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File Management

Auto‑file incoming emails containing datasets or ethics approvals into a 'Research Files' folder and tag them with pro…

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

The same job, four prompts

do it · improve it · decide · become
AExecute — “help me do it”Auto‑file incoming emails containing datasets or ethics approvals into a 'Research Files'…+
Auto‑file incoming emails containing datasets or ethics approvals into a 'Research Files' folder and tag them with project categories—create rules to detect attachments named CSV, XLSX or PDF and send them to project subfolders so I can retrieve them next semester.
when the reply comes backPush once: ask it to sharpen the weakest part, and to say what it assumed.
BImprove — “do it better”Before enabling auto‑filing, set quality checks: only move messages with attachments and…+
Before enabling auto‑filing, set quality checks: only move messages with attachments and 'dataset', 'ethics approval' or known project codes in the subject, add a colour category for dataset versus ethics, and flag any approval without a reference number so I can review exceptions manually.
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
Search

Search helps you find specific emails, contacts, or files within Outlook.

  1. 1

    Click the Search box at the top of the Outlook window.

    NoteYou can also use the keyboard shortcut Ctrl+E to activate the search bar.

  2. 2

    Type a name, subject, phrase, or file name into the Search box.

  3. 3

    Press Enter to execute the search.

  4. 4

    Click the Filter Email button in the Find section to expand the list.

  5. 5

    Click More Filters to reveal the Search Tools tab.

  6. 6

    Use the options on the Search Tools tab to refine your search.

    Best practiceCheck the 'Locations to Search' by placing your cursor in the search bar and using the Search Tools icon.

  7. 7

    To update search options, go to Settings > General > Search.

  8. 8

    Adjust the Search scope from there to change where Outlook looks.

For advanced searches, create a new Search Folder by going to Settings > Mail > Search folders and selecting 'Create new search folder'.

Outlook's search functionality can be integrated with other applications through Microsoft Graph API for automated record retrieval and data analysis.

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.
Search ToolsA set of commands and options that help you refine and manage your email searches.ExampleYou use Search Tools to narrow down your email search to only messages received last month from a specific sender.
Search scopeThe specific folders or mailboxes that Outlook includes when performing a search.ExampleWhen searching for an email, you can choose to only look within your Inbox or across all mailboxes.
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

2 of them
Make sure the datasets and ethics approvals I receive from collaborators are filed where I can find them next semester.
Create a standardized subject-and-folder structure for all project mail so any planner can find messages for an individual site quickly.

Who does this

2 roles
Urban PlannerPolitical Scientist

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.