Calendar search

Use calendar search in Glean Assistant and autonomous agents to find past and upcoming events from Google Calendar and Microsoft Outlook Calendar. You can look up your own meetings, a colleague's calendar, or shared calendars that you have permission to view.

In Glean Assistant and autonomous agents, you can:

• Search longer date ranges, such as 3–12 months back or ahead
• Ask about another person's calendar when you already have access to it in Google Calendar or Outlook
• Search accessible team, room, resource, subscribed, and holiday calendars

Legacy workflow agents

Legacy workflow agents receive calendar lookup performance improvements, but not these expanded date-range, colleague-calendar, or shared-calendar lookup capabilities. Use Glean Assistant or an autonomous agent for those lookups. The workflow step settings on this page apply to legacy workflow agents.

Supported calendars

Both providers support the expanded calendar lookups. Your admin must configure calendar access for the provider your organization uses.

Calendar	Setup guidance
Google Calendar	Google Calendar prerequisites
Microsoft Outlook Calendar	Microsoft Outlook Calendar prerequisites

Calendar lookup can retrieve live events from the provider at query time, also called federated access. This access is separate from native indexing, which stores events for Search and other indexed meeting features. Longer lookup ranges and access to shared calendars don't change what Glean indexes.

Prerequisites

Before you search calendars:

• Ask your Glean admin to configure calendar access for your provider. See Supported calendars.
• Check that you can view the requested calendar in Google Calendar or Outlook. Naming a person or calendar in a query doesn't grant access.
• Check what event details the source calendar lets you see. Free/busy access doesn't grant access to titles, descriptions, or attendees. Private-event details remain restricted unless your source permissions allow you to view them.

Usage examples

Ask a question in Glean Assistant or describe the calendar lookup in an autonomous agent's instructions. Include the person or calendar and the time period you want to search:

• “Find my meetings with Acme from the last six months.”
• “What is on Alex’s calendar tomorrow?”
• “Show events on the team calendar for the next three months.”
• “Show the company holiday calendar for the next six months.”

You can also ask about shorter periods, such as today's meetings or next week. The longer-range support doesn't require a minimum three-month query.

Inputs

In a legacy workflow agent, the Calendar search step accepts AI instructions or a search query. These are the step settings:

Input or setting	What to provide	Example
AI search instructions	Describe what the AI should look for when it generates meeting queries	Search for my next meeting with John
Enter meeting query	Write a query using keywords and search operators	participants:"John" after:"now"
Number of Results	Choose how many events the step returns. The default is Let AI decide	As many as possible

In a query, use after: and before: with now or a quoted date to select a date range. Use updated:, organizer:, or participants: to narrow results. For example, updated:past_week organizer:"alex@example.com" finds recent meetings from a specific organizer.

The type: operator filters by event type. Supported values include default, focusTime, outOfOffice, and workingLocation.

For more query syntax, see Advanced search filters.

Outputs

In a workflow agent, the step returns matching calendar events that the running user can view. Results enter the agent's context rather than appearing directly to the user. Follow the step with a Think or Respond step to summarize meetings, extract action items, or propose next steps.

Configuration

To configure calendar search in a legacy workflow agent:

1. Open the workflow agent in Agent builder.
2. Select a step, then search for and select Calendar search.
3. Choose whether to provide AI search instructions or Enter meeting query, then enter your instructions or query.
4. Set Number of Results if you need a different result count.

Select As many as possible to request more events. This setting doesn't guarantee an unlimited export or enable the expanded lookup capabilities in legacy workflows. Agent execution and response-size limits still apply to the workflow step.

Limitations

• Follow-up queries through the meeting summarization modal are not currently supported
• Calendar search retrieves events but doesn't create or change them. Your organization may separately enable calendar write tools through skills or MCP.

Troubleshooting

Check that you're using Glean Assistant or an autonomous agent, not a legacy workflow step. Open the calendar in Google Calendar or Outlook to check your access. Include the calendar or person's name and a date range in your request. If the calendar is accessible in the source but lookup still fails, ask your admin to check the calendar connection and authorization. See Calendar Search Tools Setup.

Check that you've added the Calendar search step to the workflow and ask your admin to confirm that calendar access is configured. Expanded colleague-calendar and shared-calendar lookups require Glean Assistant or an autonomous agent. See Configuration for the workflow steps.

Check the date and meeting filters in the query, then increase Number of Results or select As many as possible. Result-count settings don't enable longer-range, colleague-calendar, or shared-calendar lookups in legacy workflows. Use Glean Assistant or an autonomous agent for those requests. For query syntax, see Advanced search filters in Glean.

Frequently asked questions

No. Live calendar lookup doesn't add events to the native index or change the connector's indexing window. Indexed Search and homepage meeting features retain their own indexing and transcript requirements.

No. Use a separate calendar write tool if your organization has configured one. Calendar lookup permissions don't grant permission to change events.

See also

• Create agents with Auto mode — build an agent by describing the work you want it to do
• Outlook tools — review separate Outlook tools and their setup requirements