AIDU User Manual

Welcome to AIDU

AIDU is an AI assistant for Outlook that helps you write replies, track conversations, and stay on top of your inbox. It lives both inside Outlook (as an add-in) and on the web (at aidu.ai/app), so you can work from wherever you are.

Get running in 4 steps

From zero to a working setup in under 5 minutes.

• 1
  Create your account Go to aidu.ai/app and click Sign in with Microsoft. This links your Microsoft identity to a new AIDU workspace.
• 2
  Complete onboarding Set up your organization, connect your inbox and calendar, and (optionally) link your CRM. The dashboard tracks your progress — see Onboarding overview.
• 3
  Install the Outlook add-in Install AIDU from Microsoft AppSource or directly inside Outlook. Your IT admin may have already deployed it organization-wide.
• 4
  Open AIDU on an email Select any email in Outlook and click the AIDU icon in the ribbon. The add-in only appears when an email is selected — see Where to find AIDU.

Your 14-day free trial

Every new workspace gets 14 days of full access to all features. No credit card required to start. The trial activates as soon as you finish organization setup.

How onboarding works

When you first sign in, your dashboard shows a "Complete your setup" card with a progress circle. There are two onboarding tracks: organization setup (one-time, for your workspace) and personal integrations (per user, for your inbox, calendar, and tools). Each step takes a minute or two.

Set up your organization

The organization onboarding is the first thing you'll see after signing in. It captures the context AIDU needs to write on your behalf — your company name, what you do, and the knowledge base AIDU can reference.

• 1
  Organization details Enter your organization name and primary domain. This becomes your workspace identity inside AIDU.
• 2
  Organization summary Fill in company details — legal name, description, founded year, country, industry, LinkedIn/Twitter, and team size. AIDU uses this when generating replies so its tone fits your business.
• 3
  Knowledge base Upload documents or configure sources AIDU should reference — product info, FAQs, pricing pages, sales playbooks. Adds depth and accuracy to generated drafts.
• 4
  Trial activated You'll see "Your 14-day free trial is now active" with confirmation that all features are unlocked. From here, the dashboard takes over.

Set up your integrations

Personal integrations connect AIDU to the tools you actually use every day. You'll see the header "Set Up Your Integrations" with the subheading "Connect your tools and customize how AIDU works for you."

• 1
  Email integration Connect your Outlook inbox so AIDU can read messages, categorize them, and draft replies. You'll be asked to grant Microsoft permissions during this step.
• 2
  Calendar integration Connects your calendar so AIDU understands meetings, availability, and follow-ups.

  • Smarter responses — replies that respect your availability.
  • Auto-join meetings — AIDU joins calls and captures notes.
  • Meeting summaries — automatic recap of what happened.
  • Always up-to-date — context refreshes as your calendar changes.
• 3
  CRM setup Optional — connect HubSpot, Salesforce, Zoho CRM, or Pipedrive. Once linked, AIDU can sync companies, contacts, deals, and email activity automatically.
• 4
  Install AIDU for Outlook The final step prompts you to install the Outlook add-in. You can install from AppSource or manually inside Outlook. If your IT admin has already deployed it, you can skip this — see Where to find AIDU.
• 5
  You're done The home page switches to "Your workspace is ready" with a green checkmark and a list of what to try next.

Install from Microsoft AppSource

The fastest, most secure way to install AIDU. Microsoft AppSource is the official marketplace for Outlook add-ins — installs are verified and update automatically.

1. Open the AIDU listing on Microsoft AppSource.
2. Click Get it now and sign in with your Microsoft account if prompted.
3. Approve the installation. The add-in appears in Outlook within a few minutes.

Install manually inside Outlook

If you can't reach AppSource, you can install AIDU directly from Outlook.

1. Open Outlook on desktop, or go to outlook.office.com.
2. Click Get Add-ins in the ribbon (or go to File → Manage Add-ins).
3. Search for "AIDU" and click Add.
4. Open any email and click the AIDU icon in the ribbon to sign in.

Where to find AIDU in Outlook

AIDU only appears when an email is selected. If nothing is highlighted, the add-in won't show up.

• 1
  Select an email Open your inbox and click any message. The Outlook ribbon updates to show actions for that email.
• 2
  Open the ribbon Look at the toolbar at the top (Outlook web/desktop) or the action bar (Outlook for Mac).
• 3
  Click the AIDU icon The AIDU panel opens on the right side of Outlook with replies, summaries, and actions tailored to the selected email.

Official Microsoft guides (with screenshots)

For platform-specific instructions and screenshots, Microsoft maintains step-by-step guides for every Outlook variant. These are the same links you'll find inside the AIDU dashboard.

• Outlook for Windows (new & classic) and Outlook on the web
• Outlook.com (personal Microsoft accounts)
• Outlook for Mac
• Turn an add-in on in Outlook for Windows

Your AIDU dashboard

Sign in at aidu.ai/app to land on your home page. What you see depends on how far through onboarding you are.

Before you finish setup

The header reads "Welcome back, [your name] 👋" with the subheading "Let's get your workspace ready." Below it, a "Complete your setup" card shows your progress and the next step.

After setup is complete

The page switches to "Your workspace is ready" with a green checkmark and:

• Connected accounts — your mailbox and Outlook account status.
• Outlook add-in status — a green "Installed" badge or an amber "Not installed yet" prompt with an Install button.
• Where to find AIDU in Outlook — a collapsible visual walkthrough.
• What's next — cards for inviting your team, integrations, insights, and customization.

Trial banner

During the trial you'll see a banner showing "You're on a free trial" with a "Trialing" badge and the number of days remaining. When the trial ends, it changes to "Your trial has ended" with a link to pick a plan.

Preferences & settings

Open Preferences from the side menu to tailor AIDU's behavior. Changes save instantly — you'll see a toast confirm each toggle.

Email Automation

• Auto-generate reply drafts — AIDU drafts replies for incoming sales emails so you start from a draft, not a blank page.
• Auto-move to category folders — Emails are sorted into Lead, Negotiate, Order, and Post-Sales subfolders.
• Include "AIDU signature" in emails — Appends a signature to AIDU-generated drafts.

CRM Integration (admins only)

These settings apply organization-wide.

• Auto-sync company data — Push company records to your CRM.
• Auto-sync person/contact data — Keep contacts in sync.
• Auto-sync deal data — Update deals based on email signals.
• Auto-log emails to CRM — Log conversations against the right account or deal.

Privacy

• Usage analytics — Anonymous usage data sharing. We use analytics to understand how features are used. No personal email content is collected.

The full AIDU platform

The Outlook add-in is just one surface. The web dashboard gives you team management, analytics, integrations, and customization.

Explore everything at aidu.ai →

Troubleshooting