Support website: https://rephrase.hartnett.live/support.html

Support e-mail: patrick.hartnett@live.com

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RePhrase for Word

> 💡 Full interactive documentation available at: https://rephrase.hartnett.live/support.html

Version: 1.0.1
Author: Patrick Andrew Hartnett
Support: patrick.hartnett@live.com

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Introduction

RePhrase for Word is an AI-powered text processing add-in for Microsoft Word. Transform, translate, and enhance your text using multiple AI providers including OpenAI, Claude, Gemini, Grok, DeepSeek, and more—all without leaving Word.

What Makes RePhrase Different?

• ✅ Pure client-side - All processing happens in your browser
• ✅ No vendor lock-in - Use any AI provider you want
• ✅ Formatting preservation - Maintains bold, italic, fonts, colors, tables
• ✅ Smart history - Detects previously processed text automatically
• ✅ Privacy first - No data collection or telemetry

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Quick Start

🎥 Video Tutorials

• Getting Started - Complete walkthrough
• Word Online Installation - Manifest upload guide
  
  

Step-by-Step

1. Configure Connection → Settings ⚙️ → Connections → Add Connection
2. Select Text in your Word document
3. Choose Template or write custom prompt
4. Click Send (or press Ctrl+Enter)
5. Review Result in conversation
6. Copy, Replace, or Insert using action buttons

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Key Features

🤖 AI-Powered Processing

• Transform text with custom prompts
• Multiple AI providers in one interface
• Reusable prompt templates
• Support for reasoning models (o3-mini, Gemini thinking)
  
  

💬 Chat Interface

• Conversational workflow like ChatGPT
• Message history tracking
• Multiple chat sessions
• Search, star, export conversations
  
  

🌍 Translation

• DeepL integration for high-quality translation
• Terminology management
• Formatting preservation
• Context-aware translations
  
  

📜 Processing History

• Automatic tracking of all operations
• Search and filter entries
• Star favorites, add tags and notes
• Export/import functionality
• View formatted vs. raw (with tags) text
  
  

💡 Smart History Matching

• Automatic detection of previously processed text
• Exact and fuzzy matching (85%+ similarity)
• Prompt-aware suggestions
• Save time and API costs
  
  

📊 Usage Statistics

• Token usage tracking by model
• Activity timeline and patterns
• Model distribution analysis
• Top prompts and transformations
• Cost estimation
  
  

🎨 Formatting Preservation

• Bold, italic, underline, strikethrough
• Fonts, sizes, colors
• Highlights
• Tables with cell formatting
• Lists (bulleted & numbered)
• Complex document structures
  
  

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Supported AI Providers

Chat & Reasoning Models

Provider	Models	Notes
OpenAI	GPT-4o, GPT-4o-mini, o3-mini	Reasoning support with o3-mini
Azure OpenAI	Custom deployments	Enterprise security
Claude	3.5 Sonnet, Haiku	Via Anthropic API
Gemini	2.5 Pro, Flash	Thinking mode available
Grok	Latest models	xAI's models
DeepSeek	Various	Cost-effective
Cohere	Command models	Enterprise platform

Translation Services

Provider	Supported Languages	Notes
DeepL	30+ languages	Professional-grade MT

Custom APIs

Connect any REST API with:

• OAuth2 authentication
• Bearer token authentication
• API key authentication
• Custom request templates
• JSONPath response extraction

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Installation

> 📖 Full installation guide: https://rephrase.hartnett.live/setup.html

Windows Desktop

1. Download RePhrase-for-Word-Setup.zip
2. Extract the archive
3. Run RePhrase-for-Word-Setup.msi
4. Follow the installation wizard
5. Open Word → Click RePhrase in ribbon
   
   

Word Online

1. Extract RePhrase-for-Word-Setup.zip
2. Go to word.cloud.microsoft.com
3. Open a document
4. Click Add-ins → More Add-ins
5. Go to MY ADD-INS tab
6. Click Upload My Add-in
7. Browse and select RePhrase-for-Word-manifest.xml
8. Click Upload
   
   

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Technical Requirements

Operating System:

• Windows 10 or later (for Desktop)
• Any modern OS (for Word Online)
  

Microsoft Word:

• Word 2016 or later (Desktop)
• Word Online (any version)
  

Office JavaScript API:

• Version 1.1 or later (included in Word 2016+)
  

Browser (Word Online):

• Microsoft Edge (Chromium) - Recommended
• Google Chrome 90+
• Firefox 88+
• Safari 14+
  

Internet:

• Stable internet connection required
• HTTPS access to AI provider APIs

Network Requirements

Firewall Rules:

