GII-AI User Guide

What GII-AI can do

• Draft and improve emails, letters, reports, and business writing.
• Translate between supported business languages.
• Summarize documents, emails, meeting notes, and selected content.
• Read files you attach in the chat (PDF, Word, Excel, PowerPoint, text) - use Attach a file, drag one in, or paste it.
• Turn a Teams meeting into structured notes: for transcribed meetings on your calendar, just ask summarize my last meeting; or download the transcript (Recap or the meeting chat) and attach it. Either way: overview, decisions, action items with owners, open questions.
• Send the AI Notetaker into a meeting you were invited to and get live catch-ups, notes at the end, and a searchable library. Open the Notetaker tab in Teams or m365.goettsch.com/notes.
• Explain or analyze selected Word text and Excel ranges.
• Suggest Excel formulas and help interpret spreadsheet data.
• Answer questions from approved company reference documents.
• Look up customers, invoices, quotes, orders, and vendors live in Business Central, right from the add-in (what you see follows your account's permissions).
• Search and read YOUR OWN mailbox: summarize the last email from Klabin, find the email about the retrofit. Nobody can ask about anyone else's mail.
• Look up machinery sales-pipeline information and parts-customer history.
• Create downloadable Word, Excel, PowerPoint, and PDF files.
• Prepare Outlook replies and, when enabled, save drafts to your Outlook mailbox.

Signing in

Browser

1. Go to chat.goettsch.com.
2. Select Sign in with Microsoft.
3. If Microsoft asks which account type to use, select Work or school account.
4. Sign in with your @goettsch.com account.

Some Goettsch addresses may also exist as personal Microsoft accounts. Always choose the work or school account for GII-AI and Microsoft 365.

Microsoft 365 add-in

The add-in normally uses the account already signed in to Microsoft 365. If its header says Not signed in, select Sign in and use your Goettsch work account.

Using GII-AI in the browser

The browser interface is best for longer conversations, file uploads, company research, and creating downloadable files.

Write a clear request

A useful request normally includes the task, context, audience, and constraints such as tone, language, length, format, and facts that must remain unchanged.

Continue the conversation

You can refine the previous answer with instructions such as “Make it shorter,” “Use a warmer tone,” “Translate that version into Spanish,” or “Turn the recommendations into a checklist.” Start a new chat when changing to a different customer, project, or sensitive context.

Attach a document

Use the attachment button when GII-AI needs to work from a file, then state exactly what it should extract or create.

Create an Office file

Ask directly for the file type and structure: “Create a Word document,” “Create an Excel workbook,” “Create a PowerPoint presentation,” or “Create a PDF.” Download and review the generated file before distributing it.

Save an Outlook draft from chat

If Outlook Drafts is enabled for your account, provide the exact recipient address, subject, and body or drafting instructions.

GII-AI saves the message in your Outlook Drafts folder. It does not send it. Open Outlook, review the recipient and content, and send it yourself.

The Microsoft 365 workflow

The add-in is a chat, like the one at chat.goettsch.com. Type what you need, press Enter, and keep the conversation going with follow-ups.

1. Open GII-AI from Apps or Add-ins.
2. To work with the item you have open, select Attach current content (in Outlook the open email attaches automatically) or tap a suggestion chip such as Summarize this email.
3. Type your request and press Enter (Shift+Enter for a new line).
4. Refine with follow-ups: "shorter", "in Spanish", "now check if that invoice is paid".
5. When an answer should go into your document or reply, use the Copy, Insert into email, or Replace selection buttons under that answer.

Word

1. Open a document and select the text GII-AI should use (with nothing selected, the whole document is attached).
2. Open Home → Add-ins or Apps → GII-AI.
3. Select Attach current content or a chip such as Improve writing, then describe what you want.
4. Review the answer. Use Copy to preserve the original, or Replace selection to swap in the new text.

Excel

1. Open a workbook and select the cells GII-AI should use.
2. Open Home → Add-ins or Apps → GII-AI.
3. Select Attach current content or a chip such as Explain formulas, then ask your question.

The add-in reads the selected range, including its values and formulas. Use Copy and paste results where you want them after reviewing; GII-AI does not write into cells.

