How to use ChatGPT with Word and PDF and increase productivity

Table Of Contents

Introduction: Use ChatGPT with Word and PDF and increase productivity 10x
Comparison between ChatGPT (Free) and ChaptGPT4 Plus (Paid) version
Document Processing Prompt Examples
Sample Execution (Leveraging ChatGPT4 Plus)

Introduction: Use ChatGPT with Word and PDF and increase productivity 10x

Here are 20 different ways you can use ChatGPT to process documents and increase your productivity. Please note, some of these activities are supported only in the paid version of ChatGPT (ChatGPT4 Plus) which is explained separately in blog.

The blog covers Word and PDF only. For leveraging ChatGPT on PowerPoint and Excel, refer our other blog.
However here is a note of caution on PDF.
-If the PDF is a scan of a document or consists mainly of images, ChatGPT won’t be able to extract the information properly (Its doesn’t have OCR capabilities yet).
-Formatting and complex layouts in PDFs might also sometimes hinder complete analysis by ChatGPT.

#	Task Description	Task Purpose
1	Text Extraction	Extract text from documents for analysis or repurposing in other documents.
2	Data Retrieval	Pull specific data like dates, names, or numbers from documents for quick reference or data analysis.
3	Summarization	Generate concise summaries of long documents to quickly understand content without reading the entire text.
4	Language Translation	Translate document content from one language to another to accommodate different readers or global business needs.
5	Document Comparison	Compare the text of different documents to identify changes or similarities.
6	Keyword Highlighting	Highlight or extract key terms and phrases for quick review or to focus on important aspects.
7	Creating FAQs	Convert sections of documents into a list of FAQs, making complex information more accessible and easier to digest.
8	Voice Reading	Convert text from documents into speech for auditory learning or accessibility.
9	Error Detection	Identify and correct typos, grammar mistakes, or formatting issues in documents.
10	Topic Modeling	Analyze and categorize the content of multiple documents based on topics for better content management.
11	Automated Indexing	Create indexes for long documents automatically, making it easier to navigate through large files.
12	Form Filling	Auto-fill forms within documents based on pre-specified data or previous entries to save time on repetitive tasks.
13	Contract Analysis	Extract and analyze key contractual terms and obligations from document contracts for review and management.
14	Report Generation	Compile information from various documents into a single comprehensive report.
15	Annotation Assistance	Suggest annotations or comments for documents based on content analysis, which can be useful for collaborative reviews.
16	Integration with Workflows	Automate the ingestion of document data into workflow systems like CRM or ERP for streamlined operations.
17	Legal Document Review	Assist in reviewing legal documents by identifying critical sections and suggesting related legal references or precedents.
18	Educational Summaries	Summarize educational materials and textbooks for quicker revision or learning.
19	Meeting Minutes Generation	Convert discussion points and decisions from meeting reports into a clear list of minutes.
20	Compliance Checks	Automatically check compliance documents against regulatory requirements to ensure all necessary points are addressed.

Comparison between ChatGPT (Free) and ChaptGPT4 Plus (Paid) version

ChatGPT4 Plus provides more robust support of processing documents. However the free version of ChatGPT also serves purpose in most cases.

#	Task Description	ChatGPT	ChatGPT-4 Plus
1	Text Extraction	Yes	Yes
2	Data Retrieval	Yes	Yes
3	Summarization	Yes	Yes
4	Language Translation	Yes	Yes
5	Document Comparison	Limited	Yes
6	Keyword Highlighting	Limited	Yes
7	Creating FAQs	Yes	Yes
8	Voice Reading	No	Yes
9	Error Detection	Limited	Yes
10	Topic Modeling	Limited	Yes
11	Automated Indexing	No	Yes
12	Form Filling	No	Yes
13	Contract Analysis	Limited	Yes
14	Report Generation	Yes	Yes
15	Annotation Assistance	Limited	Yes
16	Integration with Workflows	No	Yes
17	Legal Document Review	Limited	Yes
18	Educational Summaries	Yes	Yes
19	Meeting Minutes Generation	Yes	Yes
20	Compliance Checks	No	Yes

Legend:
Yes: The task can be performed effectively with the model’s capabilities.
Limited: The model can perform the task but may require additional tools or manual intervention.
No: The task is outside the scope of the model’s direct capabilities without additional tools.

This comparison shows that while both versions of ChatGPT can perform a range of tasks, ChatGPT-4 Plus is better suited for handling complex PDF processing tasks, particularly those requiring direct interaction with PDF file formats or integration into broader digital workflows.

