Solved: Outlook calendar events -> Microsoft To Do tasks

Outlook calendar events -> Microsoft To Do tasks

Disclaimer to start with: I have never used Power Automate workflows or similar software in the past, so custom expressions etc. are a little bit alien to me.

I am on a mission to organise myself better, by centralising everything in the To Do app including any meetings/appointments I have scheduled throughout the day.

Here are the 3 workflows I have attempted and failed with, so any help resolving these will be massively appreciated (please & thank you 🙂

Attempt 1:

Spoiler (Highlight to read)

Drawback: whenever a meeting is changed or cancelled, the workflow will not update the To Do task.

Attempt 2:

Spoiler (Highlight to read)

Drawback: tasks duplicating. Even a newly created meeting/appointed would be duplicated as 2 or more tasks.

Attempt 3:

Spoiler (Highlight to read)

Drawback: I created this as a Scheduled Cloud Flow, however tasks would duplicate on every reoccurrence of the run frequency.

Finally had a breakthrough. Thought I'd share my own solution here as I have struggled to find any information about creating flows for Microsoft To Do (surely I can't be the only person who uses To Do!)

1) Trigger when an event is created, updated or deleted

2) List to-do's by folder (I have created a to-do list folder called 'MEETINGS')

3) Apply to each > delete to-do (to-do list = meetings, to-do task = ID)

4) Trigger when an upcoming event is starting soon (as I only want my to-do list to show meetings in the next 28 days, I have set the look ahead time to 40320 minutes)

5) Apply to each > add a to-do (making sure to put the task in my 'MEETINGS' to do list)

I did actually include two separate branches in step 2 as I have 'MEETINGS (next 7 days)' and 'MEETINGS (next 28 days)' to-do lists to help me prioritise. This meant I also had to use a condition in step 5 to determine if the event start time was less than or equal to addDays(utcNow(),7). If yes, it would go in my 'MEETINGS (next 7 days)' list. If no, it would go into 'MEETINGS (next 28 days)'

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