--- title: AI Magic: Edit Word, PowerPoint, Excel and PDF Files with One Instruction | HelpRange url: https://www.helprange.com/feature-ai-magic --- AI magic # Describe the change – get a new copy of the document with the layout kept **Short answer:** Yes – in HelpRange you click ✨ next to a Word, PowerPoint, Excel or PDF file, describe the change (new client, prices, dates, a translation) and get a new copy with the layout kept. You review every change before it is saved, and the original is never modified. From Pro ($39 per team a month). Click ✨ next to a document in a folder and write what should change: “Change the client to ACME Ltd and raise all prices by 10%.” HelpRange makes a new copy of the Word, PowerPoint, Excel or PDF file with those changes, in the same layout. You review every change before anything is saved – the original stays exactly as it was. [Start free trial](https://www.helprange.com/#signUpSection) [Live demo](https://www.helprange.com/demo) [See pricing](https://www.helprange.com/pricing) ### One instruction, every place Write the change in your own words – a new client name, new prices, new dates, a reworded or translated section. The AI changes every place in the document that needs it, and nothing you did not ask for. ### Layout and formatting kept The file is edited in place, not rewritten: fonts, bold and colours, tables, images and the page layout stay as they were. Only the changed text is replaced. ### Was → is, change by change Before saving you see the new pages and a list of every change, the old text next to the new one. Untick any change you do not want and update the preview – no extra AI request. ### The original is never modified AI magic always creates a new document. The file you started from is not changed, and its links keep showing the same version. ### Refine or discard Not quite right? Add another instruction – “also change the contact person” – and get a new version of the preview. Or discard it. ### Upload to folder when you are happy Only “Upload to folder” adds the new file – to the same folder, with the same link protection as the original. Previews you do not upload are deleted after 24 hours. ## How it looks in HelpRange *Offers 2026 #### Offers 2026 **Offer – Northwind Logistics.docx** AI magic: a new document with your changes **Price list 2026.xlsx** ### 1. ✨ next to the document In a folder, ✨ AI magic sits next to every PDF, Word, PowerPoint and Excel file you can open. *AI magic Offers 2026 #### AI magic Offer – Northwind Logistics.docx – Describe what to change. The AI makes a new document with your changes and keeps the layout. The original stays as it is. What should change? Change the client to ACME Ltd, raise all prices by 10% and move the start of work to 1 February 2027. Change the clientRaise prices by 10%TranslateUpdate dates Name of the new file Offer – ACME Ltd.docx Create previewCancel You see a preview first – nothing is added to the folder until you click “Upload to folder”. Previews not uploaded are deleted after 24 hours. ### 2. Describe the change Type the instruction or start from an example, and check the name of the new file. Each preview uses one AI request. *AI magic – Preview #### AI magic – Preview Only you can see this preview. Nothing has been added to the folder yet. Brightline Studio Offer for ACME Ltd Website redesign and support Website redesign – 13,200 EUR Monthly support – 990 EUR Start of work: 1 February 2027 Name of the new file Offer – ACME Ltd.docx Upload to folder Changes (4) ✓Offer for Northwind Logistics Offer for ACME Ltd ✓Website redesign – 12,000 EUR Website redesign – 13,200 EUR ✓Monthly support – 900 EUR Monthly support – 990 EUR ✓Start of work: 1 December 2026 Start of work: 1 February 2027 Untick a change to leave that text as it was. Update preview Refine e.g. Also change the contact person to Anna Novak. Refine Discard ### 3. Check every change, then upload The new pages on the left, every change on the right: the old text crossed out, the new text in green. Untick, refine or discard – the folder gets the file only when you click “Upload to folder”. Made-up example data. The screens are simplified copies of the real ones. ## What happens in each format ### Word (DOCX) Any paragraph can change – headers, footers and footnotes included. The new text keeps the formatting of the words it replaces, down to bold or italics inside a sentence. ### PowerPoint (PPTX) Text on every slide can change. When the new text is longer – a translation, for example – the text box shrinks the text to fit instead of spilling over. ### Excel (XLSX) Text cells and number cells can change. Formulas are left as they are and recalculated