Create intermediate Works with: Any AI

Outlook Shared Mailbox Protocol for a Small Team

Structured brief Has example

• 📧 Outlook

Agree rules so shared emails are answered once and on time.

The Open buttons send the prompt text as currently shown below to that site only when you click. Fill in the placeholders first.

[VERIFY] is an editorial flag, not a blank to fill. Wherever the prompt shows [VERIFY], check that item against a reliable source before you use it.

Write a working protocol for a shared mailbox in Outlook. Team and what the mailbox is for: [TEAM_AND_PURPOSE]. Typical messages and daily volumes: [MESSAGES_AND_VOLUMES]. Response time we promise: [RESPONSE_TIME]. People who work it and their hours: [PEOPLE_AND_HOURS]. Problems we have had, such as double replies or lost messages: [PROBLEMS].

Output a one-page protocol with a table of categories, a numbered routine and a short list of rules. Cover claiming a message (a category or flag with the person's initials), replying from the shared address, moving finished items to a folder, handling messages that need more than one person, sensitive or complaint messages, out-of-hours cover, and what to do when someone is away. Add naming for categories, a handover routine at shift change, a weekly check of unanswered items, and a short acknowledgement template. Measure response time with arithmetic: 18 of 20 answered within 4 hours is 90 percent.

Shared mailbox permissions and sent-items behaviour are set by an administrator, so list the questions to ask them [VERIFY], and note which rules depend on our configuration. Do not assume features I have not described.

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Replace each bracketed placeholder with your own details, then paste into Any AI or another assistant.

Invented week. Messages received 240; answered within 4 hours 204 (85 percent); answered by two people 9. Claim rule: the first person to open a message adds a category with their initials; unclaimed after 30 minutes goes to the shift lead. Folders: Done, Waiting, Escalated. Acknowledgement template: 'Thank you, we have your message and will reply within four working hours. [Initials]'. Handover at 14:00 by listing items in Waiting. Weekly check of unanswered items takes 10 minutes. Measure after a month: 90 percent answered within 4 hours, no message answered twice, and the oldest unanswered item under one day.

• structured
• outlook