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Update SharePoint list when Calendar Event is updated/modified or deleted

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Posted on by madelinelabouf

Hi! I have a calendar on Outlook and I am wanting a SharePoint Events List to be updated when I update the Outlook calendar. I currently have this flow to add items to the events list when an event is created in Outlook, and it works:

I'm wanting to create another flow that will update the event (such as the time or name) or delete the event if these actions are performed in Outlook. This is the flow that I currently have, however, it is failing when it's run. I think I am missing something:

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David_MA 12,978 Super User 2025 Season 2 on at

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I am guessing it is failing at the Update item action. The Id it is looking for here would be the ID in the SharePoint list and not the ID of the Outlook item. You need to move the Update item action into your Apply to each action and then use the ID from the current SharePoint item in the ID field.

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madelinelabouf 28 on at

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I moved the Update item action into the Apply to each action and changed the ID to the SharePoint item, however it still failed when I tried to update a time on an event. Here is my flow now:

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David_MA 12,978 Super User 2025 Season 2 on at

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What is the error message?

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madelinelabouf 28 on at

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There's no error message, the flow saves fine. I'm just getting "failed" when I change the date of an event.

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David_MA 12,978 Super User 2025 Season 2 on at

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If you click on the flow run, it should give you some kind of detail as to the error. For example, here are the error details of a flow that failed today for one of my users:
I don't have any flows doing exactly what you are. But I was thinking it could be with populating the Start and End Time in your SharePoint list. However, you are using the same fields in your Create item action and you said that flow is not failing, so it would not make sense why it would fail if you used those to then update the item.

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madelinelabouf 28 on at

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Ah I see, I didn't realize you could click on the flow run to see the error. It told me that the EventID in my Get Items didn't exist, so I removed that.

This time the run succeeded, and the event I was testing updated its time, however it seemed to move all the other events I put on that SharePoint list onto the same day and rename them as the event that I'd changed (it's not a big deal because the original calendar is in Outlook). Do I need to have the Outlook Id in the filter query for Get Items?

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David_MA 12,978 Super User 2025 Season 2 on at

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Yes, you definitely need to keep your filter query on the Get items action. Otherwise, as you have seen, it will update everything in your list. With the filter query it should just return one item, and thus update one item only. However, Power Automate still needs to use an Apply to each action when using it with Get Items.

Is the EventID field not one you created in your SharePoint list. I just noticed in your Create item action you do not set this field to correspond to the Outlook ID and I don't see it listed as a field in the action. If the EventID is not something you added, you'll want to add a field to your SharePont list to populate it with the Outlook ID so you can establish a 1:1 relationship between your two lists.

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madelinelabouf 28 on at

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Is something that I set up using a different flow? Or is this done in SharePoint?

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David_MA 12,978 Super User 2025 Season 2 on at

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I am not sure what you are asking? To update only the one item in your SharePoint list that matches the Outlook calendar item, you need to use a filter query like you showed in your original post. If you are asking if this is done automatically, the answer is no. You need to set that up so there is a relationship between the two items. It is like setting up tables in a relational database using a unique key.

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madelinelabouf 28 on at

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My apologies, I am new to both SharePoint and Power Automate.

What I'm asking is how to set up the EventID. I had put that in my filter query because I'd seen it on another post. You mentioned that I'll want to add a field to my SharePoint list; I'm not quite sure what you mean by that--is this done in the settings of the list on SharePoint?

Thank you!

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