# Outlook Agent

### What Can You Do?

Once connected, the Outlook Agent lets you:

* **Send Emails**: Draft and send emails through AI assistance
* **Read Messages**: Find and analyze emails in your inbox
* **Manage Calendar**: Check schedules and create meetings
* **Handle Tasks**: Create and track your to-do items
* **Access Contacts**: Find people in your organization

### Quick Setup

#### Step 1: Select Outlook Agent

1. In any Blockbrain chat, click the **AI Models selection** dropdown
2. Click **"Show detailed AI model list"**
3. Find and click **"Outlook Agent"**
4. Look for **"Configure"** under the Status column

#### Step 2: Connect to Outlook

1. Click **"Configure"**
2. Click the **"Connect"** button
3. Sign in with your Microsoft 365 account when prompted
4. Click **"Accept"** to allow Blockbrain to access your Outlook data

#### Step 3: Start Using Outlook

You're ready! Now you can ask Blockbrain to help with your email and calendar.

### What You Can Ask

#### Email Management

```
"Send an email to John about tomorrow's meeting"  
"Find emails from Sarah about the budget"  
"What important emails did I receive today?"  
"Draft a follow-up email for the client meeting"  
```

#### Calendar Tasks

```
"What's on my calendar today?"  
"Schedule a meeting with the team for Friday"  
"When is my next free 30-minute slot?"  
"Create a calendar event for the project review"  
```

#### Task Management

```
"Add 'Review budget' to my task list"  
"What tasks are due this week?"  
"Mark the presentation task as complete"  
"Create a task to follow up with the vendor"  
```

#### Finding Contacts

```
"Find contact info for Maria from marketing"  
"Who works in the finance department?"  
"Get me John's email address"  
```

### How It Works

**Your Account = Blockbrain's Access**

* Blockbrain uses your Outlook permissions
* You can only access emails and calendars you normally see
* Sent emails appear as if you sent them directly

**Smart Assistance**

* AI helps draft professional emails
* Suggests meeting times based on your availability
* Organizes tasks based on priority and deadlines

### Example Conversations

#### Sending an Email

**You:** "Send an email to the marketing team about next week's campaign launch"

**Blockbrain:** "I'll help you draft that email. Here's what I suggest:

**Subject:** Campaign Launch - Next Week Preparation

**Body:** Hi Marketing Team,

I wanted to touch base regarding our campaign launch scheduled for next week. Could we please ensure all materials are finalized and review the timeline one more time?

Let me know if you need any support or have questions.

Best regards

Would you like me to send this, or would you prefer to modify anything?"

#### Checking Calendar

**You:** "What meetings do I have tomorrow?"

**Blockbrain:** "Here's your schedule for tomorrow (Thursday, Oct 24):

• 9:00 AM - Team Standup (30 min) - Conference Room A\
• 11:00 AM - Client Presentation (1 hour) - Online\
• 2:00 PM - Budget Review (45 min) - Finance Office\
• 4:00 PM - Project Planning (1 hour) - Conference Room B

You have a free slot from 12:00-2:00 PM for lunch and prep time."

### Tips for Better Results

#### Email Tips

* **Be clear about recipients**: "Send to John Smith" or "Email the finance team"
* **Specify the topic**: "Email about the quarterly report"
* **Set the tone**: "Send a formal email" or "Draft a friendly message"

#### Calendar Tips

* **Include timeframes**: "Schedule for next week" or "Find time tomorrow"
* **Specify duration**: "30-minute meeting" or "2-hour workshop"
* **Mention attendees**: "Meeting with Sarah and Tom"

#### Task Tips

* **Be specific**: "Add task: Review contract by Friday"
* **Set priorities**: "Create high-priority task for client follow-up"
* **Include deadlines**: "Task due next Tuesday"

### Security and Privacy

**What Blockbrain Can Do:**

* Read your emails and calendar events
* Send emails on your behalf
* Create and modify calendar appointments
* Manage your tasks and to-do lists
* Access your contact directory

**What Blockbrain Cannot Do:**

* Access other people's private emails
* Delete your emails or calendar events permanently
* Change your Outlook settings or passwords
* Share your data with unauthorized parties

**Safety Features:**

* Sent emails show your name as the sender
* Calendar invites come from your account
* You can revoke access anytime under the Outlook Agent settings

### Common Use Cases

#### Email Productivity

* **Smart Drafting**: AI helps write professional emails
* **Email Search**: Find specific messages quickly
* **Follow-up Reminders**: Track important conversations
* **Response Suggestions**: Get help replying to complex emails

#### Calendar Management

* **Meeting Scheduling**: Find optimal meeting times
* **Availability Checking**: See when you're free
* **Event Creation**: Set up meetings with proper details
* **Schedule Analysis**: Understand your time allocation

#### Task Organization

* **Action Items**: Convert emails into actionable tasks
* **Priority Management**: Organize tasks by importance
* **Deadline Tracking**: Keep track of due dates
* **Progress Updates**: Monitor task completion

### Troubleshooting

**"Can't send email"**

* Check if you have permission to send emails from your account
* Verify your internet connection
* Try reconnecting the Outlook Agent

**"Calendar events not showing"**

* Refresh the connection by clicking Configure again
* Check if you have calendar access in Outlook
* Verify you're signed in with the correct Microsoft account

**"Tasks not syncing"**

* Make sure you have Microsoft To Do or Tasks enabled
* Check your Microsoft 365 license includes task features
* Try creating a task directly in Outlook to test

**"Contact search not working"**

* Verify you have access to your organization's address book
* Check if the person you're looking for exists in your contacts
* Try searching with different name variations

### Advanced Features

#### Email Intelligence

* **Sentiment Analysis**: Understand the tone of incoming emails
* **Priority Detection**: Identify urgent messages automatically
* **Content Extraction**: Pull key information from long email threads

#### Smart Scheduling

* **Conflict Prevention**: Avoid double-booking meetings
* **Travel Time**: Account for location changes between meetings
* **Recurring Events**: Set up repeating meetings efficiently

#### Task Automation

* **Email-to-Task**: Convert emails into actionable items
* **Deadline Alerts**: Get reminders about upcoming due dates
* **Progress Tracking**: Monitor completion across projects

### Next Steps

Want to access your files too? Try the [sharepoint-agent](https://docs.en.theblockbrain.ai/for-users/agents/sharepoint-agent "mention") to connect your documents and SharePoint sites to Blockbrain.