Why?
Sending an invite from a Shared Mailbox using Power Automate can be quite useful when building your own business applications because then you can integrate and automate the actions that normally someone would have to do manually from a Shared Mailbox 💌.
What?
This post will show how to send a Calendar invite from a Shared Mailbox using Power Automate.
How?
There are some prerequisites with regards to Exchange Online and itsw Shared Mailboxes so you may need the help of an Exchange Online Admin:
1) Create a Shared Mailbox (below screenshots and links are from the new updated Echange Online Admin Center: https://admin.exchange.microsoft.com/#/mailboxes)
2) Provide your account with the correct access to that Shared Mailbox
by selecting Manage mailbox permissions and giving the account that you want to create a Power Automate Flow with, the correct permissions:
3) Verify that you have access to the mailbox by going to Outlook on the Web (https://outlook.office.com/). From here you can click on the top right Open another mailbox and type in your newly create mailbox:
4) Once you have a Shared Mailbox and you have an account with the right permissions on that mailbox you still need to share permissions on the Calendar of the Shared Mailbox otherwise it will not appear within your Power Automate Flow actions related to Events:
The Edit permission should be enough but I give Delegate:
5) we can simply create a Power Automate Flow with the default Office 365 Outlook Connector:
Now even external attendees will get an invite from the Shared Mailbox! 😎
very clear and good article easy to understand. Thank you
Hello,
Thanks so much for this. I’m able to do this without issue with one account. But as soon as I added more people in the SharedMailbox account, they are not able to get this calendar from Powerautomate or Powerapp. It only works for me. What am I missing here?
I did the following: gave them read&manage permissions, Send on behalf and did the delegate part in the Outlook too.
Hi, great tutorial!
I have one question:
Can I automatically create a Teams Meeting as well?
Using the PowerAutomate action Create a Teams meeting doesn’t show me the calendar ID of the shared mailbox like the Create event action does..
But using the shared mailbox calendar manually, it is possible to create Teams meetings.
Any idea?
Best regards
Hi Marcus,
With this setup, we are limited to what the Connector provides us with for parameters. It would be agreat idea if the Create Event action of Power Automate would allow to set it as a Teams Meeting. If you find or create that idea: let us know!
For now it would be possible using Microsoft Graph / HTTP Requests as explained by John Liu here: https://johnliu.net/blog/2020/4/using-flow-to-create-microsoft-teams-online-events-via-microsoft-graph 👍
Django – Thank you so much for this documentation. Without access to admin permissions in our tenant and restricted from using Graph Explorer, I had no way to get the Calendar ID or access the Shared Calendar (a Microsoft Bookings Calendar in this case) through PowerAutomate. I am now on my way to using the information from the Booking event to update an ongoing series of events with speaker information through an automated flow. Easy to follow and worked like a charm!
That is great Blair!
If you want to share your story on how you achieved your case, let us connect 💪👍
I have tried this and it doesn’t seem to work anymore. The permissions have been granted on the mailbox but the calendar is not showing in the Power Automate Create event action after several days.
Hi ATLUser,
So it did work and suddenly in the existing Flow does not show Calendar anymore?
I have an old Flow that I did not change anything and it still seems to work.
When trying to add a new Create event action, I now see a V4 version. Have you tried that new version also to search for your shared Calendar Id?
Hi Lohn, I am trying to make it work so it has never worked. I am using the Create Event V4 action and the shared calendar is not showing up as an option.
Clear! I can confirm that my Flows are still working, so it should be a permission setting at your side. Make sure that the account you are using in the Power Automate Flow has the right permission on the Shared Mailbox as well as the Calendar of the Shared Mailbox (see steps above). For more troubleshooting please post your questions, your configuration with screenshots at the community https://powerusers.microsoft.com/t5/Microsoft-Power-Automate/ct-p/MPACommunity and we will definitely help you! 💪👍
(@-mention me @Django to make sure I get notified)
Hi Chazwoza, if you mean a Shared Calendar in the sense that it is another persons Calendar shared with you –> I am afraid the Office 365 Outlook connector cannot be used at the moment. See https://docs.microsoft.com/en-us/connectors/office365/ and search for Shared Calendar.
However if you mean a Shared Calendar as a part of a Shared Mailbox the Event trigger works fine –> as long as you have the correct permissions on the Shared Mailbox and then share the Calendar of that mailbox with the right permissions 👍
The Microsoft Graph is also something you may want to check out.
Awesome – what about triggering a flow off an event being added to the shared calendar? Have you been able to get that to work?