Office Document Review

Office Document Review

Use this skill when the user wants you to inspect a OneDrive/SharePoint-style folder tree, locate a subfolder by name/date, and proofread all documents in it for spelling and grammar.

This is a workflow skill, not a single-app skill: it covers local file-system browsing, document text extraction, and batch proofreading notes.

Triggers

• "go to the OneDrive folder"
• "look in folder X and then folder Y"
• "proofread all those documents"
• "check for spelling/grammar errors in the docs"
• "review the files in this folder"

Core workflow

1. Resolve the real path first

• Prefer a filesystem path over guessing from the user’s wording.
• Folder names in casual speech may not match the actual on-disk name exactly.
• If the exact folder cannot be found, list the visible folder names and state what is missing before asking for clarification.

2. Search the tree recursively

• Use the live file tree to locate the target folder and confirm the actual path.
• When the user gives a date-like folder name, search for variant spellings and punctuation (6-2-26, 6.2.26, 6_2_26, 6-2-2026) before assuming it does not exist.

3. Inventory the documents

• Identify all files in the target folder.
• Group by extension and prioritize editable office docs (.docx, .doc, .odt, .rtf, .txt) before PDFs or spreadsheets.

4. Extract readable text

• For Word/Office files, extract the text in a way that preserves headings and paragraphs as much as possible.
• If the file-reading tool rejects .docx as binary, do not classify the document as unreadable and do not repeat the same call across the batch. A DOCX is a ZIP package: validate it with Python zipfile, then use python-docx when available or extract word/document.xml and convert paragraph/table XML to bounded text. Record package validity, paragraph/table counts, and extraction method. Use native Word or PDF rendering separately when layout—not just text—is under review.
• When validating generated fixtures, compare extracted text against the fixture specification or authoritative .txt source before opening Word. A valid ZIP alone does not prove the fixture contains the intended content.
• For scanned or image-based files, use OCR or an extraction tool first.
• If a file is not meaningfully text-reviewable after at least one appropriate format-specific fallback, say so explicitly instead of pretending to proofread it.

5. Proofread for two passes

• Pass 1: spelling, grammar, punctuation, capitalization.
• Pass 2: obvious clarity issues, duplicated words, inconsistent dates/names, and broken formatting that would change meaning.
• Keep business wording intact unless the user asked for rewriting.

6. Report findings file-by-file

• Summarize each document with:
• file name
• issue count
• short list of fixes or concerns
• If no issues are found, say that clearly.

7. Do not silently modify files unless asked

• The default action is review/report.
• If the user wants edits, confirm the target files and whether they want tracked wording changes or a clean rewrite.

Pitfalls

• Casual folder names may be approximate; always verify the actual folder names seen in the tree.
• A folder search that returns the parent tree but not the exact folder is not a success; say what was found and what was not.
• If the user says they downloaded the files, re-inventory the local download folder first; do not assume the original folder contents or the original extension set survived the move.
• Do not claim “everything is fine” for a batch until each file was actually inspected.
• If a document is large, inspect enough of it to make a real proofreading judgment rather than sampling one paragraph and extrapolating.
• Keep the user informed if the folder path is ambiguous instead of asking generic questions.

Verification

Before closing the task, confirm:

• the folder path was resolved,
• every target document was identified,
• each document was reviewed or explicitly excluded with a reason,
• and the final report separates true findings from non-reviewable files.

Session note file

Practical notes

• Always verify the exact business OneDrive root before drilling into a dated subfolder.
• If the user says "OneDrive" in a work/document-review context and does not qualify which account, default to the work tenant first (OneDrive - <work tenant>) rather than the personal OneDrive. Keep the two trees mentally separate and say which root you are using when ambiguity could matter.
• If folder recursion on a synced OneDrive tree is unstable, list the parent first and narrow the search in smaller steps instead of forcing a full tree walk.
• When direct recursion throws Resource deadlock avoided, try a shallow parent find/inventory pass and then inspect the exact subfolder file-by-file.
• If the user says they downloaded the files, re-inventory the local download folder first; do not assume the original folder contents or extensions survived the move.
• Keep the final review file-by-file so the user can see what was actually checked.

Session reference

• When the user asks for "edits needed," separate true spelling/grammar fixes from OCR or extraction artifacts and label each file accordingly.