Outlook Trigger

Overview

Start workflows automatically from Microsoft Outlook — in one of two modes. In Email mode (the default), the trigger fires when new messages arrive in your inbox, with filtering by sender, subject, importance, and attachment presence. In Calendar Event mode, it fires when a meeting is created (or updated) on your Outlook calendar, exposing the Teams join link — the Microsoft-side entry point for the AI Meeting Notetaker. Both modes poll via the Microsoft Graph API on one Outlook credential.

Getting Connected

Before using the Outlook Trigger, you need to create a Microsoft Outlook credential:

1. Go to Dashboard → Credentials → Add Credential
2. Select Microsoft Outlook from the credential type list
3. Give it a name and click Connect Microsoft Outlook
4. Sign in with your Microsoft account and grant the requested permissions
5. Once connected, select this credential in the Outlook Trigger config panel

Works with personal Outlook.com accounts and Microsoft 365 work/school accounts. Tokens refresh automatically.

Configuration

• Outlook Account — select a connected Microsoft Outlook credential
• Watch — Email (new inbox messages) or Calendar (new/updated events)
• Folder ID (Email mode) — optional; specify a folder ID to watch instead of the default Inbox
• Trigger On (Calendar mode) — Event Created fires once per new meeting; Event Created or Updated also fires on RSVPs and reschedules

Calendar Event mode — trigger data

• {{$json.event.subject}} — meeting title
• {{$json.event.joinUrl}} — the Teams join link (Zoom/Meet links pasted into the event location or body are detected too) — feed it to a Meeting Notetaker node
• {{$json.event.start.dateTime}} / {{$json.event.end.dateTime}} — start and end times
• {{$json.event.attendees}}, {{$json.event.organizer}}, {{$json.event.location}}

Filters

Narrow which emails trigger the workflow:

• From Address — only trigger for emails from a specific sender (e.g., orders@example.com)
• Subject Contains — only trigger when the subject line contains specific text
• Importance — filter by High, Normal, or Low importance
• Only messages with attachments — skip emails that have no attachments

Available Trigger Data

The trigger makes the following variables available to downstream nodes:

• {{$trigger.message.from}} — sender email address
• {{$trigger.message.to}} — recipient email address
• {{$trigger.message.subject}} — email subject line
• {{$trigger.message.body}} — email body content
• {{$trigger.message.receivedAt}} — received timestamp
• {{$trigger.message.id}} — unique message ID
• {{$trigger.message.hasAttachments}} — whether the email has attachments

Example: Route Support Emails

Automatically process incoming support requests:

• Set From Address to support@yourdomain.com
• Add a Condition node to check {{$trigger.message.subject}} for keywords like “urgent”
• Route to an AI Prompt node to classify and auto-respond, or a HighLevel node to create a CRM contact

Troubleshooting

• No emails appearing in test — ensure the connected account has recent emails in the Inbox (or the specified folder). The test fetches the 5 most recent messages.
• Trigger not firing — verify the credential is still connected. Tokens refresh automatically, but if the refresh token is revoked, you'll need to reconnect.
• Filters too restrictive — try removing filters to confirm the trigger works, then add them back one at a time.

Required Credentials