◆ Outlook · rules

Notification Management

As soon as a supplier bid thread arrives, forward it to procurement lead Sarah Lee and cc deputy Marcus Diaz, add a hi…

2heights
6tasks
3roles do it
See the prompt↓More rules workflows

The same job, four prompts

do it · improve it · decide · become
AExecute — “help me do it”As soon as a supplier bid thread arrives, forward it to procurement lead Sarah Lee and cc…+
As soon as a supplier bid thread arrives, forward it to procurement lead Sarah Lee and cc deputy Marcus Diaz, add a high‑priority flag and a one‑line note: 'Please review — deadline in 48 hours.'
when the reply comes backPush once: ask it to sharpen the weakest part, and to say what it assumed.
BImprove — “do it better”Before forwarding supplier bids, ensure Sarah Lee sees them immediately: set a rule to…+
Before forwarding supplier bids, ensure Sarah Lee sees them immediately: set a rule to auto‑forward any messages with subject 'Supplier Bid' to Sarah and bcc Marcus, add high priority, include the original deadline and recommended next step so procurement can act without asking me for context.
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.
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

3 of them
Make sure the procurement lead sees the supplier bid thread immediately when it arrives so we don't miss the deadline
Keep the clinical team aware when a client's treatment plan changes by forwarding my assessment summary and asking for input.
Make sure the receptionist and I never miss a supplier's invoice deadline again.

Who does this

3 roles
Architectural Project ManagerOffice ManagerArt Therapist

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.