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Beginner Outlook calendar summary with OpenAI

Robert BreenRobert Breen
4244 views
2/3/2026
HTTPData FetchingIterationLoopingBatch Processing
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A step-by-step demo that shows how to pull your Outlook calendar events for the week and ask GPT-4o to write a short summary.
Along the way you’ll practice basic data-transform nodes (Code, Filter, Aggregate) and see where to attach the required API credentials.

1️⃣ Manual Trigger — Run Workflow

| Why | Lets you click “Execute” in the n8n editor so you can test each change. | | --- | --- |

2️⃣ Get Outlook Events — Get many events

  1. Node type: Microsoft Outlook → Event → Get All
  2. Fields selected: subject, start
  3. API setup (inside this node):
    • Click Credentials ▸ Microsoft Outlook OAuth2 API
    • If you haven’t connected before:
      1. Choose “Microsoft Outlook OAuth2 API” → “Create New”.
      2. Sign in and grant the Calendars.Read permission.
      3. Save the credential (e.g., “Microsoft Outlook account”).
  4. Output: A list of events with the raw ISO start time.

> Teaching moment: Outlook returns a full dateTime string. We’ll normalize it next so it’s easy to filter.

3️⃣ Normalize Dates — Convert to Date Format

// Code node contents
return $input.all().map(item => {
  const startDateTime = new Date(item.json.start.dateTime);
  const formattedDate = startDateTime.toISOString().split('T')[0]; // YYYY-MM-DD
  return { json: { ...item.json, startDateFormatted: formattedDate } };
});

### 4️⃣ Filter the Events Down to *This* Week  
After we’ve normalised the `start` date-time into a simple `YYYY-MM-DD` string, we drop in a **Filter** node.  
Add one rule for every day you want to keep—for example `2025-08-07` **or** `2025-08-08`. Rows that match any of those dates will continue through the workflow; everything else is quietly discarded.  

*Why we’re doing this:* we only want to summarise tomorrow’s and the following day’s meetings, not the entire calendar.

---

### 5️⃣ Roll All Subjects Into a Single Item  
Next comes an **Aggregate** node. Tell it to aggregate the `subject` field and choose the option *“Only aggregated fields.”*  
The result is one clean item whose `subject` property is now a tidy list of every meeting title. It’s far easier (and cheaper) to pass one prompt to GPT than dozens of small ones.

---

### 6️⃣ Turn That List Into Plain Text  
Insert a small **Code** node right after the aggregation:

```js
return [{
  json: {
    text: items
      .map(item => JSON.stringify(item.json))
      .join('\n')
  }
}];

Need a Hand?
I’m always happy to chat automation, n8n, or Outlook API quirks.

Robert Breen – Automation Consultant & n8n Instructor
📧 robert@ynteractive.com | LinkedIn

n8n Workflow: Beginner Outlook Calendar Summary with OpenAI

This n8n workflow demonstrates a basic yet powerful automation to summarize your Microsoft Outlook calendar events using OpenAI's language model capabilities. It's designed to be a clear, step-by-step example for beginners to understand how to integrate different services and apply AI for practical tasks.

What it does

This workflow performs the following actions:

  1. Triggers Manually: The workflow is initiated by a manual trigger, allowing you to run it on demand.
  2. Fetches Outlook Calendar Events: It connects to your Microsoft Outlook account to retrieve calendar events.
  3. Filters Events: It includes a "Sticky Note" (likely a placeholder or comment for the user) and a "Code" node which might contain logic to process or filter the retrieved events, though the provided JSON doesn't specify the exact filtering criteria.
  4. Aggregates Data: An "Aggregate" node is present, suggesting that it might combine or structure the event data before sending it to the AI.
  5. Summarizes with AI: It utilizes an "AI Agent" node, powered by an "OpenAI Chat Model", to generate a summary of the calendar events. The exact prompt or instructions for the AI are not detailed in the JSON, but the intent is to create a concise overview of the events.

Prerequisites/Requirements

To use this workflow, you will need:

  • n8n Instance: A running instance of n8n.
  • Microsoft Outlook Account: Configured as a credential in n8n to allow access to your calendar.
  • OpenAI API Key: Configured as a credential in n8n to allow the workflow to interact with OpenAI's language models.

Setup/Usage

  1. Import the Workflow:
    • Copy the provided JSON code.
    • In your n8n instance, click on "Workflows" in the left sidebar.
    • Click "New" and then "Import from JSON".
    • Paste the JSON code and click "Import".
  2. Configure Credentials:
    • Locate the "Microsoft Outlook" node and configure your Microsoft Outlook credentials.
    • Locate the "OpenAI Chat Model" node (within the "AI Agent") and configure your OpenAI API key credentials.
  3. Review and Customize:
    • Examine the "Code" node (ID 834) to understand or modify any custom logic applied to the calendar events.
    • Review the "AI Agent" node (ID 1119) and the "OpenAI Chat Model" node (ID 1153) to adjust the AI's prompt or model settings if you want a different type of summary.
  4. Execute the Workflow:
    • Click the "Execute Workflow" button on the "Manual Trigger" node to run the workflow and generate a summary of your calendar events.
    • The output of the "AI Agent" node will contain the generated summary.

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