Use Microsoft Forms to Send Calendar Invites WITHOUT Updating All Attendees

[@jasonsweis3802]

Hi All, for those asking how to make the flow work for people outside of your organization; You will need to add a question in the form asking for the submitters email address. Then in power automate in the "If Yes/Forward Email" condition in the "To" field, instead of "Responder Email", you would add Dynamic Content and choose the question where you ask the submitter for their email. Hope that helps.

[@soukaina4064]

Can you help me send same invitation out today ? Please let me know if we can connect

[@martinw2216]

Great approach! thanks! It works perfectly. I have one suggestion which can help you overcome the problem you mention at the end with the MessageID. In the "Get Email" step, do not simply search for all invites, but you can search for the speficic invite with criteria like "filter subject". That step will then give a single output (the very specific invite) with a unique MessageID. Then in the next step, you can pull the MessageID as dynamic parameter from the previous step. That means that even if the information of the invitation is changed manually, PA can still find the correct MessageID. If you have several invites, like you have, you can work like you did with conditional steps. Again, thanks for bringing this idea!

[@valvdc128]

This tutorial is exactly what I need! Thanks for creating such a detailed and beginner-friendly tutorial!

[@KasperMeyntjens]

Thank you so much! Very useful! (Also the only out of so many tutorials that actually shows step-by-step what you need). Saves me a lot of work!

[@tomrberg]

A little tip - you can use the Preview feature in Forms to trigger a response that makes Power Automate happy. You don't need to get the sharing link for the form to fill out a response (until you are ready to distribute it)

[@KateAFury]

This tutorial is amazingly clear and simple to follow! Thank you so much, I'm sending stars and sparks of joy your way :)

[@jessyjonesfayle2654]

This is great, thank you. PS - you can just click form "preview" to do the test of the form submission. You don't have to copy the URL and paste it into a new browser.

[@GH-yk6zd]

thanks for this. this helped me fix my issue aswel in a powerapp i created that allows my coworkers to create events and others subscribe to them. just took a few minor adjustments to dynamically pick up the right email from the mailbox instead of having them hardcoded. Life saver (y)

[@powerdashdash]

Awesome, this works for me! I used the subject filter within the get email action to retrieve the event that was chosen in Forms and used Message ID from the dynamic content in the forward email action. Thanks for this workaround.

[@briwojtylak6888]

@Jason Sweis- do you have the "extra steps" if we have to add on the form "What is your email address?"

[@windylou489]

well done! one of the best tutorials I've seen. thank you!!

[@leighcornforth]

Brilliant tutorial - Was easy to follow and it has made my day!! Thank you so much.

[@NL12143]

Very valid point to mention to use of a Group Calendar for this. Howver, for me it is impossible to find the ID for this group calendar. Need that for the Get-Event (to find the existing attendees of the event). Any suggestion? As most people we cannot use the graphAPI form the browser as it is not declared as an application on our PRD tenant. And that is the way it shall be.

[@TheSeanBampton]

A little different than a mail merge, but somewhat the same principle. Nice tidy tutorial. Thanks so much for providing.

[@rebeccameaney9292]

Very easy to follow. Thank you so much!

[@andymunoz6239]

THANK YOU SO MUCH! Literally saved my a** at work with this. Quick question, if I wanted to add new session options for folks to select - can I do that without having to go through the whole process again?

[@janeward2288]

Hi Jason - you mention in your tutorial that it is more complex to send the automated email to people outside of your organisation but you don't say its not possible. This is what I need to do and I am a but stumped. If you are able to help I would be very grateful !!

[@Kirstytaylor83]

Yes thanks for the video - I'm looking for this function too.

[@sanj0104]

Thanks for sharing the step by step process on how to push emails who register on Forms. It was very useful to me. However I tried the same steps but the email was not received after filling the form. What can be the issue.

[@MatthewOlsonOlson]

This is a fantastic video, thank you! Question: you mentioned forwarding an invite from a shared calendar but I didn't see you outline which email operation in Power Automate one would use to get those emails from the shared box. Do you know?

[@dennishoogeboom3761]

I have the same question. In the automation part where you set up the 'get emails (V3)' I cannot select the Sent items folder of the functional email address that I have rights to.

[@emane4276]

This works but I’m seeing an issue with the “when” time in the body of the email showing that the meeting starts 6 hours later than what the original invite has listed. I tested with a co-worker in my time zone. The invite itself shows up on the calendar correctly though so it may cause confusion. Any help there?

[@limothytim]

Thanks Jason, great stuff. Couldn't help but notice, are the IDs for all the different tutorials the same line of text actually?

[@pcd494]

I noticed this too. This ID value can't be correct can it. Did you figure out the correct ID to use?

[@limothytim]

@@pcd494 Hey, it's been awhile so I can't recall - but I roughly remember my use case being only for a single calendar event - so there wasn't a need to differentiate IDs

[@billyphantha]

Nice step by step video. Cheers!

[@GaryDyer]

Hi Jason, this video is brilliant and really helpful. I hope you can help me - I am collecting external responders and I have an 'email address' question in the MS form - how do I make the flow look for that value and send to those email addresses?

