Power Automate Add Attendee To Meeting And Don’t Email Others

In Power Automate you can add a new attendee to a meeting without emailing all current attendees. The trick is to do it with an Outlook – Send An HTTP request action. If you try to use the Outlook – Update Event action instead everyone will get a message about the meeting changes.

Table of Contents
• Introduction: The Add An Attendee To A Meeting Flow
• Create A New Meeting In Outlook
• Get The Meeting Calendar ID and Event ID
• Store Calendar ID And Event ID In Variables
• Send An HTTP Request To Get The Meeting From Outlook
• Add The Attendee To The Meeting Attendees List
• Update The Meeting With A New Attendees List
• Run The Power Automate Flow To Add A New Meeting Attendee
• Complete Power Automate Flow Actions Image

Introduction: The Add An Attendee To A Meeting Flow

A Power Automate flow is used to add an attendee to an existing meeting.

The meeting update only notifies the person who was added to the meeting. Other meeting attendees do not receive a notification.

Create A New Meeting In Outlook

Our Power Automate flow will add an attendee to an existing meeting. Open Outlook and add a new meeting to the personal calendar titled “Important Business Meeting.” Then add attendees to the meeting, select a start and end time and send the meeting invite.

Get The Meeting Calendar ID and Event ID

To update a meeting with a new attendee we must know its Calendar ID and Event ID. Create a new instant flow in Power Automate and insert an Office 365 Outlook – Get Events (V4) action. Select the calendar id named Calendar. Ensure the action only returns one result by setting the Top Count equal to 1.

Use this Filter Query with the title of the meeting.

subject eq 'Important Business Meeting'

The Get Events (V4) action returns the Event ID in the body of the outputs.

The Calendar ID can be found in the table parameter of the action inputs.

Store Calendar ID And Event ID In Variables

We will use the Calendar ID and the Event ID many times throughout the flow so it is a good idea to store their values in variables. Create two new string variables named varCalendarId and varEventId.

Set varCalendarId using this expression. The actions function returns the input parameters. The table property holds the Calendar’s unique id.

actions('Get_events_(V4):_Important_Business_Meeting')?['inputs']?['parameters']?['table']

Use this expression to populate the varEventId variable.

first(body('Get_events_(V4):_Important_Business_Meeting')?['value'])?['id']

Send An HTTP Request To Get The Meeting From Outlook

To update the calendar with a new attendee we must get the current list of attendees and add the new attendee to it. Insert an Office 365 Outlook – Send An HTTP Request action to the flow and get the event using the Microsoft Graph API.

Write this URI in the Send An HTTP request action URI field.

https://graph.microsoft.com/v1.0/me/calendars/@{variables('varCalendarId')}/events/@{variables('varEventId')}

Use the GET Method to read the event data.

GET

Include this Content-Type to return the response in a JSON format.

application/json

The Send An HTTP request action returns the attendees list in the attendees property of the body along with their meeting response status (none, accepted, declined) and invite type (required, optional).

Add The Attendee To The Meeting Attendees List

The easiest way to add the new attendee to the meeting is to store the attendees list in an array and append another attendee object. Insert an Initialize Variable action to the flow and name the variable varAttendees. Choose the type Array.

Use this expression in the Initialize Variable Value field to store the attendees list as an array.

body('Send_an_HTTP_request:_Get_Event')['attendees']

Add an Append To Array Variable action to the flow, select the varAttendees variable and write this code in the Value field. Set the name property to the full name of the new attendee and set the address property to their email address.

{
    "type": "required",
    "status": {
        "response": "none",
        "time": "0001-01-01T00:00:00Z"
    },
    "emailAddress": {
        "name": "Kelly Smith",
        "address": "[email protected]"
    }
}

Update The Meeting With A New Attendees List

With an updated attendees list in varAttendees we can now use it to update the meeting event. Add another Office 365 Outlook – Send An HTTP Request action to the flow.

Use the same URI for the Update Event action as the Get Event action.

https://graph.microsoft.com/v1.0/me/calendars/@{variables('varCalendarId')}/events/@{variables('varEventId')}

Select the PATCH Method to make an update to an existing meeting record.

PATCH

Update the meeting with a new attendees list by using this JSON in the Body.

{
  "attendees":@{ variables('varAttendees')
}

Define the action inputs and outputs as JSON formatted with this code in the Content-Type field.

application/json

Run The Power Automate Flow To Add A New Meeting Attendee

We are done. Test the new flow to ensure it can add a new meeting attendee without notifying other attendees.

The new attendee Kelly Smith is added to the meeting.

Only Kelly Smith is sent a message in Outlook when they are added to the meeting.

Complete Power Automate Flow Actions Image

Here is a full screenshot of the completed Power Automate flow.

Questions?

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