AI Outlook Email Categorizer & Prioritizer Agent

Unlock AI-Driven Inbox Management with this AI Agent

This n8n workflow acts as your AI Email Assistant for Microsoft Outlook. It leverages OpenAI's GPT-4o model to intelligently read, understand, and categorize your incoming emails. By connecting to your Outlook account, it fetches new, unflagged, and uncategorized emails. The AI then analyzes the email content, sender information (cross-referenced with your contacts in Airtable, optionally synced from Monday.com), and custom rules/categories defined in Airtable. Based on this analysis, it assigns a relevant category to the email directly in Outlook and can flag actionable emails by setting their importance to high.

This AI Agent empowers you to tame your inbox, ensuring important communications are highlighted and organized efficiently, transforming your email management into a streamlined, AI-driven process.

Key Features & Benefits

• Intelligent Email Categorization: Uses OpenAI GPT-4o for nuanced understanding and accurate categorization of emails, acting as a sophisticated data analysis tool for your inbox.
• Microsoft Outlook Integration: Directly reads from and updates emails in your Outlook inbox.
• Customizable Rules & Categories: Define your email handling logic (categories, sender rules, keywords) in Airtable for easy management and tailored automation.
• Contact Contextualization: Optionally syncs contacts from Monday.com to Airtable, providing the AI with better context about senders for more precise categorization.
• Action Prioritization: Automatically sets email importance (e.g., to 'High') if the AI identifies it as requiring action, ensuring you focus on what matters.
• Data Sanitization: Cleans email content (removes HTML, excessive whitespace, etc.) for optimal AI processing and more reliable outcomes.
• Scheduled Operation: Can be set to run automatically at regular intervals to keep your inbox organized 24/7.
• Flexible Filtering: Processes only unflagged emails without existing categories, avoiding interference with your manual organization methods.

• An n8n instance (Cloud or self-hosted).
• OpenAI API Key with access to GPT-4o or a similar powerful model.
• Microsoft Outlook account credentials (OAuth2 setup required in n8n for secure access).
• Airtable account and Personal Access Token. You'll need an Airtable Base with specific tables for 'Contacts', 'Rules', 'Categories', and 'Delete Rules' as defined in the workflow.
• (Optional) Monday.com account and API credentials if you intend to use the contact synchronization feature from Monday.com to Airtable.

1. Download the n8n workflow JSON file.
2. Import the workflow into your n8n instance.
3. Configure Credentials:
   • Microsoft Outlook: In the 'Microsoft Outlook23' node (and 'Set Category', 'Set Importance' nodes), create or select your Microsoft Outlook OAuth2 credentials.
   • OpenAI: In the 'OpenAI Chat Model' node, create or select your OpenAI API credentials and ensure 'gpt-4o' (or your preferred model) is selected.
   • Airtable: In all Airtable nodes ('Airtable - Contacts', 'Rules', 'Categories', 'Delete Rules', 'Contact'), create or select your Airtable Personal Access Token credentials.
   • (Optional) Monday.com: If using contact sync, in the 'Monday.com - Get Contacts' node, create or select your Monday.com API credentials.
4. Configure Airtable Nodes:
   • For each Airtable node, update the 'Base' and 'Table' parameters to match your Airtable setup. The workflow expects tables typically named 'Contacts', 'Rules', 'Categories', and 'Delete Rules'. Populate these tables with your desired data (e.g., contact types, categorization rules, keywords).
5. (Optional) Configure Monday.com Node:
   • If using the contact sync, in the 'Monday.com - Get Contacts' node, set the 'Board ID' and 'Group ID' that correspond to your contacts list in Monday.com.
6. Customize AI Behavior:
   • Review and update the systemMessage and text (prompt) in the 'AI: Analyse Email' (Langchain Agent) node. Crucially, insert your specific role/title in the system message: "...AI email assistant for the insert role & title."
   • Ensure the categories defined in your Airtable 'Categories' table are robust and clearly defined for the AI.
7. Review Outlook Filters:
   • Check the 'Filters UI' -> 'Custom' filter in the 'Microsoft Outlook23' node (default: flag/flagStatus eq 'notFlagged' and not categories/any()) to ensure it processes the correct emails.
8. Schedule Triggers:
   • Enable and configure the 'Check Mail Schedule Trigger' (e.g., every 15 minutes) to set how often new emails are processed.
   • If using the Monday.com to Airtable contact sync, enable and configure the 'Update Contacts Schedule Trigger' (e.g., daily).
9. Test the workflow thoroughly with a few sample emails using the 'When clicking ‘Test workflow’' manual trigger or by running individual segments of the flow to ensure correct behavior.
10. Activate the workflow to start AI-driven email categorization.