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OperatorNest

Build inbox triage rules for the people who matter

Turn known sender addresses into a review order, Gmail filters, Outlook steps, and an operator brief.

Example: Sam, founder: Investor and customer senders stay in the inbox for first review. Vendor mail is labeled for later review. A newsletter sender is labeled and archived. Replies are drafts only.

Set your review order

Example: Sam is a founder. Replace these sample addresses with senders you recognize. One address per line or separated by commas.

These sample addresses are illustrative. Your entries stay in this browser until you copy or download a result.

Sam’s review plan

A sender match gives the message a review label. Newsletter matches skip the inbox. No rule drafts or sends replies.

  1. 1 · Investors · Review firstinvestor@example.com · Keep in inbox · Draft a reply for approval
  2. 2 · Customers · Review nextcustomer@example.com · Keep in inbox · Draft a reply for approval
  3. 3 · Vendors · Review latervendor@example.com · Keep in inbox · Draft a reply if action is needed
  4. 4 · Newsletters · Read laterdigest@example.com · Label and archive · No reply draft

Every reply waits for your approval before sending.

The labels and priorities are this tool’s suggested policy, not an assessment of each message.

Use the rules

Gmail imports filters from XML under Settings → See all settings → Filters and Blocked Addresses → Import filters (Gmail Help, checked 28 September 2026). Check each filter before you create it.

Outlook setup

Create each rule under Settings → Mail → Rules, using sender conditions and folder actions (Microsoft Support, checked 28 September 2026).

Create folders: 01 Review first, 02 Review next, 03 Review later, 04 Read later.
Settings → Mail → Rules → Add new rule.
Investor: From investor@example.com → 01 Review first.
Customer: From customer@example.com → 02 Review next.
Vendor: From vendor@example.com → 03 Review later.
Newsletter: From digest@example.com → 04 Read later.
Review the order and save each rule. These rules do not draft or send.
Microsoft Support, checked 28 September 2026: https://support.microsoft.com/en-us/outlook/mail/manage-email-messages-by-using-rules-in-outlook

AI or operator brief

Copy this into a system you control. The brief is plain text and has no mailbox access.

Example: Sam, founder. Review customer and investor mail first, vendor mail later, and newsletters when time allows. Draft replies for customer and investor messages; draft vendor replies only when action is needed. Never send, delete, or forward without Sam’s approval. Record which message was reviewed, the proposed action, and the approval result.

Hand recurring inbox review to an operator, with each reply held for your approval.

How it works

Each listed address becomes an exact sender rule. Founder, sales, and support change the review order, while newsletters are always held in a read-later label.

The Gmail and Outlook setup notes below link to the provider instructions, checked 28 September 2026.

Sources and checked dates

Limits

  • Sender addresses are exact matches. The plan does not identify unknown important mail or judge message content.
  • Review the imported filters in Gmail before relying on them.
  • Outlook rules need manual setup. The operator brief is an instruction draft and does not connect to a mailbox or send mail.

Common questions

Will the rules send replies?
No. The plan asks for reply drafts and approval before any send. Gmail XML only labels matching mail and archives the newsletter senders you enter.
What goes into the Gmail file?
One sender match per valid email address, with a review label. Newsletter sender matches also skip the inbox. Import and inspect the file under Gmail Filters and Blocked Addresses.
Can I use the plan in Outlook?
Yes. Copy the Outlook steps and create each sender rule in Settings → Mail → Rules. Folder creation and rule setup remain manual.

OperatorNest can take on repeat work, check with you before consequential steps, and leave a receipt for the result. See how an always-on operator works.

Hand off your first task tonight.

Tell us your email and what you'd hand off first. We'll send your access details and help you set up your operator.