◆ Outlook · rules

Access Management

Grant project administrator Laura delegated access to my mailbox with permission to read and triage incoming contracto…

2heights
26tasks
10roles do it
See the prompt↓More rules workflows

The same job, four prompts

do it · improve it · decide · become
AExecute — “help me do it”Grant project administrator Laura delegated access to my mailbox with permission to read and…+
Grant project administrator Laura delegated access to my mailbox with permission to read and triage incoming contractor queries while I'm on site, and set forwarding of urgent contractor emails to her inbox.
when the reply comes backPush once: ask it to sharpen the weakest part, and to say what it assumed.
BImprove — “do it better”Give project administrator Laura full read and triage rights to my mailbox, add a rule that…+
Give project administrator Laura full read and triage rights to my mailbox, add a rule that forwards contractor emails with 'Urgent' or 'Contractor' in the subject to her, and send her a short checklist of how to escalate items to me so she can handle queries reliably when I'm on site.
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

8 of them
Grant the project administrator access to my mailbox so they can triage incoming contractor queries when I'm on site.
Grant the new drafter access to the project mailbox, training notes, and the master CAD folder so they can pick up work immediately.
Grant controlled calendar access to the temporary survey team so they can book site slots without exposing sensitive client meetings
Grant a new digitization contractor access to the correct mailbox and calendar slots while keeping sensitive donor correspondence private.
Grant the BI team access to the shared mailbox for report requests so we have an audit trail of who asked for what.
Grant the audit team delegated access to the compliance mailbox for the external review period so they can pull records themselves.
Grant calendar access to the assistant and project engineer so they can schedule inspections and vendor visits on my behalf.
Grant a new field tech mailbox access and the right calendar permissions so they can accept site visits and receive permit notifications while training.

Who does this

10 roles
Architectural Project ManagerBusiness Intelligence AnalystCompliance ManagerConstruction ManagerLegal AdvisorSales ExecutiveArchitectArchitectural DrafterArchivistHabitat Restoration 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.