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Sync Sharepoint List to shared Outlook calendars

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Posted on by CU21091835-0

In need of a flow to sync Sharepoint list calendar to two shared outlook mailboxes. When someone creates, modifies or deletes an item in Sharepoint, I that the item created, modified or deleted in both calendars. The item created is basic information just title, start and end time.

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Sam_Fawzi 789 Super User 2026 Season 1 on at

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Hi @CU21091835-0

Because you need to delete/update the same Outlook events later, you must store event IDs somewhere.

Add columns on the same SharePoint list
Add these columns to the SharePoint list:

OutlookEventId_MB1 (Single line of text)

OutlookEventId_MB2 (Single line of text)

Flow 1 — Create / Update sync (SharePoint → both calendars)
Trigger: When an item is created or modified (SharePoint)
Steps
1.   Get item (SharePoint)
Pull Title, Start, End.
2.   (Recommended) Trigger condition to avoid loops
Your flow will update the SharePoint item (to store event IDs), which can retrigger the flow.
You can prevent loop by:
o   Using “Get changes for an item or file (properties only)” and only continue if Title/Start/End changed, OR
o   Add a Yes/No column SyncIgnore and only run when SyncIgnore is false (set true during your write-back, then set false again).
(The “Get changes…” method is cleaner.)
3.   For each mailbox (do two passes)
Target calendars:

Shared mailbox #1 calendar

Shared mailbox #2 calendar

For each mailbox:

If Outlook event ID is empty (first time):

Create event in the shared mailbox calendar:

Subject = Title

Start = Start

End = End

Capture the returned Event Id

Store it back to SharePoint (Option A)

Else (already synced):

Update event using that stored Event Id

Subject/Start/End updated

Which Outlook actions to use?
In Power Automate (Office 365 Outlook connector) you’ll typically use:

Create event (V4)

Update event (V4)

Delete event (V4) (used in Flow 2)

To target a shared mailbox calendar, your connection user must have permission to that mailbox/calendar. Many tenants can select the shared calendar directly via Calendar Id. If your connector doesn’t expose the shared calendar cleanly, the fallback is using Microsoft Graph “Send an HTTP request” (more technical, but very reliable).

Flow 2 — Delete sync (SharePoint delete → delete in both calendars)
Trigger: Ideally: When an item is deleted (SharePoint)
If your tenant has “When an item is deleted” for lists

Trigger gives you the Item ID

Look up event IDs:

Option A: If trigger doesn’t provide the old columns, you may not be able to read OutlookEventId columns anymore → this is why Option B is safer.

Option B: Query CalendarSyncMap where SPItemId = <deleted id>

For each mapping row (MB1/MB2):

Delete event (V4) using OutlookEventId

Delete mapping rows (cleanup)

If you do NOT have a delete trigger for list items
Use one of these workarounds (pick the simplest that fits your process):
Workaround 1 (recommended): Soft delete

Add a column IsDeleted (Yes/No) or Status = Active/Deleted

Users “delete” by setting IsDeleted = Yes

Flow 2 trigger becomes: When item is created or modified and if IsDeleted = Yes then delete the Outlook events + optionally remove the SharePoint item.

Workaround 2: Recycle Bin monitoring (advanced)

Possible with Graph/change tracking, but usually overkill.

Permissions checklist (important)
The account used in the Outlook connector must have:

Access to Mailbox 1 calendar (Editor or higher)

Access to Mailbox 2 calendar (Editor or higher)

Common admin setup:

Grant the service account Full Access to both shared mailboxes

Ensure calendar permissions allow event create/edit/delete

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CU21091835-0 4 on at

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@Sam_Fawzi Thank you for the breakdown, I'm a newbie and having a hard time understanding the trigger condition to avoid the loops.

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MS.Ragavendar 5,785 Super User 2026 Season 1 on at

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@CU21091835-0,

The below video covers step by step how to perform the sync.

https://www.youtube.com/watch?v=Xq4DuiZlKq8

https://www.youtube.com/watch?v=XYHoMrFpR1g

✅ Please click Accept as solution if my post helped you solve your issue and help others who will face the similar issue in future.

❤️ Please consider giving it a Like, If the approach was useful in other ways.

🏷️ Please tag me @MS.Ragavendar if you still have any queries related to the solution or issue persists.

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CU21091835-0 4 on at

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@MS.Ragavendar I need the exact opposite of this. This starts with a calendar event created, I need it to start with a Sharepoint list created then moved to outlook.

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