Stop Manual Task Creation | AI Powered Outlook to Microsoft To Do Automation with Power Automate скачать в хорошем качестве

Stop Manual Task Creation | AI Powered Outlook to Microsoft To Do Automation with Power Automate

This tutorial shows you how to build an AI-powered system that automatically converts your Outlook emails into properly organized Microsoft To Do tasks with smart scheduling, contextual titles, and helpful notes. If you've ever flagged an email in Outlook to create a task, you know it just copies the subject line and uses whatever date you picked. That's not smart at all. This automation is different. It analyzes the entire email using AI, figures out the right due date based on urgency, creates a clear, actionable title, and adds context so you actually understand what the task is about when you see it later. Here's what you'll build: You'll create a custom AI Builder prompt that analyzes email content and outputs task data in a structured format. Then you'll build a Power Automate flow that triggers when you move an email to a specific Outlook folder. The flow sends the email details to your AI prompt, receives the intelligent task data back, creates the task in Microsoft To Do, and moves the email back to your inbox with a category label. The whole process takes seconds and you stay in complete control of which emails become tasks. What you need to follow along: Microsoft 365 subscription with Outlook and Power Automate access (most business plans include this). You'll also need AI Builder credits for the GPT model, but the prompt is optimized to use under 500 tokens per email, so costs stay minimal. Microsoft To Do comes free with your Microsoft account. The AI prompt engineering part: This is where the magic happens. The custom prompt takes four inputs from the email: subject, sender, body, and received time. It analyzes all of this and outputs five fields in JSON format: a clear title (5-8 words, actionable, no RE or FW junk), a smart due date (reads the email for mentioned deadlines and judges urgency), importance level, status, and a quick contextual note. You can use the default GPT-4o mini model or upgrade to a different one. The instructions are fully customizable, so you can adjust how the AI interprets your emails and creates tasks. Building the Power Automate flow: The flow starts with an Outlook trigger that watches a specific folder you create. When you move an email there, the flow kicks off. First action converts the email's received time into a format AI Builder can actually read (this step is critical and often overlooked). Then it runs your custom AI prompt with all the email data. Next, it creates the Microsoft To Do task using the AI generated outputs for every field. Finally, it moves the email back to the inbox and optionally adds a category so you know the task was created. Why the datetime conversion matters: AI Builder won't accept Outlook's default datetime format. You need to convert it first or the whole flow breaks. This tutorial shows you exactly which format string to use and why. Testing and customization: You'll see how to test the AI prompt before connecting it to the flow, how to modify instructions to match your workflow, and how to add multiple folders if you want different task categories. The flow runs automatically once it's on, but you can turn it off anytime if you only want to use it occasionally. What happens in practice: You receive an email that needs to become a task. Right-click, move it to your trigger folder. Within seconds, a perfectly formatted task appears in Microsoft To Do with the right date, a clear title, and helpful context. The email returns to your inbox tagged with the "Task Created" category. No manual entry, no forgetting details, no generic task titles you can't understand three days later. 🔗 Related tutorials: 📧 AI Builder Playlist:    • Automatically Organize Outlook Emails into...   🎯 Scan Business card to Outlook contacts:    • Scan Business Cards to Outlook Contacts In...   📖 Power Platform Best Practices:    • Microsoft Power Automate   🎁 Exclusive Member Resources: Channel members get access to my complete AI prompt template, ready-to-import Power Automate flow file, and direct support through community posts. Join at: https://www.youtube.com/technologiate... Timestamps: 0:00 Introduction to AI Powered Task Automation 0:41 Creating and Configuring AI Builder Prompt 3:52 Setting Up Outlook Trigger Folder 4:27 Building the Power Automate Flow 5:21 Converting DateTime and Running AI Prompt 7:28 Creating Microsoft To Do Tasks with AI Output 9:42 Testing the Complete Automation 11:03 Channel Membership and Resources Subscribe to the channel: https://www.youtube.com/technologiate... Follow and engage on social media: Facebook:   / technologiate   Instagram:   / technologiate   #PowerAutomate #AIBuilder #MicrosoftToDo #OutlookAutomation #ProductivityHacks