Microsoft Outlook AI Email Assistant n8n Workflow Template

n8n workflow template · 20 nodes · Microsoft Outlook

Microsoft Outlook AI Email Assistant is a free n8n workflow template that runs on a schedule and works with Microsoft Outlook, OpenAI, monday.com and Airtable. It has 20 nodes, 3 of them AI nodes (OpenAI Chat Model, Structured Output Parser and AI Agent). The notes inside the workflow say: “These filters ensure we do not process flagged emails or email that already have a category set.” To run it, you add your own credentials for Airtable API, Microsoft Outlook OAuth2, OpenAI API and monday.com API.

Download JSON How to import into n8n

At a glance

Trigger
Schedule Trigger (Check Mail Schedule Trigger)
Nodes
20
Apps
Microsoft Outlook, OpenAI, monday.com and Airtable
AI nodes
3
Credentials
4 types
Category
Email automation

Apps and integrations

  • Microsoft Outlook
  • OpenAI
  • monday.com
  • Airtable

Node types used

  • Manual Trigger
  • Microsoft Outlook
  • OpenAI Chat Model
  • Structured Output Parser
  • If
  • AI Agent
  • Schedule Trigger
  • monday.com
  • Airtable
  • Markdown
  • Edit Fields (Set)
  • Loop Over Items
  • Merge

How it works

The text below comes from the sticky notes inside the workflow. We removed links, code samples and anything that looks like a key or token.

Outlook Business with filters

These filters ensure we do not process flagged emails or email that already have a category set.

Sanitise Email

Removes HTML and useless information in preparation for the AI Agent

Get Rules & Categories

Edit the airtables to set your own categories, rules, contacts and/or delete rules.

Microsoft Outlook AI Email Assistant

Match Contact

Check if the sender is an existing contact. Note in this workflow the contacts are dynamically loaded from Monday.com

Categorise & Prioritise Emails Agent

Set the category & importance using the output from the agent

Setup notes

The text below comes from the sticky notes inside the workflow. We removed links, code samples and anything that looks like a key or token.

CRM Contact List Integration

For this workflow I am retrieving supplier & client contacts from Monday.com the email assistant has better context to categorise, prioritise and reply to emails. The list is updated daily or you can change the scheduler trigger to update more or less frequently. You could replace this with your own CRM.

Nodes in this workflow

The 20 nodes in file order (sticky notes excluded). Branches and connections determine execution order in n8n:

  1. When clicking ‘Test workflow’ (Manual Trigger)
  2. Microsoft Outlook23 (Microsoft Outlook)
  3. OpenAI Chat Model (OpenAI Chat Model)
  4. Set Category (Microsoft Outlook)
  5. Structured Output Parser (Structured Output Parser)
  6. If (If)
  7. Set Importance (Microsoft Outlook)
  8. AI: Analyse Email (AI Agent)
  9. Check Mail Schedule Trigger (Schedule Trigger)
  10. Update Contacts Schedule Trigger (Schedule Trigger)
  11. Monday.com - Get Contacts (monday.com)
  12. Airtable - Contacts (Airtable)
  13. Convert to Markdown (Markdown)Converts the body of the email to markdown
  14. Email Messages (Edit Fields (Set))Set email fields
  15. Rules (Airtable)
  16. Categories (Airtable)
  17. Delete Rules (Airtable)
  18. Contact (Airtable)
  19. Loop Over Items (Loop Over Items)
  20. Merge (Merge)

Credentials you need

  • Airtable API – used by Airtable - Contacts, Categories, Contact and Delete Rules and others
  • Microsoft Outlook OAuth2 – used by Microsoft Outlook23, Set Category and Set Importance
  • OpenAI API – used by OpenAI Chat Model
  • monday.com API – used by Monday.com - Get Contacts

Configure your own credentials after importing. Create each credential in n8n, then select it in the node.

How to import into n8n

  1. Download the JSON file with the button above.
  2. In n8n, open a new workflow, select the ... menu and choose Import from File. You can also paste the JSON straight into the editor canvas.
  3. Open each node that shows a warning and select or create its credential.
  4. Read the notes on the canvas, test the workflow with sample data, then activate it.

Do you need somewhere to run it? Read our guide to self-hosted n8n.

Need this customised?

We can adapt this workflow to your apps, data and process, then deploy and support it.

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