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P3 Digital Helpdesk

Translate Documents using Co Pilot Chat (AI Tool)

P3 System Admin
  • Updated

This guide explains how to use Microsoft Copilot Chat to translate full documents (Word, PDF, text files) or selected sections of text.

 

Before you start

You will need:

  • Read and under the AI Policy Documents
  • Completed any training around responsible use of AI provided by P3.
  • Your document saved in Word, PDF, or text format
  • If the document is likely to contain personal data then an alternative solution or redacted version would be more appropriate. 
  • Access to either Copilot Chat in the browser (copilot.microsoft.com) or Copilot inside Word

Method 1: Translate Directly in Word Using Copilot Chat

Open the document in Microsoft Word

  1. Open the document  you wish to Translate in Microsoft Word App or Broswer 

2. Click the Copilot icon in the top‑right corner.

Step 3 — Write your translation request

Example prompts:

Translate the entire document into French and keep the same formatting.

Translate only the selected paragraph into Polish

Step 4 — Insert the translation

Copilot will give you options:

  • Insert into document
  • Copy
  • Replace existing text

Choose the option that suits your task.

Method 2: Translate an Entire Document Using Copilot Chat (Via MS Teams)

  1. Open Copilot Chat by selecting the Copilot Icon on the left hand side of your Microsoft Teams App. 

 

Upload your document

  1. Click Add Content (The + Icon)

  2. Click Upload Images and Files. Select your document (Word, PDF, text) from the location it has been saved

4. Instruct Copilot to translate by typing in a prompt in the message Co Pilot Section

Use a prompt such as:

"Translate this document into Spanish while keeping all formatting."

Translate this document into English. Keep headings, bullet points, and tables.

 

5. Press Enter or the Arrow 

6. Add further prompts if required, Co Pilot will often suggest these

 

Download your translated version

  1. Copilot will return the translated text. Click Copy, Download, or Ask Copilot to output it in a different format (e.g., Word).

 

2. Access the downloaded file from the top right hand side of your screen 

 

 

 

 Method 3: Translate Only a Section of Text

If you don’t want the entire document translated:

  1. Highlight the text you want.
  2. Open Copilot Chat (Word side panel or Microsoft Edge Browser).

  3. Use prompts like:

    Translate this paragraph into Italian.

    Translate this table into German without altering the layout

     

Tips for Better Translations

  • Be specific
    e.g., “Translate into formal Japanese for business communication.”
  • Ask Copilot to preserve formatting
    e.g., “Keep all headings and bullet points.”
  • Ask Copilot to check accuracy
    e.g., “Highlight any text that does not translate cleanly.”
  • Ask for multiple languages
    e.g., “Provide the translation in French, German, and Arabic.”

 

 Data & Privacy Reminder

Copilot follows your organisation's Microsoft 365 security and compliance policies but we must remember not to put any personal data into AI Tools. 

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