User Guide

Master the Workflow

A visual step-by-step guide to using FlowDrafts for professional Outlook outreach.

Step 01

Launch & Activate

FlowDrafts integrates directly into your Outlook message window, offering secure hardware-bound activation and optional fields for user and team identification.

  1. Start by creating a new message, go to the "FlowDrafts" tab in the Outlook Ribbon and click "Activate".
  2. Take your license code from the account page (or it will be pre-filled if deployed via IT) and paste it into the license field.
  3. Click the "Activate" button to enable the add-in features.
FlowDrafts Ribbon Group
Activation Dialog Box
Step 01

Launch & Activate

FlowDrafts integrates directly into your Outlook message window, offering secure hardware-bound activation and optional fields for user and team identification.

  1. Start by creating a new message, go to the "FlowDrafts" tab in the Outlook Ribbon and click "Activate".
  2. Take your license code from the account page (or it will be pre-filled if deployed via IT) and paste it into the license field.
  3. Click the "Activate" button to enable the add-in features.
FlowDrafts Ribbon Group
Activation Dialog Box
Step 02

Paste from Excel

FlowDrafts removes the need for manual data entry with native support for tab-separated values and CSV files. The add-in utilizes an intelligent parsing engine to automatically map columns and validate your recipient data in real-time for maximum accuracy.

  1. In Microsoft Excel, select and copy your recipient data. Ensure it follows this structure: [Company Name, Name 1, Email 1, Name 2, Email 2, etc.].
  2. In the FlowDrafts task pane, navigate to the "Recipients" tab.
  3. Paste your copied data into the input field, ensuring you select whether your data includes headers or not.
  4. Click the "Parse Data" button to automatically populate your companies and contacts table.
Excel Data Selection
Recipients Grid Paste
Step 03

One-Click Personalization

Draft your master email and configure dynamic content rules. FlowDrafts provides a centralized dashboard for managing greetings, built-in tags, and custom tags directly within Outlook.

  1. Navigate to the "Message" tab in the FlowDrafts task pane.
  2. Configure your greeting logic, including name thresholds and fallback terms (e.g., "All" or "Team").
  3. Use the built-in tag buttons to inject data into your message. Hold Shift while clicking a button to insert the tag into the subject line instead.
  4. Define your "Custom Tags" to create additional personalization layers for your campaign.
Toolbar Personalization Buttons
Greeting Configuration
Step 04

Bespoke Overrides & Files

Take full control of your outreach with row-level customization. FlowDrafts allows you to manage recipients, map unique attachments, and override custom tags for individual firms, all within a single, integrated interface.

  1. Manage your campaign list by manually adding or removing companies and individual contacts directly within the "Recipients" grid.
  2. Update company names or contact information on the fly to ensure perfect accuracy for every personalized email.
  3. Click the folder icon (📁) to open the attachments dialog and map unique files that will only be delivered to that specific recipient.
  4. Select the tag icon (🏷️) to open the Custom Tag Overrides window, allowing you to tailor specific data points for individual firms.
Row-Level Icons
Attachments Mapping Dialog
Custom Field Overrides
Step 05

Team Handoff

Prepare a campaign and hand it off to a colleague. The entire setup, including portable campaign state and bundled unique attachments, is exported into a secure ZIP file.

  1. Click "Export Campaign" and choose your preferred options, such as including pre-rendered .msg files.
  2. Share the generated ZIP file with your team member. If enabled, the package will contain a "messages" folder with all pre-rendered .msg files for easy manual review.
  3. Your colleague can then import the ZIP file into their FlowDrafts add-in to resume the campaign with zero configuration.
Export Options Dialog
ZIP Package Contents
Import Campaign Process
Step 06

Generate & Execute

Finalize your campaign with secure dispatch and detailed auditing. FlowDrafts includes a fail-safe verification system and maintains a rolling audit log of up to 2,000 entries for compliance and tracking.

  1. Confirm your campaign readiness by selecting the "Recipients verified" and "Message verified" checkboxes in the footer.
  2. Click "Send Selected" to initiate immediate dispatch through your Outlook account.
  3. Once the campaign is complete, click the "Logs" button in the Outlook Ribbon to view a detailed history of successes and failures.
  4. Export your campaign logs to a CSV file for long-term records or team reporting.
Campaign Progress Bar
Real-time Status Messages
Detailed Execution Logs

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