Smarter Week

How to automate it

How to automate “format documents, slides and spreadsheets for others”

Here are 2 ways to spend less time on this, best first. Each comes with steps you can follow today and, for AI fixes, a prompt to copy.

45 min
typically, a few times a week
60%
of the time can be automated
Easy
to set up

Fix 1 of 2

Process fixBest fix

Build a template library so people start formatted

Branded Word, PowerPoint and Google templates with built-in styles stop the endless fixing of fonts, logos and layouts.

Typically saves about 35% of the time3 h to set up
  1. 1List the five documents you format most (letters, decks, reports, proposals).
  2. 2Build one template each with proper styles and layouts.
  3. 3Publish them as organization templates in Microsoft 365 or Google Workspace.
  4. 4Reply to formatting requests with "start from the template".

Tools: Microsoft 365 organization templates · Google Workspace templates · Canva brand kit

Fix 2 of 2

AI

Let AI do the formatting clean-up

Copilot in Word and PowerPoint and Gemini in Docs and Slides can apply styles, tidy tables, turn text into slides and fix inconsistent formatting.

Typically saves about 40% of the time5 min to set up
  1. 1Open the document in Word, PowerPoint, Docs or Slides with Copilot or Gemini turned on.
  2. 2Ask for the specific fix, e.g. "apply Heading 1 to section titles and make all tables match".
  3. 3For decks, ask it to turn a document into slides using your template.
  4. 4Check the result before sending.
Prompt to copy
Reformat this document: apply consistent heading levels, make all bullet lists the same style, format tables with a header row and the same column widths, fix spacing between paragraphs, and flag any inconsistent dates or names with [CHECK]. Do not change the wording.

Tools: Copilot in Word and PowerPoint · Gemini in Google Docs and Slides

Who does this task

Roles in our library that list this as one of their common tasks. Each guide covers the rest of that role’s week.

Executive assistantAdministrative assistant

HourLeak · the 8-minute work audit

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Other common tasks for Executive assistants