Categorize and label existing Gmail emails automatically with GPT-4o mini
📨 Categorize and Label Existing Gmail Emails Automatically with GPT-4o mini
👥 Who's it for
This workflow is perfect for individuals or teams who want to sort and label existing emails in their Gmail inbox 🗃️ using AI. Ideal for cleaning up unlabeled emails in bulk — no coding required!
For sorting incoming emails messages in your gmail inbox, please use this free workflow: Categorize and Label Incoming Gmail Emails Automatically with GPT-4o mini
🤖 What it does
It manually processes a selected number of existing Gmail emails, skips those that already have labels, sends the content to an AI Agent powered by GPT-4o mini 🧠, and applies a relevant Gmail label based on the email content. All labels must already exist in Gmail.
⚙️ How it works
▶️ Manual Trigger – The workflow starts manually when you click "Execute Workflow".
📥 Gmail Get Many Messages – Pulls a batch of existing inbox emails (default: 50).
🚫 Filter – Skips emails that already have one or more labels.
🧠 AI Agent (GPT-4o mini) – Analyzes the content and assigns a category.
🧾 Structured Output Parser – Converts the AI output into structured JSON.
🔀 Switch Node – Routes each email to the right label based on the AI result.
🏷️ Gmail Nodes – Apply the correct Gmail label to the email.
📋 Requirements
Gmail account connected to n8n
Gmail labels must be manually created in your inbox beforehand
Labels must exactly match the category names defined in the AI prompt
OpenAI credentials with GPT-4o mini access
n8n's AI Agent & Structured Output Parser nodes
🛠️ How to set up
In your Gmail account, create all the labels you want to use for categorizing emails
Open the workflow and adjust the email fetch limit in the Gmail node (e.g., 50, 100)
Confirm that the Filter skips emails that already have labels
Define your categories in the AI Agent prompt — these must match the Gmail labels exactly
In the Switch Node, create a condition for each label/category
Ensure each Gmail Label Node applies the correct existing label
Save the workflow and run it manually whenever you want to organize your inbox ✅
🎨 How to customize the workflow
Add or remove categories in the AI prompt & Switch Node
Adjust the batch size of emails to process more or fewer per run
Fine-tune the AI prompt to suit your inbox type (e.g., work, personal, client support)
Categorize and Label Existing Gmail Emails Automatically with GPT-4o Mini
This n8n workflow automates the process of categorizing and labeling existing emails in your Gmail inbox using the power of an AI Agent powered by OpenAI's GPT-4o Mini. It's designed to help you quickly organize your inbox by applying relevant labels based on the email content.
What it does
This workflow performs the following key steps:
- Triggers Manually: The workflow is initiated by a manual trigger, allowing you to run it on demand.
- Retrieves Gmail Emails: It connects to your Gmail account to retrieve a batch of emails.
- Filters Emails (Placeholder): A filter node is present, but currently not configured, suggesting a potential future enhancement to filter emails based on specific criteria before processing.
- Processes with AI Agent: An AI Agent node (likely configured with GPT-4o Mini) analyzes the content of each email.
- Generates Structured Output: A Structured Output Parser node extracts categorized information from the AI Agent's response, likely identifying categories and labels for the emails.
- Routes Based on AI Output (Placeholder): A Switch node is present, but currently not configured, indicating a potential future step to route emails based on the AI-generated categories for further actions (e.g., applying labels, sending notifications).
Prerequisites/Requirements
To use this workflow, you will need:
- n8n Instance: A running n8n instance.
- Gmail Account: A Google account with access to Gmail. You will need to configure a Google OAuth2 credential in n8n.
- OpenAI API Key: An API key for OpenAI, as the AI Agent node is configured to use an OpenAI Chat Model (likely GPT-4o Mini based on the directory name). You will need to configure an OpenAI API credential in n8n.
Setup/Usage
- Import the workflow: Download the provided JSON and import it into your n8n instance.
- Configure Credentials:
- Gmail: Set up a Google OAuth2 credential for the
Gmailnode. - OpenAI: Set up an OpenAI API credential for the
OpenAI Chat Modelnode.
- Gmail: Set up a Google OAuth2 credential for the
- Customize AI Agent: Configure the
AI Agentnode with specific instructions or prompts to guide the categorization of your emails. You may need to define the desired categories and label formats. - Configure Output Parser: Adjust the
Structured Output Parsernode to correctly extract the categorized data from the AI Agent's response. This will depend on the format of the AI Agent's output. - (Optional) Configure Filter: If you wish to process only specific emails, configure the
Filternode with your desired conditions (e.g., emails from a specific sender, emails containing certain keywords). - (Optional) Configure Switch Node: To apply labels or perform other actions based on the AI-generated categories, configure the
Switchnode to route emails to different branches based on the output of theStructured Output Parser. You would then add additional Gmail nodes (e.g., "Modify Email") to apply the labels. - Execute the workflow: Click "Execute workflow" on the
When clicking ‘Execute workflow’node to run the automation.
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