Document Processing Prompt Examples

Coding and Development Domain

#	Task Description	Prompt for Coding Domain
1	Text Extraction	“Extract all function definitions from this JavaScript code snippet.” Input: JavaScript code snippet
2	Data Retrieval	“Retrieve all instances where the variable ‘userInput’ is used in this Python script.” “Extract all date and time entries from a series of log files.”
3	Summarization	“Summarize the documentation of the React library’s latest release.” “Extract and list all the new features and deprecations from Python 3.10’s release notes.”
4	Language Translation	“Translate this Python error message documentation from English to Spanish.” “Translate comments within a source code file from Russian to English.”
5	Document Comparison	“Compare these two versions of a software license agreement for differences.” “Compare the API documentation for two consecutive versions of a library to highlight added, removed, or modified functions.” “Compare the source code of two versions of a web application to identify changes in the HTML and JavaScript files.”
6	Keyword Highlighting	“Highlight all instances of deprecated functions in this legacy codebase.” “Highlight all API calls in this mobile app’s source code.”
7	Creating FAQs	“Create a FAQ section based on common issues found in this software’s bug report.” “Create a FAQ section from the user feedback on a mobile application’s latest update.” “Convert the installation and setup instructions of a programming library into a list of FAQs.”
8	Voice Reading	Input: Tutorial/ Prompt output etc. Then click the Read Aloud button
9	Error Detection	“Check this block of code for syntax errors and potential runtime exceptions.” “Review this series of SQL queries for typographical errors, incorrect SQL syntax, or inefficient query design”
10	Topic Modeling	“Identify the main topics covered in this collection of developer blog posts.” “Categorize the set of GitHub issue reports by feature areas to prioritize bug fixes and enhancements.”
11	Automated Indexing	“Create an index of terms and concepts from this C++ tutorial book.”
12	Form Filling	“What is the best way to automatically fill web forms using data from a database?”
13	Contract Analysis	“Analyze the licensing terms from this third-party software integration contract to identify restrictions or obligations that might impact the development and distribution of your own software.”
14	Report Generation	“Generate a performance report based on the attached release note of this software.” “Compile a security audit report from attached code reviews, penetration test results, and vulnerability scans of the application.”
15	Annotation Assistance	“Assist in annotating this source code with comments explaining each function.”
16	Integration with Workflows	“How can I integrate an automated testing tool into our existing devops pipeline?”
17	Legal Document Review	“Review this open-source license for any obligations that might affect our use of it.” “Analyze this software patent application to identify any potential conflicts with existing patents in our database.” “Examine the attached terms of service for this cloud-based development platform to highlight any clauses that might restrict the type of data we can process on the platform.”
18	Educational Summaries	“Summarize this tutorial on machine learning algorithms for beginners.”
19	Meeting Minutes Generation	“Draft minute of minutes for our last software development team meeting based on these notes.”
20	Compliance Checks	“Check if our personal data protection policy comply with GDPR requirement.” “Verify that the attached security protocols of our cloud software documentation adhere to ISO/IEC 27001 standards.” “Assess this financial software’s user agreement against the latest PCI DSS requirements to ensure that all necessary disclosures and practices are covered.”

