Use Word's Copilot to Rewrite Dense Benefits Documents

What This Does

Copilot in Word rewrites dense legal and insurance language from Summary Plan Descriptions, ERISA notices, and benefits guides into plain English that employees can actually understand, without you spending an afternoon on edits.

Before You Start

• You have Microsoft Word open with a Microsoft 365 subscription that includes Copilot
• You have the document section you want to simplify open in Word
• You know your target audience (new hires? all employees? specific groups?)

Steps

1. Find the Copilot feature

Click the Copilot button in the Home ribbon (sparkle icon, right side). If you're using the web version of Word, look for the Copilot button in the toolbar. A panel opens on the right side of your screen.

2. Select the section to rewrite

Highlight the dense paragraph or section you want simplified. In the Copilot panel, you'll see options including "Rewrite", or you can type your own instruction.

3. Tell Copilot what you need

In the chat box, type your instruction. Be specific about reading level and audience.

4. Review and accept

Copilot shows the rewrite below your original text. If it looks good, click Replace to swap it in. If not, click Regenerate or refine your instruction.

Real Example

Scenario: Your open enrollment guide includes this COBRA notice language that employees find confusing: "Qualified beneficiaries are entitled to elect continuation coverage which shall be identical to the coverage provided under the group health plan to similarly situated non-COBRA beneficiaries."

What you type in Copilot: "Rewrite this paragraph at a 6th-grade reading level for employees who have never had to deal with COBRA before. Keep all the meaning but remove legal jargon."

What you get: "If you lose your job or have a qualifying life event, you may be able to keep your same health insurance for a period of time by paying the full premium yourself. This is called COBRA continuation coverage."

Tips

• Add "do not change any dollar amounts, dates, or plan names" to prevent Copilot from hallucinating details.
• For ACA or ERISA documents, always have legal review the plain-language version before it goes to employees. Even a well-rewritten notice needs to maintain legal accuracy.
• Use Copilot's Summarize feature (not Rewrite) when you want a one-page overview of an entire 50-page SPD for internal reference.

Tool interfaces change — if a button has moved, look for similar AI/magic/smart options in the same menu area.