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Using a Group Calendar in Outlook to Populate a List Calendar in SharePoint

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Posted on 10 Apr 2025 18:45:12 by JH-10041753-0

Hi! I'm new here and new to using Power Automate. I'm trying to create a cloud flow where entries on a group calendar are populated automatically to a calendar on SharePoint. As I understand, SharePoint doesn't have an easy way to display a calendar, so Lists must be used.

I was given this link for guidance, Use Group calendar in SharePoint Online in Calendar View format - Microsoft Community, but I'm struggling to understand.

Here's what I'm trying to achieve:

Events are added to the group calendar (named CE Events). When a new event is added or an existing event is updated, the information should populate a list (named CE Events Calendar).

The list contains these columns: Title (single line text), Start (date and time), End (date and time), Location (single line text), and Description (multiple line text).

The columns correspond to the calendar fields: Title = Title, Start = Start time, End = End Time, Location = Location, and Description = Body.

Appreciate any guidance. Thanks.

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JH-10041753-0 3 on 11 Apr 2025 at 12:49:01

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Using a Group Calendar in Outlook to Populate a List Calendar in SharePoint

Hi @David MA,

Thank you for the response. I first explored using a Teams calendar, however, my VP wants to have a seamless calendar on SharePoint that can be viewed by the entire organization, and she wants us to use Outlook to populate it. She wants people to be able to invite the Shared Group to their existing events so that events aren't having to be completed in multiple locations. I just don't know enough about Power Automate to do it correctly. Any ideas? Thanks.
David_MA 10,991 Super User 2025 Season 1 on 10 Apr 2025 at 19:05:07

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Using a Group Calendar in Outlook to Populate a List Calendar in SharePoint

I understand you're new to Power Automate and trying to create a flow to sync events from a group calendar to a SharePoint list. While this is technically feasible, I want to share some insights that might help you reconsider the approach.

Creating a SharePoint list to mirror a group calendar might not provide significant business value, especially since group members can directly view the group calendar. With recent updates to Microsoft Teams, you can overlay any group calendar with your Outlook calendar, making it easy to manage and view multiple calendars in one place. You can read more about this feature here: View multiple calendars in Microsoft Teams - Microsoft Support.

By using the calendar overlay feature in Teams, you can integrate notes and loop components directly into calendar events, enhancing collaboration and productivity without the need for additional synchronization steps.

If you still wish to proceed with Power Automate, here's a brief outline of the steps involved:

Trigger: Use the "When an event is added, updated or deleted" trigger for the group calendar.

Action: Create or update items in the SharePoint list using the corresponding fields (Title, Start, End, Location, Description).

However, I encourage you to explore the Teams calendar overlay feature first, as it might simplify your workflow and provide a more integrated solution.

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