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

# Email AI V2 Settings in Outlook

> Adjust AI behavior, font and signature, and plugin options of the Email AI V2 add-in in Outlook

In the settings of the **DialogShift Email AI V2** add-in, you define how the AI phrases replies, how your emails look, and how the add-in behaves.

<video controls className="w-full aspect-video rounded-xl" src="https://mintcdn.com/dialogshift/Er9VC977PtQoBa65/videos/EmailAIv2Settings_web.mp4?fit=max&auto=format&n=Er9VC977PtQoBa65&q=85&s=e9f6de45dda59ac1faf789bf3faaa6c3" data-path="videos/EmailAIv2Settings_web.mp4" />

## Open the settings

1. Open the **DialogShift Email AI** sidebar in Outlook (via **Reply** → **Apps**).
2. Click the **gear icon** in the top right of the sidebar.

The settings menu has three tabs: **Instructions**, **Font & Signature**, and **Plugin**.

Use the **back arrow** to the left of the "Settings" heading to return to reply generation.

## "Instructions" tab

Here you control how the AI phrases replies and which rules it follows. Click **Save** at the bottom to apply your changes.

| Setting                                  | Meaning                                                                                                                                                                  |
| ---------------------------------------- | ------------------------------------------------------------------------------------------------------------------------------------------------------------------------ |
| **Salutation & closing**                 | Fixed phrases for greeting and sign-off, e.g. "Greet every guest with 'Moin Moin!'". Enter only salutation and closing rules here, no general tone rules.                |
| **Writing style**                        | General writing style and recurring phrases, e.g. "Use warm, casual language".                                                                                           |
| **Detect form of address automatically** | Enabled: The AI adopts the form of address (formal/informal) from the guest's message. Disabled: The stored default form of address is always used.                      |
| **Ask for missing information**          | Enabled: If the guest's details are incomplete, the AI asks targeted follow-up questions instead of creating a reply with gaps.                                          |
| **Suggest switching AI knowledge**       | Checks whether the inquiry belongs to another of your properties and, if so, suggests switching the knowledge area.                                                      |
| **About \[property name]**               | Free text for temporary or specific additional information that is not in the knowledge base, e.g. "Expect noise from construction work on the golf course over Easter". |
| **Generate booking links**               | Inserts direct booking links or booking buttons into suitable replies.                                                                                                   |
| **Check availability**                   | Takes live availability into account for booking inquiries.                                                                                                              |

## "Font & Signature" tab

Here you adapt text and buttons to the design of your property.

<Note>
  Advanced formatting is available in Outlook and Mozilla Thunderbird.
</Note>

| Setting                  | Meaning                                                                                                             |
| ------------------------ | ------------------------------------------------------------------------------------------------------------------- |
| **Booking button color** | Hex color code (e.g. `#44289D`) or selection via the color picker.                                                  |
| **Font**                 | Selection from the dropdown, e.g. "System font". Universal fonts are supported that render reliably on all devices. |
| **Font color**           | Hex color code for the text color (default: `#000000`).                                                             |
| **Signature**            | Your email signature. Use the editor toolbar to format text (bold, italic, links, lists, images).                   |

## "Plugin" tab

| Setting                                  | Meaning                                                                                           |
| ---------------------------------------- | ------------------------------------------------------------------------------------------------- |
| **Generate reply automatically on open** | Enabled: The AI creates the draft as soon as the add-in opens, without clicking "Generate reply". |
| **Language**                             | Language of the add-in's user interface.                                                          |
| **Log out**                              | Logs the current user account out of the add-in.                                                  |

The installed version of the add-in is shown at the bottom.