Summarizing is one of the tasks where AI saves the most time. But a bad summary can hide exactly the most important point. Here’s how to do it right in each case.
In this article
PDFs, contracts and reports
Tools: ChatGPT, Claude, Gemini and Copilot all accept PDF attachments. Google’s NotebookLM is free and built for studying and summarizing several documents at once, always showing the passage each piece of information came from.
- Attach the whole file (not just excerpts).
- Say who the summary is for and what matters.
- Ask it to cite the page or section for each point, and check the critical points in the original.
Summarize the attached PDF in up to 10 bullet points for the person who is going to sign the contract.
Highlight deadlines, amounts, penalties, automatic renewal and each party's obligations, citing the clause.
At the end, list anything that looks unusual or risky. Don't make up information that isn't in the document.YouTube videos
- Gemini can summarize YouTube videos from the link in many cases.
- Another way: open the video’s transcript on YouTube (the … button › Show transcript), copy it and ask any AI for the summary.
Summarize the video at this link in 5 main points and say at what minute each one appears.
Then list the practical recommendations the presenter makes.Meetings (Teams, Meet and Zoom)
- Teams: with a Microsoft 365 Copilot license, Copilot summarizes the recorded and transcribed meeting and lists the decisions and each person’s tasks.
- Google Meet: Gemini takes notes automatically on Google Workspace plans that include the feature.
- Zoom: has its own summary assistant on some plans.
Always let participants know that the meeting is being recorded or transcribed. See also how to use Copilot in Word, Excel, Outlook and Teams.
From the transcript below, write the meeting minutes with: decisions made, tasks (owner and deadline) and open items with no owner.
Stay faithful to what was said; if something was ambiguous, mark it as "to be confirmed".
[paste the transcript]Long emails and conversations
Summarize this email thread in 3 lines: what was requested, what has already been answered and what I still need to do.
[paste the emails]Books and long articles
For very long texts, ask for the summary in parts (chapter by chapter) and then an overall summary. The AI gets lost less and you keep control of the quality.
How to tell if the summary is good
- Check 2 or 3 points against the original, especially numbers and dates.
- Ask: “What was left out of this summary that could be important?”
- Be suspicious of summaries with no caveats or limitations at all: every document has some.
FAQ
Is there a file size limit?
Yes, and it varies by tool and by plan. If the file is too big, split it into parts or use NotebookLM, which accepts several documents.
Can AI read a scanned PDF?
Many can read text in images, but with more errors. Check names, numbers and amounts carefully. If the PDF won’t even open, see PDF won’t open.
