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Outlook Add-on Translations

Short guide to localize Meeting Policy, Meeting Validation Rules, and the Outlook Add-in UI (dialogs, task panel, notifications).

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Written by Petri Lehtonen
Updated over 2 weeks ago

How it works

Flowtrace chooses the language at runtime in this order:

  1. User’s Outlook display language translation value

  2. User’s Azure AD “preferredLanguage” translation value

  3. Company default value

  4. Flowtrace default value

If a translation is missing for any step above, Flowtrace falls back to the next option.

Meeting Policy & Validation Rule translations

Use the globe Translations button next to each item.

Steps

  1. Open Settings → Account Settings → Configure Meeting Cost for Outlook → Policy / Rules.

  2. For a Policy header or Policy item (or any Validation Rule hint), click the Translations (🌐) button.

  1. Click Add Translation

  2. Pick a Language from the dropdown.

  3. Enter the localized Text.

  4. Apply Changes.

Notes

  • You can add multiple languages per item.

  • Remember to save the new translations to the main configuration

  • If no translation exists for the user’s language, the Default value is shown.

Add-in UI translations

These translation strings cover the end-user interface inside Outlook: the On-Send dialog, Task panel, and Outlook notifications.

Open Settings → Account Settings → Configure Meeting Cost for Outlook → Translations tab.

On-Send dialog (policy check popup)

Common keys:

  • outlook.popup.ruleTitle

  • outlook.popup.low / outlook.popup.medium / outlook.popup.high

  • outlook.popup.cancel

  • outlook.estimate, outlook.quarterly, outlook.viewDetails

Steps

  1. Click (+) to add a key if not present.

  2. Select the key from the dropdown.

  3. Set the Default text and/or select Language to add language variants.

  4. Save / Apply Changes.

Task panel

Typical keys (examples):

  • outlook.estimateTitle / outlook.slowConnection

  • Other task-panel help/hint messages used by your Policy/Rule configuration.

Follow the same Add Translation flow as above.

Outlook notifications

Typical keys (examples):

  • outlook.appointmentTimeout

  • outlook.policySuccessMessage, outlook.policyErrorMessage

  • Error/warning/info banners shown by the add-in.

Add language variants the same way.

Tips & troubleshooting

  • Not seeing your translation?

    • Confirm the user’s Outlook display language or Azure AD preferredLanguage.

    • Make sure the translation was added to the exact key/item being shown.

    • Ask users to reload the cached configuration to refresh cached resources. This is available via Outlook Add-on's Task Panel -> Show Explanation -> Reload & Develop Configuration

  • Keep it concise. Short, clear hints perform best in the On-Send dialog.

  • Consistency. Use the same tone across Policy/Rules and add-in UI for a coherent experience.

FAQ (quick)

  • Can I mix languages? Yes. Add as many translations per item/key as you need. Users see the best match per the fallback order.

  • What if a string is missing? The add-in safely falls back to the Default value.

  • Rich text/HTML/Emoji? Policy/rule hints are plain text (unless a field explicitly states HTML). Keep add-in UI strings plain text with common emojis only.

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