Others

Create Power Automate Flow to Send Calendar Invite After SharePoint Approval

Bushra Parveen Sep 28, 2026 868 views

Question details

The user wants to automate sending an Outlook calendar invitation when an item gets approved in a SharePoint workflow, complete with date/time conversion and file attachments.

How to Send a Calendar Invite After SharePoint Approval via Power Automate

Product: Microsoft Power Automate
Device & OS: not provided
Scenario: Setting up a workflow to automatically schedule a meeting by converting SharePoint start dates into time ranges and attaching the approved item to the invite.
Observed behavior: Designing the logic with a trigger for the approval outcome, a condition to verify the approved status, formatting the date/time strings, and executing an Outlook action to create the event.

Before you start

Ensure you have active licenses for Microsoft Power Automate, SharePoint, and Outlook, and verify that your SharePoint list or library contains the necessary date and time columns required for scheduling the event.

Solution 1Recommended

Build the Approval and Calendar Invite Flow in Power Automate

Design step-by-step logic in Power Automate to handle the approval response, format the time strings, and send the Outlook invite.

To automate this process, you need to combine the SharePoint trigger, the Approval action, and the Outlook calendar integration into a single flow.

Set the Trigger and Start Approval

Start your flow with the SharePoint trigger 'When an item is created or modified'. Then, add a 'Start and wait for an approval' action, configuring it with your required approver emails and details.

Add an Approval Condition

Add a 'Condition' control immediately after the approval action. Set the left value to the dynamic content 'Outcome', the operator to 'is equal to', and the right value to 'Approve'.

Format the Date and Time

Inside the 'If yes' branch, use the 'Convert time zone' action or expressions like formatDateTime() to format the SharePoint start date into the ISO 8601 format required by Outlook's calendar action.

Retrieve the Approved Attachment

Add the 'Get attachments' (for lists) or 'Get file content' (for document libraries) action to fetch the approved file from SharePoint so it can be added to the invite.

Create the Calendar Event

Add the 'Create event (V4)' action for Outlook 365. Map the formatted dates to the Start Time and End Time, fill in the attendees, and under 'Advanced options', pass the file content into the attachments array.

Build the Approval and Calendar Invite Flow in Power Automate

Advanced Customizations: For highly customized logic involving complex arrays, loops, or multiple attachments, consider posting your flow layout in the Microsoft Power Automate Community for expert guidance.

Free Microsoft Office alternative

Edit Your Approved Documents Free with WPS Office

While Microsoft Power Automate is excellent for handling workflow automation and SharePoint triggers, WPS Office is the perfect free, lightweight, and easy-to-use alternative to Microsoft Office for creating and editing the actual documents. Enjoy a familiar interface and seamless migration without the expensive subscription fees.

1. Download and Install: Visit the official WPS website to download the free installer for your operating system.
2. Open Your Documents: Launch WPS Office and directly open any Word, Excel, or PowerPoint files that you use in your daily workflows.
3. Edit and Save: Make your changes using the built-in professional editing tools and save them back in their original Microsoft Office formats.

Free to download and use with a highly familiar, ribbon-style interface.Fully compatible with Microsoft Office formats including DOCX, XLSX, and PPTX.Lightweight software that runs extremely fast on Windows, Mac, and Linux.Built-in PDF editing tools for easy document sign-offs and conversions.

microsoft office alternative - wps office

Frequently Asked Questions

How do I convert SharePoint dates to Outlook event time ranges in Power Automate?

You can use the 'Convert time zone' action or use formatting expressions like addHours() or formatDateTime() within your flow to ensure the SharePoint date matches the required format for Outlook's 'Create event' action.

Can I attach the approved SharePoint document directly to the calendar invite?

Yes. First, use the 'Get attachments' or 'Get file content' action to retrieve the file from SharePoint. Then, click 'Show advanced options' in the Outlook 'Create event' action and map the file name and file content to the Attachments fields.

Why doesn't the calendar invite send after the SharePoint item is approved?

This usually happens if the Condition checking the approval outcome is incorrectly configured. Ensure you are checking if 'Outcome' is equal to 'Approve' (exact match) and that the 'Create event' action is placed within the 'If yes' branch.

Where can I get help for complex Power Automate flow errors?

For advanced logic, loops, or complex data operations, the official Microsoft Power Automate Community forums are the best resource. You can find many pre-solved templates and get advice directly from flow engineers.

Office Quick Solutions