Professionally – Quick Start Guide
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Sarah K.
Re: Meeting request
Team Updates
Weekly sync notes...
hi sarah, just checking if we're still on for tuesday's meeting...
Dear Sarah,
I wanted to confirm our meeting scheduled for Tuesday. Please let me know if the time still works.
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qs-01-hero — Professionally sidebar inside Microsoft Outlook
What Is Professionally?
Professionally is an AI writing assistant that lives inside Microsoft Outlook. Instead of switching between tools, you get one-click rewrites, tone control, grammar fixes, translations, thread summaries, and smart quick replies — all directly in your inbox.
Works in Outlook Desktop (Windows & Mac) and Outlook Web.
The Interface at a Glance
Subject: Request to Confirm Our Meeting
Hello, I am Amin Soltani, and I would like to know if we are still meeting as planned.
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🌐 Translate & Tone selector
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‹ 2/2 › version navigation
5
↩ Insert text / ↺ Rewrite
qs-02-annotated-sidebar — labeled UI overview
Two modes switch automatically:
- Write Mode — Active when you open a new compose or reply window
- Read Mode — Active when you open an email to read it
Draft Your First Email in 3 Steps
Step 1 — Type Your Draft
qs-03-step1-editor — type your rough draft in the content area
Click inside the text editor and type a rough version of your email. It doesn't need to be polished.
"hi john, just checking in on the proposal, let me know if you need anything, thanks"
Step 2 — Choose a Tone
Select tone
✏️Fix Grammar
Professional
Formal
Friendly
Confident
hi john, just checking in on the proposal…
qs-04-step2-tone-dropdown — tap "Tone:" to open the selector
| Tone | Best for |
|---|
| Professional | Standard business emails |
| Formal | Legal, finance, executive audiences |
| Friendly | Colleagues, warm follow-ups |
| Confident | Proposals, negotiations |
| Casual | Internal team chats |
| Fix Grammar | Polish without changing your words |
You can also create a Custom Tone based on your job title during onboarding.
Step 3 — Click Rewrite
✏️ Your draft
hi john, just checking in on the proposal, let me know if you need anything, thanks
→
✨ Rewritten
Subject: Follow-Up on Proposal
Dear John, I am writing to follow up on the proposal. Please do not hesitate to reach out.
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qs-05-step3-before-after — Rewrite button transforms draft; navigate 3 versions
- Use ‹ › arrows to browse up to 3 AI-generated versions
- Not happy? Edit in the text area and rewrite again
- Ready? Click ↩ Insert text — Outlook fills your compose window with the result
Key Features
Summary
The email confirms the meeting scheduled for Tuesday and requests availability confirmation from the recipient.
Tuesday works perfectly for me. I'll see you then — please send over the agenda when you have a chance.
Quick replies
×
Accept invitation
Propose alternate date
Request specifics
Or
qs-06-quick-replies — tap ⚡ Quick reply for 3 AI suggestions; or type your own
| Feature | How to Use |
|---|
| Rewrite | Type draft → choose tone → click ↺ Rewrite |
| Fix Grammar | Select "Fix Grammar" from Tone menu → click Rewrite |
| Translate | Click 🌐 Translate button or Tools → Translate |
| Summarize | Opens automatically in Read Mode; or Tools → Generate summary |
| Quick Replies | Click ⚡ Quick reply for 3 AI suggestions |
| Custom Tone | Settings (⚙) → Customize Tone |
Tips for Best Results
- Keep your draft between 10 – 1,000 words for optimal AI output
- Set your preferred language in Settings so rewrites always match
- Professionally remembers quick reply suggestions per email — no waiting if you re-open
- A 5-second cooldown appears after each action — this is normal
Need Help?
Our support team is happy to help. Reach us at support@professionally.ai or visit professionally.ai.
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