Integration
Connect WebuildYourAI. to
Outlook
Introduction
Microsoft Outlook is a central hub for email, calendars, contacts and tasks across Microsoft 365, web, desktop and mobile. It underpins daily communication, meeting coordination and shared mailboxes for teams such as sales, support and HR. Our AI agents extend Outlook with intelligent, autonomous workflows that optimise handling of messages, schedules and linked business records. By analysing content and context, they coordinate with CRM and ITSM, reducing manual triage and keeping Outlook aligned with processes.
Core Workflows
Agent-driven email triage continuously scans Outlook inboxes and shared mailboxes, classifying messages by topic, intent and urgency. Agents apply agreed rules, tag items, draft suggested replies and route cases to CRM or ticketing queues, giving teams a structured, searchable view of high-volume correspondence.
Calendar-aware agents monitor Outlook calendars, invitations and resource bookings to propose meeting times, handle rescheduling and align availability across time zones. They negotiate options with participants via templated emails, update Teams links and log key appointments back to CRM or project tools.
Agents connect Outlook threads and meetings with CRM or ITSM records, creating or updating cases as conversations evolve. They extract participants, topics, commitments and attachments, synchronise them with customer or incident profiles, and alert staff when key accounts or critical tickets lack timely responses.
Summarisation agents condense long Outlook email chains and dense meeting invitations into concise digests. They highlight decisions, risks and customer sentiment, then extract follow-up actions into Outlook tasks, Planner, To Do or other tools, providing shared visibility over who owns which next steps.
Shared mailbox agents balance workloads across team members, track SLA commitments and surface stalled threads in Outlook. They suggest sensitivity labels or encryption when content appears risky, ensure consistent tagging for audit, and compile periodic reports on volumes, response times and breach risks.
Extended Capabilities
Agentic workflows built on Outlook’s Graph and add-in surfaces observe emails, calendars and contacts in real time, then coordinate follow-up across CRM, ITSM and document systems. They reduce manual sorting, highlight urgency and keep shared mailboxes working to consistent rules.
Conclusion
Embedding AI agents alongside Microsoft Outlook turns email, calendar, contacts and tasks data into a coordinated operational layer. Automated triage, scheduling, synchronisation, summarisation and compliance checks reduce manual effort, surface priorities faster and keep external systems aligned with how teams already work inside Outlook. Specialist design and governance keep these automations aligned with tenant security, evolving communication patterns and overall operational clarity.