Outcome: Ask ChatGPT to work from a small, named set of approved emails, files, messages, or records—and receive an answer that shows what it used and what it could not find.

Connected apps can bring current work context into ChatGPT, but availability depends on SBS workspace settings and your access in the connected service. A connection does not make every source relevant. Define the boundary before asking for analysis, and use the specific connected app when you want to control where ChatGPT looks.

Scope a connected-source task

1. Choose one outcome. Ask for a decision brief, action list, comparison, or draft. Avoid combining unrelated research and communication tasks.
2. Name the source system. Invoke the relevant installed app when possible, then name the folder, channel, mailbox, document set, project, or record collection to use.
3. Add boundaries. Specify people or teams, date range, keywords, file types, and exclusions. State whether linked attachments or replies are in scope.
4. Request an inventory first. Ask ChatGPT to list the sources it found, their dates, and any gaps or duplicates before it synthesizes them.
5. Require traceability. Ask for direct links beside material claims and a separate “Not found or needs confirmation” section. Open important sources yourself.
6. Review before action. Confirm recipients, targets, dates, permissions, and the final text before allowing a message, edit, upload, or other external change.

Use less capacity: Narrow retrieval before synthesis. Luna can inventory and classify a clearly bounded source set. Terra is the usual choice when you need to reconcile evidence or draft a decision-ready summary.

Copy and adapt this prompt

Use @[connected app] and only these sources: [folder/channel/mailbox/project],
from [start date] through [end date], involving [people/topic].
Exclude [drafts, unrelated folders, automated notices, or other boundaries].
First list the sources found with title, date, and link.
Then produce [deliverable] and link each material statement to its source.
Separate confirmed facts, interpretations, and items that need confirmation.
If a source is missing or inaccessible, say so instead of searching elsewhere.
Do not send, edit, share, or schedule anything.

Illustrative SBS example

Example: A department coordinator asks the approved Drive connection to review only the “2026 Orientation” folder for the period August 1–31. ChatGPT inventories the agenda, staffing sheet, and decision thread, then drafts a status brief with links and flags one missing room confirmation. This is illustrative; actual app availability and access depend on SBS configuration and the employee’s permissions.

Troubleshooting

• Confirm that the app is installed and connected, that you can open the source in the original service, and that its exact name, location, and date range are in the prompt.
• Stop and tighten the folder, channel, sender, date, and keyword boundaries. Ask for the inventory again before synthesis.
• Open the original item, correct the scope, and ask ChatGPT to revise the statement using only evidence from that source. Treat missing support as unresolved.

Related SBS guides

• Research current information with AI and verify the sources
• Use AI responsibly: protect information and verify the result
• Practical AI workflows for staff

Official guidance

• Plugins | ChatGPT Learn
• Set up a project teammate | ChatGPT use cases
• Synthesize research evidence | ChatGPT use cases

Official guidance checked September 16, 2026. Features vary by product surface and workspace settings.