User's Guide

Installing the Add-in

Creating a Template

Using a Template

To insert a template into an email, simply open the Response Templates side panel and click on the template you'd like to use. The content will be inserted directly into the active email window at the cursor position.

Response Templates works in all compose scenarios:

• Replies — Respond to incoming emails with pre-written answers
• New messages — Start a fresh email with template content
• Forwards — Add standard context or instructions to forwarded emails

Editing & Deleting Templates

To edit a template, open the side panel, locate the template you'd like to change, and select the edit option. Update the name or content as needed and save your changes. They take effect immediately.

To delete a template, select the delete option from the template's menu in the side panel. Deleted templates are removed permanently.

Template Groups

Template groups let you organize your templates into named categories. For example, you might create groups like "Client Replies," "Internal," or "Follow-Ups" to keep things tidy as your template library grows.

Creating a Group

Renaming & Deleting Groups

Hover over a group header to reveal the edit and delete icons. Click the pencil icon to rename a group inline, or click the delete icon to remove it. When you delete a group, the templates inside are not deleted — they simply move to the Ungrouped section.

Expanding & Collapsing Groups

Click the chevron arrow on any group header to expand or collapse it. Response Templates remembers your expand/collapse preferences, so they persist across sessions.

Assigning Templates to Groups

When creating or editing a template, you’ll see a Groups multi-select field. Use it to assign the template to one or more groups. A single template can belong to multiple groups at the same time — for example, a "Meeting Confirmation" template could live in both "Client Replies" and "Scheduling."

The Ungrouped Section

Templates that aren’t assigned to any group appear under the Ungrouped section at the bottom of the side panel. This section is always visible as long as you have at least one group, so you can easily drag templates into it to remove them from a group.

Drag & Drop Sorting

You can rearrange both groups and templates by dragging and dropping them in the side panel.

Reordering Templates Within a Group

Drag a template up or down within the same group to change its position. The new order saves automatically and persists across sessions.

Moving Templates Between Groups

Drag a template from one group onto another. When you drop it, a prompt asks whether you want to:

• Move — removes the template from the source group and adds it to the destination group.
• Copy — keeps the template in the source group and also adds it to the destination group (it now belongs to both).
• Cancel — returns the template to its original position.

Moving Templates to Ungrouped

Drag a template from any group into the Ungrouped section to remove it from that group. The template is not deleted — it simply becomes ungrouped and can be reassigned later.

Reordering Groups

Drag a group header up or down to change the order in which groups appear. The Ungrouped section cannot be dragged and always remains in its fixed position.

Managing Your Account

Your account is tied to the email address and account name you provided during registration. If you need to update your account information or delete your account entirely, please contact us at support@lookoutsoftware.com.

Sign-In & User Management

Response Templates supports two ways to sign in to your account:

• Microsoft SSO — Sign in using your Microsoft account. No password is required.
• Email & Password — Sign in using your email address and password.

Both methods can be available on the same account. Users with a Microsoft account linked to the account domain can choose either method.

Accounts Created with Microsoft SSO

Signing Up

When you create an account using Microsoft SSO, Response Templates sends you an email with a temporary password. This gives you a fallback option to sign in with email if Microsoft SSO is ever unavailable.

• You do not need to use or change this password when signing in with Microsoft.
• If you choose to sign in with email instead, you will be prompted to change the temporary password on first login.

Adding Users

Account administrators can add users manually to Microsoft SSO accounts. When a new user is added:

• The user receives an invitation email with their credentials (account name, email, and temporary password).
• If the user belongs to the Microsoft account domain, they can sign in with Microsoft SSO or email.
• If the user signs in with email, they must change the temporary password on first login.

You can enter a Microsoft account email or any other email address when adding a user.

Importing Users

When users are imported into an account, each user receives an invitation email with their credentials (account name, email, and temporary password). The same sign-in rules apply — password change is required only when signing in with email.

Resetting Passwords

• A temporary password is sent to the user via email.
• The user can continue to sign in with Microsoft SSO without using the new password.
• If the user signs in with email, the temporary password must be changed on first login.

Accounts Created with Email

The sign-up and sign-in workflow for email-based accounts has not changed. The one new capability is:

• Microsoft sign-in for manually added users — If an account administrator adds a user manually, that user can now sign in with Microsoft SSO in addition to email and password.

Quick Reference