Allow outbound HTTPS (port 443) to:

Domain	Purpose
*.openai.com	OpenAI API
*.anthropic.com	Claude API
*.googleapis.com	Google Gemini API
api.x.ai	Grok API
api.deepseek.com	DeepSeek API
*.deepl.com	DeepL Translation API
*.cohere.ai	Cohere API
hartnett.live	CORS proxy (Claude, DeepSeek, DeepL)

API Requirements

You Must Provide:

• ✅ Your own API keys from AI providers
• ✅ Valid subscription/credits with providers
• ✅ Compliance with provider terms of service
  

API Key Sources:

• OpenAI: platform.openai.com/api-keys
• Anthropic: console.anthropic.com/settings/keys
• Google AI: aistudio.google.com/app/apikey
• DeepL: deepl.com/pro-api
  
  

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First-Time Setup

1. Add Your First Connection

1. Click ⚙️ Settings icon
2. Go to Connections tab
3. Click ➕ Add Connection
4. Select your AI provider (e.g., OpenAI)
5. Enter connection details:
   • Name: Friendly name (e.g., "My OpenAI")
   • API Key: From provider's dashboard
   • Model: Select AI model
6. Click 💾 Save Connection
7. Click ✓ Set Active
   
   

Where to Get API Keys

• OpenAI: platform.openai.com/api-keys
• Anthropic: console.anthropic.com/settings/keys
• Google AI: aistudio.google.com/app/apikey
• DeepL: deepl.com/pro-api
  
  

2. Test Your Connection

1. Click 🧪 Test Connection
2. Verify success message
3. If error, check API key and quota

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Using RePhrase

Basic Workflow

> Select Text → Choose/Write Prompt → Send → Review → Replace/Insert/Copy

Prompt Templates

Built-in templates for common tasks:

• Writing: Improve, simplify, formalize, expand, summarize
• Translation: Translate with terminology
• Formatting: Fix grammar, add punctuation, restructure
• Custom: Create your own reusable templates
  
  

Actions on Results

Every AI response includes action buttons:

• 📋 Copy - Copy result to clipboard
• 🔄 Replace - Replace selected text with result
• ➕ Insert - Insert result after selection
• 📤 Export - Download conversation as JSON
• 🗑️ Delete - Remove message from chat
  
  

See More Section

Expandable section showing:

• Comparison Diff - Visual before/after comparison (for Writing & Translation)
• Terminology - Extracted terms and translations (for Translation)

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Processing History

> Access: Click 📜 History icon (top-right)

What's Tracked

Each history entry includes:

• ✅ Selected text (formatted & raw with tags)
• ✅ AI result (formatted & raw)
• ✅ Prompts (system instructions + user prompt)
• ✅ Model info (provider, model, timestamp)
• ✅ Terminology (if applicable)
• ✅ Token usage
  
  

History Features

• Search & Filter - Find by text, prompt, or tag
• Sort Options - Newest, oldest, or starred first
• Star Favorites - Mark important entries
• Tags - Organize with custom tags
• Notes - Add personal annotations
• Export/Import - JSON format
• Clear All - Reset history (with export option)
  
  

Detail View

Click any entry to see three tabs:

1. Selected Text - Formatted or raw (with tags)
2. Result - Formatted or raw
3. Prompt - System instructions + user prompt
   
   

Storage Limits

Configure in Settings → General:

• 50, 100, 200, or 500 entries
• Older entries auto-removed when limit reached
• Export before clearing to preserve data

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Chat Management

> Access: Click ☰ Menu (top-left)

Chat Structure

Each conversation contains:

• Context - Document you were working in
• Your Messages - Selected text + prompt
• AI Responses - Results with action buttons
• Expandable Details - Diffs, terminology

Navigation Panel

• Search - Find chats by name or content
• Chat List - All conversations (recent first)
• Star Favorites - Mark important chats
• Rename - Click ✏️ to edit name
• Export - Download as JSON
• Delete - Remove conversations

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Smart History Matching

How It Works

When you select text, RePhrase automatically:

1. Searches history for similar text
2. Checks if prompt matches
3. Shows 💡 tab on right side if matches found
4. Displays results sorted by relevance
   
   

Match Types

✓ Exact Match (green badge)

• 100% text match
• Same or different prompt
  
  

≈ Fuzzy Match (gold badge)

• 85%+ similarity
• Shows percentage (e.g., "92% match")
  
  

Prompt Awareness

Each match shows:

• ✓ Same Prompt (white checkmark) - Exact prompt match
• ⚠️ Different Prompt (yellow warning) - Different processing
  
