Power Automate - Automatically updating Outlook Calendar and Excel Spreadsheets

Question

Hello.

I work in careers at a university. Spend so much time duplicating tasks, would really appreciate some help -

I deliver workshops in different 'teams', i.e. some purely for students in the Faculty of Science (either whole faculty, or specific school, e.g. Chemistry, Physics), as well as careers workshops that are open to any student in the university.

Once recorded on our university system, these are added to different Outlook calendars, Teams sites and Excel documents. It gets very time consuming.

Is there a way that Power Automate can help speed up this process?

E.g., if something is posted in an Excel document, it is automatically added to a specific Outlook calendar (or vice versa).

Any help would be greatly appreciated,

thanks

Christian

Answer 1

Dear Christian,

Thanks for your updates and I'm following up on the thread with you.

As the Update a group event action needs to update the event based on the id, you may need to also get the id from Graph API.

So it may be difficult to get each variable values from Excel for the web to update to Outlook.

The simplest way to ensure that all events are updated is to create a schedule flow to remove the existing group calendar events and re-add the events from the updated Excel file automatically.

You can use Graph API to get the events' id for Power Automate to delete them.

Uri: https://graph.microsoft.com/v1.0/groups/groupid/calendar/events

Method: GET

Compose: outputs('Send_an_HTTP_request')?['body']?['value']

Compose3: items('Apply_to_each')?['id']

You can create the flow as follows.

Thanks for your effort and time!

Sincerely,

Cliff | Microsoft Community Moderator

Answer 2

Dear Christian,

Good day. Thank you for posting your question in our forum. We're happy to help you.

From your description, it seems that you want to use Power Automate to add records to Outlook calendar when adding new item in Excel file, and when the new event will be added in calendar, new item will be also added in Excel file.

May I know if my understanding is right? If so, we may need some time to do more tests on our side to check if we can achieve your requirement, and if we have any other updates, we will also post back as soon as possible.

If the scenario above is not consistent with yours, you can also post back and point that.

Your understanding and patience will be highly appreciated. I hope that you are keeping safe and well!

Sincerely,

Sukie| Microsoft Community Moderator

Answer 3

Hi Sukie,

Thanks for coming back to me - yes, that's correct. I appreciate it's potentially complicated, so if only one way works (e.g. Excel -> Outlook, or vice versa) that's completely fine as will still help a lot,

much appreciated

Christian

Answer 4

Hi Cliff, wow - looks like you've put a lot of work into this. I'm not familiar with Graph so will go have a look & implement what you've put above,

best

Christian

Answer 5

Dear Christian,

Thanks for your updates and reply.

Welcome to share any updates if you need further help on this issue when you have time.

Sincerely,

Cliff | Microsoft Community Moderator