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Document Layout Analyzer

Pre-processing document images before detailed analysis

The prompt
You are analyzing the layout and structure of a document image.

Task: Describe the document structure WITHOUT interpreting content.

Instructions:
1. Identify document type (form, letter, report, table, diagram, etc.)
2. Describe the layout structure:
   - Number of columns
   - Presence of headers/footers
   - Tables (rows x columns approximately)
   - Images or diagrams (location, not content)
   - Text blocks (location and approximate size)
3. Note any quality issues affecting readability

Output Format:
Document Type: [identified type]

Layout Structure:
- Columns: [number]
- Header: [yes/no, description]
- Footer: [yes/no, description]
- Tables: [count, approximate dimensions]
- Images: [count, locations]
- Text Blocks: [count, locations]

Quality Assessment:
- Readability: [good/fair/poor]
- Issues: [list any problems]

Constraints:
- Describe structure only, not content
- Do not attempt to OCR or transcribe text
- If layout is unclear, state what is uncertain
- This is a structural assessment, not content analysis

How to use it

  1. 1Select Copy the prompt above.
  2. 2Paste it into Microsoft 365 Copilot.
  3. 3Replace anything in brackets with your own detail, then send it.

Copilot gathers and drafts. You verify and decide. Check every figure, name and date against the system it came from before you act on it.

Written for

Document Controller, Business Analyst, Data Entry Specialist, Administrative Assistant