Auto Categorise Outlook Emails with AI
This workflow utilizes advanced AI technology to automatically analyze and categorize untagged emails in the Microsoft Outlook inbox. By intelligently recognizing the content of the emails, it can classify them into categories such as "Action," "Spam," "Receipts," and automatically move them to the corresponding folders. This automated processing significantly improves email management efficiency, reducing the time and effort users spend on email classification, helping them maintain a tidy inbox and focus on important information.
Workflow Name
Auto Categorise Outlook Emails with AI
Key Features and Highlights
This workflow leverages the advanced AI language model Qwen 2.5 14B to automatically analyze and categorize untagged emails from the Microsoft Outlook inbox. It intelligently identifies email content and distinguishes categories such as "Action," "Spam," "Receipts," "SaaS Updates," "Community Info," "Business Emails," etc., then moves emails to their corresponding folders, enabling efficient email management and archiving.
Core Problems Addressed
Traditional email categorization relies on manual sorting, which is time-consuming, labor-intensive, and prone to errors. This workflow automates the process using AI, effectively resolving issues like email backlog, chaotic classification, and missed important emails. It significantly improves email management efficiency and reduces user workload.
Use Cases
- Freelancers or small business owners needing efficient management of large volumes of business emails
- Users requiring automatic filtering of advertisements and promotional emails to focus on important messages
- Individuals seeking intelligent email organization and archiving to maintain a tidy inbox
- IT or operations personnel building automated email processing systems to enhance team collaboration efficiency
Main Workflow Steps
- Trigger Node: Manually initiate the workflow.
- Filter Emails: Retrieve untagged and unflagged emails from the Outlook "Inbox."
- Email Content Cleaning: Convert email body to plain text, removing HTML, Markdown links, images, and other irrelevant information.
- Invoke AI Agent: Use the Ollama Chat Model (Qwen 2.5) to intelligently analyze and categorize email content, outputting standardized JSON-formatted category data.
- Parse and Transform AI Output: Validate the AI-generated text format and convert classification results into usable data fields.
- Classification Branching: Route emails based on AI classification results using a Switch node for different category handling.
- Update Email Categories: Update the email’s category tags within Outlook.
- Move Emails: Transfer emails to corresponding category folders (e.g., "Spam," "Receipts," "Community," etc.).
- Check Email Status: Determine if the email is read; read emails are further moved to the "Processed" folder.
- Loop Processing: Batch process each qualifying email to ensure continuous automation.
Involved Systems and Services
- Microsoft Outlook: Source of emails and platform for updating and moving emails.
- Ollama Chat Model (Qwen 2.5 14B): Core AI engine for email content understanding and classification.
- n8n Automation Platform: Orchestrates the entire workflow and node interactions.
Target Users and Value
- Freelancers: Automate client email management to save time and focus on core business.
- SMB Employees: Reduce inbox management burden and improve work efficiency.
- Sales and Customer Support Teams: Quickly identify actionable emails to avoid missing important client requests.
- Any Outlook Users: Maintain a clean inbox with intelligent categorization and quickly locate needed emails.
This workflow was designed and developed by Wayne Simpson (LinkedIn) based on nocodecreative.io, accompanied by detailed video tutorials to help users quickly get started and customize email categorization rules to their needs.