Using AI Add-Ins in MS Word

Interacting with generative AI through developer websites has advantages and disadvantages. When you log in to your OpenAI account, you can access the ChatGPT interface and the software's various features, such as plugins, GPTs and custom instructions. On the downside, you must copy everything from your ChatGPT conversation to a Word document and reformat it as necessary.

AI-enabled Microsoft Word Add-ins integrate ChatGPT's API into your MS Word. I downloaded GPT for Excel Word and tested a method of creating a dynamic template using the add-ins. 

A "dynamic template" is a term I use to describe a template that the user can modify along defined parameters to change its structure. This ability enables the user to easily customize Word documents with their content and use the power of LLMs to fill in the blanks.

To demonstrate the potential, I created a template to help users develop the health-and-safety policy statement for a Site-Specific Safety Plan (SSSP). Companies often develop SSSPs in advance of larger construction projects. The SSSP helps project management prepare for the project from a safety perspective, considering high-risk hazards and specific regulatory requirements. A well-constructed SSSP helps ensure the project successfully navigates high-risk tasks and helps protect against non-compliance. 

In this article, I'll demonstrate how to create a safety policy for your SSSP using the GPT add-in for Microsoft Word.

How to Download the Add-in

You can download Word add-ins by navigating to the Microsoft AppSource. This link will take you directly to the GPT for Excel Word add-in. The add-in is free to download, and installation is straightforward. Follow the prompts to install. 

Creating a Dynamic Template

Creating templates simplifies the process of crafting standard documents. To demonstrate, I’ve made a Health and Safety Policy Template. The template has four questions with form fields and a generic health and safety policy to serve as a sample for the GPT add-in to mimic. Once the user answers the questions, they need to highlight the text inside the textbox and use it as input for the add-in.

Step 1 – Create your Template

I've created a template with four questions and answers, followed by a health and safety policy example. The extension will use my answers to customize the generic policy below. I've added a prompt at the beginning of the policy to let the GPT know what I want it to do. You can format your template however you like and include questions to glean specific information to customize the end product to your needs.

What are your company’s health and safety commitments?   An injury-free workplace where people go home safely and want to come to work to contribute.
What are your health and safety goals? Create a workplace where people feel confident stopping work if it is unsafe. Investigate each incident carefully and learn all that we can from them.
What are your health and safety values? Learning, collaboration, continuous improvement.
Is there anything else you’d like to write into your policy? Our commitment begins at the top of our company. Leadership commitment is crucial to the success of our program. 

Create a health and safety policy based on the one provided, incorporating information from the four questions above. 

Management is committed to providing a safe and healthy work environment with a comprehensive and compliant health and safety program. Applicable health and safety legislation, as amended, will be adopted to ensure program requirements are achieved.

Management recognizes employees' right to work in a safe and healthy environment. It will provide the necessary resources to maintain a health and safety program. With those resources, employees will be responsible for ensuring they actively participate in the program management systems.

With teamwork, we aim to provide clients with unsurpassed quality services while integrating all practical measures to prevent injuries and illnesses to employees and others involved in the work. To achieve this, accountabilities and responsibilities will be assigned and understood by all workplace parties.

We will commit to working in consultation and cooperation with our employees to promote and sustain a safe and healthy work environment. This commitment involves a workplace culture engaged with leadership to achieve the highest performance in safety and quality. 

Step 2 – Use the Template

Using the template is straightforward. To demonstrate, I’ve answered the questions as such:

What are your company’s health and safety commitments?   An injury-free workplace, people go home safely, people want to come to work to contribute.
What are your health and safety goals? Create a workplace where people feel confident stopping work if it is unsafe. Investigate each incident carefully and learn all that we can from them.
What are your health and safety values? Learning, collaboration, continuous improvement.
Is there anything else you’d like to write into your policy? Our commitment begins at the top of our company. Leadership commitment is key to the success of our program. 

Step 3 – Highlight the Template

Step 4 – Use the Add-in

To use the GPT, enter any character in the chat, hit enter, or click 'send.' The add-in will automatically recognize the task you've given it and respond to your prompt. Here is the result from the answers I provided.

**Health and Safety Policy**

At our company, we prioritize the health and safety of every individual within our workspace. 

**Commitments:**
 
- Our management is fully committed to providing a work environment that is safe and conducive to health. 
- We are dedicated to upholding a comprehensive and compliant health and safety program that aligns with relevant legislation.

**Goals:**

- Our goal is maintaining a work environment free from hazards and risks.
- We aim to continually improve our health and safety standards to ensure the well-being of all individuals involved.

**Values:**

- At the core of our operations are the values of accountability, responsibility, and teamwork.
- We value the right of every employee to work in an environment that prioritizes their health and safety above all else.

**Additional Policy Elements:**

- Employees are encouraged to participate actively in our health and safety program and are provided with the necessary resources.
- We strive to integrate measures to prevent injuries and illnesses among our employees and those affected by our work.
- Accountabilities and responsibilities are clearly defined and understood by all parties in the workplace.
- We promote a culture of consultation and cooperation, where employees actively maintain a safe and healthy work environment.
- Our commitment to safety is paralleled by our dedication to quality and performance excellence.

Through collaboration and a shared commitment to safety, we ensure that our workplace remains where every individual can thrive without compromising their well-being.

Step 5 – Insert

The add-in includes an ‘insert’ button that allows you to replace the highlighted text in your document. Click the button or copy and paste it where you need it in your document, and you're done.

Conclusion

I would do some editing and formatting to get this policy where I want it to be, but the results are impressive. GPT add-ins enable users to create dynamic templates such as this one that don't overly constrain or limit the user. The lack of constraints increases creativity and customization while saving the busy safety manager or project manager valuable time. You can expand this same method to create templates for all sections of an SSSP. By doing so, you can spend most of your time thinking critically about hazards and risks instead of perfect syntax.