web
You’re offline. This is a read only version of the page.
close
Skip to main content

Announcements

News and Announcements icon
Community site session details

Community site session details

Session Id :
Power Platform Community / Forums / Power Automate / Connecting MS Forms to...
Power Automate
Suggested Answer

Connecting MS Forms to Outlook Calendar through a shared mailbox

(1) ShareShare
ReportReport
Posted on by 2

Hi all,

I’ve created a Microsoft Form for event registration that lets respondents choose between three online sessions (they may select one, two, or all three). For each session, they select the date they plan to attend. The form is set up as three separate multiple-choice questions—one per session.

I’m looking to build a Power Automate flow that reads each submission and sends the respondent the appropriate Outlook calendar invite(s) using a shared mailbox (i.e., invites only for the sessions/dates they selected).

Could someone provide a step-by-step walkthrough (or best-practice approach) for setting this up?

Thank you,
Mira

Categories:
I have the same question (0)
  • Michael E. Gernaey Profile Picture
    53,963 Moderator on at
     
    It's a little difficult because we don't usually just write peoples work for them especially when what you are asking for has hundreds of examples. I do not mean that to be rude sincerely, but its been answered a lot so just asking us to write it is not really fair to us.
     
    Also, you say you want to send them an email invite from a shared mailbox for some period of time, but you haven't explained how the flow (even a human) would know the times to send.
     
    Now as a base you would do.
     
    1. When a new form response is submitted
    2. I would personally add 3 Scopes (this is ONLY because I am an OCD bad), Scope 1 would be Answer Section 1, Scope 2 would be 2 and 3 would be 3
    3. Inside each scope, have a condition that checks if they answered and therefor needs a calendar invite
    if the condition is true, then send the invite
     
    make all 3 the same way. Now I didn't include error handling etc but some other things
     
    1. Make sure you are sending them onbehalf of the Shared Mailbox as you configure it, make sure you have permission to do so since its your connection, or log in with the Shared Mailbox account (if there is one) and build the flow WITH that account so its connection is its own.
     
    2. Help us to determine the time you would schedule, as the steps above are correct except small caveats)
    --How do you determine if they answered. In the Condition you would have to see if the Answer is empty and then you know not to respond with a calendar invite
    --what is the time frame you would put in the Calendar? I don't know where you would put that information, other than sharing you could put it in SharePoint and do a look up to that by having something like 
    SharePoint List
    Columns: QuestionNumber and CalendarTime
     
    Then in QuestionNumber just have 1 or 2 or 3 and then the calendar times.
    Then you would do a GetItems in each Scope, but with an odata filter of QuestionNumber eq 1 (or 2 or 3) depending on the scope DONT add the ors its just saying one or the other.
     
    If you start putting that together we will absolutely help you :-)
     

    If these suggestions help resolve your issue, Please consider Marking the answer as such and also maybe a like.

    Thank you!
    Sincerely, Michael Gernaey
  • Suggested answer
    Ellis Karim Profile Picture
    12,163 Super User 2026 Season 1 on at
     
     
    Also, by default, sent emails are saved in the mailbox of the account that actually performs the send action, so sent emails are saved in that account’s Sent Items rather than in the shared mailbox’s Sent Items folder. You can change this behaviour with a PowerShell script (mentioned in the post), but you will need to be an Exchange Administrator, or you will need to ask your Exchange administrator to run the script for you.
     
    Ellis Karim
    Ellis Karim
    elliskarim.com  |  LinkedIn  |  Bluesky
    If this solved your issue, please mark it as ✅ Accepted Answer. If it helped, feel free to give it a 🩷 Like!
  • Suggested answer
    David_MA Profile Picture
    14,956 Super User 2026 Season 1 on at
    When you say you've set up a form for event registration, are you referring to the form you create with setting up a webinar through Microsoft Teams, or did you create a Microsoft Forms form for people to register?
     
    You can get more information on setting up webinar registrations at Manage webinar registration in Microsoft Teams - Microsoft Support. Based on the information you have provided so far, that is what I would recommend instead of trying to reinvent the wheel with a MS Forms Form and workflow. Based on the information in your post, I don't see why the Webinar Registration feature would not work.

Under review

Thank you for your reply! To ensure a great experience for everyone, your content is awaiting approval by our Community Managers. Please check back later.

Helpful resources

Quick Links

Season of Sharing Community Challenge Launch!

Jump in, show your community spirit, and win prizes!

Kudos to our 2025 Community Spotlight Honorees

Expanding mentorship, skilling, and AI innovation

Congratulations to the May Top 10 Community Leaders!

These are the community rock stars!

Leaderboard > Power Automate

#1
Valantis Profile Picture

Valantis 377

#2
11manish Profile Picture

11manish 279

#3
David_MA Profile Picture

David_MA 234 Super User 2026 Season 1

Last 30 days Overall leaderboard