# Automatic and dynamic out of office in Exchange online: n8n workflow

> Started by an event in a connected app, and works across Outlook. It puts Azure OpenAI behind a retrieval step, so answers are drawn from documents you...

Source: https://millionrounds.com/workflow/automatic-and-dynamic-out-of-office-in-exchange-online (Millionrounds; every figure on the page links to its filing or article)

[Automation library](https://millionrounds.com/workflows) · [AI assistants](https://millionrounds.com/workflows?category=AI+assistants#library)

# Automatic and dynamic out of office in Exchange online

Started by an event in a connected app, and works across Outlook. It puts Azure OpenAI behind a retrieval step, so answers are drawn from documents you supply rather than from the model alone. 19 steps, 3 branches: a working afternoon to understand properly.

Medium Calls a model: Azure OpenAI Retrieval

[Download free](https://millionrounds.com/login?next=%2Fapp%2Fworkflow%2Fautomatic-and-dynamic-out-of-office-in-exchange-online)

**19 steps** Medium: a working afternoon

**3** Branches: places the flow splits

**0** Loops or waits

**1** Service it connects to

## The flow

Starts it 1 Model 9 Logic 4 Service 5

The steps in the order they run, from what starts it.

- 1 **Microsoft Outlook Trigger** Microsoft Outlook trigger *Starts it*
- 2 **Azure OpenAI Chat Model** Lm Chat Azure Open Ai *Model*
- 3 **Simple Memory** Memory Buffer Window *Model*
- 4 **Calculator** Tool Calculator *Model*
- 5 **Date & Time** Date Time Tool *Service*
- 6 **GPT4.1-nano** Lm Chat Azure Open Ai *Model*
- 7 **Simple Memory1** Memory Buffer Window *Model*
- 8 **Find related messages** Microsoft Outlook Tool *Service*
- 9 **Get if OOF** Microsoft Outlook *Service*
- 10 **Create Answer** Agent *Model*
- 11 **Filter out uninteresting mails** Agent *Model*
- 12 **Structured Output Parser** Output Parser Structured *Model*
- 13 **Structured Output Parser1** Output Parser Structured *Model*
- 14 **If currently out of office** If *Logic*
- 15 **If** If *Logic*
- 16 **Only continue if no newsletter or similar** If *Logic*
- 17 **Mail Body to MD** Markdown *Logic*
- 18 **Set "Ai Reponse" Category** Microsoft Outlook *Service*
- 19 **Microsoft Outlook** Microsoft Outlook *Service*

## How it's built

- **Starts on:** An event in a connected app
- **Steps:** 19, with 3 branches
- **Size:** Medium: a working afternoon
- **Connects to:** Outlook
- **Model:** Azure OpenAI
- **Retrieval:** Answers are drawn from documents you supply, not from the model alone

## Questions

What does it need to run?

An n8n account, plus your own Outlook account, and a key for Azure OpenAI. You connect your own accounts after importing it; none are included.

What starts it?

It starts on an event in a connected app.

Does it use AI?

Yes. It calls Azure OpenAI. Its answers draw on documents you give it, not on the model alone. Model calls are billed by the provider, not by n8n.

How long does it take to set up?

Plan an afternoon. 19 steps is enough that you should read each one before running it.

How do I import it?

Copy the workflow, open a new workflow in n8n and paste. The steps appear on the canvas, ready for your own accounts.

**Before you run it**

Nothing here has been tested by us. It is somebody's working automation, read and described from its own steps. Treat the connections it wants as a list of accounts it will touch, and read the 19 steps before you point it at anything that matters.

## Run it in n8n

- **Create your n8n account** Free to start. n8n is where the workflow runs. [Create an n8n account ↗](https://millionrounds.com/n8n)
- **Download the workflow** Free with a Millionrounds account. [Download free](https://millionrounds.com/login?next=%2Fapp%2Fworkflow%2Fautomatic-and-dynamic-out-of-office-in-exchange-online)
- **Paste it into n8n** Open a new workflow in n8n and paste. Then connect your own accounts.

Stored with the author's traces removed: canvas notes, instance identifiers, saved credential names and any live document they had left behind.

## Connects to

Each opens the other workflows that use it.

[Outlook](https://millionrounds.com/workflows?service=Outlook#library)

## Workflows like it

Also ai assistants, with the same services where possible, closest in size first.

- [**Orchestrate M365 employee onboarding with SharePoint** 19 steps · calls a model · Outlook](https://millionrounds.com/workflow/orchestrate-m365-employee-onboarding-with-sharepoint)
- [**Create a branded AI-powered website chatbot with OpenAI** 17 steps · calls a model · Outlook](https://millionrounds.com/workflow/create-a-branded-ai-powered-website-chatbot-with-openai)
- [**Latest tailored economic news for business with Gemini** 21 steps · calls a model · Outlook, RSS](https://millionrounds.com/workflow/latest-tailored-economic-news-for-business-with-gemini)
- [**Automatic email categorization and organization with Outlook** 22 steps · calls a model · Outlook](https://millionrounds.com/workflow/automatic-email-categorization-and-organization-with-outlook)
- [**Financial news digest with Gemini** 16 steps · calls a model · Outlook](https://millionrounds.com/workflow/financial-news-digest-with-gemini)
- [**Basic automatic Outlook email folder management** 15 steps · calls a model · Outlook](https://millionrounds.com/workflow/basic-automatic-outlook-email-folder-management)