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Use Power Automate to forward appointments between Outlook calendars

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Summary

Learn how to use Microsoft Power Automate to automatically copy appointments from a shared Outlook calendar to another Outlook calendar.

This article covers:

Overview

Using the Outlook calendar integration is a simple way to share your Box+Dice appointments with an external business calendar. However, you may find that a personal assistant or colleague needs visibility of your complete availability but cannot access your Box+Dice shared calendar.

If your organisation uses Microsoft 365, you can use Microsoft Power Automate to automatically copy appointments from a shared calendar to another Outlook calendar.

This allows appointments created in your shared Box+Dice calendar to be duplicated in your primary calendar, making it easier for colleagues to view your availability.

Create the Power Automate flow

Power Automate has an AI Copilot to guide you through the setup.

To create Power Automate flow:

  • Log in to your Microsoft 365 account and open the Power Automate application
  • When prompted to create a new automation, enter a flow description
power automate.png
  • Start typing the following description and select the suggested workflow when it appears: 

"When a new event is created in a calendar, create a new event in a different calendar with the same details"

  • Wait for the flow page to load
  • Confirm the calendar types are correct
  • Click Next
suggested flow.png
  • Review the connected apps and services
  • Ensure connections are enabled for each email account
  • Click Create Flow

Configure the source and destination calendar

  • When the flow chart appears, select the top flow item
  • Connect the source email account that contains the shared Box+Dice calendar
source email.png
  • Select the bottom flow item
  • Connect the destination email account
  • Map the fields required to create copies of the appointments
  • At a minimum, ensure the required appointment fields are configured
destination email.png
  • Type / to search for and insert available fields
  • You can also use the Power Automate Copilot panel to help add missing fields

For example, Copilot can be used to add a time zone field if it was not included during the initial setup.

using copilot.png
  • Once all sections have been configured, click Save in the top-right corner
  • A green confirmation banner will appear to confirm that the flow has been saved successfully

After the flow is saved, new appointments created in the source calendar will automatically be copied to the destination calendar using the configured field mappings.

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