You have a dense report, a complex contract, or a jargon-filled memo in Microsoft Word. Reading through it takes too long, and the language makes it hard to grasp the main points. Copilot in Word can rewrite that document into plain language in seconds. This article explains how to use the Rewrite with Copilot feature to simplify text without losing meaning.
Plain language conversion uses Copilot’s natural language generation to replace complex sentences, passive voice, and technical terms with clear, direct wording. The feature works on selected paragraphs or entire sections. You need a Microsoft 365 Copilot license and an active internet connection.
By the end of this article, you will know how to trigger the plain language rewrite, adjust the output length, and avoid common formatting errors.
Key Takeaways: Converting a Document to Plain Language with Copilot in Word
- Copilot icon in the Home tab > Rewrite with Copilot: Select text and choose this option to rewrite it in plain language.
- Copilot pane > Draft > Rewrite selection: Opens a text box where you can type “Make this plain language” for a full rewrite.
- Copilot pane > Adjust tone > Simplify: Changes the selected text to simpler wording without rewriting the entire document.
How Copilot Rewrites Text as Plain Language
Copilot in Word uses large language models trained on millions of documents. When you ask it to convert text to plain language, the model analyzes sentence structure, word choice, and readability metrics like the Flesch-Kincaid score. It then generates a version that uses shorter sentences, common vocabulary, and active voice.
The rewrite does not change the factual content. It removes redundant phrases, replaces jargon with everyday terms, and breaks long paragraphs into digestible chunks. For example, “The aforementioned policy mandates that all personnel utilize the designated portal for submission” becomes “You must use the company portal to submit forms.”
Before you start, ensure your document is saved to OneDrive or SharePoint. Copilot can only access documents stored in the cloud. If the document is saved locally, upload it first. You also need the Copilot sidebar visible in Word. If it is hidden, go to the Home tab and click the Copilot icon on the right side of the ribbon.
Steps to Convert a Document to Plain Language Using Copilot
The following method works for a selected paragraph or an entire section. It uses the Rewrite with Copilot feature in the right-click menu.
- Select the text you want to simplify
Highlight the paragraph, several paragraphs, or an entire section. Copilot only rewrites the selected portion. To convert the whole document, select all text with Ctrl+A. - Right-click the selected text
A context menu appears. Move your cursor to Copilot and then click Rewrite with Copilot. The Copilot pane opens on the right side of the screen. - Type your instruction in the text box
In the Copilot pane, the text box already contains the selected text. Below it, type a command such as “Rewrite this in plain language” or “Make this easier to read.” Be specific. For example, “Simplify this for a general audience” works better than “Make this better.” - Review the rewritten text
Copilot displays the rewritten version in the pane. Read it to confirm the meaning is preserved. The new text appears below your instruction with a Replace button and a Copy button. - Replace the original text
Click Replace to insert the plain language version into your document, replacing the original selection. If you prefer to keep the original, click Copy and paste the rewritten text elsewhere. - Adjust the tone if needed
After replacement, you can refine the tone. Select the new text, open the Copilot pane, and choose Adjust tone from the options. Then select Simplify for an even plainer version.
Common Mistakes and Limitations When Using Copilot for Plain Language
Copilot changes formatting like bullet points and headings
When you rewrite a section that contains bulleted lists or numbered steps, Copilot may convert them into plain paragraphs. To preserve the list structure, rewrite each bullet point individually rather than the entire list at once. Alternatively, after the rewrite, manually reformat the text back into a list using Word’s bullet or numbering tools.
Copilot produces text that is too short or loses nuance
Plain language rewriting can remove important details. For legal or technical documents, the simplified version might omit caveats or exceptions. After the rewrite, compare the new text with the original. Add back any critical phrases that were removed. You can also instruct Copilot to “preserve all key details” in your rewrite command.
Copilot does not rewrite text in tables or text boxes
The Rewrite with Copilot feature only works on body text. If your document uses tables, text boxes, headers, footers, or comments, Copilot ignores them. Copy the text from those elements, paste it into the document body, rewrite it, and then paste the simplified version back into the original location.
Copilot rewrites only the first 1000 words per request
If you select a very long section, Copilot may stop rewriting after approximately 1000 words. To convert a full document, divide it into smaller sections of 500 to 800 words each. Rewrite each section separately.
Copilot Rewrite Methods Compared
| Item | Rewrite with Copilot (right-click) | Copilot pane Draft | Adjust tone Simplify |
|---|---|---|---|
| Trigger method | Right-click selected text > Copilot > Rewrite with Copilot | Copilot pane > Draft > type instruction | Copilot pane > Adjust tone > Simplify |
| Best for | Quick rewrite of one paragraph or small selection | Full section rewrite with custom instructions | Fine-tuning tone after an initial rewrite |
| Custom instructions | Yes, you type your own command | Yes, you type your own command | No, it applies a preset simplification |
| Output control | Replace or copy | Replace, copy, or insert below | Replace only |
| Preserves formatting | Partially, may lose lists | Partially, may lose lists | Preserves current formatting |
Now you can convert any Word document into plain language using Copilot. Start by selecting a short paragraph to test the rewrite quality. For best results, use specific instructions like “Rewrite this for a high school reading level” instead of vague requests. After the rewrite, always proofread the output to catch missing details or unintended changes. Try the Adjust tone Simplify option if you need an even cleaner version without rewriting the entire section.