AI-Powered Outlook Email Assistant with Contact Integration

1. The Problem: Why This Matters

Managing and prioritising emails can be overwhelming, especially when dealing with a high volume of messages daily. Important emails often get buried under less critical ones, and manual categorisation takes time. Without a structured system, users struggle to identify key emails, respond efficiently, and ensure proper follow-ups.

2. The Solution: How It Works

This workflow automates email management in Outlook by:

• Filtering out flagged or previously categorised emails.
• Cleaning and formatting email content for AI processing.
• Matching senders with existing CRM data from Monday.com and Airtable.
• Using AI to categorise and prioritise emails based on content and sender.
• Automatically setting categories and importance levels in Outlook.
• Allowing users to edit and update rules for custom email processing.

3. Key Benefits

• Saves time by automating email sorting and prioritisation.
• Ensures important emails are highlighted for faster response.
• Integrates with CRM systems to recognise key contacts.
• Reduces manual effort by applying AI-driven categorisation.
• Customisable rules allow users to refine email processing.

4. Workflow in Action

1. A scheduler or manual trigger initiates the workflow.
2. Outlook retrieves new emails, filtering flagged or pre-categorised messages.
3. The email body is cleaned and formatted for AI analysis.
4. CRM contact data from Monday.com and Airtable is checked for sender recognition.
5. AI analyses email content, assigning a category and priority level.
6. Emails are automatically updated in Outlook with the assigned category and importance level.
7. Users can manage and update categorisation rules in Airtable.

5. Example Use Case: Real-World Scenario

A sales manager receives hundreds of emails daily, making it difficult to prioritise responses. Instead of manually sorting through messages, they use this workflow to:

• Automatically categorise emails from known clients and leads.
• Prioritise high-value emails based on AI analysis.
• Highlight urgent messages for immediate action.
• Reduce clutter by deprioritising irrelevant emails.

By automating email sorting, the sales manager spends less time organising emails and more time engaging with high-priority contacts.