Overview
When working with scanned PDFs, screenshots, reports, or course materials, manually rebuilding tables can be one of the most time-consuming parts of document remediation. This three-step prompting process can help you quickly extract table content from an image, verify the accuracy of the transcription, and convert it into an accessible table format for use in Word documents.
Important Note About Using AI
While this method can significantly reduce manual effort, it is not perfect. AI-generated transcriptions may occasionally miss content, misread characters, or misinterpret complex table structures. Always review the results carefully against the original image before using the output in instructional or official materials.
Before uploading content into Copilot, review the material carefully and remove any personally identifiable or sensitive information. Follow institutional policies and ensure student, employee, or protected information is removed or redacted before using AI-assisted workflows.
Step 1: Upload the Image and Transcribe the Table Content
A transcription captures the table text separately from the image so you can review and correct any errors before rebuilding the table.
Before You Begin
- Access your campus Microsoft Copilot account.
- Start a new chat.
- Upload the image containing the table by selecting the Attach button (paperclip icon) or by dragging and dropping the image into the chat.
- Copy and paste the prompt below.
Prompt
Review the image and transcribe ONLY the table content.
Requirements:
- Transcribe all visible text verbatim.
- Preserve the table structure by listing each row separately.
- Include pronunciations and definitions that appear beneath names when present.
- Maintain all abbreviations, symbols, superscripts, asterisks, and punctuation.
- Do not correct spelling or grammar.
- Do not summarize.
- Do not convert to a formatted table yet.
- If any text is unclear, note the specific location and provide your best reading.
- After the transcription, create a section called "Transcription Issues" and list any uncertain words, characters, or formatting concerns.
Note
At this point, if the text is not accurate, add corrections by saying: Correct [insert incorrect text], to [insert corrections]. If Copilot is unable to provide a transcript of the text, this table may not be able to follow this process and you may need to manually recreate the entire table outside of Copilot.
Step 2: Convert the Verified Transcription into a Table
Converting the verified transcription into a table helps recreate the structure while preserving the content that was manually reviewed for accuracy.
Copy and paste the prompt below.
Prompt
Using only the text from the verified transcription above:
- Convert the Verified Text into a Table.
- Recreate the table in a markdown table format.
- Preserve the original column headings.
- Preserve all wording exactly as transcribed.
- Do not summarize or rewrite.
- Do not add information that was not present in the image.
- Place multi-line content within cells using line breaks.
- After the table, include a section called "Conversion Notes" containing any issues identified during the conversion.
Step 3: Create an Accessible Word Table
This step converts the verified table into an accessible format that can be used in course materials, reports, guides, and other university documents.
Copy and paste the prompt below.
Prompt
Convert the table above into an accessible Word document.
Requirements:
- Use a sans serif font.
- Ensure all text is at least 11 pt.
- Include a table caption.
- Use colors with sufficient contrast.
- Preserve all table content exactly as shown in the verified table.
- Format the first row as a header row.
- Ensure the table is accessible and screen-reader friendly.
- Include the Transcription Notes section beneath the table.
- Do not summarize or alter the data.
Reminder
While this method can significantly reduce manual effort, it is not perfect. AI-generated transcriptions may occasionally miss content, misread characters, or misinterpret complex table structures. Always compare the final output against the original image before using it in instructional, administrative, or official materials.
Resources
For more, review these additional resources:
Support
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