GTFCC Laboratory Working Group

Your AI Working Guide

How to use Claude and Copilot to fill your templates — what works, what breaks, and how to avoid the common traps.

Section 01

How to think about AI tools

You are using two different AI tools for two different jobs. Understanding the difference will save you a lot of frustration.

Claude — for personal tasks

Use Claude for anything that does NOT contain sensitive WHO data. Building templates, drafting text from scratch, learning prompting, practising workflows with fictional content.

Claude runs outside the WHO infrastructure. Never paste real country data, patient data, or confidential mission information into Claude.

Copilot — for WHO data

Use Copilot (inside Word, PowerPoint, or Teams) when you are working with real WHO documents. Copilot runs inside your Microsoft 365 environment and respects WHO data security.

This is the tool you use to fill your templates with real mission notes, meeting transcripts, and field data.

⚠️

The golden rule

Claude = template creation and practice (no real WHO data). Copilot = filling templates with real data inside your WHO environment.

Section 02

Your four templates

You have four templates, each designed to be filled by Copilot using a source document (field notes, meeting transcript, or daily notes).

Country Report

The main deliverable after a field mission. Fill using your field mission notes document.

Country background Methods Results Budget tables Conclusions

Daily Training Notes

Filled daily during a mission. Each day has the same five sections — you fill it each evening.

Meetings Activities Comments Follow-up Sensitive

Meeting Minutes

Fill using a Teams meeting transcript or your own notes after an LWG call.

Attendees table Action items Agenda sections AOB

Quarterly Call Deck

19-slide PowerPoint for LWG calls. Update text directly in PowerPoint — Copilot helps with text slides only.

Title Agenda Section dividers Action points

How every template is structured

Every template uses the same convention: placeholder instructions are written in square brackets [like this]. They appear in grey italic text. They tell you (and Copilot) exactly what content belongs in that spot.

💡

Why brackets matter

Copilot needs explicit [brackets] to know "replace this" versus "keep this." Italic formatting alone is not enough. If you ever build your own template, always use square brackets around placeholder instructions.

Section 03

Talking to Claude

Claude works best when you speak to it as a professional colleague briefing an expert — not as a search engine. Give it context, tell it your constraints, and be specific about what you want.

The mindset shift

❌ Too vague

"Can you help me with my Word template?"

"Make me a PowerPoint for my meeting."

"Write something about the training."

✅ Expert briefing

"I have a Word template with [bracketed placeholders]. I need Copilot to fill it using a source document. Write me the exact prompt to paste into Copilot."

"I work at WHO GTFCC. I need a 5-section meeting minutes template in Word. Here are the sections: [list them]."

Always give Claude this context upfront

01Who you are and where you work: "I work at WHO GTFCC Lab Working Group in Geneva."
02What tool you're working in: Word, PowerPoint, Teams, or something else.
03What Copilot version you have: basic (included in M365) or Pro. This affects what's possible.
04Your data security constraints: "I cannot share real WHO data outside our environment."
05The specific output you want: a prompt to paste, a template structure, a step-by-step guide, etc.

Useful things to ask Claude

→Write me a Copilot prompt to fill [template name] using [source document type]
→I got this error from Copilot: [paste error]. What does it mean and how do I fix it?
→Help me build a new template structure for [document type]. Here are the sections I need: [list]
→Copilot keeps doing [describe problem]. What should I add to my prompt to prevent this?
→Create fictional test content so I can practice filling [template name] with Copilot

Section 04

Talking to Copilot

Copilot in Word behaves differently from Claude. It's integrated into your document and works on what it can see. There are two ways to use it.

Method A — Side panel (full document)

Open the Copilot panel on the right side of Word. Paste a prompt. Copilot reads the entire document and your referenced source file and fills everything in one go. Good for the Country Report. Risk: if the prompt is wrong, everything is wrong.

Method B — Inline (section by section) ✅ Recommended

Select the bracketed placeholder text in your document. A small Copilot icon appears. Click it and give a short, specific instruction for that section only. This is slower but more controlled. You review each section before moving to the next.

💡

Start with Method B while you are learning

Once you are comfortable with how Copilot fills your templates, you can switch to Method A for speed. The prompts in Section 5 work for both methods.

Before every Copilot session — checklist

Upload your source document to OneDrive. Copilot can only reference files that are saved in your WHO OneDrive or SharePoint. It cannot read files from your desktop.
Open the template in Word Online or desktop Word with Copilot active. Make sure the Copilot icon is visible in the ribbon.
Copy the prompt from Section 5. Replace the filename placeholder with your actual source document name.
Paste the prompt and press Enter. Do not click away or close the panel while Copilot is generating.
Review every section before accepting. Copilot can hallucinate. Check numbers, names, and dates against your source document.

