Automated Daily Outlook Calendar Meeting Digest

Automated Daily Outlook Calendar Meeting Digest

Overall Goal This workflow automatically runs at a scheduled time (daily at 8 AM by default), calculates the current day's date range, fetches all calendar events from a specified Microsoft Outlook account for that day, formats these events into a user-friendly HTML email, and then sends this digest to a designated email address.

How it Works (Step-by-Step Breakdown):

Node: Schedule Trigger (Schedule Trigger Node) Type:** n8n-nodes-base.scheduleTrigger
Purpose:** Automatically starts the workflow at a predefined time.
Configuration:**
Rule > Interval > Trigger At Hour: 8
(Triggers every day at 8:00 AM according to the n8n server's timezone)
Output:** Triggers the workflow execution at the scheduled time.

Node: Code (Code Node) Type:** n8n-nodes-base.code
Purpose:** Dynamically calculates the start and end timestamps for "today," based on when the workflow is triggered.
Configuration (JS Code):**
Gets the current date and time (workflow runtime).
Sets today to beginning of current day (00:00:00).
Sets tomorrow to beginning of next day (00:00:00).
Converts these to ISO string format (e.g., 2023-10-27T00:00:00Z).
Output:** JSON object with today and tomorrow ISO date strings.

Node: Microsoft Outlook (Microsoft Outlook Node) Type:** n8n-nodes-base.microsoftOutlook
Purpose:** Fetch calendar events from Outlook within the calculated date range.
Configuration:**
Resource: Event
Filters (Custom):
start/dateTime ge '{{$json.today}}' and start/dateTime lt '{{$json.tomorrow}}' (OData filter to fetch events starting on or after today and before tomorrow, i.e., all today's events.)
Output:** List of event objects from Outlook.

Node: Edit Fields (Set Node) Type:** n8n-nodes-base.set
Purpose:** Transform and simplify the event data structure from Outlook.
Configuration:** Maps fields from Outlook event to new field names:
id
subject
description (from bodyPreview)
meeting_start
meeting_end
attendees
meeting_organizer
meeting_organizer_email
meeting_link
Output:** List of JSON objects with simplified meeting details.

Node: Generate HTML (Code Node) Type:** n8n-nodes-base.code
Purpose:** Generate a single HTML email body summarizing all meetings and create the email subject line.
Configuration (JS Code):**
Processes all meeting items from "Edit Fields" node.
Defines generateMeetingReminderEmail function to format each meeting into an HTML "card."
Escapes HTML special characters, formats times, attendees, etc.
Concatenates all cards into a full HTML document.
Generates subject line (e.g., "🗓️ Your Meetings Today – Friday, Oct 27").
Output:** JSON object with:
{ "subject": "email subject string", "html": "generated HTML content string" } Node: Send Email (Email Send Node) Type:** n8n-nodes-base.emailSend
Purpose:** Send the generated HTML digest email to the designated recipient.
Configuration:**
From Email: test@gmail.com
To Email: akhilgadiraju@gmail.com
Subject: {{ $json.subject }} (dynamic from Generate HTML node)
HTML: {{ $json.html }} (dynamic from Generate HTML node)
Output:** Email sending status.

Sticky Notes Update Time:** Near "Schedule Trigger" node; configure trigger time as needed.
Update Email Details:** Near "Send Email" node; change sender and receiver email addresses.

How to Customize It

Schedule (Schedule Trigger node):**
Modify the trigger hour, minutes, or days of week to change when the workflow runs.

Date Range (Code node):**
Adjust JS to change date range (e.g., next business day, upcoming week).

Outlook Calendar (Microsoft Outlook node):**
Specify Calendar ID or refine OData filters for event selection.

Event Details (Edit Fields node):**
Add/remove/modify event fields extracted.

Email Appearance and Content (Generate HTML node):**
Change CSS styling, meeting details, or subject line logic.

No Meetings Scenario:**
Use an "If" node after "Edit Fields" to handle no-meeting days (e.g., send "No meetings today!" email or skip email).

Email Recipients (Send Email node):**
Update "From" and "To" emails; multiple recipients separated by commas.

Error Handling Use "Error Trigger" nodes to catch and handle failures (Outlook API, SMTP errors). Send alerts or log errors accordingly.

Use Cases Automated Daily Personal Meeting Briefing:** Get daily email summaries of your meetings.
Automated Team Meeting Digest:** Send daily team calendar digest emails.
Proactive Daily Planning:** Automatically stay informed of your day’s schedule.

Required Credentials

Add these credentials in your n8n instance under Credentials:

Microsoft Outlook (OAuth2 API):**
Used by: "Microsoft Outlook" node
Credential Name in Workflow: Outlook (ID: JcYqVJwcwZIhB8oy)
Requires OAuth2 with Calendars.Read permission.

SMTP:**
Used by: "Send Email" node
Credential Name in Workflow: SMTP account (ID: vCexcphurglwGBfk)
Requires SMTP server details (host, port, username, password).

Ensure these credentials are configured correctly with required permissions. Activate the workflow for scheduled execution.

Made with ❤️ using n8n by Akhil.