# Which Outlook calendar does the notetaker watch?

> For anyone connecting a Microsoft 365 work or school account, or a personal Outlook.com account, to TrackHeros: which Outlook calendar the AI notetaker reads, which ones it ignores, and what to do about a Microsoft Teams or Google Meet meeting that sits somewhere it does not look.

Canonical: https://trackheros.com/answers/which-outlook-calendar-does-the-notetaker-watch/  
Author: Sami Kanafani  
Updated: 2026-10-05

**In short:** TrackHeros watches each connected Microsoft account's default calendar, the one Outlook simply calls Calendar, and nothing else. Calendars you created alongside it, calendars shared with you and subscribed calendars are not read. To have a Microsoft Teams or Google Meet meeting recorded, make sure it sits on the default calendar, or paste its link into TrackHeros and pick the client.

| Fact | Detail |
| --- | --- |
| Calendar read per Microsoft account | The default calendar only |
| Not read | Calendars you created, calendars shared with you, subscribed calendars |
| Permission | Calendars.Read (read-only), plus sign-in basics and offline access |
| Microsoft accounts per sign-up | As many as you hold, each under one client |

TrackHeros reads one calendar per Microsoft account: the default one. This answer is for freelancers and consultants who connect a Microsoft 365 work or school account, or a personal Outlook.com account, and want to know which Microsoft Teams and Google Meet meetings the bot will follow. It sits under [every calendar in one notetaker](/features/multi-account/), which covers the account model as a whole.

## Which calendar counts as the default one?

The one Outlook labels Calendar, at the top of your own calendars. Every Microsoft mailbox has exactly one, and invitations sent to your address are added to it. For most people that means the client meetings are already there.

If you hold several Microsoft accounts, the rule applies to each: every connected account's default calendar is watched, and each account belongs to one client. The same goes for Google, where the account's primary calendar is the one synced.

## Which Outlook calendars are not read?

Anything that is not the account's default calendar. That includes:

- Extra calendars you created in the same account, such as one called "Client B" or "Side project".
- Calendars other people share with you, including a colleague's calendar you can open as a delegate.
- Calendars you subscribed to from a link.
- Holiday and birthday calendars.

Syncing secondary or shared calendars is not available. A meeting that lives only on one of those calendars does not appear in TrackHeros and gets no bot, however many people are invited to it.

## What should I do with a meeting on another calendar?

Three options, from most to least automatic:

1. **Put it on the default calendar.** Copy or move the event onto the account's own Calendar, and check that the copy still carries the Teams or Meet link in its details. The next sync picks it up; changes arrive by push, with a full re-read every 15 minutes as a backstop.
2. **Send the bot the link.** Paste the Teams or Meet link, or the whole invitation, into Send to meeting in TrackHeros and pick the client. No calendar is involved. See [joining a Teams meeting without calendar access](/answers/join-a-teams-meeting-without-calendar-access/).
3. **Connect the account that owns it.** If the calendar is really another account's default calendar, a client's colleague or a second mailbox you hold, connect that account under its own client instead.

## Does the same rule apply to Google calendars?

Yes. A Google account contributes its primary calendar only; other calendars in the same Google account are not read. So a person who keeps one Google account and one Microsoft account for two clients gets exactly two calendars watched, each filed under its own client. How the two providers sit together is in [connecting Google and Outlook calendars to one notetaker](/blog/connect-google-and-outlook-calendar-to-one-notetaker/).

## What if my Outlook account is issued by a client?

The rule is the same, with one extra hurdle: some Microsoft 365 organisations require an administrator to approve an app before anyone can connect it. TrackHeros then says so and suggests asking the Microsoft 365 administrator. A work account with no Exchange mailbox has no calendar at all and is refused when you connect it. More in [using a client-issued Microsoft 365 account](/blog/client-issued-microsoft-365-account/), and on the bot itself in [the Microsoft Teams notetaker](/features/microsoft-teams-notetaker/).

## Frequently asked

**Does TrackHeros need to read my Outlook mail to see my calendar?**

No. It asks Microsoft for `openid`, `email`, `offline_access`, `User.Read` and `Calendars.Read`. That is enough to know which account you connected and to read its default calendar. Nothing reads your mail, files or contacts.

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TrackHeros is in early access: https://trackheros.com/#early-access