This article provides a complete, practical walkthrough of the Mondaycom Schedule Send Scheduled n8n agent. It connects HTTP Request, Webhook across approximately 1 node(s). Expect a Intermediate setup in 15-45 minutes. One‑time purchase: €29.

What This Agent Does

This agent orchestrates a reliable automation between HTTP Request, Webhook, handling triggers, data enrichment, and delivery with guardrails for errors and rate limits.

It streamlines multi‑step processes that would otherwise require manual exports, spreadsheet cleanup, and repeated API requests. By centralizing logic in n8n, it reduces context switching, lowers error rates, and ensures consistent results across teams.

Typical outcomes include faster lead handoffs, automated notifications, accurate data synchronization, and better visibility via execution logs and optional Slack/Email alerts.

How It Works

The workflow uses standard n8n building blocks like Webhook or Schedule triggers, HTTP Request for API calls, and control nodes (IF, Merge, Set) to validate inputs, branch on conditions, and format outputs. Retries and timeouts improve resilience, while credentials keep secrets safe.

Third‑Party Integrations

• HTTP Request
• Webhook

Import and Use in n8n

1. Open n8n and create a new workflow or collection.
2. Choose Import from File or Paste JSON.
3. Paste the JSON below, then click Import.
4. Show n8n JSON

   Title:  
   Microsoft Outlook AI Email Assistant: Intelligent Email Categorization and Prioritization with n8n, Airtable & OpenAI
   
   Meta Description:  
   Discover how the Microsoft Outlook AI Email Assistant smartly categorizes, prioritizes, and flags emails using intelligent automation with n8n, OpenAI, Airtable, and Monday.com. Boost productivity and inbox efficiency with AI and CRM integration.
   
   Keywords:  
   AI email assistant, Outlook automation, email categorization, OpenAI in workflow, Airtable integration, n8n email workflow, Monday.com CRM, GPT-4 email analyzation, workflow automation, intelligent inbox organizer, email productivity
   
   Third-Party APIs Used:
   
   - Microsoft Outlook OAuth2 API (Microsoft365)
   - OpenAI GPT-4 (via LangChain integration)
   - Airtable API (Personal Access Token)
   - Monday.com API
   
   —
   
   Article:
   
   # Microsoft Outlook AI Email Assistant: Automating Email Categorization and Prioritization with n8n, Airtable & OpenAI
   
   Managing a high-volume inbox can be overwhelming—especially in business environments where incoming emails may range from client inquiries and supplier notes to flagged tasks and promotional updates. The Microsoft Outlook AI Email Assistant built using n8n, OpenAI, Airtable, and Monday.com provides a powerful, low-code automation solution that gives your email workflow a major productivity upgrade.
   
   ## The Challenge: Email Chaos
   
   Many professionals manually sort through emails, determine their importance, reply when necessary, and flag action items. Not only is this time-consuming, but it also leaves room for human error and missed opportunities. Automating those decisions with the help of AI frees up time for what truly matters—communication, not administration.
   
   ## The Solution: AI-Powered Email Intelligence
   
   This workflow leverages a combination of AI, dynamic contact records, and category-based logic to:
   
   - Scan unread unflagged emails from Microsoft Outlook
   - Convert email bodies to sanitized markdown for easier AI parsing
   - Enhance email metadata by retrieving contact context from Monday.com
   - Classify each email into user-defined categories via GPT-4
   - Flag urgent or actionable emails with high importance
   - Apply categories back to Outlook for better inbox organization
   
   ## How It Works: Step-by-Step Breakdown
   
   ### 1. Email Fetching with Microsoft Outlook
   
   The workflow begins with a manual or scheduled trigger. It uses Microsoft Outlook’s OAuth2 integration to fetch up to 10 recent emails that:
   
   - Have not been flagged
   - Are not yet categorized
   
   This filtering mechanism ensures clean data for processing and avoids redundant analysis.
   
   ### 2. Email Sanitization
   
   Before passing email content to the AI, the workflow strips away non-useful details like HTML tags, markdown links, images, and formatting artifacts. The sanitization ensures that the AI receives only relevant content like the subject, sender address, and clean body text.
   
   ### 3. CRM Contact Context from Monday.com
   
   Using Monday.com’s API, the assistant dynamically pulls client and supplier contact lists daily. This allows the AI to enrich its analysis with knowledge about the sender—enabling smarter categorization and prioritization decisions based on known relationships.
   
   All retrieved contacts are then upserted (inserted or updated) into Airtable, which acts as a centralized database for downstream workflows.
   
