How to connect Google Calendar and Outlook to one AI notetaker

You can connect Google Calendar and Outlook to the same AI notetaker, and keep each account tied to the client it belongs to. This guide walks through it for freelancers, consultants and anyone who holds both Google and Microsoft accounts — a Gmail address here, a client-issued Microsoft 365 account there — and takes calls on Google Meet and Microsoft Teams. It uses TrackHeros as the worked example; the overview of how TrackHeros handles every calendar you hold is on one AI notetaker for every Google and Microsoft calendar you hold.

Can one notetaker use Google Calendar and Outlook at the same time?

Yes, if it was built for it. TrackHeros connects Google accounts and Microsoft accounts together under one sign-up, as many of each as you hold, and reads each one's main calendar.

Many notetakers connect one calendar per login, or one per provider, because they assume a person works for one company. That breaks the moment a client issues you an address on a different provider from your own. If you are comparing tools, how to tell whether an AI notetaker really supports several calendars lists the checks.

What do you need before you start?

Three things: a list of which account belongs to which client, a client workspace in TrackHeros for each of them, and a few minutes with each account signed in.

• Which account is which client. Write it down. In TrackHeros each connected account belongs to exactly one client, so the decision is made once, at connection time.
• Administrator approval, for some work accounts. A work account on either provider may be set up so that an administrator has to approve a new app. If a client issued you the account, their IT team may need to say yes first. Client-issued Microsoft 365 accounts covers what to expect.
• A mailbox, for Microsoft work accounts. An Outlook calendar lives in an Exchange mailbox. A work account set up without one has no calendar, and TrackHeros refuses it at connection time rather than failing later.

It helps to be signed in to each account in the browser you use, so the account chooser offers it.

How do you connect a Google calendar?

From the client's page in TrackHeros, choose Connect Google, pick the account, and grant read-only calendar access. That is the whole of it.

1. Open the client the account belongs to.
2. Under Connected accounts, choose Connect Google.
3. Google asks which account to use. Pick the one this client's invitations arrive on.
4. Google's consent screen lists what TrackHeros asks for: your email address and read-only access to your calendar. Allow it.
5. You come back to the client's page with the account listed as connected. Its upcoming Google Meet and Microsoft Teams meetings appear under the client once the first sync has run.

If that Google account is already connected to another client, TrackHeros says so and asks you to disconnect it there first. An account cannot belong to two clients. More on running several Google accounts through one notetaker is in one notetaker for several Google accounts.

How do you connect an Outlook or Microsoft 365 calendar?

The same way, with Microsoft. From the client's page, choose Connect Microsoft, pick the account, and accept the read-only calendar permission.

1. Open the client the account belongs to.
2. Under Connected accounts, choose Connect Microsoft.
3. Microsoft always shows its account picker. Choose the work or school account, or the personal Outlook.com or Hotmail account, that this client's invitations arrive on.
4. Microsoft's consent screen lists the permissions. Accept them.
5. You come back to the client's page with the account listed as connected.

Personal Outlook.com accounts work as well as Microsoft 365 ones. On a work account, Microsoft's consent screen may show a notice: that the app needs an administrator's approval, or that its publisher is unverified. Both are Microsoft's own screens, reflecting your organisation's policy and the app's registration. If your organisation requires approval, TrackHeros tells you to ask your Microsoft 365 administrator, and nothing is connected until they grant consent and you try again.

What permissions does each one ask for?

Read-only calendar access on both, plus what each provider needs to sign you in and keep the sync running. Nothing on either side reads your mail, files or contacts.

What it is for	Google	Microsoft
Knowing which account	openid, userinfo.email	openid, email, User.Read
Reading the calendar	calendar.readonly	Calendars.Read
Syncing while you are away	Offline access	offline_access
Mail, files, contacts	Not requested	Not requested

Offline access is what lets the bot join a meeting at nine in the morning when you have not opened TrackHeros since yesterday. Read-only means TrackHeros can see your events and cannot change them: it never accepts, declines or moves an invitation. Why a notetaker needs calendar access at all, and what to refuse, is in does an AI notetaker need calendar access?.

Which calendar on each account is read?

The main one. On Google, the account's primary calendar; on Microsoft, its default calendar. Secondary, shared and subscribed calendars are not read.

From that calendar, TrackHeros reads from yesterday to about two months ahead and keeps only events that carry a Google Meet or Microsoft Teams link. The link can be in the conference data, the location field or the description, including a forwarded Teams invitation or a link wrapped by Microsoft Safe Links. Changes arrive by push from Google and Microsoft, renewed automatically, with a full re-read every 15 minutes as a backstop. Every connected account's meetings then appear on one read-only unified calendar, labelled by client.

What if the same meeting is on both?

If the Google and the Microsoft calendar belong to the same client, TrackHeros recognises the meeting as one and sends one bot. If they belong to different clients, each client gets its own record and its own bot.

Within a client the two copies are matched by their iCalendar id and start time, or by the same link at the same time. Across clients nothing is matched, by design, because matching would mean comparing one client's calendar with another's. If one call really does sit on two clients' calendars, switch auto-join off for it in one of them. The same meeting on two calendars goes through the cases.

How do you disconnect one later?

From the client's page, disconnect the account. Sync stops for that account only, past meetings stay where they were filed, and upcoming meetings already synced from it keep their bots.

That last point catches people. Disconnecting does not cancel the bots already scheduled from that calendar; they stay scheduled and no longer follow reschedules. Switch auto-join off for any you no longer want.

The permission is handled differently on each side:

• Google. TrackHeros revokes its access when you disconnect. You can check, or remove it yourself, from your Google Account's linked apps, as described in Google's help page on managing links between your Google Account and apps from other developers.
• Microsoft. Microsoft offers no way for an app to revoke its own permission. TrackHeros deletes its subscription, stops the sync and asks you to finish the job: on a work or school account, open the My Apps portal and choose Revoke Permissions, as Microsoft's page on editing or revoking application permissions explains; if an administrator approved the app for the whole organisation, only they can remove it. On a personal Outlook.com account, the list is under Privacy in your Microsoft account, in the apps and services that can access your data.

To move an account to a different client, disconnect it and connect it again from the other client's page; meetings already filed stay with the first one.