n8n – Outlook AI Categorization & Labeling (Fully Automated)
n8n – Outlook AI Categorization & Labeling (Fully Automated) > Zero manual mapping. The workflow automatically discovers your Outlook folders, understands the context, assigns the correct category, and moves the email into the right folder. It uses the original Microsoft Outlook nodes plus an AI Agent. You can connect OpenAI or any other LLM provider. ✨ Features Self-Discovery:** Scans your Outlook folders automatically – no manual mapping required. AI-Powered Decisions:** Considers sender, subject, content, links, attachments, timing, and business context. Label + Move:** Assigns the right Outlook category and moves the email into the correct folder. Dual Category Logic:** Can apply both a primary and a secondary category (e.g., Action + Project). Error Handling:** Captures errors and continues without breaking the workflow. Flexible AI Backend:** Replace OpenAI with your own LLM if preferred. 🚀 Setup (5 Steps) Connect Outlook In n8n → Credentials → Microsoft Outlook, grant at least Mail.ReadWrite. Connect AI In n8n → Credentials, set up OpenAI (or another model). Works best with GPT-4.x or GPT-4o. Import the Workflow n8n → Workflows → Import from File/Clipboard and paste the provided JSON. Enable Trigger Adjust the Schedule Trigger (e.g., every 5 minutes). Run & Verify Test run and watch emails get categorized and moved automatically. 🧠 How It Works Schedule Trigger pulls new emails Loop Over Items processes them one by one Markdown / varEmail cleans the content Get Many Folders fetches Outlook categories and folders Summarize + Code prepare category IDs AI Agent applies deep categorization logic Update Category applies the Outlook category Move Folder places the email in the right folder Error Handling ensures workflow stability 🧩 System Prompt Example You are an advanced AI email categorization system. Your mission is to intelligently analyze and categorize emails with maximum accuracy and context awareness. INTELLIGENT CATEGORIZATION ENGINE: Parse all available categories: {{ $json.category }} Multi-layer analysis: Sender, Subject, Body, Links, Attachments Prioritize: Security threats, Action Required, Business Context Specialized: SaaS, Hosting, E-commerce, Finance, Support, Corporate Anti-Spam: Pattern detection, spoofing, red-flag subjects Dual Logic: Primary + Secondary categories when applicable OUTPUT FORMAT (JSON only): { "subject": "EXACT_EMAIL_SUBJECT", "category": "PRIMARY_CATEGORY_FROM_AVAILABLE_LIST", "subCategory": "SECONDARY_CATEGORY_IF_APPLICABLE", "analysis": "Reasoning", "confidence": "HIGH/MEDIUM/LOW" } Available Categories: {{ $json.category }} ⚙️ Parameters & Notes Uses only existing Outlook categories (never invents new ones). Works with any LLM that supports Chat Completions. Requires Mail.ReadWrite permissions. Safe fallback: if unsure, it uses the Action category. 🛡️ Security Processes only what is needed for classification. No external logging of email content unless you configure it. AI provider can be swapped for self-hosted LLMs for compliance. 📄 License & Sharing License:** MIT (or your choice). Tags:** n8n, Outlook, Email, AI, Automation, Categorization Import Method:** Copy/paste workflow JSON into n8n. ✅ Summary Connect → Import → Run. No manual mapping. AI-powered categorization that labels and organizes your Outlook mailbox automatically. An n8n automation workflow template by Can KURT.
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