for a button that instantly makes complicated writing simple? Microsoft Copilot in Word is the next best thing. With just a few prompts, it turns tangled text into something anyone can understand. You don’t need to be a prompt engineer to use Copilot in Word.
Why I Turn to Copilot for Complex Text
As a writer, I have to be a reader as well. Daily, I must deal with complex ideas that must be communicated clearly. Sometimes, I have to read overly technical documents or reports packed with jargon.
You may knowCopilot as a good writing partner. But it can also take something as clear as mud and make it more understandable.
You may be dealing with memos, PDF files, contracts, and everything else. Just highlight the complex paragraph and ask Copilot to rewrite it with a few descriptive prompts.
Copilot is a part of Windows, Microsoft 365, and Microsoft Edge. Learninghow to use Copilot effectivelydepends on the app and the task.
My Favorite Copilot Prompts for Rewriting Text
As in all generative AI chatbots,crafting a prompt properlyis crucial. Here are some of my favorite prompts and methods:
Rewrite This to Make It Easier to Read
This is the simplest way to instantly get the core idea of any content. To simplify complex text, I often use the prompt:
Rewrite this to make it easier to read.
This prompt helps Copilot understand that I want the text to be more straightforward without losing its meaning. Depending on my needs, I can also specify if you want the text to be more concise or detailed. When I still don’t quite understand it, I click onRegeneratefor another version.
This works well with corporate-speak, Terms of Service, other legalese, or any writing that sounds clunky. Copilot rephrases long sentences, cuts filler, and swaps jargon for everyday language.
Use the prompt on your writing. It helps you see if you are getting your point across in the fewest words possible.
Make This Suitable for 8th-Grade Reading Level
Use this prompt when you want to convert content for a general audience or explain a tricky concept to someone unfamiliar with the topic.
Copilot simplifies the vocabulary and structure without dumbing things down. It’s an idea for help docs and scientific documents.
Of course, you’re able to try other reading levels with a “Make this suitable for a 5th-grade reading level” prompt. Or, go the opposite way with a prompt like “Rewrite this for a professional audience.”
The 8th-grade reading level is supported by the Flesch-Kincaid readability test. This level ensures the content is easy to understand, making it more inclusive.
Summarize This Paragraph in One Sentence
Sometimes, all I need is the gist. This prompt helps cut long-winded explanations down to the essentials. This prompt is ideal for reading dense reports or extracting a summary from any content. I also find this prompt suitable when low energy leads to lower attention spans.
Summarize this paragraph in one sentence.
You can add a prompt like “Preserve the key detail about X” and force Copilot to retain the main idea behind the content.
More Ways I Use Copilot to Clarify Text
Remember, Copilot is a generative AI. So, you’re able to converse with it as if you are talking to someone in a room. Try different prompts and refine them based on the output. For instance, you cantry a four-part prompting formula.
Here are a few more ideas:
A Progressive “Explain Like I’m 5 Prompt”
There are several AI-powered “Explain Like I’m 5” tools (likeHyperwrite). I’m guessing the idea is borrowed from the popular subreddit r/explainlikeimfive.
To understand complex topics, I use a more graded version that chains together different comprehension levels. So, an everyday prompt can go like this:
Explain this like I’m five.
If Copilot can explain it in kindergarten terms, it usually means I have a good starting point to build on.
Now explain it like I’m in high school.
Builds on the previous version with slightly more depth. However, I’m still at a non-expert level.
Now explain it like I’m a college student studying this topic.
The first two prompts built the foundational knowledge. This prompt adds technical vocabulary, explores underlying concepts, and often includes examples or references that a beginner wouldn’t follow. Copilot rewrites the new simplified version below the original.
you’re able to read and then delete the versions. Alternatively, you can select the Copilot button on the Ribbon and open the sidebar.
Convert to Bullet Points (or a Table)
you’re able to ask Copilot to convert text into bullet points or tables. This makes the complex text easier to scan and understand. Tables are great for data-rich reports, while bullet points suit anything actionable with steps.
Swap Passive for Active Voice
If a topic is complex, passive voice makes sentences harder to follow. Active voice, on the other hand, forces clarity by placing the subject front and center, showing clearly who is doing what. Here’s a prompt,
Analyze the [sentence/paragraph/section] for passive voice. Rewrite it using active voice where appropriate.
While writing or reading, don’t blindly accept the first draft Copilot gives you. Use it as a base, then tweak it with more prompts. Copilot, like all AI chatbots, learns from each conversation.
Start small. Take a block of dense text and ask Copilot to rewrite it in simpler terms. Experiment with reading levels, summaries, and explanations at different depths. You’ll be surprised how much more straightforward any topic becomes when actively engaging with it.
