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Overview

The Workspace is AVA’s right-side panel—think of it as your AI-powered second screen. It provides three essential tools: Search (find and add files), Notes (capture and create content), and File Viewer (view and edit documents)—all without leaving your conversation.

Search Tab

Find files, meetings, and documents to add to conversations

Notes Tab

Rich text editor for capturing ideas and creating content

File Viewer Tab

View and edit SharePoint/OneDrive documents

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Search Tab

Your gateway to adding context to AVA conversations.

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Three Search Sources

  • Microsoft Files
  • Meetings
  • My Computer
Search your OneDrive and SharePointWhat you can find:
  • Personal files (OneDrive)
  • Shared documents (SharePoint sites)
  • Team files (Microsoft 365 Groups)
Features:
  • Full-text search across file contents
  • Filter by file type (Word, Excel, PowerPoint, PDF, etc.)
  • Filter by modified date
  • Filter by location (specific sites or folders)
  • Preview before adding to conversation
How to use:
  1. Type search term in search box
  2. Apply filters if needed
  3. Click file to preview
  4. Click “Add to Conversation” to include in chat context
Example: Search for “Q4 budget” → Filter to Excel files → Preview the file → Add to conversation → Ask AVA: “Summarize the key numbers in this budget”

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Search Tips

Better search terms = better results❌ Vague: “document” ✅ Specific: “Q4 sales forecast 2024”❌ Generic: “meeting” ✅ Specific: “standup meeting November 2024”
Narrow results quickly:File type filter:
  • Use when you know format: “budget” + Excel filter
  • Eliminates irrelevant file types
Date filter:
  • “Recent” vs “Modified in last 30 days” vs “Custom range”
  • Useful for finding latest versions
Location filter:
  • Specific SharePoint site
  • Specific folder path
  • Your OneDrive only
Always preview files first:
  • Verify it’s the right document
  • Check file size (large files slow conversation)
  • Ensure it’s the latest version
  • Confirm you have access
Click filename to open preview pane
You can add multiple files to provide complete context:Example workflow:
  1. Add current year budget (Excel)
  2. Add last year budget for comparison (Excel)
  3. Add budget guidance document (Word)
  4. Ask: “Compare budgets and check compliance with guidelines”
Limit: Up to 20 files per conversation (for performance)

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Notes Tab

Rich text editor for capturing ideas, taking notes, and creating content collaboratively with AVA.

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Features

Rich Text Formatting

  • Bold, italic, underline
  • Headings (H1, H2, H3)
  • Bullet and numbered lists
  • Blockquotes
  • Code blocks
  • Links

Collaborative Creation

  • Work with AVA to draft content
  • Copy chat responses to notes
  • Refine content iteratively
  • Keep notes across sessions

Export Options

  • Copy to Clipboard: Paste anywhere
  • Export to PowerPoint: Auto-generate presentation
  • Save to OneDrive: Store for later

Organization

  • Notes persist across sessions
  • Search your notes
  • Archive old notes
  • Share notes with team

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Common Use Cases

  • Meeting Notes
  • Content Drafting
  • Brainstorming
  • Task Planning
Workflow:
  1. Start AVA conversation during or before meeting
  2. Open Notes tab
  3. Take notes in real-time
  4. Use formatting for structure (headings, bullets)
  5. Ask AVA to summarize key points
  6. Copy AVA’s summary to notes
  7. After meeting: Export to Word or PowerPoint
Example:
# Product Roadmap Meeting - Nov 15, 2024

## Attendees
- Sarah (PM)
- John (Eng)
- Lisa (Design)

## Key Decisions
- Move Feature X to Q1 2025
- Prioritize mobile app improvements
- Defer API v3 to Q2

## Action Items
[ ] Sarah: Update roadmap deck by EOW
[ ] John: Size Feature X implementation
[ ] Lisa: Share mobile mockups next week

[AVA's meeting summary and insights copied here]

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PowerPoint Export

Special feature: Generate presentations directly from notes. How it works:
  1. Write or paste content in notes
  2. Use headings to structure (H1 = slide titles)
  3. Use bullets for slide content
  4. Click “Export to PowerPoint”
  5. AVA generates presentation:
    • H1 headings become slide titles
    • Content under each H1 becomes slide body
    • Bullets automatically formatted
    • Appropriate slide layouts applied
Example Notes: 
# Q4 Sales Results

- Revenue: $5.2M (↑ 23% YoY)
- New customers: 47
- Expansion: $890K

# Top Wins

- Acme Corp: $500K ARR
- TechStart: $250K ARR
- GlobalCo: $180K ARR

# Q1 Focus

- Expand enterprise segment
- Launch new product tier
- Increase partner channel
Result: 3-slide PowerPoint with formatted content Customization:
  • Edit slides in PowerPoint after export
  • Change themes and layouts
  • Add images and charts
  • Refine content

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File Viewer Tab

View and edit documents from SharePoint and OneDrive without leaving AVA.

