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Using Microsoft Forms to send Outlook Calendar Invites

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Posted on by CU16040240-0

Hi there,

I followed the steps outlined in this video - Use Microsoft Forms to Send Calendar Invites WITHOUT Updating All Attendees

It worked nearly perfectly but there seems to be one issue that myself and several others in the comments are experiencing. When the email is forwarded - it adds a header not included in the original meeting invite and includes a meeting time in UTC, making it confusing for recipients. I would love to remove this header entirely or at least update the meeting time so it matches the calendar invite.

I edited my region format by going into settings > View all Power Automate Settings > and changing it from UTC to my correct region. This unfortunately did not resolve the issue.

The only other thing I'll note is that we are using Windows 10, not sure if that matters.

Appreciate any insights on this, thank you!

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ronaldwalcott 3,847 Super User 2025 Season 2 on at

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Post the details here outlining the problem areas

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CU22040851-0 16 on at

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Using Microsoft Forms to send Outlook Calendar Invites

@CU16040240-0

What's Causing the Issue?

When you generate an event in Power Automate, it defaults to UTC time, unless the flow explicitly sets the time zone. Even if you change your regional settings, that won't affect the datetime fields already in the flow or Outlook headers when forwarded.

How to Fix It

1. Use Convert time zone Action in Power Automate

Make sure to explicitly convert the date/time to your local time before sending the invite.

Use the "Convert time zone" action:

Input: Time from Microsoft Forms (usually in UTC).

Source Time Zone: UTC

Destination Time Zone: e.g., India Standard Time, Eastern Standard Time, etc.

Then use the converted time in the Create Event (V4) or Send Invite step.

2. Set Time Zone in Calendar Action

In the "Create event (V4)" or "Send an Outlook invite" action:

Open Advanced Options.

Set the Start Time Time Zone and End Time Time Zone explicitly to your region (not UTC).

3. Avoid Forwarding Invites (if possible)

Forwarding often causes Outlook to re-wrap the invite with UTC time headers. Instead, try:

Inviting all users directly from Power Automate.

Or instruct users to copy the meeting into their calendar, not forward it.

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