◆ Outlook · rules

Access Control

Work with IT to grant read access to HRShared mailbox only to HR managers and delegate Emma Walker's calendar view to …

2heights
8tasks
4roles do it
See the prompt↓More rules workflows

The same job, four prompts

do it · improve it · decide · become
AExecute — “help me do it”Work with IT to grant read access to HRShared mailbox only to HR managers and delegate Emma…+
Work with IT to grant read access to HRShared mailbox only to HR managers and delegate Emma Walker's calendar view to HRAdmin with 'view details' permissions so confidential HR documents are restricted from general view.
when the reply comes backPush once: ask it to sharpen the weakest part, and to say what it assumed.
BImprove — “do it better”Before applying changes, audit current HRShared mailbox and Emma Walker's calendar permissions,…+
Before applying changes, audit current HRShared mailbox and Emma Walker's calendar permissions, document who needs access for audits, ask IT to grant restricted mailbox access to HR managers and set Emma's calendar delegation to HRAdmin with view-only rights, and schedule a quarterly review with IT.
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
Inbox Rules

Inbox Rules automate email management by applying actions to messages based on defined conditions.

  1. 1

    Right-click a message in your message list to create a rule for it.

  2. 2

    Hover over Rules and then select Create rule.

  3. 3

    Select a condition, and what to do with the message based on the condition.

  4. 4

    Choose the folder where you want to move the emails, if applicable.

  5. 5

    Select OK to create your rule.

    Best practiceFor complex rules or shared mailboxes, use the 'Manage Rules & Alerts' interface.

  6. 6

    Alternatively, go to File > Manage Rules & Alerts for more options.

  7. 7

    Select New Rule under Manage Rules & Alerts.

  8. 8

    Choose a template or select Apply rule on messages I receive > Next.

  9. 9

    Define your conditions, such as 'with specific words in the subject or body'.

  10. 10

    Specify the actions, like 'move it to the specified folder'.

  11. 11

    Click Next, then add any exceptions if needed.

  12. 12

    Name your rule and select Finish to save it.

To manage rules for a shared inbox, open the shared mailbox, then go to Settings > Mail > Rules.

Outlook rules can be automated and managed programmatically using Microsoft Graph API or PowerShell for advanced scenarios.

Glossary

words on this page
Apply rule on messages I receiveAn option to activate an automated email rule for all incoming messages.ExampleYou activate a rule to automatically move all future emails from your boss to a high-priority folder.
New RuleA tool to establish an automated action for emails based on specific conditions.ExampleYou create a new rule to automatically move all emails from 'newsletter@example.com' to your 'Reading' folder.
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.

The real tasks

4 of them
Keep confidential HR documents out of general view by putting access rules and shared-mailbox controls in place with IT.
Put a protective policy in place so only authorised controllers can send wire-instruction changes by email.
Put controls in place so only authorized staff can send out subpoenas or file-with-court emails from the team mailbox.
Ensure staff know who can access restricted records after a policy change and record who was informed

Who does this

4 roles
Executive AssistantFinance ManagerRecords ManagerLegal Assistant

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.