when the workbook is opened in Excel or another spreadsheet app, so totals follow the new prices. ### PDF Changed lines are rewritten in the same place, size and colour, in the closest standard font; images and drawings stay. Longer text is shrunk to fit, and the preview tells you which pages to check. ## What AI magic is good for – and what it does not do AI magic changes the text and numbers already in a document. It does not design new pages or add new sections. ### Good for - A proposal or quote for a new client - Price lists with new prices - Contracts and templates with new names, dates and amounts - A presentation translated into another language - Rewording a paragraph or a slide - Correcting a name or a term everywhere in the document ### Not supported - Scanned PDFs and images – there is no text to change - Password-protected PDFs - Older .doc, .ppt and .xls files – save them as DOCX, PPTX or XLSX first - Adding new paragraphs, slides, rows or pages - Charts, pictures, speaker notes and rotated text in PDFs - Files over 20 MB, over 200 pages or with more than 150,000 characters of text The AI can make mistakes – that is why every change is listed and nothing is saved before you check it. How it works **1. Click ✨ next to a document** In a folder, click ✨ next to a PDF, Word, PowerPoint or Excel file and describe the change. The name of the new file is filled in for you. **2. Review the preview** See the new pages and every change, was → is. Untick what you do not want, refine with another instruction or discard the preview. **3. Upload to folder** The new file goes into the same folder with the original’s link protection. Share it like any other document. AI magic is part of Pro ($39 per team per month, $31 billed yearly), Max ($87), Unlimited ($174) and the Deal Room Pass ($199 once for 90 days), and you can try it in the 3-day trial. Each preview and each refinement uses one AI request: 50 a month on Pro and Max, 100 on Unlimited and the Deal Room Pass, one in the trial. [Plans & pricing](https://www.helprange.com/pricing) FAQ ## AI magic – questions Is the original document changed? No. AI magic always makes a new document. The original file, its links and its statistics stay exactly as they were. Can I check the changes before they are saved? Yes. You see the new pages and a list of every change with the old and the new text. Untick a change to leave that text as it was, ask for more with Refine, or discard the preview. Nothing is added to the folder until you click “Upload to folder”. Which files work? PDF, Word (DOCX), PowerPoint (PPTX) and Excel (XLSX), up to 20 MB, 200 pages and 150,000 characters of text. Older .doc, .ppt and .xls files have to be saved in the newer format first. Does it work on scanned documents? No. A scanned PDF or an image has no text layer the AI could change, so AI magic tells you there is nothing to edit. Password-protected PDFs cannot be opened either. Will the layout stay the same? In Word, PowerPoint and Excel files only the text of the changed paragraphs and cells is replaced, so fonts, tables, images and the page layout stay. In a PDF, changed lines are rewritten in the same place in the closest standard font and shrunk if the new text is longer; the preview warns you about any page to check – for example when text may not fit or the number of pages changes. What happens to Excel formulas? Formulas are not touched. When a number changes, the workbook is marked for recalculation, so totals and other formula results are updated when the file is opened in Excel or another spreadsheet app. Who can see the preview? Only the person who created it. The preview is not in the folder and no link points to it. Previews that are not uploaded are deleted after 24 hours. Is my document used to train AI models? The document’s text is sent to the AI only to make the changes you asked for and is not used by HelpRange to train models. Which plans include AI magic? Pro, Max, Unlimited, the Deal Room Pass and the 3-day trial. Each preview and each refinement uses one AI request of your team; unticking changes and updating the preview does not. Related [AI offer generator](https://www.helprange.com/feature-ai-offer-generator)[AI document assistant](https://www.helprange.com/feature-ai-document-assistant)[Share any file](https://www.helprange.com/feature-share-any-file)[Proposal tracking](https://www.helprange.com/proposal-tracking)[E-signature](https://www.helprange.com/feature-e-signature)[Pricing](https://www.helprange.com/pricing) ## Try it on your own documents 3-day free trial, then a free plan. No credit card required. [Start free trial](https://www.helprange.com/#signUpSection)