   ### 4. Custom Rules and Categories via Airtable
   
   Three Airtable tables—Contacts, Categories, and Delete Rules—provide business users with full control over how emails are analyzed and classified:
   
   - Categories: Define primary categories and optional subcategories for classification
   - Delete Rules: Specify conditions or keywords for emails that should be ignored
   - Rules: Can be extended to define targeted automation or alerts
   
   This makes the workflow highly adaptable to individual or organizational needs without needing to modify the automation logic.
   
   ### 5. Looping Over Emails & Contact Matching
   
   Each email is processed in batches where the sender is cross-checked against the Airtable Contacts table (populated from Monday.com). This lookup enables the AI to determine if the sender is recognized—as a client, supplier, etc.
   
   ### 6. AI-Powered Classification with OpenAI’s GPT-4
   
   The sanitized body and structured sender metadata are passed to an OpenAI GPT-4 model for classification using a LangChain agent node in n8n. The AI is prompted with:
   
   - A clean copy of the email
   - CRM data from Airtable
   - User-defined rules and categories
   - Strict JSON format requirements for parsing
   
   The AI returns structured JSON with:
   
   - Email ID and subject
   - Category and (optional) subcategory
   - A brief reasoning behind the classification
   
   If the AI assigns “Action” as a subcategory, indicating urgency or a required task, the workflow sets the email’s Outlook importance to “High” and applies a corresponding category label.
   
   ### 7. Final Updates Back to Outlook
   
   Using outbound Microsoft Outlook nodes, the workflow programmatically updates each processed email’s:
   
   - Category (based on AI output)
   - Importance level (“High” if marked with the Action subcategory)
   
   These changes allow users to visually sort and prioritize their inbox instantly, with high-impact messages rising to the top.
   
   ## Benefits in Action
   
   - ⏱️ Saves Time: Automates reading, categorizing, and prioritizing emails
   - 🧠 Smart Classification: Uses AI trained on business logic and contact context
   - 📁 Organized Inbox: Adds categories and highlights actionable messages
   - 🔌 Easy Integration: Uses API-driven third-party platforms without code
   - 🔄 Dynamic & Adaptable: Refactor priorities and categories directly via Airtable or Monday.com
   
   ## Final Thoughts
   
   The Microsoft Outlook AI Email Assistant, built in n8n, exemplifies the true power of automation when paired with contextual AI and user-customizable rule sets. It reduces inbox overwhelm, ensures important emails receive timely attention, and transforms how organizations handle email communication.
   
   You can adopt this workflow and tailor it to your unique business needs—whether you're managing a consultancy firm, customer care department, or procurement pipeline. Through the seamless integration of tools like Airtable, OpenAI, and Microsoft Outlook, smart email management is no longer a concept of the future—it's here now.
   
   —
   
   Looking to supercharge your inbox with intelligent automation? This n8n workflow might be your next productivity game-changer.

5. Set credentials for each API node (keys, OAuth) in Credentials.
6. Run a test via Execute Workflow. Inspect Run Data, then adjust parameters.
7. Enable the workflow to run on schedule, webhook, or triggers as configured.

Tips: keep secrets in credentials, add retries and timeouts on HTTP nodes, implement error notifications, and paginate large API fetches.

Validation: use IF/Code nodes to sanitize inputs and guard against empty payloads.

Why Automate This with AI Agents

AI‑assisted automations offload repetitive, error‑prone tasks to a predictable workflow. Instead of manual copy‑paste and ad‑hoc scripts, your team gets a governed pipeline with versioned state, auditability, and observable runs.

n8n’s node graph makes data flow transparent while AI‑powered enrichment (classification, extraction, summarization) boosts throughput and consistency. Teams reclaim time, reduce operational costs, and standardize best practices without sacrificing flexibility.

Compared to one‑off integrations, an AI agent is easier to extend: swap APIs, add filters, or bolt on notifications without rewriting everything. You get reliability, control, and a faster path from idea to production.

Best Practices

• Credentials: restrict scopes and rotate tokens regularly.
• Resilience: configure retries, timeouts, and backoff for API nodes.
• Data Quality: validate inputs; normalize fields early to reduce downstream branching.
• Performance: batch records and paginate for large datasets.
• Observability: add failure alerts (Email/Slack) and persistent logs for auditing.
• Security: avoid sensitive data in logs; use environment variables and n8n credentials.

FAQs

Can I swap integrations later? Yes. Replace or add nodes and re‑map fields without rebuilding the whole flow.

How do I monitor failures? Use Execution logs and add notifications on the Error Trigger path.

Does it scale? Use queues, batching, and sub‑workflows to split responsibilities and control load.

Is my data safe? Keep secrets in Credentials, restrict token scopes, and review access logs.