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Create Standard Documents

Set up a departmental template for discharge summaries — create a quick step that inserts a discharge summary template…

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

The same job, four prompts

do it · improve it · decide · become
AExecute — “help me do it”Set up a departmental template for discharge summaries — create a quick step that inserts a…+
Set up a departmental template for discharge summaries — create a quick step that inserts a discharge summary template including safety planning and follow-up steps, and save it to the shared drafts folder for clinicians to use.
when the reply comes backPush once: ask it to sharpen the weakest part, and to say what it assumed.
BImprove — “do it better”Reduce missing safety planning in discharge notes: build a departmental discharge-summary…+
Reduce missing safety planning in discharge notes: build a departmental discharge-summary template that forces fields for safety plan, follow-up contacts, and medication changes, save it as a quick step, add a category colour 'Ready for Sign-off', and place the template in the shared drafts folder with brief usage instructions.
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
Folders and Categories

Organize your Outlook emails and other items using a flexible system of folders and color-coded categories.

  1. 1

    In the folder pane on the left, right-click your email address.

  2. 2

    Select More options, then Create new folder.

  3. 3

    Type your folder name and press Enter to create it.

    Best practiceUse clear, consistent naming conventions for your folders to improve organization and searchability.

  4. 4

    To move a folder, select and hold it, then drag it to the new location.

  5. 5

    To categorize an email, right-click the message from the message list.

  6. 6

    Select Categorize, then choose a category from the list.

  7. 7

    To create a new category, select Categorize, then All Categories.

  8. 8

    Click New, type a Name, choose a Color, and click OK.

  9. 9

    To apply the category, select the checkbox next to it and click OK.

  10. 10

    To create a Search Folder for categorized mail, right-click Search Folders.

  11. 11

    Select New Search Folder, then choose Categorized mail.

  12. 12

    Click Choose, select the categories to include, and click OK.

  13. 13

    Click OK again to create the Search Folder.

Folders provide structure, while categories offer flexible, color-coded labels to sort items by type or topic.

Outlook's folders and categories can be managed programmatically using Microsoft Graph API or VBA for advanced automation.

Glossary

words on this page
Search FoldersVirtual folders that dynamically display email messages matching predefined search criteria.ExampleYou open a Search Folder to instantly see all unread emails containing the word 'project' from the last week.
Folder PaneThe Folder Pane displays your mailboxes and folders, helping you organize and navigate your email.ExampleYou click on the 'Sent Items' folder in the Folder Pane to review emails you've sent.
CategorizeA feature to assign color-coded labels to items like emails or calendar events for organization.ExampleYou categorize an important email as 'Urgent' by assigning it a red label.

The real tasks

1 of them
Set up a departmental template for discharge summaries so every clinician includes safety planning and follow-up steps.

Who does this

1 roles
Social Worker

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.