  

Match Priority

Sorted by:

1. Exact + Same Prompt (highest)
2. Exact + Different Prompt
3. Fuzzy + Same Prompt
4. Fuzzy + Different Prompt (lowest)
   
   

Using Matches

1. Click 💡 tab (shows match count)
2. Review suggested matches
3. Click "Load Result →" on any match
4. Result loads instantly (no API call!)
5. Replace or Insert as usual
   
   

Benefits

• ⚡ Instant results - No waiting for API
• 💰 Save costs - No duplicate API calls
• 🎯 Consistency - Reuse exact results
• 🔍 Discovery - Find related past work

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Usage Statistics

> Access: Click 📊 Statistics icon (top-right)

What You'll See

Overview Cards

• Total queries processed
• Total tokens used
• Average input length
• Top model used
  
  

Charts & Analysis

• Activity Timeline - Daily query volume
• Models Used - Distribution pie chart
• Top Prompts - Most frequent templates
• Text Transformations - Similarity, expansion, formatting
• Token Economics - Detailed breakdown by model
  
  

Token Tracking

• Prompt Tokens - Input sent to AI
• Completion Tokens - Output from AI
• 💾 Cached Tokens - Served from cache (when supported)
• 🧠 Reasoning Tokens - Internal thinking (o3-mini, Gemini)
• ~ Estimated - For services without usage API (DeepL)
  
  

Time Periods

View for: Today, Last 7 Days, Last 30 Days, Last 90 Days, All Time

Export

Click 💾 Export Statistics to save as JSON

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Privacy & Security

What We DON'T Collect

• ❌ No personal information
• ❌ No document content on our servers
• ❌ No usage tracking or telemetry
• ❌ No analytics services
• ❌ No cookies or tracking
• ❌ No monitoring of your activity

Local Storage

All data stored in browser's localStorage:

• API keys (encrypted)
• Connection settings
• Prompt templates
• Processing history
• Chat conversations
• App preferences

Location: Browser's local storage (IndexedDB)
Access: Only by RePhrase add-in in your session
Persistence: Until manually deleted or browser data cleared
Device-specific: Not synced across devices

Third-Party AI Services

When you process text:

• ✅ Data sent directly to AI provider (OpenAI, Claude, etc.)
• ✅ Subject to provider's privacy policy
• ✅ You control API keys and usage
• ⚠️ Some providers require CORS proxy (Azure Functions, no logging)

CORS Proxy

For: Claude, DeepSeek, DeepL

• Hosted: Azure Functions (West Europe)
• Purpose: Pass requests through (no modification)
• Logging: None
• Storage: None
• Data retention: Zero

Security Measures

• 🔒 HTTPS Only - All API calls encrypted
• 🔑 Local API Keys - Never sent to our servers
• 🚫 No Backend - Pure client-side application
• 👁️ Open Architecture - No hidden telemetry
• 🗑️ User Control - Delete all data anytime

Clear Your Data

Settings → General → Reset to Defaults

This deletes:

• All connections and API keys
• All history and chats
• All templates and settings
• Restores defaults

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Troubleshooting

Common Issues

❌ Add-in doesn't appear (Desktop)

• Restart Word completely
• Check: File → Options → Add-ins → Manage COM Add-ins
• Run installer as Administrator
• Check antivirus isn't blocking

❌ "Upload My Add-in" not visible (Online)

• Ensure you're on MY ADD-INS tab (not STORE)
• Refresh page and try again
• Check account has sideloading permissions

❌ Panel is blank

• Check internet connection
• Disable browser extensions
• Clear cache and cookies
• Check firewall isn't blocking hartnett.live

❌ API calls fail

• Verify API key is correct
• Check account has remaining credits
• Ensure not rate-limited
• Try different model or provider

❌ "No active connection" error

• Go to Settings → Connections
• Verify connection is saved
• Click ✓ Set Active

Get Help

• 📖 Full documentation: rephrase.hartnett.live/support.html
• 🎥 Video tutorials: Getting Started | Word Online Install
• 📧 Email support: patrick.hartnett@live.com

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Support

Contact

Email: patrick.hartnett@live.com

Include when reporting issues:

• RePhrase version (1.0.1)
• Installation method (Desktop/Online)
• OS/Browser version
• Word version
• Error messages (from I/O tab if available)
• Steps to reproduce

Resources

• Installation Guide: rephrase.hartnett.live/setup.html
• Full Documentation: rephrase.hartnett.live/support.html
• Privacy Policy: rephrase.hartnett.live/privacy.html