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Fixing document formatting with Claude

4 min read

Fixing document formatting with Claude

https://www.youtube.com/watch?v=DXDn4GCgqos D-Squared channel Here is a Markdown summary and step-by-step guide based on the video tutorial on fixing AI document formatting using Claude.

Perfect AI Document Formatting with Claude Projects & Skills

The Problem: AI is excellent at writing content but terrible at following specific company formatting (colors, fonts, spacing, tables). Users often have to copy AI content into a template and manually fix the styling. The Solution: A two-tier approach using Claude Projects and Claude Skills to reverse-engineer a document’s design for pixel-perfect generation.

Phase 1: The Simple Approach (Foundation)

Recommended for basic needs, but creates “okay” formatting.

1. Create a Template

Start with an empty document (e.g., Word Doc) that contains all your desired formatting: headers, tables, logos, fonts, and spacing.

2. The “What / Why / How” Prompt Framework

Write a base system prompt using these three components:

  • What: The Task & Role (e.g., “You are an expert SOP writer…”).
  • Why: The Intent (e.g., “We are growing and need to delegate tasks…”).
  • How: Constraints & Context (e.g., “5th-grade reading level, extremely clear instructions, output as .docx”).

3. The Prompt Improver

Don’t use your raw prompt.

  1. Go to the Claude Console (or use ChatGPT).
  2. Use the Prompt Improver feature.
  3. Paste your base prompt.
  4. The AI will rewrite it into a robust, structured prompt with best practices (scratchpads, XML tags, etc.).

4. Create a Claude Project

  1. Open Claude and go to Projects > New Project.
  2. Instructions: Paste the improved system prompt here.
  3. Files: Upload your blank Template document here.

Phase 2: The Advanced Approach (Pixel-Perfect)

This builds on Phase 1 to solve design inconsistencies.

Step 1: Reverse Engineer the Design

You need the AI to understand the “DNA” of your document.

  1. Open a fresh Claude chat.

  2. Upload your Template file.

  3. Prompt: “I want you to methodically reverse engineer this template. Extract out the exact design, colors, fonts, formatting, styles, logos, etc. Ensure that we can recreate this design on a recurring basis, perfectly pixel for pixel match.”

  4. Claude will generate a set of design files (markdown specs, JSON code, extracted images/logos).

  5. Download All of these files.

Step 2: Create a Claude “Skill”

A “Skill” is a folder of prompts, style rules, and code that Claude can call upon.

  1. Go to Profile > Settings > Capabilities > Skills.

  2. Enable the “Skill Creator” (a meta-skill provided by Anthropic).

  3. Start a New Chat.

  4. Upload the Design Files you downloaded in Step 1.

  5. Prompt: “Using the skills creator skill, I want you to create a skill that when called ensures that any docs generated by the AI matches our template pixel for pixel. Attached are the details you’d need to ensure that’s the case. Make sure to include that in the skill you create.”

  6. Claude will generate a Skill card at the bottom of the chat. Click Save Skill.

Step 3: Update the Project

  1. Go back to the Claude Project created in Phase 1.
  2. Open Project Instructions.
  3. Add this Single Line to the instruction set: “Make sure to always use the [name-of-your-new-skill] skill when creating the docx document to ensure it’s a perfect match to our templates formatting/style.”

The Result

When you run a request (e.g., “Here is a transcript, turn it into an SOP”), Claude will:

  1. Read the Project Instructions.
  2. Trigger the Skill you created.
  3. Use the reverse-engineered design data (Hex codes, exact spacing, logos).
  4. Output a downloadable .docx file that looks identical to your original company template.

Key Takeaways

  • Templates are key: Always provide a blank example.
  • Skills are portable: While this uses Claude’s “Skills” feature, you can manually download the skill files and upload them to ChatGPT or Gemini to achieve similar results.
  • Reverse Engineering: Let the AI define the style guide rather than trying to describe it manually.

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