Outlook

Ask about a message

1. Open the email message and open Apps → GII-AI. The open email attaches automatically.
2. Tap a chip (Summarize this email, Translate to English) or type your own question, including live ones like "has the invoice they mention been paid?".

Prepare a reply

1. Tap Draft a reply or describe the reply you want.
2. Refine it with follow-ups until it reads right.
3. Select Insert into email under the answer.

GII-AI inserts the draft into a compose window or opens a reply containing the suggested text. It does not send the message.

Teams

Find the app

1. Open Apps in Teams and search for GII-AI.
2. Select Open or Add.
3. To keep it visible, right-click it under … More apps and choose Pin.

You can also add it from the + menu in a team, channel, group chat, or meeting details page.

Message GII-AI directly (the bot)

Open the GII-AI app in Teams and use its Chat - message it like a coworker: is invoice 312286 paid? You get the same live answers as everywhere else, under your own permissions, and the conversation also appears in your history at chat.goettsch.com. Say new chat to start fresh.

Use the Teams tab

The tab works like the chat everywhere else - type or paste content and ask. Use Copy under an answer to paste it into the appropriate Teams chat or channel.

The Notetaker tab

The Notetaker tab (also at m365.goettsch.com/notes) is where you send the AI Notetaker into a meeting and read what it captured.

• Invite it is the simplest way: add AI Notetaker ([email protected]) to the meeting invite, the same as any other attendee. It emails you back to confirm, then joins when the meeting starts and sends you the notes at the end. Remove it from the invite to call it off. For a meeting that repeats, inviting the series covers every occurrence. The confirmation and the notes go to the meeting's organizer, so if you forward someone else's invite to it, the organizer is the one who gets them.
• Upcoming lists the Teams meetings on your calendar. Choose Send now or Join at start, or paste a join link. It only joins meetings you were invited to, and it announces in the meeting chat who sent it.
• Brief, next to each upcoming meeting, is your one-page prep: who is attending and their role, the customer in Business Central with recent quotes and orders (no amounts), your last meetings with these people and their open action items, and recent email threads from your own mailbox, with a short write-up on top. Nothing is stored; Email me this brief sends it to you.
• Live now shows the transcript as it happens. Stepped away? Catch me up summarises the last 5, 10 or 20 minutes.
• Meetings is your library: notes with decisions and action items, the transcript with speaker names, who spoke how much, and a box to ask questions about one meeting or across all of them. Meetings a colleague covered show up too when you were invited to them, marked Shared: you can read, download and ask, and only the person who sent the notetaker can change or erase them. Download the Word file or email the notes to whoever needs them.

Useful prompt examples

Customer email

Translation

Document summary

Sales history

Customers by country

Parts communication

Safe and responsible use

During the pilot, use standard business content. Do not upload or paste passwords, API keys, banking credentials, payroll information, medical information, government identifiers, or other highly sensitive personal data unless IT has specifically approved that workflow.

• Treat AI output as a draft, not an approved final answer.
• Verify important claims against the source document or company system.
• Never let GII-AI invent an email address, price, approval, date, or customer commitment.
• Review every email before sending and every document before sharing.
• Use company documents for company-specific facts; public web information about Goettsch may be outdated.
• If web search is enabled, do not include confidential company content in the search request.
• Report unexpected access to information you should not be able to see.

Troubleshooting

GII-AI says “Not signed in”

Select Sign in, use your Goettsch account, and choose Work or school account. If the problem continues, sign out, close the browser, and try again in an InPrivate or Incognito window.

The add-in is not visible

Search under Apps in Teams or Outlook and under Home → Add-ins in Word or Excel. Restart the application or sign out and back in. Newly assigned applications may take time to appear.

“Use current content” returns nothing

In Word or Excel, select the text or cells first. In Outlook, open an individual message rather than only highlighting it in the message list.

Outlook draft access is denied

Sign out of chat.goettsch.com, sign back in with Microsoft, and accept the requested permission. If it continues, IT may still need to enable Outlook Drafts for your account or tenant.

The result is incomplete or incorrect

Do not apply or send it. Add the missing context, identify the incorrect part, and ask GII-AI to revise it. For important facts, provide the authoritative source.

Report an error

Email [email protected] with your name, application, device/browser, approximate time, exact error or correlation ID, steps to reproduce, and a screenshot with confidential content removed. Do not include confidential document or email content.

Quick reference