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Weekly

Get a weekly summary of your Outlook calendar

Each Monday you see how many hours of meetings you have, which days are packed and where your free blocks are.

Runs
Weekly
Apps
Outlook Calendar
AI
Yes, uses the built-in AI allowance
Access
read

Send this to your assistant

Create a ClickRuntime automation: every Monday at 8am, summarise my Outlook week: total meeting hours, the busiest days, and any free blocks of 2 hours or more, and email it to me.

Paste it into your assistant. It tells you what it will send or change before it runs live.

First time? Adding ClickRuntime to your assistant takes about two minutes.

Why use it

Why teams use this automation

A sales director's Outlook calendar looks like a wall of colored blocks: customer calls, internal syncs, one-on-ones, a dentist appointment, and two meetings that overlap. On Sunday night, she cannot easily tell whether next week is manageable, where the free afternoons are, or which days are packed. She finds out on Wednesday when she has no time to prepare for the quarterly review that was in the calendar all along.

Every week, the next seven days of your Outlook calendar are read through the calendar view, so recurring meetings are included. ClickRuntime's built-in AI turns them into a short plan: busiest days, back-to-back runs, conflicts, long gaps, and the best slots for focused work. The summary is emailed to you.

It suits managers, executives, consultants and anyone with a heavily booked calendar.

What you get out of it

  • You see the shape of the week early

    Knowing on Sunday that Tuesday has seven meetings and Thursday has none lets you shift tasks around before the week starts, instead of finding out in the middle of it. That kind of early view is the main reason people make this part of their Sunday routine.

  • Conflicts are noticed before they hurt

    Two overlapping meetings are easy to miss on a crowded calendar view. A written note about them gives you time to decline one or ask for a new time. Acting on a conflict early is far less awkward than declining on the morning.

  • Focus time is protected

    The summary points to open blocks long enough for deep work, so you can claim them before someone else books them. Deep work rarely happens by accident, and a good slot is gone once the calendar fills up.

  • Preparation is not forgotten

    A review or a customer pitch listed in the summary reminds you to prepare, even when it was added to the calendar weeks ago and slipped from memory. That prompt is worth having, because a few extra days of preparation changes how a presentation goes.

  • A realistic view of workload

    Seeing how many hours of the week are already committed helps you say no to a new request, or to negotiate a deadline, with facts instead of a feeling. It also makes weekly conversations with your assistant or manager more concrete and honest.

How it works

What happens, step by step

  1. Every Monday, ClickRuntime reads the week ahead from your Outlook calendar.

  2. AI looks at it and works out your total meeting hours, which days are packed and where your free blocks are.

  3. You get one short email summing up your week, like "Busiest: Tuesday (6h)" and "Free blocks: Wed 13:00-17:30".

Before it runs live

  • Connect Outlook Calendar

What you get

RunsWeekly
Get a weekly summary of your Outlook calendartoday, 9:00Succeeded
Email · Your weekTotal meeting time: 17.5 hours Busiest: Tuesday (6h) and Thursday (5h) Free blocks: Wed 13:00-17:30, Fri 09:00-12:00

Build your own

Need it to work differently?

This template is a starting point. Copy the prompt and change it, or describe a different automation from scratch, with your own conditions, more apps or an AI step. Your assistant writes it, tests it and runs it on ClickRuntime.
  • Your own rules

    Conditions, thresholds, filters and exceptions, written the way you'd explain them to a colleague.

  • Any number of apps

    One automation can read from one app and update several others. Over 248 apps are ready, and anything with an API works too.

  • AI where it helps

    Summaries, classification, extraction and drafts use ClickRuntime's built-in AI, with no extra key.

  • On a schedule or on each event

    Runs as often as every 5 minutes, or the moment an app sends an event, and keeps track of what it already handled.

Changes you can ask for

  • Run it at a different time, more or less often, or only on weekdays
  • Change what the AI looks for, or how it writes the result
  • Add another app, for example also send it to Slack
  • Combine it with other Outlook Calendar steps into one automation

Under the hood

The code that runs this automation

This is the Python script that runs each time the automation starts. Your AI assistant writes it for you when you send the prompt, and you allow each step in your assistant. To change how the automation works, describe the change to your assistant and it updates the script for you. For every function it can use, see the script reference.
ai_calendar_summary.pyexample
from datetime import date, timedelta
from clickruntime import on_trigger, credentials, http, notify, ai

@on_trigger
def run(event):
    monday = date.today() - timedelta(days=date.today().weekday())
    resp = http.get("https://graph.microsoft.com/v1.0/me/calendarView", params={
        "startDateTime": f"{monday}T00:00:00", "endDateTime": f"{monday + timedelta(days=5)}T00:00:00",
        "$orderby": "start/dateTime", "$select": "subject,start,end,isAllDay,showAs", "$top": 200},
        headers={"Authorization": f"Bearer {credentials.connection('microsoft', 'work')}",
                 "Prefer": 'outlook.timezone="Europe/London"'})
    resp.raise_for_status()
    events = [e for e in resp.json()["value"] if not e["isAllDay"] and e["showAs"] != "free"]
    lines = "\n".join(f"{e['start']['dateTime'][:16]} to {e['end']['dateTime'][11:16]}  {e['subject'][:80]}"
                      for e in events)
    summary = ai.generate(
        f"My meetings this week (working hours 09:00-17:30, Monday to Friday):\n{lines}",
        system="Summarise the week: total meeting hours, the busiest days, and every free block of 2 hours or "
               "more during working hours. Short plain lines, no preamble.",
        max_output_tokens=400).text
    notify.email_me(f"Your week: {len(events)} meetings", summary)
    return {"meetings": len(events)}

FAQ

Common questions

Does it include declined or tentative meetings?
Declined meetings are left out, and tentative ones are marked as such so you can see where you have not yet committed. Events you organize and events you attend are both included. A tentative flag helps you decide which of them to accept.
Will it handle recurring meetings correctly?
Yes. The calendar view expands recurring series into the individual occurrences that fall in the week, so a weekly standup appears on each day it happens, including any changed instances. Recurring meetings are never skipped, even when only one instance in the series has been moved.
Does the AI see my meeting details?
The titles, times, attendees and locations from the calendar view are passed to ClickRuntime's built-in AI to write the summary. Private events are marked as private by Outlook, so you may want to leave out their details.
What permissions does it need?
read. Nothing else in your accounts is used.
Does it need AI?
Yes. It uses ClickRuntime's built-in AI, so you don't need an OpenAI or Anthropic key. Every plan includes a monthly AI allowance.
How many runs does it use?
One run each time it runs (weekly). Checks that find nothing to do and stop right away aren't counted.
Can I change how it works?
Yes. Describe the change to your AI assistant, for example a different schedule, channel or filter. It updates the automation, tests it and tells you what changed.

Set up “Get a weekly summary of your Outlook calendar” from your assistant

Copy the prompt above, or connect your assistant first. Free plan, no credit card.