Social Media Marketing Domain

#	Task Description	Prompt for Social Media Marketing Domain
1	Text Extraction	“Extract all hashtags used in this series of tweets.” Input: ChatGPT may not read tweets directly from internet. So you need to download the tweets using third party tools and provide as input
2	Data Retrieval	“Pull all comments from the last Instagram post on our company’s profile and summarize.” Input: ChatGPT may not read Instagram posts directly from internet. So you need to download the Instagram posts using third party tools and provide as input
3	Summarization	“Summarize the key points from the latest marketing webinar.” Input: Webinar document
4	Language Translation	“Translate the main points of this YouTube video description from English to French.” Input: ChatGPT may not analyze YouTube videos directly from internet. So you need to download the YouTideo transcripts using third party tools and provide as input.
5	Document Comparison	“Analyze and compare the tone and content of two provided company blog posts, highlighting differences in style, messaging, and objectives. Examine the language used to determine the tone and assess how each post communicates its core message, addressing target audience engagement and the effectiveness of each in achieving its intended purpose” Input: < Blog Post 1 > < Blog Post 2>
6	Keyword Highlighting	“Analyze our Twitter feed from the last month and generate a report listing the brands we have mentioned most frequently. Provide the number of times each brand is referenced and categorize the context of these mentions, such as in promotional content, partnerships, customer interactions, or other forms of engagement..” Input: ChatGPT may not read tweets directly from internet. So you need to download the tweets using third party tools and provide as input
7	Creating FAQs	“Create a Frequently Asked Questions (FAQ) section tailored for new Instagram advertisers, using the most common questions from recent query emails we’ve received. Ensure that the answers are concise, informative, and provide actionable guidance. Organize the FAQ by topics such as ad creation, targeting, budgeting, and performance measurement.” Input: Emails
8	Voice Reading	Input: Tutorial/ Prompt output etc. Then click the Read Aloud button Also you can prompt : “Recommend a tool for converting blog posts into voiceovers for YouTube videos.”
9	Error Detection	“Review this series of promotional tweets for any typos or grammatical errors.” Input: Tweet writeup
10	Topic Modeling	“Analyze the themes of last year’s marketing campaigns on social media.” Input: Marketing campaign document
11	Automated Indexing	“Automatically index the major topics discussed in these LinkedIn articles.” Input: ChatGPT may not read LinkedIn articles directly from internet. So you need to download the article using third party tools and provide as input
12	Form Filling	“How can I use customer feedback from social surveys to automatically update CRM fields?”
13	Contract Analysis	“Review this influencer collaboration agreement for any clauses that might affect brand reputation.” Input: Agreement document
14	Report Generation	“Create a monthly performance report for our social media advertising.” Input: Advertising report
15	Annotation Assistance	“Help in adding detailed captions and descriptions to these promotional Instagram photos.” Input: Photo
16	Integration with Workflows	“What are some effective ways to integrate social media posting tools with our content management system?”
17	Legal Document Review	“Analyze the terms of service for ‘XYZ Social Media Platform,’ especially the parts about content ownership and rights? I’m interested in understanding what control users retain over their posts and any significant implications..” Input: Terms of Service document
18	Educational Summaries	“Provide a summary of the key points from this digital marketing course.” Input: Tutorial
19	Meeting Minutes Generation	“Generate meeting minutes from the notes of our latest marketing strategy session.” Input: Detailed minute notes
20	Compliance Checks	“Review our last campaign to ensure it meets the FTC guidelines for advertising.” Input: Campaign document

Finance Domain

#	Task Description	Prompt for Finance Domain
1	Text Extraction	“Extract key financial terms from this attached annual report”
2	Data Retrieval	“Retrieve transaction details from these bank statement PDFs.”
3	Summarization	“Extract and read the annual report and summarize .”
4	Language Translation	“Translate this financial regulation document from German to English.”
5	Document Comparison	“Compare the “Management Discussion and Analysis” sections of two competitors’ annual reports (PDFs). Focus on differences in their stated growth plans, market assessments, and capital allocation strategies.”
6	Keyword Highlighting	“Highlight all occurrences of risk-related terms in this risk assessment report.” “In this company’s investor presentation (PDF), highlight all mentions of its debt-to-equity ratio, cash flow projections, and its management team’s experience.”
7	Creating FAQs	“Develop a FAQ section for new clients about common banking procedures based on attached Standard Operating Procedure PDF”
8	Voice Reading	“Suggest a method to implement voice-activated commands for online banking.”
9	Error Detection	“Cross-check the following sets of invoices (PDFs) and their corresponding payment records (spreadsheet). Flag any instances where the amounts paid, dates, or vendor information don’t align.”
10	Topic Modeling	“Model the major investment topics discussed in these finance podcasts.” “Apply topic modeling to these attached collection of financial news articles from the past month. Identify dominant themes (e.g., inflation concerns, interest rate changes, specific market sectors).”
11	Automated Indexing	“Build an index of key clauses across a set of vendor agreements (PDF) attached. Focus on terms related to payment schedules, termination conditions, and liability limitations.”
12	Form Filling	“Discuss how to automate tax form filling using financial software.”
13	Contract Analysis	“Analyze this insurance policy (PDF). Pinpoint any potential gaps in coverage or areas where the client might be exposed to significant financial risk.” “Analyze this vendor contract against current regulatory standards (reference provided as PDF). Highlight any clauses that might pose compliance risks or require further review.”
14	Report Generation	“Analyze a client’s portfolio holdings (list in a spreadsheet) and generate a report outlining their risk exposure. Include metrics such as asset allocation, sector concentration, and volatility compared to relevant benchmarks.”
15	Annotation Assistance	“Assist in annotating the attached financial charts (PDF) with explanations of trends and anomalies.” “Examine this merger and acquisition proposal (PDF). Annotate sections that warrant further investigation, require additional supporting data, or contain potential risk factors.”
16	Integration with Workflows	“Integrate real-time stock market data feeds into our trading platform.”
17	Legal Document Review	“Review this investment contract for compliance with financial regulations.”
18	Educational Summaries	“Summarize the main points of the attached financial planning seminar”
19	Meeting Minutes Generation	“Using the transcript of the latest Board of Directors meeting, draft the meeting minutes. Highlight key resolutions passed, strategic directions discussed, and any questions raised for follow-up.”
20	Compliance Checks	“Cross-check the list of individuals and entities mentioned in this transaction report (PDF) against the OFAC (Office of Foreign Assets Control) sanctions list. Flag any potential matches for further investigation.”