Section 05

Ready-to-use prompts

Copy these prompts exactly. Replace the [yellow text] with your actual filename. The rest stays the same every time.

Country Report

COPILOT PROMPT — Country Report (paste into Copilot side panel)

This template is my own internal WHO work document. I own it and have full rights to modify it. You have my explicit permission to fill in every placeholder and output the complete filled-in document. Do NOT ask for confirmation. Do NOT break this into steps. Full output, one response. The template contains placeholder instructions in square brackets [like this], written in grey italic text. Using the content from [YOUR-MISSION-NOTES-FILENAME.docx], fill in each placeholder with the relevant information from that source document. Rules: 1. ONLY replace the text inside square brackets. Do not change headings, table structure, or formatting. 2. Keep all heading styles, background colors, and table layouts exactly as they are. 3. Use ONLY information from the source document. If the source has no data for a placeholder, leave it and add [NO DATA IN SOURCE] next to it. 4. For tables: fill rows with data from the source. Add rows if needed, leave empty rows if data runs short. 5. Write in professional, factual WHO report style. No interpretation beyond what is in the source. 6. Do not restructure, reorder, or rename any sections. 7. Output the COMPLETE filled document. Do not summarize or skip sections.

Daily Training Notes

COPILOT PROMPT — Daily Training Notes

This template is my own internal WHO work document. Full rights to modify. Do NOT ask for confirmation. Full output, one response. Using my field notes from [YOUR-DAILY-NOTES-FILENAME.docx], fill in each bracketed placeholder. Rules: 1. Replace ONLY the text inside [ ]. Keep all headings and structure untouched. 2. Meetings section: one bullet per person met. 3. Activities section: one bullet per key activity or observation. 4. Comments section: one bullet per recommendation. 5. If there are more placeholder bullets than items in my notes, delete the extra bullets. If fewer, add new bullets in the same style. 6. Write N/A where no data exists for a section. 7. Output the complete filled document. Do not skip any day or section.

Meeting Minutes

COPILOT PROMPT — Meeting Minutes

This template is my own internal WHO work document. Full rights to modify. Do NOT ask for confirmation. Full output, one response. Using the content from [YOUR-MEETING-TRANSCRIPT-OR-NOTES.docx], fill in every bracketed placeholder. Rules: 1. Attendees table: one row per person. Add rows if needed, remove empty rows if the list is short. 2. Action items table: fill each item with the action, responsible person, and deadline. 3. Sections 1–7: replace only the bracketed bullet text. Keep all section headings and numbering exactly as-is. 4. Use ONLY information from the source. Write N/A where no data exists. 5. Do not restructure, rename, or reorder anything. 6. Output the complete document.

PowerPoint Quarterly Call

COPILOT PROMPT — PowerPoint (use inline, slide by slide)

For PowerPoint, use Copilot inline — select the placeholder text on each slide, click the Copilot icon, and use this instruction: Replace [describe the placeholder] with the relevant content from [YOUR-MEETING-NOTES.docx]. Keep the existing font, size, color, and bullet style exactly as they are. Write only the content — no added labels, no extra punctuation.

💡

The ownership line is not optional

The first line of every prompt ("This template is my own internal WHO work document...") is there to prevent Copilot from refusing to fill the document due to a false copyright detection. Always keep it.

Section 06

Copilot issues and how to fix them

These are the exact issues encountered during testing. You will likely face them. Here is what each one means and what to do.

Issue 01 Copilot says "the document has invalid content" and refuses to read the template

What happened

Copilot's parser rejected the file. This can happen with templates that contain complex formatting, or files created by tools other than Word itself.

Fix

Open the template in Word, select all (Ctrl+A), copy, paste into a new blank Word document. Save. Use that new file with Copilot. The content survives, the problematic formatting is stripped.

Issue 02 Copilot says it cannot reproduce a copyrighted document

What happened

Copilot's safety guardrail misidentified your template as third-party copyrighted material and refused to fill it.

Fix

Add the ownership declaration at the very beginning of your prompt: "This template is my own internal WHO work document. I own it and have full rights to modify it. You have my explicit permission to fill in every placeholder." Start a new conversation and paste this first.