[@GaryDyer]

I think I got it - Condition > If yes > Forward an email (V2) > To > 'Email address' question response (via dynamic content)

[@jasonsweis3802]

@@GaryDyer Awesome.

[@GaryDyer]

@@jasonsweis3802It's such a cool automation! Just to confirm following a day of using the automation... everyone who receives the outlook invite are added as optional attendees rather than required?

[@Sydneeey068]

Only problem I'm having is that when the email is forwarded - it changes the meeting time in the original email header to display in UTC (which is what Power-Automate functions in). AKA my event is from 9AM-2PM and it shows in the email the time as 1PM-6PM. I have tried to use the convert time zone function in my flow - but cannot figure out how to fix this specific time. It displays correctly on the calendar - but just makes things confusing for the recipient. Any ideas on how to fix this?

[@madisoncollegejessicafegge875]

The same issue is happening for us!

[@UNHExtension]

Same issue is happening for us

[@joannataylor9149]

This is so helpful! Do you have a tutorial on how to send to do so with external use? I need this for events with both internal and external participants.

[@gracafernandes1]

If there is an entry to an external email in you form, you can use it as a dinamic content in the field "to" in the new email.

[@martinw2216]

This approach shown here works perfectly to add someone to an invitation. I now have the challenge to be able to remove someone WITHOUT sending to all participants, but only to the ones modified. Using "update Event" will do the trick of removing, but will send to all. Any clues from the community?

[@dyn4mic87]

Is there a way to send a calendar invite into a shared calendar based upon the response from the form? We are looking at using forms to collect multiple overlapping "events" into one shared calendar would really appreciate some help on this

[@BethanyRichards-ci1dc]

Hello, thanks for this tutorial. I've followed all steps and my flow is seemingly running fine upon testing, however I am not receiving any emails. Do you know what could be wrong?

[@lolaajayi8388]

This was a really great video! My flow works but I tested it out with a couple co-workers and they aren't getting the calendar invite. I added an extra step at the end to send a confirmation email and they receive that, but not a calendar invite or even the event on their calendar. Any idea why this may be?

[@jasonsweis3802]

Hi Lola do you want to share a picture of your flow with all of the steps un-collapsed?

[@lolaajayi8388]

@@jasonsweis3802 Yes! Do you have an email I can send it to?

[@jasonsweis3802]

@@lolaajayi8388 [e-mail]

[@brunomarangoni3104]

I have the same problem, only the first 2 received it. Were you able to resolve it?

[@brunomarangoni3104]

Já entendi, toda vez que o fluxo roda, ele marca a mensagem com "lida", dependendo do flag, lida "Sim" ou "Não", pode não funcionar. Sugiro deixar "Não".

[@unoriginaladam]

I submitted the form myself, but the emails didn't come to my inbox. They only showed up in my sent folder, which is okay, but the email only contained the calendar information. there was no way to RSVP to the event to add it to my calendar. Can you help?

[@tmac1361]

Great job on this tutorial.

[@kevinpolyak6339]

I'm not seeing the message Id in the raw data. Wondering if you can help me figure out why? Thanks!

[@thomasbachmann1874]

Hello Jason. It's really great, understandable for beginners as well and nearly exactly what I need. I have one more question and I hope you can help. In my FORM I have a date and a time. Is there any possibility to remove the entry in my Form when it is chosen by a visitor, so that every date can be chosen only one time?

[@donelbartolome9704]

Thanks for the video, just want to ask, will it still work if the the calendar event was rescheduled?

[@aaronbradbury3764]

To avoid having Flow push emails to all attendees when all you want to do is add or remove people, make sure that your "Update event (V4)" action includes exactly the same parameters as the original "Create event" action. If you omit or change any parameter from the create action on the update action, then an email will be triggered to all attendees to push the change to their calendar. If everything is exactly the same and you only change the attendee list, then only the new or removed attendees will receive an email.

[@driversview9554]

I just want to add a detail that while using Graph API to avoid updating the update(PATCH) body request should literally only contain Attendees value to avoid useless notifications.

[@robmarot5821]

Just perfect. Thank you

[@ViktorLesyk]

Hi, Jason Did you by any chance find an easier/faster solution to implement this? Cause we can have 3-5 events every week, and therefore we are looking for a convenient solution to put this on a conveyor.

[@shred221]

Hi Jason, Great video - one of the better tutorials I've ever seen. Thorough, clear and concise. I am getting an error, though, on the Respondent's Email... Error Action 'Forward_an_email_(V2)_3' failed Error Details The property 'emailAddress' does not exist on type 'Microsoft.OutlookServices.Recipient'. Make sure to only use property names that are defined by the type or mark the type as open type. "message": "The property 'emailAddress' does not exist on type 'Microsoft.OutlookServices.Recipient'. Make sure to only use property names that are defined by the type or mark the type as open type.", Any ideas as to what this might be?

[@jasonsweis3802]

Hi Shred. Is your MS365 account part of an enterprise account? Like your job.

[@nmason420]

Hi Jason, can you do a tutorial on how to do this with Google (gmail/forms/calendar)?

[@AGILEINTERIORS]

This was super helpful, however my form is for external users and I am struggling with the conditions portion of this! Can anyone help?