Automatic email categorization and organization with Outlook and GPT-4o
# 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.
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## ✨ 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.
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## 🚀 Setup (5 Steps)
1. **Connect Outlook**
In *n8n → Credentials → Microsoft Outlook*, grant at least `Mail.ReadWrite`.
2. **Connect AI**
In *n8n → Credentials*, set up OpenAI (or another model). Works best with GPT-4.x or GPT-4o.
3. **Import the Workflow**
*n8n → Workflows → Import from File/Clipboard* and paste the provided JSON.
4. **Enable Trigger**
Adjust the *Schedule Trigger* (e.g., every 5 minutes).
5. **Run & Verify**
Test run and watch emails get categorized and moved automatically.
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## 🧠 How It Works
1. **Schedule Trigger** pulls new emails
2. **Loop Over Items** processes them one by one
3. **Markdown / varEmail** cleans the content
4. **Get Many Folders** fetches Outlook categories and folders
5. **Summarize + Code** prepare category IDs
6. **AI Agent** applies deep categorization logic
7. **Update Category** applies the Outlook category
8. **Move Folder** places the email in the right folder
9. **Error Handling** ensures workflow stability
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## 🧩 System Prompt Example
```text
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 }}
```
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## ⚙️ 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.
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## 🛡️ 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.
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## 📄 License & Sharing
- **License:** MIT (or your choice).
- **Tags:** `n8n`, `Outlook`, `Email`, `AI`, `Automation`, `Categorization`
- **Import Method:** Copy/paste workflow JSON into n8n.
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## ✅ Summary
**Connect → Import → Run.**
No manual mapping. AI-powered categorization that **labels and organizes your Outlook mailbox automatically**.
