Put the routine on autopilot: create dependable rules that file and organize your Outlook mail in plain language, preview exactly what they will do before they go live, and set up automations that draft consistent replies at scale — always with a human in the loop.
Customer-facing guide. Edit in Notion; facthory.com and FACTHORYAI/guides mirror Published content only. Replace placeholder images with product screenshots before wide release.
Facthory helps you turn the patterns you repeat every day into dependable rules and automations. Two ideas, kept clearly separate:
Rules run forever in Outlook — they quietly file and organize incoming mail.
Automations draft replies for a batch of messages, at scale, for your review.
Open the Rules page in Email Intelligence.
Choose New rule and describe it in plain language, for example: file invoices from [email protected] into Finance.
Facthory turns your description into a precise rule and shows a preview: how many of your recent messages it would have matched, with examples.
Save it as a draft to refine later, or push it live to Outlook.
Rules only ever do safe, reversible things — like moving, marking, or categorizing mail. Facthory will not create rules that delete or forward your mail.
When your rule files mail into a folder, a folder tree helps you choose the exact destination. If the folder does not exist yet, Facthory can create it for you when the rule goes live.
Each rule shows its status, and how many messages it has filed since it went live.
If Outlook ever reports a problem with a rule, Facthory shows it as needing attention with a clear reason — never a silent failure. One click retries it.
Made a rule too broad? Open view what it filed and move those messages back to your Inbox in one step. (This acts on messages currently sitting in the folder that match the rule, so review the list before confirming.)
On the mailbox grid you can group by folder, category, status, sender, date, or priority. Groups collapse into a tidy tree, and selecting a group selects everything in it — perfect for bulk actions.
Automations prepare consistent replies across many messages while keeping you firmly in control:
Build an automation with a plain-language instruction, your chosen tone, and a signature.
Facthory drafts a reply for each targeted message, using the full thread for context.
Review each draft; per-message tweaks always win over the general instruction.
Drafts are paced sensibly and land in your Outlook Drafts for you to send — a person always reviews before anything is delivered.
Bulk automations always stop at a draft (or a scheduled send you have approved), so a human is always the last step before mail goes out.
Facthory notices when you repeatedly file mail from a sender into the same folder and can suggest making it a rule — you decide whether to accept. You can dismiss suggestions you do not want.
Start with one or two high-value rules (invoices, newsletters, a key client) and grow from there.
Always glance at the preview before pushing a rule live.
Keep automations focused — one clear instruction per automation drafts the most reliable replies.
Priorities, smart replies and your writing tone — shape the voice your automations draft in.
Email Intelligence overview — see how all the pieces fit together.
Placeholder images in this guide are intentional. In Notion, replace each image block with a current product screenshot and keep captions accurate for accessibility.
