A pane beside the message you are reading. Roona writes the reply, the follow-up or the draft, in the tone and at the length you choose, and stops there: you are the one who clicks Send.
The risk with an AI email assistant is obvious to everyone: that it sends something on your behalf. Roona does not. It reads the message displayed in Outlook, asks you what you want to reply, in one line, and prepares the text in the pane. You choose the tone, warm or firm, the length, the language, and whether it should draw on your documents to quote the right lead time or the right rate. You correct it on the spot, then open it in a proper Outlook reply window, already filled in. The click on Send is yours. Replying, following up, declining, confirming an appointment: the same gesture for all of it, and it works from the message on screen, not from your whole inbox. Between two replies, the same pane files the exchanges that matter into your company memory: an accepted quote, a complaint, an agreement by email. Later replies draw on them.
You ask: Reply to Mr Hughes: his quote is ready, I’m sending it as an attachment, happy to talk it through.
Roona delivers: A complete, courteous reply, with the amount taken from the quote if it is in your company memory, opened in an Outlook window. The sign-off is there, the tone is yours. You attach the file, you send.
You ask: Polite reminder for invoice 2026-031, overdue by a fortnight.
Roona delivers: A courteous message that recalls the invoice, its date and its amount, offers to resend the document and ends with a simple question. Firmer tone if you ask for it.
You ask: Decline the trade show invitation, kindly, and suggest a meeting in October.
Roona delivers: A polite refusal, a thank-you, two proposed slots. The tone stays warm: you are declining the invitation, not the relationship. You adjust the dates and you send.
You ask: Reply in German to this supplier: we confirm the order, delivery before the 20th.
Roona delivers: The reply is written in German from your instruction in English, short and precise, ready to read over in Outlook. You choose the length: three lines are often enough.
You ask: Reply all: the site meeting moves to Thursday at 9 am, same address.
Roona delivers: A reply to everyone on the thread, three lines, the time made prominent. You check the list of recipients before sending.
You ask: File this email and its attachments in the memory for the Patel job.
Roona delivers: The message and its files are encrypted in your browser and filed in the Patel space of your company memory. The pane shows the cost in credits before starting, and Roona will then be able to reply citing this email.
You ask: A client is asking about our warranty period, reply with our terms.
Roona delivers: Roona looks up the period in the terms and conditions filed in your memory, writes the reply and cites the document the information came from. You read it over, you send.
You ask: Reply to this quote request: we can do the week of the 6th, I’ll come and measure up on Tuesday.
Roona delivers: A reply that confirms availability, proposes the slot for the measuring-up and asks for the exact address of the site. You read it over, you send.
“Tell him yes for Thursday, but not before 2 pm.” Roona reads the incoming message and writes the complete reply, sign-off included. It picks up the subject and the context of the message, in your own words. Reply, or reply all: you choose.
Warm, neutral or firm. Two lines or a detailed answer. In English, or in your correspondent’s language. The settings stay from one message to the next, you do not redo them every time.
A quote unanswered for ten days, an overdue invoice, a promised document that never arrives: open the original message and ask for a polite follow-up. Roona recalls the context, stays courteous, and proposes a clear next step. A third reminder can be firmer, without ever being curt.
Ask Roona to draw on your documents: the reply picks up the lead time from your terms and conditions, the rate from your price list, the reference of the quote you sent, exactly as you filed them in your company memory, and cites the document the information came from. No vague answer when the real answer is in your documents.
The draft stays in the pane, then in an Outlook reply window that you open yourself. No message goes out without your click. A draft is tied to the open message: you deal with it, you move on to the next one. Roona does not sort your inbox, moves nothing and deletes nothing.
A message on screen, or several ticked in one go, join the space of your choice in your company memory, attachments included. The content is encrypted in your browser before it leaves, and the pane shows you the cost in credits before it starts. Roona then uses it to reply, citing the original message.
No. Roona writes, you read it over, you send. The draft is offered in the pane, then in an Outlook reply window that you open yourself. Nothing goes out without your click, and nothing is sorted, moved or deleted in your inbox. A draft you do not open in Outlook goes nowhere.
Open the message, open the pane, and say in one line what you want to reply: “accept, but ask for a 30% deposit”. Choose the tone and the length, click Generate. The text is written in the pane; you edit it, then open it in Outlook to send it. A simple request uses few credits.
Yes. Open the message that went unanswered, or your own sent email, and ask for a follow-up: Roona recalls the subject, the context and the date, stays courteous and ends with a simple question. You choose how firm it should be.
The Outlook pane is built for preparing replies. For a summary of your recent exchanges, that is done in the RoonaWorks app, once your mailbox is connected: “summarise my last ten emails with the actions to take”, and you get the list.
The one you choose: yours, or your correspondent’s. You receive an email in German, you give your instruction in English, the reply comes out in German. Useful with a foreign supplier or a visiting client: you write as usual, Roona takes care of the language.
The email and its attachments join your company’s memory, alongside your contracts and your quotes, in the space you choose, personal or shared with the team. Roona then uses them to reply, citing the original message. The content is encrypted in your browser before it is sent, and hosted in Europe.
Yes, in the text of the reply: “propose Tuesday or Thursday afternoon”, “move it to next week with apologies”. Roona writes the message; you are the one who puts the appointment in the diary. If your calendar is connected to Roona, the app can create the event from the chat; the Outlook pane sticks to the message.
No. The tone, the length and the language you chose stay from one message to the next. You change them when a correspondent calls for it: firmer for a third reminder, shorter for an acknowledgement.
Outlook desktop and Outlook on the web, with a mailbox connected to Roona. The pane is the same on both. The installation guide walks you through it, and shows the steps to follow if your company’s administrator has to authorise the add-in.
To write a reply, the content of the displayed message is transmitted, encrypted, to servers located in Europe, and is never used to train an AI model. To file an email in your memory, it is encrypted in your browser before it leaves. Roona does not read your inbox in the background: it only sees the message you show it.