Link ChatGPT 4o to Tasks from the Inbox

ChatGPT 4o is used under the ChatGPT Plus plan for 20 euros per month.

Check account access

Log in at chat.openai.com with the same account already used for other services. Skip this step and later unified billing cannot be set up.

Generate API key

Switch to the API tab and create a new key. The key applies only to the Plus plan and is stored in the tool’s .env file. Without the key every later call fails.

Create Outlook rule

Open Outlook 365 desktop client version 2406. Build a rule that moves every message containing the subject keyword “Task” into the folder “AI-Queue”. Omit the rule and new tasks stay in the general inbox unrecognised.

Start Power Automate flow

Go to make.com and select the Core plan at 9 euros per month. Connect the flow to the “AI-Queue” folder and the ChatGPT module. The flow runs every 15 minutes. Miss this step and the inbox stays manual.

Save prompt template

Store a fixed system instruction inside ChatGPT 4o: “Extract subject, deadline and next action from the email in at most 140 characters.” Skip the fixed template and results vary on every run.

Run test

Send yourself a test mail containing the word “Task”. The flow should create a new row in your Notion database within 15 minutes. If the test fails, check the API key first.

Common failure point

Most users forget to empty the “AI-Queue” folder after the test. Old mails are processed again and duplicate entries appear.