If you are familiar with the primedocs add-in for Word, PowerPoint and/or Excel, you will notice that the add-in for Outlook starts a little differently. This is because the add-in is not really involved in the process of replying to emails, checking mailboxes etc. It only becomes active when you write (or reply to/review) an email. It only becomes active when you write (or reply/forward) an email.

Outlook main window

You will see the following in the main Outlook window:

Open

Email Templates button

The only indicator for primedocs is the “Email templates” button with the primedocs signet.

When you click this button, email templates are available for selection in the corresponding section if your organisation has already provided any. To create an e-mail from a template, simply click on the template. You can then complete and send the message.

The primedocs section contains a link to primedocs desktop and to this end user manual.

New e-mail message

If a new message is opened, the primedocs Outlook add-in comes into play:

Open

primedocs group

primedocs / Save / Recipient / Profile / Language

The first part of the ribbon is identical to the add-in in Word, PowerPoint and Excel.

Signatues

The Signatures drop-down button is only available in Outlook. Here you can select which email signature you would like to use if the default signature is not suitable. Depending on the configuration, you can choose between an internal and an external signature or even more. The internal signature is usually much shorter and does not contain any general company contact information.

Content group

Snippets

This button brings up the same sidebar as in Word. This means that you will find exactly the same text modules here that you created in Word. Of course, it works in exactly the same way the other way round.

Signature

The Signature button is simply an On/Off switch with which you can display or hide the signature.

Campaign

Below the Signature button you will find the Campaign drop-down button. Here you can select a campaign banner to be inserted into the signature of your message - provided that your organisation provides ongoing email campaigns.

Auto signature

The Auto signature checkbox is activated by default and works as follows: if it is activated, the recipients of your email are checked. If only internal addresses are involved, the system automatically switches to the internal signature. However, as soon as an external e-mail address is recognised, the system automatically switches to the external signature (as Outlook does not have the option of sending selective signatures to recipients).

Formatting group

The text formatting tools correspond to the standard Outlook tools. These are also available here so that you can work without having to switch back and forth between the ribbons.

Gruppe Completion

Spelling

This button performs a spell check for your message.

Attach File

Attach File opens a drop-down menu of recently opened files and allows you to attach these files directly - or, if you prefer, search for a specific file and attach it.

Attach Item

The Attach item dropdown button is similar to Attach file, but also includes business cards and other item

Check Names

This button is very useful: you can add a list of names and after clicking on this button, Outlook will try to match the names with the known email addresses. This allows you to address an e-mail quickly and easily. There is a keyboard shortcut for this: Ctrl+K.

Tags group

Follow Up

With Follow-up, you can flag an email for follow-up using Outlook's built-in flagging system, which automatically creates a task.

High / low Importance

The two buttons mark this email accordingly.