How to auto-send Outlook calendar invites from Microsoft Forms with Power Automate

Go to forms.microsoft.com and select New Form. Title it Book a consultation and add:

• Full name: Text, required.
• Email address: Text, required. Under More settings, choose Restrictions and set it to Email so only email addresses are accepted.
• Meeting date: Date, required.
• Meeting time: Choice, required, with options such as 10:00 AM, 11:00 AM, 2:00 PM and 3:00 PM.
• Reason for meeting: Text, optional.

Preview the form to check it.

In Power Automate (make.powerautomate.com), select Create and Automated cloud flow. Name it Book a consultation and choose the Microsoft Forms trigger When a new response is submitted. Select your form in Form Id.

Add Get response details, pick the same form, and set Response Id to Response Id from the trigger.

Add a Compose action and rename it Time Map. In Inputs, paste a JSON object that maps each choice to its 24-hour time:

{"10:00 AM": "10:00:00", "11:00 AM": "11:00:00", "2:00 PM": "14:00:00", "3:00 PM": "15:00:00"}

The keys must match your choice options exactly. If you add more time slots to the form, add them here too.

Add a Compose named Start Date. Open the expression editor and build:

concat(<Meeting date>, 'T', outputs('Time_Map')?[<Meeting time>])

Insert Meeting date and Meeting time from Get response details using dynamic content. The capital T between date and time is required because the calendar action expects the format 2026-04-20T14:00:00. The ?[...] part looks up the chosen slot in the time map. Keep everything inside the concat(...) parentheses; the video shows fixing a misplaced bracket here.

Add a Compose named End Time with this expression:

addHours(outputs('Start_Date'),1)

This makes every meeting one hour long. Change the 1 for a different length.

Add the Office 365 Outlook action Create event (V4):

• Calendar id: Calendar
• Subject: Consultation - then Full name from dynamic content, then your own name.
• Start time: output of Start Date
• End time: output of End Time
• Time zone: your local time zone

Under Advanced parameters, add Required attendees. Select the settings icon next to the field, choose Use dynamic content, and pick Email address from the form. Also add Body, for example: Hi + Full name + , your consultation has been confirmed. Reason: + Reason for meeting. Save the flow.

Select Test, choose Manually, then fill in the form in preview. Pick a date and 2:00 PM. The run should succeed, and your calendar shows the event from 2:00 PM to 3:00 PM with the respondent as an attendee. The respondent gets the invite in their inbox with Accept, Tentative and Decline options.

To include a Teams link, delete Create event (V4) and add the Microsoft Teams action Create a Teams meeting:

• Subject: Consultation with + Full name
• Message (body): Hi + Full name + , your meeting has been confirmed. Please use the Teams link to join the meeting.
• Time zone: your local time zone
• Start time and End time: the Start Date and End Time outputs
• Calendar id: your calendar
• Advanced parameters > Required attendees: Email address (using Use dynamic content)

The form and the date and time logic stay the same. You only swap the last action.

Save, test manually and submit another response with a different date and time. The event appears in your calendar with a Teams link, and the attendee can join directly from the invite.