Working with the Word Add-In

The GovEagle Word Add-In brings AI-powered proposal writing directly into Microsoft Word, enabling you to draft, edit, and refine narrative content without leaving your document. This is where most proposal teams spend the majority of their authoring time, working on technical approaches, management plans, past performance narratives, and other written sections.

For instructions on installing and opening the add-in, see Authoring Workspace Overview.

Common Word Add-In Use Cases

Creating Annotated Outlines

Ask GovEagle to analyze your solicitation and create a detailed proposal outline with requirements mapped to each section.

Example prompt: "Create an annotated outline for the Technical Approach volume based on Section L and M requirements"

Drafting Proposal Sections

Request first drafts of narrative sections, specifying the requirements to address and desired page length.

Example prompts:

• "Draft a 3-page technical approach for Task 1 (SOW Section 3.1) addressing evaluation criteria M.2.1"

• "Write an executive summary highlighting our key discriminators for this opportunity"

• "Create a past performance narrative for our NASA ACES contract that addresses the relevancy criteria in Section M"

Editing and Refining Content

Ask the AI to review, improve, or revise existing content in your document.

Example prompts:

• "Read this section and make it more concise while keeping all key points"

• "Strengthen the win themes in the paragraph I've selected"

• "Review this draft for compliance with requirement L.3.2.1"

Compliance Checking

Verify that your content addresses all required elements from the solicitation.

Example prompts:

• "Check whether this section addresses all requirements in PWS 3.2"

• "Review this technical approach against evaluation criteria M.2"

• "Identify any missing requirements that should be addressed in this section"

Continuing Existing Content

Let GovEagle read what you've already written and continue in the same style and voice.

Example prompt: "Read this document and continue writing the next subsection in the same style and tone"

Reading Your Current Document

A powerful feature of the Word Add-In is GovEagle's ability to read and understand the content already in your document. This allows the AI to:

• Match your existing writing style and tone

• Maintain consistency across sections

• Continue narratives without repetition

• Edit specific passages while preserving surrounding context

To use this capability, include phrases like:

• "Read this document..."

• "Based on what I've written above..."

• "Continue from where the current section ends..."

• "Review the selected text..."

• "Fill in the missing content for this section..."

When you select text in your Word document before making a request, GovEagle focuses specifically on that selection.

Modifying Content in Your Document

If you have auto-accept turned on, GovEagle will automatically modify your documents. If you have auto-accept turned off, you must manually apply the changes recommended by GovEagle. The details below show how to manually apply those changes.

Making Large Scale Changes

When generating large blocks of continuous content, GovEagle will display a gray block which can contain:

1. Content like an annotated outline, a compliance matrix, or tables

   1. This content also can contain style metadata based on your message to ensure you get the styles you want. For instance, you can specify that you want all the headings to have the custom style of “Heading 3”, and GovEagle will embed that style as metadata for all heading content.

2. The option to insert either at cursor or at position. This is explained further below.

Insert at Cursor

To apply edits, you should:

1. Place your cursor where you want the content to be inserted

2. Click on the “Insert at cursor” button

3. Verify that GovEagle inserted the content into your document

Insert at Position

When you select Insert at Position, GovEagle will recommend an insert location based on selected text.

To apply edits, you should:

1. Click on the “Insert at this position” button

2. Verify that GovEagle inserted the content into your document

Making Small Scale Changes

For smaller changes, GovEagle will display a different set of blocks.

Delete Text

To delete text, highlight the desired text in the Word document and prompt GovEagle to delete the selected text. Then, you will see a block like the one below. Click “Apply Edits” to apply the deletion.

Replace Text

To replace text, highlight the desired text in the Word document and prompt GovEagle to replace it. Then, you will see a block like the one below. Click “Apply Edits” to apply the replacement.

Format Text

To format text, highlight the desired text in the Word document and prompt GovEagle to format it in a certain style, font, or size. Then, you will see a block like the one below. Click “Apply Edits” to apply the formatting.

Write Comments

You can ask GovEagle to generate comments by prompting it to make comments.

Track Changes Mode

The Word Add-In provides a track changes setting that can be used in with the auto-accept setting. Enabling track changes allows GovEagle to redline your document rather than applying the changes directly.

You can toggle the track changes mode via the settings panel below the chat input box.

GovEagle’s editing behavior can change based on how track changes and auto-accept settings are set.

Edit blocks, as mentioned below, are rectangular items that appear from a GovEagle message that directly allows you to edit the word document. They often are labeled with Apply Edits.

Suggestion blocks, also mentioned below, are similar except that they will make redlines as described by this Microsoft documentation. They are labeled with Suggest Edits.

Working with Templates

If you're using a Word template with predefined styles, headings, and formatting, GovEagle respects that structure when inserting content.

Example workflow:

1. Open your proposal template

2. Navigate to the section you want to populate

3. Ask GovEagle to draft content for that section

4. Insert the response, which will automatically use your template's styles

You can also ask GovEagle to fill in template sections:

See Working with Templates for more detailed guidance on template integration.

Iterating on Content

If the AI's first response isn't exactly what you need, continue the conversation to refine it.

Example iteration:

• First request: "Draft a management approach for Task 2"

• Follow-up: "Make it more focused on our team's qualifications"

• Further refinement: "Add specific examples from our past performance"

• Final adjustment: "Reduce to 2 pages while keeping the key discriminators"

Each iteration builds on the previous response, allowing you to guide the AI toward the exact content you need.

Best Practices for Word Add-In

Highlight Text for Targeted Changes To best show GovEagle what you are looking for, you can highlight the text as context.

Start with Clear Requirements Always reference specific solicitation sections, evaluation criteria, or task requirements in your prompts. This ensures the AI generates compliant, targeted content.

Specify Length and Format Tell GovEagle how long the content should be and any format requirements (page limits, paragraph structure, etc.).

Use Active Voice Ask for content written in active voice with specific examples. Example: "Write this using active voice and include quantifiable results from past performance."

Review Before Inserting Always review AI-generated content before inserting it into your document. Make sure it aligns with your strategy and accurately represents your organization.

Combine AI and Human Expertise Use GovEagle for first drafts and structural content, then apply your subject matter expertise, proposal strategy, and competitive insights to refine it.

Reference the Prompting Guide See the Prompting Guide for detailed strategies on crafting effective prompts and getting the best results from the AI.

Save Frequently As with any Word document, save your work regularly. The add-in works with standard Word files, so use your normal save and version control processes.

Tips for Common Scenarios

For Technical Approaches: "Draft a technical approach for [Task/Requirement] that demonstrates our solution using active voice and specific examples from our past performance. Address evaluation criteria [M.X.X]."

For Management Plans: "Create a management approach for [Task] that highlights our team structure, key personnel, and quality processes. Reference our organizational chart and relevant past performance."

For Past Performance: "Write a past performance narrative for [Contract Name] that demonstrates relevance to [Current Requirement]. Include contract details, our role, quantifiable outcomes, and client contact information."

For Executive Summaries: "Create a 2-page executive summary that highlights our top 3 discriminators, addresses all evaluation factors, and uses customer-focused language."

Troubleshooting

AI doesn't have enough context: Make sure you've selected the correct opportunity and that solicitation documents have been uploaded. Check that relevant content is included in the content scope.

Response is too generic: Provide more specific prompts with exact requirements, desired length, and references to your content library. Ask for concrete examples rather than general statements.

Content doesn't address the right requirements: Explicitly cite the solicitation sections, evaluation criteria, or task requirements in your prompt.