Copying events from one calendar to a shared calendar

(0) Share

Report

Posted on by CV-08101451-0

I am trying to help various divisions in my organization with some calendar issues. The chiefs of each division wants their staff to put on a shared calendar the dates on when they will be out of the office. The staff complain they don't want to maintain 2 calendars. I am trying to use a flow in PowerAutomate to allow the staff to create an event on their personal calendar and have it automatically populate the shared calendar. I have that part working in my test environment. However, since the staff don't want ALL of their events shared to the Shared calendar, I am trying to figure out how to specify only certain events that meet certain characteristics will be copied over. I would like to modify my current flow so that if an event begins with the characters 'OUT-' that the event will be copied to the shared calendar. Othewise, it won't be copied if it doesn't begin with those characters in the subject. I am working with the triggerOutput variable and would like to use 'startsWith' but can't get it to work. Any assistance would be appreciated.

Categories:

Building flows

I have the same question (0)

All responses (3)

Answers (0)

Sort by

Suggested answer

chiaraalina 2,180 Super User 2026 Season 1 on at

Like (0)

Report
Copy link

Link copied!
Hi

To make sure the event copying to the shared calendar works reliably, it really depends on how you plan to handle access to the shared calendar.

Do you intend to use:

1: Each staff member runs the flow under their own account (with write permissions to the shared calendar)

2: A central service or flow account handles creating the events in the shared calendar for everyone

This choice affects how the connection in Power Automate needs to be configured and authenticated.

Let me know so I can help.

Trigger: When an event is added, updated or deleted (V3) (Office 365 Outlook)
Trigger Condition:

@and(
not(empty(triggerBody()?['subject'])),
startsWith(toLower(triggerBody()?['subject']), 'out-')
)

This expression checks whether the event subject starts with out- (case-insensitive).

1 people found this reply helpful.

Was this reply helpful? Yes No
CV-08101451-0 2 on at

Like (0)

Report
Copy link

Link copied!

Hi @chiaraalina!

Thanks so much for your quick response. My initial thought was that each person would run their own flow. However, now that you have asked the question it does seem like a lot of work. I did not know that it could be configured any other way. What does it take to get A central service or flow account? We have an enterprise Microsoft account, but I don't know if we have to pay separately for power automate. It would be wonderful to manage these type of things centrally so that I could set it up for each division that wants a shared calendar updated.

Carolyn

Was this reply helpful? Yes No
VictorIvanidze 13,081 on at

Like (1)

Report
Copy link

Link copied!

Google for "PushEvents Flow for Office 365".

Was this reply helpful? Yes No