It can be time consuming to update multiple calendars. You can now setup custom flows using Microsoft Flow to copy and edit data between the two calendars.
In the example below, I create a Microsoft Flow to detect when a new Google Calendar item is added and then create a new item in a SharePoint calendar.
First of all, open Microsoft Flow.
Select “Create from blank” to open the flow editor
Search for the correct trigger by typing “Google” into the search box. You should see “Google Calendar – When an event is added to a calendar”. We will use this trigger to detect when a new item is added to the Google calendar.
When prompted, sign into your Google account and allow access to the calendar.
We are now going to add another step to the flow to add the items into our SharePoint calendar. Click “New Step” and then Add an action.
Search for “SharePoint – Create item”, add the URL and list name. This should load up all the calendar new item fields.
Click in each field and select the output from the previous step (the google calendar data). You may wish to populate the Title, Start Time, End Time, Location and Description.
Select “Create flow” when you are ready to publish the new task. It can take a few seconds for the task to run once the Google calendar item has been added. You can check the progress and status of the task from the Flow site.
There are other things to consider when setting this up such as all day events, recurrence, editing items and deleting items. However, you should be able to extend the logic in the flow to handle these data types. Below is a video guide going through the process.
Great! Only the item in my SharePoint calendar is coming in at a different time. And the time zone is the same.
Any ideas how to fix this?
Hi Rick,
All time comes out of SharePoint in UTC format. There are some steps you can add in flow to convert from UTC time to local time. Try the “Convert Time Zone” step. You will also need to take into account which timezone Google expects (I’m not sure on that one).
Hope that helps!
Tony
Great! Only the item in my SharePoint calendar is coming in at a different time. And the time zone is the same.
Any ideas how to fix this?
Hi Rick,
All time comes out of SharePoint in UTC format. There are some steps you can add in flow to convert from UTC time to local time. Try the “Convert Time Zone” step. You will also need to take into account which timezone Google expects (I’m not sure on that one).
Hope that helps!
Tony
So we’re trying to do the opposite of your example and add an event to the google calendar from updating a column within a SharePoint item. It’s working thus far and successfully adding an event to the calendar, however, it’s using the wrong sync’ed gmail/google calendar account from the one selected for the Calendar ID. For example, I have gmail account X sync’ed to SharePoint and have account X selected for the Create an Event portion of the flow, but the event is being added for gmail account Y, which is not even sync’ed to SharePoint.
So we’re trying to do the opposite of your example and add an event to the google calendar from updating a column within a SharePoint item. It’s working thus far and successfully adding an event to the calendar, however, it’s using the wrong sync’ed gmail/google calendar account from the one selected for the Calendar ID. For example, I have gmail account X sync’ed to SharePoint and have account X selected for the Create an Event portion of the flow, but the event is being added for gmail account Y, which is not even sync’ed to SharePoint.
How do you know what the “List Name” is? It doesnt matter what I put in there, it states there is a 404 error message. Thank you!
I’m not sure what you mean? Do you mean the SharePoint list? It should be whatever your calendar list name is called and it should populate automatically in the drop down. This is a very old post so the interface in PowerAutomate has changed but the concept is the same.
How do you know what the “List Name” is? It doesnt matter what I put in there, it states there is a 404 error message. Thank you!
I’m not sure what you mean? Do you mean the SharePoint list? It should be whatever your calendar list name is called and it should populate automatically in the drop down. This is a very old post so the interface in PowerAutomate has changed but the concept is the same.
How do you deal with event updates/deletions?
As mentioned in the blog post:
There are other things to consider when setting this up such as all day events, recurrence, editing items and deleting items. However, you should be able to extend the logic in the flow to handle these data types.
The post is over 6 years old now, so you might find some of these things easier with new PowerAutomate actions.
How do you deal with event updates/deletions?
As mentioned in the blog post:
There are other things to consider when setting this up such as all day events, recurrence, editing items and deleting items. However, you should be able to extend the logic in the flow to handle these data types.
The post is over 6 years old now, so you might find some of these things easier with new PowerAutomate actions.