Personal Calendar Event Reminder to Teams

Overview

Polls an Outlook 365 calendar every 15 minutes for events starting within a configurable look-ahead window, and posts a styled reminder message to a Microsoft Teams channel for each upcoming event. Useful for letting your team know when you're going heads-down, in a meeting, or otherwise unavailable, without having to manually announce it each time.

Use Case

Most people forget to tell their team when they're heading into a meeting or focus block, leaving colleagues uncertain whether they're reachable. This flow automates the announcement: it watches your Outlook calendar and, a few minutes before each event starts, drops a tidy reminder card into the Teams channel of your choice. No more typing 'heads down for the next hour' every time — your calendar does it for you.

The flow is ideal for teams that:

• Individuals who want their team to know when they're about to be in a meeting
• Small teams that share a Teams channel for availability and focus-time announcements
• Anyone who lives out of Outlook calendar but wants Teams to reflect their schedule

Flow Architecture

Environment Variables

Connectors & Connections

Note — All connections are referenced as solution connection references; the flow is portable between environments as long as a connection is mapped at import time.

Customization Guide

Almost every realistic variant of this flow can be implemented by changing environment variable values. A few cases require small edits inside the flow definition — those are called out explicitly below.

Authorize the Office 365 Outlook and Teams connections

After import, open the solution's Connection References and sign each one in with the account whose calendar should be watched and that has post permission to the destination Teams channel.

Point the flow at your calendar

Set flowlibs_CalendarId to 'Calendar' (your default) or to the ID of a specific Outlook calendar — useful if you keep a separate 'Focus' or 'Personal' calendar.

Choose the reminder window

Set flowlibs_ReminderMinutesBefore to the number of minutes ahead of the event you want the alert. Note that the trigger polls every 15 minutes, so values smaller than 15 may produce inconsistent timing.

Set the Teams destination

Set flowlibs_TeamsGroupId to your team's Group ID and flowlibs_TeamsChannelId to the channel where reminders should be posted (an availability or focus-time channel works well).

Customize the message body

The Post Calendar Reminder to Teams action contains an HTML body referencing triggerBody fields (subject, start, end, location, organizer). Edit the HTML directly if you want different fields, formatting, or tone.

Turn on the flow

Once connections are authorized and env vars are filled in, toggle the flow to On — it will start polling the calendar every 15 minutes.

Key Expressions

The flow is intentionally light on Power Fx / WDL gymnastics — the heaviest expressions are the branch-name concatenation and the approval outcome check. They are listed below in the order they appear in the flow.

int(parameters('flowlibs_ReminderMinutesBefore'))

triggerBody()?['subject']