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◆ Outlook · email

Approval Process

Send the attached invoice batch and approval form to Maria Lopez, Tom Reed, and Susan Patel for signature in that orde…

2heights
16tasks
8roles do it
See the prompt↓More email workflows

The same job, four prompts

do it · improve it · decide · become
AExecute — “help me do it”Send the attached invoice batch and approval form to Maria Lopez, Tom Reed, and Susan Patel for…+
Send the attached invoice batch and approval form to Maria Lopez, Tom Reed, and Susan Patel for signature in that order, cc procurement@acmeco.com, bcc my manager Angela Kim, and confirm all three have signed by Friday noon.
when the reply comes backPush once: ask it to sharpen the weakest part, and to say what it assumed.
BImprove — “do it better”Before sending to the three signees, surface the total payment amount at top, list any disputed…+
Before sending to the three signees, surface the total payment amount at top, list any disputed lines, attach the original vendor bill and payment terms, and call out any early-pay discount so Maria, then Tom, then Susan can approve without chasing details.
when the reply comes backPush once: ask it to sharpen the weakest part, and to say what it assumed.

How to do it

the tool · the steps · what to avoid
The tool
Email

Email in Outlook allows you to compose, send, and manage electronic messages.

  1. 1

    Open Outlook.

  2. 2

    Select New Email to start a new message.

    NoteAlternatively, press Ctrl + N from within new Outlook.

  3. 3

    Enter a name or email address in the To, Cc, or Bcc field.

  4. 4

    In Subject, type the subject of your email.

  5. 5

    Compose your message in the body of the email.

  6. 6

    To add a signature, select Signature from the Insert group on the Message tab.

    NoteChoose one of your saved signatures to add to your message.

  7. 7

    To change the 'From' address, navigate to the Options tab.

    Best practiceOn the toolbar, you should see a 'Show From' option to select a different sending address.

  8. 8

    Select Send to dispatch your email.

Use Outlook's 'To Do' app to automatically track flagged emails and tasks, improving follow-up and nudging.

Outlook email functionality can be automated using Microsoft Graph API for tasks like sending messages or managing mailboxes.

Glossary

words on this page
SignatureCustomizable text, like your name and contact information, automatically added to outgoing emails.ExampleYour outgoing emails automatically include your name, title, and phone number at the bottom.
BccStands for Blind Carbon Copy, allowing you to send an email to recipients privately.ExampleYou Bcc your manager on an email to a client, so the client doesn't see your manager's address.

The real tasks

8 of them
Get approvals from the three people who sign invoices so payments don't sit waiting and vendors aren't upset
Get approval from the partner to adjust an entry that changes retained earnings so I have documented sign-off.
Get confirmation from legal and survey leads on which archival sources are acceptable before I include them in the master database.
Get approval from the client and legal on the final ad copy before launch so the campaign can go live on Monday.
Get approval from the client and engineering for a revised prototype before we commit to tooling and production.
Get client approvals and clarifications on scope and planting choices without a three-week email ping-pong.
Get formal approval from legal and compliance for a retention schedule change and make sure the decision is recorded with everyone affected
Get legal and finance to sign off on non-standard discount approvals and keep the approval trail easy to find.

Who does this

8 roles
AuditorDigital Campaign ManagerRecords ManagerSales ExecutiveAccounts Payable ClerkCartographerIndustrial DesignerLandscape Architect

Questions people ask

honest answers

Because you rarely think 'I want the redaction tool'. You think 'I have to share this without leaking the client's details'. Start from the need, and the feature finds you.

Real. Every job here was drawn from what people in real roles were actually seen doing in Outlook — not a feature checklist.

No. Each page gives you a ready prompt you can paste into an AI assistant, plus the plain steps to do it yourself. Start with either — the goal is the finished job, not the tool.