The AI Extension for Outlook integrates seamlessly into your email workflow, empowering you to automate routine tasks while maintaining personalized interactions where it matters most. Designed to enhance productivity and streamline communication, this extension is an essential tool for managing customer operations efficiently.

Installation

Prerequisites

• Microsoft Outlook installed on your device.
• An active Penbox account.

Steps to Install the AI Extension

1. Visit the Installation Page:

   • Navigate to the Microsoft AppSource AI Extension page.

2. Add the Extension to Outlook:

   • Click on the Add button to integrate the AI Extension with your Outlook account.
   • Ensure you are logged in with the same account you use for Outlook.

3. Restart Outlook:

   • After installation, close and reopen Outlook to activate the extension.

4. Access the Extension:

   • Once Outlook restarts, the AI Extension will be available in your mailbox interface.

Pinable Extension

This feature allows you to keep the extension open, reducing the need to repeatedly open it.

• Read Mode:
  • Pin the extension while reading emails to access insights and perform actions without interruption.
• Compose Mode:
  • Pin the extension while composing emails to streamline your writing process and access relevant tools instantly.

Note: Pinning is mode-specific. You need to pin the extension separately for Read Mode and Compose Mode.

Features

Insights

Gain valuable information and streamline your email management with the following insight features:

• Email Summaries:

  • Automatically generate concise summaries of email content, enabling quick comprehension without reading entire messages.

• Action Extraction:

  • Identify and list actionable items directly from your emails, ensuring you never miss important tasks.

• Tags:

  • Visual tags are now displayed on your emails for better organization.
  • Upcoming feature: Customize tags according to your account preferences for personalized email categorization.

Interactions

Maintain a comprehensive view of your communications with enhanced interaction tracking:

• Complete Interaction History:

  • View a detailed history of all past and pending interactions with your contacts, providing context and continuity in your communications.

• Direct Deep Links to Forms:

  • Access forms you've sent via Penbox directly from the extension, facilitating seamless follow-ups and actions.

New Email Experience

Experience a revamped email composition interface designed for speed and ease of use:

• Automatic Contact Detection:

  • Automatically detect recipients from the "To" field, saving you time during email composition.

• Simplified Templates:

  • Access a clearer and more organized list of available email templates.
  • Improved search functionality makes finding the right template faster and easier.

• Quick Form Creation:

  • Create new forms directly within the extension without navigating to Penbox Studio.
  • How to Use:
    • Click on the New Form button within the extension.
    • Add necessary elements and labels.
    • Save the form instantly.

• Easy Form Settings:

  • Adjust form settings effortlessly with a more intuitive interface.

• AI-Generated Email Responses:

  • If no suitable message template is available, the AI Extension generates a draft response based on the email conversation and form content.
  • Add the generated response to your email with a single click.

• Signature-Friendly Integration:

  • AI-generated drafts are inserted above your Outlook email body, ensuring your signature remains intact and properly formatted.

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Quick Form

The Quick Form feature allows you to create customized forms on the fly, enhancing your data collection and interaction capabilities.

How It Works

1. Create a New Form:

   • Click on the New Form button within the AI Extension interface.

2. Add Form Elements:

   • Add the necessary elements to your form, such as text fields, files, and dates.
   • Assign appropriate labels to each element for clarity.

3. Save the Form:

   • Once all elements are added, add the form directly within the extension.

4. Smart Form Naming:

   • The extension automatically generates a form name based on the content and structure of the form, ensuring easy identification and organization.

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Getting Started

To make the most of the AI Extension for Outlook, follow these steps to familiarize yourself with its features:

1. Install the Extension:

   • Follow the installation instructions to add the AI Extension to your Outlook account.

2. Explore the Interface:

   • Open Outlook and locate the AI Extension panel.
   • Navigate through different modes (Read and Compose) to understand how pinning works.

3. Utilize Insights:

   • Open an email to see automated summaries and actionable items.
   • Organize your emails using visible tags.

4. Manage Interactions:

   • Access the interaction history to review past communications.
   • Use deep links to quickly follow up on forms sent via Penbox.

5. Compose New Emails:

   • Start a new email to experience the enhanced composition features.
   • Use templates and AI-generated responses to streamline your email writing process.

6. Create Quick Forms:

   • Experiment with the Quick Form feature to create and integrate forms seamlessly into your emails.

Frequently Asked Questions (FAQ)

Q1: Do I need a Penbox account to use the AI Extension?
A: Yes, an active Penbox account is required to integrate and utilize the AI Extension features fully.

Q2: Can I customize the tags displayed on my emails?
A: Currently, tags are visible on your emails. Customization options for tags will be available soon.

Q3: How do I access the Quick Form feature?
A: The Quick Form feature is accessible directly within the AI Extension interface by clicking the New Form button.

Q4: What happens to my email signature when using AI-generated responses?
A: AI-generated drafts are inserted above your Outlook email body, ensuring your signature remains intact and properly formatted.

Q5: Is the AI Extension compatible with all versions of Outlook?
A: The AI Extension is compatible with the latest versions of Microsoft Outlook. Ensure your Outlook application is up to date for the best experience.

Q6: How can I copy a link instead of inserting the entire email?
A: If you prefer to copy a link rather than insert the entire email, you can use the link icon located at the bottom of the AI Extension, right to the Insert button. Clicking this icon will copy the relevant information to your clipboard, allowing you to paste it anywhere in your email.