weekly-status-mail

Overview

Produces a short, scannable weekly status email addressed to the user's team. It gathers the user's open tasks, upcoming meetings, and outstanding action items from Microsoft 365, then composes a friendly email with emoji section headers and saves it as a draft for review — it never sends automatically.

When to Use

• The user wants their recurring weekly status note to their team.
• The user asks to "recap this week" or "write my Monday update" for the team.
• The user wants open tasks, upcoming meetings, and action items rolled into one email.

When NOT to Use

• Updates aimed at leadership, executives, or cross-functional stakeholders — use stakeholder-comms instead.
• One-off announcements, replies, or any non-status email — use the Outlook tools directly.
• A status document or spreadsheet rather than an email — use docx or xlsx.

Quick Start

User: "Draft my weekly status email for the team"
1. Resolve the week window (today → next 7 days) and the team recipients.
2. Gather: open tasks, upcoming meetings, action items from M365.
3. Compose the email body with emoji section headers (concise bullets).
4. Save as a draft with CreateDraftMessage and show it for review.

Core Instructions

Step 1: Resolve recipients and time window

• Determine the week window: today through the next 7 days, in the user's local time zone.
• Resolve "the team" with people tools — GetDirectReportsDetails for the user's reports, or a team distribution list the user names. Never guess email addresses.
• If the team cannot be resolved, draft anyway with an empty To line and a clear [Add team recipients] note, and flag it for the user.

Step 2: Gather open tasks

• Use SearchM365 (sources: email, teams) for open/pending work, and ListMessages with flagged_only=true for follow-up flags.
• Include only items found in tool results. If none are found, write "Nothing outstanding to report."

Step 3: Gather upcoming meetings

• Call ListCalendarView for the next 7 days; list notable meetings with day and time.
• Respect privacy: render private/confidential events as "Busy" or a time block — do not echo their subject lines.

Step 4: Gather action items

• Pull action items from recent meeting recaps and recent email/Teams threads (SearchM365, recent GetMeetingTranscript when a relevant meeting exists).
• Attribute each item to an owner only when the source states it. Do not invent owners or due dates.

Step 5: Compose and draft

• Build the body using the Output format below, with emoji section headers.
• Save the draft with CreateDraftMessage (To = resolved team, Subject = "Weekly Status — week of {date}").
• Present the draft to the user for review; do not send.

Output

• Format: Email draft. Subject: Weekly Status — week of {Mon DD}.
• Tone: Warm, professional, concise. Length: roughly 120-200 words — scannable bullets, not paragraphs.
• Body structure (emoji headers, each section 2-5 bullets; omit a section's bullets and write "Nothing to report" when empty):

👋 Hi team — here's where things stand this week.

📋 Open Tasks
- {task} — {short status}

📅 Upcoming Meetings
- {Day, time} — {meeting}

✅ Action Items
- {action} — {owner, if known}

Thanks!
{User first name}

Guardrails

• Draft only — never auto-send. Always use CreateDraftMessage and present the draft for the user to review and send themselves.
• Ground every item in retrieved data. If a search returns nothing for a section, say "Nothing to report" — never fabricate tasks, meetings, owners, or dates.
• Resolve recipients via people tools; never construct or guess email addresses. Confirm the team list with the user before they send.
• Respect calendar privacy — show private/confidential events as a time block, not their subject.
• Keep it concise. If a section has many items, surface the top few and note the rest exist rather than dumping everything.
• Use a light touch with emojis — section headers and the greeting, not every bullet.