Outlook Email Search

outlook-email-search

Use this skill to search emails and answer questions that require reading mail — finding a specific message, summarizing a thread, checking whether something was communicated, or pulling context from recent correspondence.

When to use

• "Did I get an email about X?"
• "What did [person] say about [topic]?"
• "Summarize the emails about [project] from the last two weeks"
• "Check if [decision/approval/update] was sent to me"
• "Find unread emails from [sender]"
• "Are external developers discussing things not covered in our updates?"

Access model

• Graph API requests go directly to https://graph.microsoft.com/v1.0.
• Use Authorization: Bearer $MS_GRAPH_ACCESS_TOKEN. The OpenShell L7 proxy substitutes the placeholder with a gateway-refreshed delegated access token on egress. The env var is injected by the OpenShell provider; you never see the real token.
• Two mailbox env vars — understand the distinction:
  • OUTLOOK_REPLY_TO — the human owner's personal address (e.g. you@nvidia.com). When the user says "my emails", this is what they mean. This is the primary target for search.
  • OUTLOOK_TARGET_MAILBOX — the agent's polling mailbox (e.g. agt-you@nvidia.com). The bridge monitors this for task requests. Only used as a fallback if OUTLOOK_REPLY_TO is not set.
  • The delegated token (from the agent account) has Mail.ReadWrite.Shared which grants read access to the human's mailbox via /users/EMAIL/ in Graph.

Procedure

1. Run the search helper

The scripts are at:

/sandbox/.hermes-data/skills/outlook-email-search/scripts/search_emails.py
/sandbox/.hermes-data/skills/outlook-email-search/scripts/get_thread.py

/usr/bin/python3 /sandbox/.hermes-data/skills/outlook-email-search/scripts/search_emails.py [OPTIONS]

Options:

At least one filter is required.

2. Interpret the output

The script returns JSON:

{
  "ok": true,
  "count": 3,
  "messages": [
    {
      "id": "AAMk...",
      "subject": "Q1 budget approval",
      "from": "manager@nvidia.com",
      "from_name": "Jane Manager",
      "received": "2026-04-15T14:32:00Z",
      "is_read": false,
      "has_attachments": true,
      "preview": "Hi Matt, the Q1 budget has been approved...",
      "conversation_id": "AAQkADlh..."
    }
  ]
}

The preview field is the first ~250 characters of the body. Use --body when you need the full text to answer the question. The conversation_id field is used to fetch full threads (see below).

3. Fetch a full thread

When you need the complete back-and-forth of an email conversation, use get_thread.py with the conversation_id from a search result:

/usr/bin/python3 /sandbox/.hermes-data/skills/outlook-email-search/scripts/get_thread.py \
  --conversation-id "AAQkADlh..."

This fetches all messages in the thread in chronological order with full body text. Output:

{
  "ok": true,
  "conversation_id": "AAQkADlh...",
  "count": 4,
  "messages": [
    {
      "id": "AAMk...",
      "subject": "Re: project update",
      "from": "partner@external.com",
      "from_name": "Alice Partner",
      "received": "2026-04-28T10:00:00Z",
      "body": "Thanks for the update. We've been seeing..."
    }
  ]
}

4. Fetch a specific message (if needed)

If the preview is not enough and --body would return too many results, fetch one message directly:

# Replace USER@nvidia.com with the value of OUTLOOK_REPLY_TO
curl -s "https://graph.microsoft.com/v1.0/users/USER@nvidia.com/messages/MESSAGE_ID?\$select=subject,body,from,receivedDateTime" \
  -H "Authorization: Bearer $MS_GRAPH_ACCESS_TOKEN" | /usr/bin/python3 -c "
import json, sys, html, re
d = json.load(sys.stdin)
content = d.get('body', {}).get('content', '')
content = re.sub(r'<[^>]+>', ' ', content)
content = html.unescape(content)
print(re.sub(r'\s+', ' ', content).strip()[:5000])
"

5. Synthesize and answer

Read the results and answer the user's question directly. If no results were returned, say so clearly rather than guessing. Suggest a broader search if the criteria may have been too narrow.