Education Domain

#	Task Description	Prompt for Education Domain
1	Text Extraction	“Extract all quiz questions from this course module.” “Extract all vocabulary terms and their corresponding definitions from the provided chapter.” “Extract all dates and the historical events associated with them from the provided timeline document.”
2	Data Retrieval	“Examine the PDF report on standardized test scores. Identify and list the following: -The percentage of students who met proficiency in math -The subject area with the lowest average score -Any mentioned trends or patterns over the past three years “
3	Summarization	“Read this news article about a historical event. In a short paragraph, summarize the event, including who was involved, what happened, and why it is considered significant..”
4	Language Translation	“Translate this set of educational instructions from English to Mandarin.”
5	Document Comparison	“Compare the old and new curricula for discrepancies and updates.” “Compare two different lesson plans on the same topic. Identify: -Similarities in the learning objectives -Variations in teaching approaches or activities -Which lesson plan you think is more effective and why”
6	Keyword Highlighting	“Highlight key vocabulary words in this chapter of a history textbook.”
7	Creating FAQs	“Create a FAQ for students about how to navigate the online learning portal.”
8	Voice Reading	“Discuss the benefits of using voice reading tools for students with reading difficulties.”
9	Error Detection	“Identify and correct any factual errors in this educational presentation.”
10	Topic Modeling	“Review the discussion forum transcripts from a unit’s online course. Determine the two most frequently discussed topics and the key questions that students raised about each topic.”
11	Automated Indexing	“Automatically index topics and keywords from these series of educational videos.”
12	Form Filling	“Implement a system for students to fill out online evaluation forms automatically.”
13	Contract Analysis	“Examine the service contract for a new online learning platform. Determine if the contract clearly outlines the following: -Cost and payment terms -Data privacy and security measures -Support services provided by the platform vendor -Termination clauses”
14	Report Generation	“Produce a report on student progress and outcomes for the school year based on the attached annual school reports”
15	Annotation Assistance	“Annotate the attached document on a historical event using these strategies: -Highlight key dates, people, or events mentioned. -Underline unfamiliar vocabulary and add your definitions in the margins. -Add brief comments or questions to indicate potential areas of bias or points that require further research.”
16	Integration with Workflows	“Integrate educational software tools into our existing teaching workflows.”
17	Legal Document Review	“Examine this university policy document for compliance with educational standards.”
18	Educational Summaries	“Summarize the learning objectives and outcomes from this educational module.”
19	Meeting Minutes Generation	“Create minutes from the attached educational staff meeting discussing note on curriculum changes.”
20	Compliance Checks	“Ensure that our teaching materials adhere to the latest educational standards and regulations.”

Sample Execution (Leveraging ChatGPT4 Plus)

Text Extraction

Coding Domain

“Extract all function definitions from this JavaScript code snippet.”

Summarization

Coding Domain

“Summarize the documentation of the React library’s latest release.”

Language Translation

Finance Domain

Extract and read page 6 to 12 of SCB annual report and summarize .
Translate the summary into mandarin

Keyword Highlighting

Finance Domain

Extract and read page 6 to 12 of SCB annual report and summarize .
Highlight Keywords.

Annotation Assistance

Social Media Domain

Help in adding detailed captions and descriptions to these promotional Instagram photos.

Legal Document Review

Coding Domain

You are a licensing expert. Review this open-source license for any obligations that might affect our use of it. https://www.gnu.org/licenses/gpl-howto.html