Automatically Delete/Remove Calendar Events

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Posted on 9 Jan 2023 14:39:47 by srduval

1,663 Super User 2025 Season 1

I know there is a rule that can be set in exchange to have meetings from a given email be automatically accepted and done so silently (without the end user seeing the request hit their inbox) I have this setup and it works great. However the problem is from time to time the meetings have to get canceled or recreated. This then leaves a canceled event on the users' calendar (shows canceled) which could potentially be side by side with a new event. So I'm looking for options to automatically remove canceled events from calendars server side so the end user doesn't have an old event lingering on their calendar. This is using the Outlook 365 exchange server

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srduval 1,663 Super User 2025 Season 1 on 14 Jan 2023 at 03:21:53

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Re: Automatically Delete/Remove Calendar Events

@Hardesh15 thanks for bearing with me here is the screenshot.
Hardesh15 7,087 Super User 2024 Season 1 on 11 Jan 2023 at 16:11:00

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Re: Automatically Delete/Remove Calendar Events

@srduval Pls share your flow screens. I have performed similar task last year. if you delete event from event owner account it will automatically delete from users calendar.

Please 'Thumbs Up' the posts that helped you and 'Accept as Solution' if my post answered your question.

@Hardesh /Gopenly.in
bblake8480 642 Most Valuable Professional on 09 Jan 2023 at 19:40:20

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Re: Automatically Delete/Remove Calendar Events

Yeah, for something company-wide, Power Automate probably isn't going to be the best route to take. Can be done, but not ideal.
VictorIvanidze 12,214 on 09 Jan 2023 at 19:38:58

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Re: Automatically Delete/Remove Calendar Events

@srduval, try to delete the canceled events using MS GRAPH.
srduval 1,663 Super User 2025 Season 1 on 09 Jan 2023 at 16:34:55

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Re: Automatically Delete/Remove Calendar Events

@Hardesh15 @barret thanks for the responses, I should clarify that it's mostly automation from a service account that creates meetings or a given circumstance, for other users. If that event subsequently gets canceled or deleted, it shows up on everyone who was invited calendars as canceled in the subject line or title or something. So I'm trying to find a solution not for myself, but companywide if a meeting organizer is a given user silently remove the events from the calendar without leaving the canceled placeholder.
bblake8480 642 Most Valuable Professional on 09 Jan 2023 at 16:22:06

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Re: Automatically Delete/Remove Calendar Events

As I recall, cancelled events will get the word "Cancelled" added to the subject line. You could take a couple of approaches in Power Automate to automate getting rid of them. The first is a scheduled flow that looks at the list of upcoming events on a regular basis and looks for ones with this word and deletes them. The other is to use the "When an event is modified" trigger for Outlook and check the subject then. Unfortunately, I'm not aware of another way to identify an event as having been cancelled other than to look at the subject line.
Hardesh15 7,087 Super User 2024 Season 1 on 09 Jan 2023 at 15:58:47

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Re: Automatically Delete/Remove Calendar Events

@srduval Have you try Delete event (v2) action for cancelled meetings?

Please 'Thumbs Up' the posts that helped you and 'Accept as Solution' if my post answered your question.

@Hardesh /Gopenly.in