Format for summary requests

When the user asks for a summary or overview of emails (not a specific lookup), use this compact format — do not produce flowing prose:

**Inbox — {date}, {N} messages**

**{Category}**
- {Subject} ({Sender first name}) — {one-line takeaway}
- …

**{Category}**
- …

**Bottom line:** {2–3 sentence synthesis of the day's main themes.}

Rules:

• Category headers group related threads. Use 4–6 categories max; merge thin ones into "Other".
• Each bullet: subject (trimmed if long), sender first name only, em-dash, one-line takeaway. No nested bullets.
• Omit the verbose intro sentence ("Here's a summary of … based on … messages returned …"). The header line is enough context.
• Skip purely automated/bot messages (GitHub notifications, OTP codes, marketing newsletters) unless directly relevant to the user's question. Note how many were skipped if more than 5.
• Use "Bottom line:" not "Overall".

Comparing external emails to internal meeting topics

Use this multi-step procedure to answer questions like "Are there external developers discussing things that haven't come up in our daily updates this week?"

Step 1 — Get the internal reference (meeting notes / daily updates)

Search for the recurring update emails by subject pattern:

/usr/bin/python3 .../search_emails.py --subject "nemotron update" --since 7d --body --top 10

Extract the main topics mentioned: product areas, bugs, features, names.

Step 2 — Get external emails on the same project

/usr/bin/python3 .../search_emails.py --query "nemotron" --external-only --since 7d --pages 2 --top 30

If --external-only returns fewer results than expected, increase --pages.

Step 3 — Read relevant threads in full

For each external email that looks potentially new or interesting, read the full thread to understand what is actually being discussed:

/usr/bin/python3 .../get_thread.py --conversation-id "AAQkADlh..."

Step 4 — Compare and present the gaps

List the topics appearing in external threads that were NOT mentioned in the internal updates. Format:

**External discussions not covered in this week's updates:**
- [Topic X] — 3 messages from partner@external.com (thread started Mon)
- [Topic Y] — discussed by community@forum.org, unresolved

**Covered in both:**
- [Topic Z] — aligned

Common patterns

Find emails about a topic from this week:

/usr/bin/python3 .../search_emails.py --query "budget approval" --since 7d

What did a specific person send recently?

/usr/bin/python3 .../search_emails.py --from person@nvidia.com --since 30d --top 10

Unread emails with full body:

/usr/bin/python3 .../search_emails.py --unread --body --top 10

Search sent folder for something you sent:

/usr/bin/python3 .../search_emails.py --query "project update" --folder sent --since 2w

Check for a specific subject in a date window:

/usr/bin/python3 .../search_emails.py --subject "Q1 report" --since 2026-04-01 --until 2026-04-30

External senders only (e.g. community feedback):

/usr/bin/python3 .../search_emails.py --external-only --since 7d --pages 2 --top 30

All email from one external partner's domain:

/usr/bin/python3 .../search_emails.py --domain partner.com --since 30d

Read a full thread:

/usr/bin/python3 .../get_thread.py --conversation-id "AAQkADlhN2..."

Pitfalls

• --body is significantly slower — it makes one Graph request per message. Use it only when preview is insufficient.
• --query uses KQL full-text search; --orderby (newest first) is dropped when --query is active (Graph API constraint). Results are still relevant but not date-sorted.
• --subject and --query can be combined. Both are passed to Graph as KQL.
• --from uses OData $filter for an exact email match. Do not use it for partial name matching — use --query "from:Name" instead.
• --external-only, --domain, and --domain-not are client-side filters applied after Graph returns results. Graph always returns up to $top=50 per page; use --pages 2 or higher if you need many external results after filtering.
• Searches target the human's mailbox (OUTLOOK_REPLY_TO), not the agent's polling mailbox (OUTLOOK_TARGET_MAILBOX). The agent has delegated access to read the human's mail via Mail.ReadWrite.Shared.
• Do not claim Outlook is unavailable just because one search returns no results. Try a broader query or different date range first.