Who is this workflow for? Streamline your email management by automatically categorizing your Microsoft Outlook emails using AI. This n8n workflow leverages advanced AI models to organize your inbox, enhancing productivity and ensuring you focus on what matters most..

What does this workflow do?

  • Connect Microsoft Outlook: Integrate your Outlook account with n8n using the credentials node to enable email fetching, updating, and folder management.
  • Fetch & Filter Emails: Retrieve emails from your Outlook inbox, excluding flagged and already categorized messages to focus on new, unread emails.
  • Content Preparation: Clean and convert each email to a structured Markdown format, facilitating efficient AI processing.
  • AI Categorization: Utilize the Ollama API to analyze the email content with an AI model, categorizing emails into predefined groups such as “Action,” “Junk,” “Business,” and “SaaS.”
  • Email Categorization & Folder Management: Update the categorized emails in Outlook and move them to their respective folders like “Junk Email” or “Receipts” based on the AI classification.
  • Conditional Processing & Final Checks: Implement additional checks to ensure only unread emails are processed and manage errors gracefully to maintain workflow stability.

Setup Steps

  • Connect Microsoft Outlook: Link your Outlook account within n8n to allow the workflow to access and manage your emails.
  • Configure AI Model (Ollama API): Set up the AI integration by connecting to the Ollama API and selecting the appropriate language model for accurate categorization.
  • Modify Email Categories (Optional): Customize the workflow’s categories and subcategories to align with your specific email management needs.
  • Set Up Error Handling: Configure error handling settings to ensure the workflow runs smoothly and handles any issues without interruption.

🤖 Why Use This Automation Workflow?

  • Efficiency: Reduce the time spent manually sorting emails by automating categorization.
  • Accuracy: Utilize AI-powered analysis to accurately classify emails into relevant categories.
  • Organization: Maintain a well-structured inbox with emails neatly filed into designated folders.
  • Scalability: Handle large volumes of emails seamlessly, ideal for growing businesses and busy professionals.

👨‍💻 Who is This Workflow For?

This workflow is designed for freelancers, business professionals, and organizations that manage a high volume of emails daily. It is ideal for anyone seeking to enhance their email organization, reduce clutter, and improve overall communication efficiency without extensive technical expertise.

🎯 Use Cases

  1. Freelancers Managing Client Communications: Automatically categorize client emails into folders like “Contracts,” “Invoices,” and “Project Updates” to keep track of various aspects of each project.
  2. Sales Teams Sorting Leads and Inquiries: Ensure incoming sales leads are categorized into “Hot Leads,” “Follow-Up,” or “Junk” to prioritize sales efforts effectively.
  3. Support Teams Handling Customer Requests: Automatically sort support emails into categories such as “Technical Support,” “Billing Issues,” and “General Inquiries” for streamlined response management.

TL;DR

This n8n workflow provides a robust solution for automating email categorization in Microsoft Outlook. By leveraging AI, it organizes your inbox efficiently, saving you time and enhancing your productivity. Implement this workflow to maintain a clutter-free inbox and focus on the emails that matter most.

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