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◆ Outlook · email

Email Filtering

Reduce my design review inbox to only items needing my decision today: flag emails marked 'decision' or from Mark Harr…

2heights
10tasks
5roles do it
See the prompt↓More email workflows

The same job, four prompts

do it · improve it · decide · become
AExecute — “help me do it”Reduce my design review inbox to only items needing my decision today: flag emails marked…+
Reduce my design review inbox to only items needing my decision today: flag emails marked 'decision' or from Mark Harris and Elena Ruiz, move the rest to a 'Design Review - Later' folder, and surface attachments for any technical approval.
when the reply comes backPush once: ask it to sharpen the weakest part, and to say what it assumed.
BImprove — “do it better”Before I act, make it easy to approve: surface each email that requires a decision with the…+
Before I act, make it easy to approve: surface each email that requires a decision with the requested decision (approve/reject/clarify) up top, show sender role (structural/MEP/architect) and any attached drawings, and hide routine notes from Mark and Elena in 'later'.
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

5 of them
Keep the design review emails to only the items that need my decision today so I can focus on technical approvals
Create a mailbox rule to sweep routine vendor newsletters into an archive folder so I don't miss funding or permit notices.
Keep my inbox from overflowing with trivial queries so I can focus on final passes for today's pages.
Create a focused mailbox view that surfaces permit and site-condition messages so environmental analysis emails don't drown out urgent construction notes.
Create a mailbox rule to collect alerts about new regulatory guidance so I can review compliance changes weekly

Who does this

5 roles
Architectural Project ManagerRecords ManagerConservation ScientistCopy EditorLandscape 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.