Connect your work apps to an assistant safely

1. What connecting means

A connection lets the assistant read, and sometimes change, things in another app, such as documents, email or a calendar. That is useful, because the assistant can answer from your real information. It is also a risk if you grant more than you need.

On a work account, ask your admin first. Some organisations do not allow it, and the rules may cover client data.

2. Step 1: Choose one app and one job

1. Pick one app, such as your documents or calendar.
2. Write the one job you want help with, for example finding last month’s proposal.
3. Decide what the assistant must never touch, such as HR files or client folders.

3. Step 2: Read the permission screen

When you connect, a screen lists what the assistant may do. Read it line by line. Prefer read-only access. Decline anything that lets it send, delete or share unless you truly need it.

Menu names differ between tools and change often, so follow the closest match on your screen.

4. Step 3: Test with a harmless question

Check the answer against the real app. If it names items you did not expect, tighten the access.

5. Step 4: Review access regularly

• Write down what you connected, when and why.
• Check once a month and remove connections you no longer use.
• Disconnect before you share your device or leave a job.

Common mistakes to avoid

• Approving every permission without reading it
• Connecting several apps at once
• Connecting a work account without permission
• Forgetting the connection after the project ends

Final checklist

• I connected one app for one job
• I chose read-only access where possible
• I tested with a harmless question
• I wrote down what I allowed