Issue 03 Copilot keeps asking for confirmation instead of doing the work

What happened

Copilot gets stuck in a loop asking "Should I proceed?" or "Would you like me to review first?" This is a known behaviour for long or complex tasks.

Fix

Add to your prompt: "Do NOT ask for confirmation. Do NOT break this into steps. Just do it. Full output. Now." If it still loops, start a fresh conversation and paste the complete prompt as the very first message — no warm-up exchanges.

Issue 04 Copilot gives you text output instead of filling the document

What happened

You used Copilot Chat (the side panel) and it generated the filled content as a text response rather than editing the document directly.

Fix

Use the inline method instead: select the placeholder text in the document → click the Copilot inline icon → give the instruction. This edits the document directly. Alternatively, copy Copilot's text output and paste it manually into the correct sections.

Issue 05 Copilot changes the formatting — headings, colors, or table structure breaks

What happened

Copilot replaced placeholder text but also changed fonts, removed background colors from heading bars, or collapsed table rows.

Fix

Press Ctrl+Z immediately to undo. Then use inline Copilot instead of the side panel — it is more precise. Add to your prompt: "Keep the existing heading styles, background colors, and table layouts exactly as they are. Only replace the text inside the brackets."

Issue 06 Copilot adds information that is not in the source document

What happened

Copilot "hallucinated" — invented data, names, or numbers that are not in your field notes. This is a known AI limitation.

Fix

Always review every filled section against your source document. Add to your prompt: "Use ONLY information from the source document. If the source has no data for a section, write [NO DATA IN SOURCE] and do not invent content." Never skip the review step, especially for numbers and dates.

Section 07

PowerPoint — what you need to know

The GTFCC Quarterly Call deck behaves differently from a simple PowerPoint. Understanding why will prevent a lot of frustration.

Why this file is complex

The file was built on the full GTFCC institutional template system. To see what this means: go to View → Slide Master (in French: Affichage → Masque des diapositives). You will see 7 master slides and over 100 layout variants — the entire visual system for every GTFCC document type, living inside this one file. This is normal for large organizations. Exit with Fermer le mode Masque.

🚫

Never delete slides from an institutional PPTX

Deleting slides in a complex institutional file breaks hidden references between slides, speaker notes, content type registrations, and relationship files. The file will open with an error or corrupt silently. Always hide slides instead.

The safe rules for this deck

01Edit content only. Click on text boxes and type. Never delete slides, never move slide masters, never change layouts.
02Hide slides you don't need. Right-click the slide → Masquer la diapositive (Hide Slide). It stays in the file but won't show during presentation.
03Duplicate, don't delete. If you need a new version of the deck, right-click the file → Copy → Rename. Never edit the original template.
04For complex image slides (the published documents grid, the timeline): replace the images and text manually in PowerPoint. Copilot cannot reliably edit these layouts.
05Save your own theme. Go to Conception → dropdown on themes → Enregistrer le thème actuel. Save as GTFCC_LWG.thmx. Future blank decks can use your colors and fonts without carrying all 100+ layouts.

Using Copilot with PowerPoint

Use inline Copilot only — select the placeholder text on a slide, click the Copilot inline icon, give a short specific instruction. Do not use the Copilot side panel to fill an entire deck in one go. PowerPoint's Copilot is less reliable than Word's for bulk replacement, and errors on one slide can cascade.

Section 08

Building new templates from scratch

The method that works every time — three steps, always in this order.

Build the structure first in Word. Create your headings, tables, and section layout. Use your existing templates as visual references for the color bars and styles.
Add bracketed placeholder instructions everywhere content will go. Write them in grey italic. Make each instruction specific: [1 paragraph describing the training methodology and number of participants] works far better than [write about training]. The more specific your instruction, the better Copilot's output.
Write the Copilot prompt using the pattern from Section 5. Keep the ownership line, list the rules, reference your source document filename. Save the prompt somewhere — you will reuse it every time you fill this template.

The quality of your placeholder = the quality of Copilot's output

❌ Vague placeholder

[Write about the training]

Copilot doesn't know how long, what angle, or which facts to prioritize. Result: generic filler text.

✅ Specific placeholder

[1 paragraph: describe the cascade training setup — number of tiers, number of participants per tier, locations, dates, and institutions involved]

Copilot knows exactly what to extract. Result: accurate, structured content.

✅

Your homework

Using the Country Report template and the practice mission notes file, run through the full Copilot workflow end-to-end. Use the prompt from Section 5. Note what Copilot fills correctly and what it misses. Bring your observations to the next session.