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How to use the AI Assistant

Updated

This article explains how to leverage AI via the AI assistant in the Library pane in order to rework existing pieces of text and boost efficiency when working in Word, PowerPoint, Outlook, and Excel.

  Prerequisites

  • Library and Universal AI Assistant or Custom AI Assistant modules enabled.

Using the AI Assistant in Word, PowerPoint, Outlook, or Excel 

  1. Open Word, PowerPoint, Outlook, or Excel.
  2. Click on the second icon, AI Assistant.
  3. Select the text, shape, or cell that should be reworked using AI.
  4. In the AI Assistant, select the desired option you would like to execute.

    • If the current suggestion does not meet expectations, click on New suggestion to generate another suggestion. The arrows can be used to toggle between the generated suggestions.
    • If the current suggestion meets expectations, click on Insert text to replace the original text with the suggestion.

  Important

Due to a Microsoft limitation in Excel, when a user inserts AI-generated text via Insert text, it clears the undo history. Users cannot undo any changes made prior to or including that insertion in Excel.

AI Assistant Shortcut Menu

In order to ensure the AI Assistant can be accessed and used easily in your workflow, the shortcut menu allows you to highlight text in PowerPoint or Word, and instantly select your desired prompt from the small button that appears next to the text.

  1. Open Templafy in PowerPoint or Word.
  2. Highlight the text that should be reworked with AI.
  3. A small button will appear.
    • Hover over the button to see and select from a list of your available prompts.
  4. Select the desired option to execute.
  5. A suggestion will be displayed in the AI assistant.
    • If the current suggestion does not meet expectations, click on New suggestion to generate another suggestion. The arrows can be used to toggle between the generated suggestions.
    • If the current suggestion meets expectations, click on Insert text to replace the original text with the suggestion.

  Important

If you are working on multiple monitors with different sizes / resolutions, to ensure proper placement of the shortcut menu button, use the Office display setting "Optimize for compatibility". You can set this in your Office application by going to Options > General > User Interface Options.

How to disable and enable the shortcut menu

In case you'd like to disable or enable the shortcut menu, you can follow the below steps:

  1. Open the Templafy task pane in Word or PowerPoint.
  2. Click on bottommost icon, User options.
  3. Open the dropdown App preferences.
  4. Under Show assistant menu on text selection uncheck Show shortcut menu when text is selected to disable the shortcut menu.

Suggesting a New Prompt Template

If you have an idea for another prompt template that would help you work more efficiently, you can submit that idea to your admins directly in the AI Assistant section.

  1. In the Templafy task pane, click on AI Assistant.
  2. At the bottom, click on Request new prompt.
  3. Enter your prompt and click Send request.

Related to

Teams ai assistant end_user_role
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