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◆ Outlook · email

Inbox Segmentation

Keep my inbox to new RFIs, change orders, and coordination notes only: create an inbox rule to move other messages to …

2heights
2tasks
1roles do it
See the prompt↓More email workflows

The same job, four prompts

do it · improve it · decide · become
AExecute — “help me do it”Keep my inbox to new RFIs, change orders, and coordination notes only: create an inbox rule to…+
Keep my inbox to new RFIs, change orders, and coordination notes only: create an inbox rule to move other messages to 'Archive‑LowPriority', tag RFIs and change orders with category Red and pin them, and notify me for any message with subject containing 'RFI' or 'Change Order'.
when the reply comes backPush once: ask it to sharpen the weakest part, and to say what it assumed.
BImprove — “do it better”Set inbox rules so I only see new RFIs, change orders, and coordination notes in my main view —…+
Set inbox rules so I only see new RFIs, change orders, and coordination notes in my main view — auto‑move newsletters and vendor promos to Archive‑LowPriority, create a Search Folder 'Active RFIs & COs' that shows unread messages with subject containing RFI or Change Order, and color Red for immediate ones so I can work uninterrupted.
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.
RulesAutomated actions that process incoming or outgoing email messages based on specified conditions.ExampleA rule automatically moves all emails with 'Invoice' in the subject line to your 'Billing' folder.
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

1 of them
Keep my inbox to only new RFIs, change orders, and coordination notes so I can actually get drawing work done between interruptions.

Who does this

1 roles
Architectural Drafter

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.