Auto Categorise Outlook Emails With Ai 2454 – n8n Workflows – Free Template

What This Workflow Does

This workflow automatically categorizes incoming Outlook emails using artificial intelligence. It analyzes email content and intelligently assigns categories based on the message context, helping you organize your inbox without manual effort.

How It Works

The workflow is triggered manually and processes your Outlook emails in batches. Here is the process:

• Retrieves emails from your Microsoft Outlook inbox
• Processes emails in manageable batches to avoid overload
• Analyzes each email content using AI language models
• Determines appropriate categories based on email context and content
• Applies the assigned categories back to your Outlook emails
• Filters and routes emails based on intelligent decision logic

Use Cases

• Sales Teams: Automatically categorize leads, proposals, and customer inquiries into appropriate sales pipeline stages
• Customer Support: Route support tickets and customer issues into priority categories based on urgency and topic
• Project Management: Organize project-related emails by project name, status, or team member assignments
• Financial Services: Categorize invoices, receipts, and financial communications for accounting and compliance purposes
• Human Resources: Automatically sort job applications, employee communications, and HR-related messages into appropriate categories

Nodes Used

• Manual Trigger – Initiates the workflow
• Sticky Note – Provides workflow documentation and instructions
• LM Chat Ollama – AI language model for email analysis and categorization
• Microsoft Outlook – Retrieves and updates emails in your inbox
• Split in Batches – Processes emails in controlled batches
• Markdown – Formats text content for processing
• Set – Establishes variables and data structures
• Filter – Selects specific emails based on criteria
• If – Creates conditional logic for decision making
• Agent – Orchestrates intelligent workflow decisions
• Merge – Combines data from multiple workflow paths
• Switch – Routes emails based on categorization results

Prerequisites

• Active Microsoft Outlook account with email access
• n8n instance with Outlook integration configured
• Access to an AI language model service or local Ollama installation
• Proper authentication credentials for both Outlook and AI services
• Basic understanding of n8n workflow concepts

Difficulty Level

This workflow is suitable for users with intermediate n8n experience. While it uses advanced nodes like agents and conditional logic, the setup is guided and the template handles most complexity. Users should be comfortable connecting to external services like Microsoft Outlook and configuring AI model parameters.

This workflow template is shared under the n8n fair-code license. Free to use and modify.