create calendar event in specified persons outlook calendar 7 days before date in a sharepoint list

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Posted on by JTischler

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Hello Flow Experts!

I have a Sharepoint list that contains a list of classes with start and end dates. I want to have an email with ical event sent to the admin specified in a field 7 days before the start date field. I cannot find a template to use. Has anyone done this or Have any ideas on how to trigger this? A standard time of 9am is fine as long as it sends 7 days before the date specified.

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Rhiassuring 8,688 Super User 2025 Season 1 on at

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Re: create calendar event in specified persons outlook calendar 7 days before date in a sharepoint list

Hi there,

I will assume your SharePoint list has these fields:

ClassTitle - ClassAdmin- StartDate - EndDate

Here are the steps you need to take:

⭐Step 1 - Use a scheduled trigger that will run once a day.

⭐Step 2 - Use a "Get Items" action and set the filter to: StartDate eq
formatDateTime(addDays(utcNow(),7),'M/dd/yyyy')

❔If you've never added in this kind of filter before, here's how:
Type in StartDate eq ''
Click between the two 's you've typed, then click on Expression on the box to the left (a tab). Paste in the formula formatDateTime(addDays(utcNow(),7),'M/dd/yyyy'). Press "OK"

ℹ️ What is the formula doing? The formula is taking "utcNow" to identify "hey, what day is it?". Working our way out of the brackets, the next thing we're doing is identifying "okay - we now know what "today" is - what is 7 days from now?". Once we have that, we need to change the date into a format that SharePoint will understand. (NOTE: UTCNow is a different timezone - so you can either convert it using a different action, or, you can just tweak the 7 to an 8 or a 6 depending on your needs.)

⭐Step 3 - Use the "Create Event" action and add in your values from "Get Items" - this will turn it into an "Apply to Each" which means it will loop through all events that meet the criteria (StartDate = in 7 days from now). You should be able populate the required attendees with your ClassAdmin Email.

Let me know if this helps!

Cheers,

Rhia