Connect Microsoft 365 Apps (Outlook, Teams, SharePoint) to ChatGPT

Quick Links: | Article Summary | Microsoft 365 Connectors Overview | Add a Microsoft 365 Connector to ChatGPT | Using Connectors in Chat | Higher Education Use Cases and Examples | Troubleshooting and Tips |

Article Summary  

This article explains how to connect Microsoft 365 (M365) apps (sometimes called “connectors”) to ChatGPT so you can quickly search and reference information you already have access to—like your Outlook email, calendar, Teams chats, and SharePoint files—without leaving the conversation. You’ll also find higher education examples and prompt ideas to help you get value from each connector.

 IMPORTANT: You do not have access to these connectors by default.  You will need to open a ticket with the Service Desk requesting access with a documented use case.

Microsoft 365 Connectors Overview  

In ChatGPT, “connectors” are also referred to as Apps. After you connect an M365 app, ChatGPT can pull relevant context from that service when you ask—helping you summarize, locate, compare, and draft content based on your own work information.

Common Microsoft 365 apps you can connect

  • Outlook Email (read-only): Search and reference messages in your mailbox to summarize threads, find details, and draft replies.
  • Outlook Calendar (read-only): Search and reference calendar events to prep for meetings, find scheduling info, and summarize your day/week.
  • SharePoint (read-only): Search and reference files you have permission to access, including items shared with you.
  • Microsoft Teams (read-only): Search and reference your 1:1 and group chats (and other messages you have access to) to surface details and recap conversations.

What to expect from permissions and privacy

  • You can only access what you already have permission to view in M365 (email, calendar items, files, chats, etc.).
  • Other users cannot see your connected data just because you connected an app. Your connection is tied to your account.
  • ChatGPT may request you to sign in and approve access (OAuth consent) for the specific app you’re connecting.
  • Training note: In many institutional/workspace offerings, connected data is not used to train the model by default. (If you are using a personal/non-workspace ChatGPT account, review your Data Controls settings.)

Add a Microsoft 365 Connector to ChatGPT  

Follow the steps below to connect an M365 app (connector) to ChatGPT from a web browser.

Step-by-step

  1. Log into chatgpt.com or chat.com from a web browser.
  2. Click on your username in the lower-left corner to open the menu.an image of the settings button being selected
  3. Click Settings.
  4. Select Apps from the dialog, and then click Add more (top-right of the dialog).an image of the "add more" button being selected on that apps dialog
  5. Find the connector you want to add. Tip: a black checkbox indicates the connector was already added.an image of the "Outlook Calendar" connector being selected in the "Apps Dialog"
  6. Click Connect in the connector description box.an image of the "Connect" button being selected for the "Outlook Calendar" App
  7. Delegate authority to ChatGPT to access your M365 data on your behalf.
    An image of the requested permissions for the Application.
    • It can only access data you can see.
    • Others will not be able to see your data just because you connected an app.
    • This data is intended to be used to help answer your requests and streamline work in ChatGPT. (If you are using a Chico State-managed workspace, connected data is generally not used to train the model by default.)
  8. Authenticate to M365 using your Chico State email address.An image of a Microsoft Sign In dialog with a user@csuchico.edu address being entered, and noting to click next
  9. You should see a green status box indicating the connector is now connected to ChatGPT. You can click Start chat to begin using that connector.An Image showing a green status indicator stating "Outlook Calendar is now connected".
  10. You can specifically call out connectors to be used in chat by selecting the + button and explicitly adding connectors.
    An image showing that click + can add connectors to your ChatGPT Chat, you may have to select the more submenu to see the new connectors
    • If you do not explicitly add one, ChatGPT may try to determine when it should use a connector based on your request.

Using Connectors in Chat  

  • Use the “+” button to explicitly add/select an app for the conversation when you want to be specific (recommended for clarity).
  • Be specific in your prompt about what you want (time range, course/program name, committee name, keywords, sender, site/library name, etc.).
  • Example prompt pattern: “Using my Outlook Email, find…” or “Using SharePoint, summarize…”
  • Remember read-only behavior: Many M365 apps in ChatGPT focus on searching and referencing content (not sending email, editing files, or posting messages).

Higher Education Use Cases and Examples  

Below are practical examples for common campus workflows. Adjust the wording to match your department, program, or committee names.

Outlook Calendar

  • Meeting prep: “Summarize my next 3 meetings today and list what I should prepare for each.”
  • Student support planning: “What does my availability look like this week for office hours? Suggest 3 open blocks.”
  • Committee coordination: “Find the next meeting for the [Committee Name] and summarize the invite details (time, location, attendees).”

Outlook Email

  • Inbox triage: “Summarize emails from the last 7 days that mention [Scholarship/Grant/Accreditation].”
  • Drafting: “Draft a reply to the most recent email from [Name] acknowledging receipt and outlining next steps.”
  • Student communication: “Find the email thread about [Student Project / Course Number] and summarize key decisions and deadlines.”

SharePoint

  • Policy/process help: “Find the latest version of the [Policy/Procedure Name] and summarize the steps I’m supposed to follow.”
  • Onboarding: “Use our SharePoint onboarding documents to create a 1-page checklist for a new student employee.”
  • Program review/accreditation: “Summarize the key metrics and goals from the latest program review documents in my SharePoint folders.”

Microsoft Teams

  • Conversation recap: “Summarize my recent chat with [Person/Team] and list action items.”
  • Find decisions: “In my Teams messages from the last two weeks, find where we decided on the due date for [Project] and quote the message.”
  • Link roundup: “List all links shared in my chat with [Team Name] in the last 7 days, and label what each appears to be for.”

Troubleshooting and Tips  

  • I don’t see Apps / Connectors in Settings: Make sure you are signed in to the correct ChatGPT account/workspace in the lower-left menu.
  • Connect button is missing/greyed out: Some apps may not be available based on plan, region, or workspace settings. In some org-managed workspaces, apps must be enabled by an admin before you can connect them.
  • I connected SharePoint but can’t find a file: Confirm you have access to the file in SharePoint and that it’s a supported file type (for example .pdf, .docx, .pptx, .xlsx, .txt). Also try narrowing your search terms.
  • I’m worried about sensitive data: Only connect what you need, avoid pasting sensitive personal information into prompts, and follow campus data handling guidance for protected data.

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