Assistants (GPTs) can now use Apps in ChatGPT

What changed and why it matters now

Assistants are built for repeatable work. You set the rules once and keep outputs consistent.Until now, there was often a manual step. If the source lived in email, calendar, or SharePoint, you had to copy it into a chat or a project, or upload a file, then bring the assistant in.With Apps in custom GPTs, you can go straight to an assistant and ask it to find what it needs in connected systems. The assistant then responds using live context while still following your instructions.

Live data is useful only if the output stays consistent

Live app access solves the “where is the latest information” problem. It does not solve the “does this sound like us” problem.That is why the strongest assistants still start with clear reference material. For client deployments, we set assistants up with five core documents so outputs stay aligned:

• Business overview
• Products and services
• Target audience
• Brand guidelines
• Keywords and terminology

Apps keep the assistant current. These documents keep it consistent.

What Assistants can do with connected apps

Once enabled, assistants can use connected apps to do things like:

• look up documents and files
• check calendars and upcoming meetings
• pull live business data
• take approved actions in select connected tools

A practical detail that changes behaviour. You do not need to use @ mentions, slash commands, or the + tool menu to surface apps. You just ask, and the assistant uses the connected apps behind the scenes when it needs to.

Three workflows your customers will recognise

An executive assistant that can search the inbox

Ask: “Search my project emails from the last 7 days. Summarise decisions and action items. Draft a reply confirming next steps.”Result: fewer missed commitments, faster responses, less time hunting through threads.

An operations assistant that finds the latest process doc

Ask: “Search SharePoint for the latest onboarding process. Summarise the steps. Create a one page checklist for managers.”Result: fewer version issues, smoother handovers, less rework.

A marketing assistant that stays on message

Ask: “Pull the latest messaging document from SharePoint. Draft a customer update in our tone. Keep it consistent with our keywords and terminology.”Result: fewer edits, faster publishing, more consistent messaging.

How to set expectations in a beta rollout

This update is rolling out as a beta to select ChatGPT Business accounts, so you may not see it in your workspace yet. OpenAI does not provide per account rollout estimates.It is not currently available for Enterprise, Edu, Pro, Plus, Go, or Free plans.

There are a few constraints worth including in customer comms:

• Admins and owners control whether apps can be used in assistants, and which apps are enabled.
• Access is permission led. Assistants can only use data a user is allowed to access.
• Apps and Actions are mutually exclusive within a single assistant. If Apps are enabled, existing Actions are disabled for that assistant.
• Assistants that use Apps can only be shared within your workspace, not published to the public GPT Store.
• If a user is not allowed to access an app, the assistant may not show an error. It will simply not use that app.

Quick setup steps for admins and assistant creators

1. Admin: confirm Apps are enabled in Workspace settings, under GPTs.
2. Admin: enable the specific apps your workspace allows under Workspace settings, under Apps.
3. Creator: open the assistant in the builder and enable Apps in the capabilities section.
4. Creator: decide whether to pin specific apps. If you select apps, users can be prompted to connect them. If you do not, the assistant can use any app the user has already connected.
5. Creator: add explicit instructions for when to use Outlook or SharePoint, and what to search. Be specific about mailbox, folder, or site.
6. Creator: include the app names in the assistant description, since end users cannot see the full app configuration.

A simple way to roll this out inside a team

Start with one assistant and one workflow that saves time every week. Keep the scope tight. Expand once you have a prompt and output format your team trusts.If you do not have Apps in your account yet, you can still prepare your assistants now, so you are ready the moment it appears.