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AI for Microsoft Word: Rewrite, Compose, and Summarize

Kutools AI Assistant is a cutting-edge tool designed to transform the way users write and edit in Microsoft Word. From reports and emails to manuscripts, it offers advanced rewriting capabilities to match your preferred style. Additionally, this AI-based assistant excels at creating content directly from your prompts or keywords, effortlessly grasping your needs to produce content that aligns perfectly with your objectives.

Moreover, Kutools AI Assistant boasts a powerful summarization feature, capable of condensing long documents into essential insights. This not only saves time but also boosts productivity by focusing on key information.

Beyond rewriting, composing, and summarizing, Kutools AI Assistant also enhances Word documents with its interactive capabilities, answering questions and providing clarifications based on document content. This tutorial will show you how these features can make your writing process more efficient, creative, and intelligent.

Why Use Kutools AI Assistant Instead of ChatGPT or Other AI Tools?

  1. 💼 Integration with Microsoft Word: Kutools AI Assistant is designed specifically for Microsoft Word, providing a seamless integration that allows users to utilize AI capabilities directly within their document editing workflow. This integration offers convenience and efficiency, eliminating the need to switch between separate applications or platforms to access AI-driven writing assistance.
  2. ➡️ Direct Insertion of Generated Content: With Kutools AI Assistant, users can directly insert AI-generated content into their Word documents with just a few clicks. This feature streamlines the process of incorporating new text, saving time and effort compared to copying and pasting content from an external ChatGPT interface.
  3. 🛠️ Tailored Features for Document Editing: Kutools AI Assistant offers features specifically designed for the tasks Word users frequently encounter, such as polishing text for clarity and professionalism, generating content tailored to specific needs, and summarizing lengthy documents. These features are optimized for document creation and editing, ensuring users have the right tools for various writing tasks.
  4. 💬 Interactive Support: Kutools AI Assistant enriches your Word documents with interactive features, capable of summarizing text, answering queries, and offering clarifications directly from your content.
  5. 🗂️ User-Friendly Interface: The interface of Kutools AI Assistant is ingeniously structured with three distinct tabs. This design principle prioritizes accessibility, allowing users to effortlessly identify and apply the specific feature they need at any moment, thereby facilitating a smoother, more productive writing experience without unnecessary complexity.
  6. 🔑 Easy Activation: Activating Kutools AI Assistant with an OpenAI API key is a straightforward process that unlocks the full potential of the tool within Word.

Locating Kutools AI Assistant in Microsoft Word

On Kutools tab, click AI Assistant. You'll see the Kutools AI Assistant pane appear on the right side of the Microsoft Word interface.

Activating Kutools AI Assistant with OpenAI API Key

To unlock the full potential of Kutools AI Assistant in Microsoft Word, you'll need to activate it using your OpenAI API key:

  1. Select the gear icon within the Kutools AI Assistant pane.
  2. In the dialog box that appears, enter your OpenAI API key. Tip: If you do not possess a key, refer to the help article (How to create an OpenAI API key) found at the bottom left of this dialog.
  3. Choose the AI model you wish to use with Kutools AI Assistant.
  4. Click OK to finalize the activation process.

Note: Following activation, your settings are securely stored, guaranteeing seamless access to the AI Assistant across all subsequent projects, even after restarting Word.

Utilizing Kutools AI Assistant

In this section, we delve into the practical application of Kutools AI Assistant. Whether you're aiming to enhance the clarity of your writing, generate content, condense extensive information into concise summaries, or seeking answers within your document, this guide will walk you through each step.

Rewriting and polishing content for clarity and professionalism

Discover how the Rewrite feature of Kutools AI Assistant can transform your documents. Whether refining drafts or finalizing presentations, this tool ensures your content is concise, engaging, and error-free. Let's make your writing shine with just a few clicks.

  1. In the Kutools AI Assistant pane, select the Rewrite tab.
  2. Select the text you'd like Kutools AI Assistant to rephrase.
  3. Choose your desired writing style from the Writing Style dropdown list (which offers 8 writing styles).
  4. Click on the Send button to initiate the rephrasing process.
  5. Click on Insert to replace the selected original text with the rephrased version produced in the Generate box. Alternatively, you can select Copy to copy the refined text and paste it wherever you like.

Tips:
  • If the rephrased content doesn't meet your expectations, simply hit Send once more to reapply the rephrasing process to the chosen text.
  • Navigate through your rewritten texts using the Previous and Next buttons for easy comparison.
  • Access a comprehensive history of your rephrases by clicking on the History button, allowing you to revisit and select from past iterations.