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Features

  • View Mode
  • Edit Mode
  • Multi-Tab Support
Read documents without editingFeatures:
  • Full document preview
  • All file types supported (Word, Excel, PowerPoint, PDF)
  • Page navigation
  • Search within document
  • Zoom controls
  • Print option
Use Cases:
  • Reference documents while chatting
  • Review contracts during analysis
  • Check data in spreadsheets
  • View presentations
Example: Open Q4 budget Excel → View data → Ask AVA in chat: “Analyze the marketing spend in this budget”

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File Viewer Benefits

Problem: Constantly switching between AVA and SharePoint breaks flowSolution: Keep reference documents open in File Viewer while chattingExample:
  • Chat: “Review this contract for payment terms”
  • Viewer: Contract open for reference
  • Chat: “The payment schedule on page 5 seems unusual…”
  • No need to leave AVA
Problem: Need to make quick edits but don’t want to lose chat contextSolution: Edit directly in File Viewer, changes save automaticallyExample:
  • Discussing document with AVA
  • AVA suggests improvements
  • Switch to Edit mode
  • Make changes
  • Continue discussion about revised version
Benefit: Files open directly from SharePoint/OneDriveFeatures:
  • Always viewing latest version
  • Changes sync immediately
  • Respects SharePoint permissions
  • Maintains version history
  • Supports co-authoring
Security: Uses your delegated permissions—can only open files you have access to
Benefit: Open files remain available across sessionsFeatures:
  • Files stay open when you close AVA
  • Return later and files are still there
  • Quick access to frequently referenced docs
  • Can close individual tabs when done
Note: Files aren’t downloaded—always pulling from SharePoint

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Workspace Tips & Tricks

Before asking complex questions:
  1. Add relevant files via Search tab
  2. Add meeting transcripts if applicable
  3. Upload any external documents
  4. Then ask your question with full context
AVA has better context = Better answers
Use Notes tab throughout your workflow:
  • Capture ideas during brainstorming
  • Copy useful responses from chat
  • Structure thoughts before asking complex questions
  • Build documents iteratively
  • Create presentations from collected insights
When AVA references a document:
  • Open it in File Viewer
  • Verify AVA’s interpretation
  • Check specific sections
  • Make edits if needed
  • Continue informed conversation
Example workflow:
  1. Search: Add last month’s sales report
  2. File Viewer: Open current month’s data
  3. Chat: “Compare these two reports”
  4. Notes: Capture key findings
  5. Notes: Export summary to PowerPoint
Using all workspace features together = Maximum productivity
Speed up your workflow:Navigation:
  • Ctrl+1: Switch to Search tab
  • Ctrl+2: Switch to Notes tab
  • Ctrl+3: Switch to File Viewer tab
Notes:
  • Ctrl+B: Bold
  • Ctrl+I: Italic
  • Ctrl+K: Insert link
General:
  • Ctrl+F: Find in document (File Viewer)
  • Ctrl+S: Save (Notes/File Editor)

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Common Workflows

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Research & Analysis

1

Gather Materials

Search Tab: Find all relevant documents
  • Market research reports
  • Competitor analyses
  • Internal strategy docs
2

Review & Reference

File Viewer: Open key documents for reference
  • Keep 2-3 most important docs open in tabs
  • Can quickly check specific information
3

Analyze with AVA

Chat: Ask analytical questions
  • “Compare these companies’ approaches”
  • “What trends do you see across reports?”
  • “Identify gaps in our strategy”
4

Capture Insights

Notes: Document findings
  • Copy key insights from chat
  • Structure into clear sections
  • Add your own observations
5

Create Deliverable

Notes → Export: Generate presentation or report
  • Export notes to PowerPoint
  • Or copy to Word for detailed report

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Document Creation

1

Find Templates

Search Tab: Locate template or past examples
  • Search for similar past documents
  • Find company templates
2

Open for Reference

File Viewer: Keep template/example open
  • View in one workspace tab
  • Reference while creating new content
3

Draft in Notes

Notes: Create new document
  • Start with outline
  • Use AVA to draft sections
  • Build content iteratively
4

Refine & Edit

Chat + Notes: Improve content
  • Ask AVA for feedback
  • Request revisions
  • Copy improved versions to notes
5

Finalize

Export: Generate final document
  • Export to Word or PowerPoint
  • Make final edits in Office
  • Save to SharePoint

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Meeting Preparation

1

Find Past Meetings

Search Tab → Meetings: Locate related past meetings
  • Previous meetings with same attendees
  • Meetings on same topic
2

Gather Documents

Search Tab → Microsoft Files: Find relevant materials
  • Project documents
  • Data and reports
  • Previous presentations
3

Review Context

File Viewer + Chat: Review and analyze
  • Open key files
  • Ask AVA to summarize
  • Identify key points
4

Create Agenda/Materials

Notes: Prepare for meeting
  • Draft agenda
  • Create talking points
  • Prepare questions
  • Export to PowerPoint if presenting

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Workspace FAQs

  • Storage & Limits
  • Permissions
  • Features
Q: How many files can I have open? A: Up to 20 files in File Viewer tabs simultaneouslyQ: Are uploaded files stored permanently? A: Files uploaded via “My Computer” are deleted after 90 days of inactivityQ: How much can I write in Notes? A: No practical limit; notes support very long documentsQ: Do notes sync across devices? A: Yes, notes are stored in your AVA account and available on any device

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Next Steps

Try Workspace

Get started and explore workspace features

Workspace Tips

Advanced techniques and workflows

Notes Best Practices

Maximize productivity with Notes

File Management

Organize and work with files effectively