Creating documents in the background
You can ask for a Word document, PDF, or PowerPoint in a regular chat. If the document server for your environment is enabled, the document can be created in the background. This is especially useful for longer documents, multiple sources, and editing an existing file. Availability depends on the settings of your environment.
Giving a clear instruction
- Add the source files to the conversation and wait for them to be processed.
- Mention the desired file format, target audience, language, and intended content.
- Specify which source files, tables, and images should be used. Refer to images already in the chat if you want them included.
- Indicate what should be retained if you are having an existing document or template adapted.
For example:
Create a Word report from the attached meeting minutes. Keep all decisions,
put the action items in a table, and use our corporate style.
Create a PowerPoint with 8 slides based on the attached text.
Use the images from this conversation and add speaker notes.
An uploaded template can determine the layout. For a presentation, explicitly state whether the original first and last slide should be retained. Check the result for missing parts and shifted formatting.
Progress and result
The document card in the response shows the progress. You can continue chatting in the meantime. A message that the task has started does not mean the file is ready yet. Creating and checking it can take several minutes.
Once the document is ready, choose Open on the card. Check the pages or slides in the preview and download the file. You do not need to have it created again to download it a second time.
If there is an error, read the message on the card. First check whether there is already a usable result before giving the same instruction again. If only the download or preview is missing, try again. A follow-up message is not automatically a change to an already running task; preferably request changes after the result is ready.
Corporate style and font
The configured corporate style provides, among other things, colors, logo, and font. An existing template has its own formatting; specify which design should be followed. In your instruction, you can also indicate that you do not want a logo or header.
An administrator can adjust the export font and font size when editing the school or location, in the design section. Save the change and create a new document to check the result. Existing downloads will not change because of this. This is not a personal setting for the chat font or this guide.
Check before use
Check facts, names, amounts, pagination, tables, and images. Automatic document checking does not replace this content review. The privacy settings of your environment still apply; anonymization may replace personal data in the result. Therefore, also check whether intended names or other data are missing.
For free-form documents with a preview next to the chat and for Word templates with fillable fields, see Creating documents. The existing manual export of a response or conversation also remains available.
