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Power Platform Community / Blogs / Power Automate Community Blog / How to manage events in a s...

How to manage events in a shared mailbox using Power Automate

Michal Z. Profile Picture Michal Z. 147
Spoiler (Highlight to read)

We have now the 4th generation of event-related actions in Power Automate but still, it is not straight forward to use them for a shared mailbox's calendar. 

I hope this simple workaround will help you before we get a dedicated set of actions for shared mailboxes from Microsoft.  

We have now the 4th generation of event-related actions in Power Automate but still, it is not straight forward to use them for a shared mailbox's calendar. I hope this simple workaround will help you before we get a dedicated set of actions for shared mailboxes from Microsoft.  

To be able to add, search, update, and delete events in the shared mailbox's calendar, follow these steps:

  1. If you have full access to the shared mailbox, open its calendar in the web browser.
    You can use this URL and replace the e-mail of the shared mailbox given here as an example https://outlook.office.com/calendar/shared_mailbox@your.domain.com,
  2. Use the Sharing permission option as shown below,
     
    1.png
  3. Search your account and share the calendar with "Can edit" permission, as shown below,
    2.png
  4. When you receive the invitation from your shared mailbox, please accept it,
    4.png
  5. Now go back to your flow and use the connection to your account,
  6. Whenever you choose "Office 365 Outlook", event-related action, you can select the shared calendar.
    3.png

And remember, this is just a workaround with all its drawbacks.

I hope this can help you.

Comments

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  • Michal Z. Profile Picture Michal Z. 147
    Posted at
    How to manage events in a shared mailbox using Power Automate

    Hi @Najib 

    You can make it work as long as you know the calendar ID of the person. 

    The action "Get calendars (V2)" returns all calendar IDs you have access to.

    Then filter it out and get the ID of the calendar which is shared with you and use it in the "Create a Teams meeting"

    Just tested it. Works like a charm.   

     

    Mike

  • Najib Profile Picture Najib 5
    Posted at
    How to manage events in a shared mailbox using Power Automate

    Does this also work with create teams meeting connector? @Michal @Vitss @JFGriff @SCTdan @wojoNZ Schermafbeelding 2023-01-10 om 09.18.21.png

  • Vitss Profile Picture Vitss 315
    Posted at
    How to manage events in a shared mailbox using Power Automate

    Thank you, 

    just had to make a new 'create event' to acces the calender, 

    maybe with a bit more patience it would also work....

     

  • Grif500W Profile Picture Grif500W 11
    Posted at
    How to manage events in a shared mailbox using Power Automate

    THANK YOU!

  • Michal Z. Profile Picture Michal Z. 147
    Posted at
    How to manage events in a shared mailbox using Power Automate

    @SCTdan I am glad that it still works. Started to worry. 

  • SCTdan Profile Picture SCTdan 604
    Posted at
    How to manage events in a shared mailbox using Power Automate

    Thanks, ended up being some flow weirdness.  Doesn't matter what I did-  delete/recreate action, change/add new connection, using the id directly, nothing would work.  Created a new flow, boom they show up.  Glad I wasted an hour chasing that around

     

    Thanks again for the solution though

  • wojoNZ Profile Picture wojoNZ
    Posted at
    How to manage events in a shared mailbox using Power Automate

    Yes it still works.

    Try removing the permission in step 3.  Then re-adding it a few mins later.

     

    Adding the explicit permission in PowerShell doesn't result in the calendar showing up in the Flow connector drop down for some reason. 

  • SCTdan Profile Picture SCTdan 604
    Posted at
    How to manage events in a shared mailbox using Power Automate

    Can you confirm if this still works?  I'm not able to get it any shared calendars to show in the dropdown.  I tried sharing via your method, and even explicitly setting permissions via powershell.

  • wojoNZ Profile Picture wojoNZ
    Posted at
    How to manage events in a shared mailbox using Power Automate

    Thank you so much. This worked perfectly! 🙂