◆ Outlook · tasks

Archive Mailboxes

Archive last season's project mailboxes into an archive folder labeled '2025 Projects', set a retention folder for com…

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

The same job, four prompts

do it · improve it · decide · become
AExecute — “help me do it”Archive last season's project mailboxes into an archive folder labeled '2025 Projects', set a…+
Archive last season's project mailboxes into an archive folder labeled '2025 Projects', set a retention folder for compliance records, and ensure auditors can retrieve messages without cluttering my inbox.
when the reply comes backPush once: ask it to sharpen the weakest part, and to say what it assumed.
BImprove — “do it better”Coordinate archiving of the 2025 project mailboxes into '2025 Projects' archive, create a…+
Coordinate archiving of the 2025 project mailboxes into '2025 Projects' archive, create a searchable retention folder for permit and compliance records, document the search terms to retrieve audit evidence, and notify records that the archive is ready to access.
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
Tasks

Outlook Tasks help you create, manage, and track your to-do items and projects.

  1. 1

    Select the Tasks button or icon.

    NoteThis opens your To Do view to manage tasks.

  2. 2

    Select New Task.

    NoteAlternatively, select New Items > Task, or press Ctrl+Shift+K.

  3. 3

    In the Subject box, enter a name for the task.

  4. 4

    To add a step, select the task to open detail view.

  5. 5

    Select + Add step and begin typing your next step.

  6. 6

    Press Enter when finished adding a step.

  7. 7

    To mark a task as important, click the star icon next to it.

    Best practicePrioritize tasks by marking them as important to quickly identify critical items.

  8. 8

    To convert an email to a task, flag the email or drag it into the Microsoft To Do pane.

  9. 9

    Select Task > Save & Close.

Display your To-Do list in your Inbox or Calendar to stay on top of daily tasks.

Common or repetitive tasks can be automated using Quick Steps in Outlook.

Glossary

words on this page
Quick stepsQuick Steps are one-click shortcuts that apply multiple actions to an email message simultaneously.ExampleYou use a Quick Step to forward an email to your team, mark it as read, and move it to the 'Discussed' folder.
New TaskAn option to create a new to-do item with details like due dates and reminders.ExampleYou create a new task to 'Call client X' with a due date of Friday and a reminder for Thursday afternoon.

The real tasks

1 of them
Archive last season’s project mailboxes and set a retention folder so auditors can retrieve compliance records without my inbox filling up.

Who does this

1 roles
Habitat 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.