Daily Microsoft To Do meeting prep tasks from Google Calendar

Every weekday at 7am ET, run an agent that prepares my day in Microsoft To Do based on what is actually on my Google Calendar. The trigger is a cron schedule (Monday through Friday, 7:00 America/New_York).

Step 1. Read today's calendar. Use Google Calendar's List Events on my primary calendar for the next 24 hours from now. Expand recurring events into individual instances and sort by start time. For each event, capture the title, start and end time, attendees, description, location, conferencing link if any, and the event's HTML link so I can open it later.

Step 2. Filter the events. Skip anything that is not a real meeting a human would prep me for. Drop: focus blocks, holds, OOO, working location entries, all-day events, lunches and personal blocks, anything with no other attendees, and anything I have already declined. Use Google Calendar's Get Event if you need full details for an event whose payload looked incomplete.

Step 3. Decide which remaining meetings deserve prep tasks. A real human assistant would not create a prep item for every block. Apply judgement. Good signals that prep is warranted: external attendees (any email domain that is not mine), titles that include words like review, QBR, kickoff, 1:1, interview, intro, discovery, demo, planning, or postmortem, customer or prospect names in the title, and recurring 1:1s with direct reports or my manager. Internal status syncs, standups, and routine team meetings should usually be skipped unless the title clearly says otherwise.

Step 4. Find the right Microsoft To Do list. Call Microsoft To Do's List Task Lists and look for a list named "Daily Prep". If it does not exist, fall back to the default list (the one with wellknownListName defaultList). Use that list id for the rest of the run.

Step 5. For each qualifying meeting, use Microsoft To Do's Create Task to add one or two specific, pointed prep items. Not generic ("Prep for meeting"). Specific ("Review last Notion doc with Acme", "Draft agenda for Q3 planning sync", "Re-read latest thread with Sam before 1:1", "Pull resume and last interview notes for Priya before 2pm interview"). Title each task in the form: "Prep: <action> (for <meeting title> at <local time>)". Set the task's reminderDateTime to 30 minutes before the meeting starts, using the correct local time zone in the dateTimeTimeZone format Microsoft Graph expects. Set the due date to today. Put any extra context (attendees, the description excerpt, the join link) in the task body.

Step 6. For every task you create, immediately call Microsoft To Do's Create Linked Resource on it and link it back to the Google Calendar event URL (the event's htmlLink). Use the meeting title as the displayName and "Google Calendar" as the applicationName so I can jump from the task straight to the event.

Step 7. Avoid duplicates within a single run. If a meeting has two clear prep items, create two tasks for it (capped at two). Do not create more than two tasks per meeting. If no meetings qualify today, do nothing and exit cleanly.

Keep the bar high. The success metric is that the morning's Daily Prep list reads like something a thoughtful chief of staff would have written, not a dumb mirror of my calendar.

Additional information

What does this prompt do?

Reads the next 24 hours of your primary Google Calendar each weekday morning at 7am ET.
Skips focus blocks, lunch, and personal holds. Only meetings that warrant prep get tasks.
Adds one or two pointed prep items in a dedicated Daily Prep list in Microsoft To Do.
Sets a reminder 30 minutes before each meeting and links the task back to the calendar event for one-tap access.

What do I need to use this?

A Google account with access to the calendar you want prepped.
A Microsoft account with Microsoft To Do enabled (Microsoft 365 personal, business, or school all work).
A clear sense of which meetings actually need prep in your week. Customer calls, interviews, kickoffs, reviews, and recurring 1:1s are good defaults.

How can I customize it?

Change the run time, time zone, or the days of the week the agent fires.
Tune what counts as prep-worthy. Add or remove keywords like QBR, kickoff, review, or 1:1, and decide whether internal meetings ever qualify.
Pick a different Microsoft To Do list, or let the agent create the Daily Prep list for you on the first run.
Adjust the reminder lead time, the number of prep items per meeting, or the tone of the prep item wording.

Frequently asked questions

Will it create a task for every single calendar event?

No. That is the whole point. The agent filters out focus blocks, lunch, and personal holds, and only adds prep tasks for meetings a real assistant would actually prep you for, like customer calls, interviews, kickoffs, reviews, and 1:1s.

What if I do not already have a Daily Prep list in Microsoft To Do?

The agent looks for it first. If it does not exist, it falls back to your default Tasks list, or you can have it create a fresh Daily Prep list on the first run.

Can I change the 7am ET schedule?

Yes. The schedule is a simple knob. Pick any time and time zone, and choose whether it runs on weekends or only on weekdays.

Do the prep tasks link back to the meeting?

Yes. Each task includes a one-tap link to the original Google Calendar event so you can open the meeting, see the attendees, and join the call without hunting through your calendar.

Will it work with a shared or secondary Google Calendar?

Out of the box it reads your primary calendar. If you want it to scan a shared team calendar or a secondary one instead, that is a small tweak to the prompt.