> ## Documentation Index
> Fetch the complete documentation index at: https://docs.varios-ai.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Using Office Add-ins

> Use VARIOS AI in Microsoft Word and Outlook

The VARIOS AI Add-in lets you use the assistants available to you directly in Microsoft Word and Outlook. Your administrator deploys the Add-in centrally and determines which assistants are available.

## Prerequisites

* The VARIOS AI Add-in has been assigned to your Microsoft 365 organization.
* You are using a supported version of Microsoft Word or Outlook.

<Info>
  If **VARIOS AI** is not visible, restart the Office application. Deployment through Microsoft 365 may take some time.
</Info>

## Select an assistant or model

If more than one assistant or more than one model is available to you in the Add-in, the Add-in displays a picker. You can use it to switch the assistant or model directly in the Add-in. Your selection determines how VARIOS AI processes your request.

If only one assistant or one model is available to you, the Add-in hides the picker. In this case, the Add-in automatically uses that single assignment.

If an assistant or model you need is not listed, it has not been made available to you. Contact your administrator in this case.

## Work in Microsoft Word

<Steps>
  <Step title="Open the Word document">
    Open the Word document.
  </Step>

  <Step title="Start VARIOS AI">
    Start **VARIOS AI** from the ribbon.
  </Step>

  <Step title="Select the text">
    Select the text you want to edit. Without a selection, you can also send VARIOS AI a general instruction or question.
  </Step>

  <Step title="Choose an editing action">
    Choose a quick action for the selected text or enter your own instruction.
  </Step>

  <Step title="Apply the response">
    Review the response and add it to your document.
  </Step>
</Steps>

The quick actions **Fix**, **Rephrase**, and **Summarize** are available for selected text. You can also enter your own instruction, for example: “Rewrite the selected section to make it clearer and more decisive.”

| Action                | Result                                                                              |
| --------------------- | ----------------------------------------------------------------------------------- |
| **Insert**            | Inserts the response at the end of the current selection or at the cursor position. |
| **Replace selection** | Replaces the text selected in Word with the response.                               |
| **Copy**              | Copies the response to the clipboard.                                               |

## Work in Microsoft Outlook

### Compose or reply to emails

<Steps>
  <Step title="Open an email draft">
    Open a new email or a reply.
  </Step>

  <Step title="Start VARIOS AI">
    Start **VARIOS AI** from the Outlook ribbon.
  </Step>

  <Step title="Select draft text">
    Select text in the draft if needed.
  </Step>

  <Step title="Choose an editing action">
    Choose a quick action for the selected text or enter your own instruction.
  </Step>

  <Step title="Insert or copy the response">
    Review the response. Then select **Insert** or **Copy**.
  </Step>
</Steps>

**Insert** adds the response at the cursor position. If text is selected in the draft, the response replaces that text.

Examples of custom instructions:

* “Make the reply friendlier and more concise.”
* “Summarize the points in three bullet points.”
* “Translate the selected text into English.”

### Understand received emails

<Steps>
  <Step title="Open the email">
    Open the email in reading mode.
  </Step>

  <Step title="Start VARIOS AI">
    Start **VARIOS AI** from the Outlook ribbon. The Add-in uses the open email as context.
  </Step>

  <Step title="Choose an email action">
    Select **Summarize**, **Draft reply**, or **Key points**. Alternatively, enter your own question about the email.
  </Step>

  <Step title="Reuse the result">
    Review the result and copy it into a reply or another document if needed.
  </Step>
</Steps>

In reading mode, VARIOS AI cannot insert the response directly into the email. Use **Copy** instead.

## Get better results

* Specify the goal, desired length, and tone, for example, “concise, factual, and in three bullet points.”
* Select the specific section if your request applies to only part of the content.
* Select **New chat** when you start a new topic so previous messages do not affect the result.
* Review the result before saving or sending it. Pay particular attention to names, numbers, dates, and factual statements.

## Troubleshooting

| Problem                       | Solution                                                                                                  |
| ----------------------------- | --------------------------------------------------------------------------------------------------------- |
| **VARIOS AI** is not visible  | Restart the Office application. If the problem persists, contact your administrator.                      |
| The Add-in remains blank      | Reopen the document or email and restart the Add-in. If the problem persists, contact your administrator. |
| A request cannot be processed | Check that the appropriate assistant is selected and submit the request again.                            |
| An assistant is missing       | Ask your administrator to check whether the assistant has been enabled for the Add-in.                    |
| A response cannot be inserted | Place the cursor at the intended position and try again. Alternatively, use **Copy**.                     |