Summarize a PDF or Long Document with AI

Do you have a twenty-page report to read before a meeting tomorrow morning? An AI can give you the key points in a few minutes. However, you need to follow a few steps so that the result stays reliable and your information stays protected.

Check the data before you send the document

Before you send anything, look at what the document contains. The CNIL recommends avoiding, as much as possible, entering personal data into a generative AI. It also advises never sharing confidential information, and being especially careful with sensitive data.

If the document contains names, addresses, or confidential data, copy only the passages you need.

If you want an AI to write a text based on the document, ask it to leave square brackets in place of personal information:

Example request Write a follow-up email to [CLIENT NAME] about the file dated [DATE]. Leave the information in brackets. I will fill it in myself.

Note: if the document is a contract or another binding text, the AI may leave out or misstate a point. Read the important clauses yourself. AI does not replace a legal professional.

Attach the file or paste the text

Look in your AI for the feature that lets you add a file. It is usually an icon placed near the box where you type. Attach your PDF.

If there is no such feature, open the document, copy the text, and paste it into the input box.

Note: if your AI does not accept the file or if the text is very long, split it into several parts and send them one at a time.

Ask for a five-point summary

Once the document is sent, ask for a short, structured summary. Give some context so the result matches your needs.

Example request Read this document and write a summary in five clear points. I am reading it to prepare for [Monday’s meeting / a decision I need to make], as [your role].

Identify decisions, actions, and dates

Next, ask for the items you need to follow up on: what was decided, what still needs to be done, and the deadlines.

Example request List the decisions made in this document, the actions to take (with the person in charge if the text says so), and all important dates. Present them in a table.

Ask specific questions and request a quote

To go further, ask a specific question about one point in the document. Also ask the AI to quote the passage it relies on. This lets you find the original text easily.

Example request What does the document say about [the payment deadline / the 2026 budget / liability for delays]? Quote the exact passage you based your answer on.

Check the key points in the original

An AI can make mistakes or invent a plausible answer. Before you trust its summary, open the original document and find each important point. Pay special attention to figures, dates, and names.

Example request Your summary says that [the deadline is 30 days]. Where does the document say this exactly? Copy the original sentence.

Good habits

• Check every figure, date, and name in the original document.
• Remember that the AI may leave out or misstate a point.
• Do not share personal or confidential data. Replace it with square brackets, or copy only the passages you need.
• For a contract or another binding text, read the important clauses yourself.
• Keep in mind that AI does not replace a legal professional.