Application Scenarios of Writing Styles

  • Formal Style: Suitable for formal business letters, reports, and academic papers. It emphasizes accuracy and professionalism, using formal language and structure.
  • Casual Style: Suitable for blog posts, social media posts, and informal emails. This style uses simple, direct language and humor to create a relaxed and enjoyable reading experience.
  • Descriptive Style: Suitable for descriptive articles, travel logs, and fiction. It focuses on details and visual language, helping readers better imagine and experience the described matters.
  • Persuasive Style: Suitable for marketing content, opinion articles, and speeches. This style aims to persuade the reader, using strong arguments and influential language.
  • Narrative Style: Suitable for stories, narrative articles, and sharing personal experiences. This style focuses on telling a coherent story, using vivid descriptions and plot development.
  • Technical Style: Suitable for technical articles, user manuals, and professional reports. This style focuses on accuracy and clarity, using technical terms and detailed explanations.
  • Academic Style: Suitable for academic papers, research reports, and scholarly publications. It emphasizes precise data, rigorous analysis, and academic standards.
  • Creative Style: Suitable for fiction, poetry, and creative writing. This style encourages unique expression and innovative use of language, emphasizing personal style and creative thinking.
Generating tailored content to meet your needs

Explore how to generate content that fits your needs perfectly with Kutools AI Assistant's Compose feature. This section guides you through creating customized content, matching your specific topic, tone, and style preferences. Ideal for overcoming writer's block or enhancing your content creation workflow, we'll demonstrate how to effectively use this feature for content that aligns with your goals.

  1. In the Kutools AI Assistant pane, select the Compose tab.
  2. In the provided Prompt text box, describe the content you're aiming to create.
    Tip: Be as specific as possible about the topic, tone, style, and any key points you want included. The more detailed your description, the more tailored the generated content will be to your needs.
  3. Click on the Generate button to let Kutools AI Assistant craft content based on your detailed instructions.
  4. Click on Insert to quickly add the AI-generated content from the Generated content box into your document at the cursor's location. Alternatively, choose Copy if you wish to manually paste the content elsewhere in your document or another application.

Tips:
  • Alternative to step 2: You can select a prompt type to automatically fill the Prompt box with a structured guideline, or manually type a specific prompt type like "confidentiality agreement" in the Please select or enter a prompt type text box and hit the Generate prompt example button to receive a custom prompt suggestion.
    You're free to edit the prompt in the Prompt box to fine-tune your request. You can click the icon to remove any unwanted prompt types from the drop-down list.

  • Should the initial content generation not align with your expectations, press Generate again to produce new content.
  • Utilize the Previous and Next buttons to smoothly navigate through the various iterations of generated content, facilitating straightforward comparisons.
  • By clicking on the History button, you gain access to a detailed log of your content generation attempts, making it easy to review and choose from previous outputs.

Strategies for Enhanced Outcomes:

  • Experiment with Descriptions: The AI's output heavily depends on how you describe your content needs. Experimenting with different descriptions can help you discover the most effective way to communicate your requirements to the AI.
  • Leverage the Rewrite Feature: If the generated content is almost perfect but needs minor tweaks, consider using the Rewrite feature to refine it further without starting from scratch.
Summarizing documents and answering questions efficiently

In the fast-paced world we operate in, having the ability to quickly understand the essence of lengthy documents and obtain answers to specific questions is invaluable. Kutools AI Assistant introduces the Summarize feature designed to streamline these tasks, making it easier than ever to digest extensive information and extract insights without the need to comb through every detail manually. Here's how you can take advantage of this feature:

In the Kutools AI Assistant pane, select the Summarize tab. Here, you have the flexibility to either create a concise summary of your text or inquire for specific information based on your document:

  • Options for Summarizing Text:
    • To have a section of the text summarized, simply select the desired passage, and press the Send button located next to the option labeled "Summarize the selected content".
    • For a comprehensive summary of the whole document, use the Send button adjacent to the "Summarize the entire document" option.
  • Asking Questions About Your Document:
    Enter your specific question into the input box, then hit the Send button. Kutools AI Assistant will promptly provide answers based on the content of your document.

Common Issues and How to Solve Them

This section is dedicated to shedding light on common issues users may face while using Kutools AI Assistant and providing straightforward solutions to overcome them.

AI Assistant not showing in the Kutools tab

Ensure that Kutools for Word is properly installed on your computer and that you're using version 12.0 or later. If you're not on the correct version, consider updating to access the AI Assistant feature. For the latest version of Kutools for Word, click here to download and install.

Stuck on “Processing, please wait…”
  • Internet Connection Check: Ensure your device is connected to the internet. Kutools AI Assistant requires an active internet connection to access OpenAI's services.
  • AI Settings Configuration: Another potential cause for this issue could be improperly configured AI settings. To resolve this, ensure that you have correctly set up your AI Settings by inputting a valid OpenAI API key.
Kutools AI Assistant not working as expected
  • Select a different AI model: Revisit the AI settings to ensure the selected AI model match your needs. Different models are designed to produce vastly different results.
  • Experiment with Input: Sometimes, the AI performs better with more context or differently structured inputs. Experiment with the length and detail of your inputs.