Pre-Meeting Agenda Injector

Meetings start with five minutes of 'so, where did we leave off?'. This flow removes that entirely: open tasks and the previous meeting's history are composed into an agenda and injected into the calendar event body, so every attendee opens the invite and sees exactly what matters.

An Outlook 'When an upcoming event is starting soon' trigger fires 15 minutes ahead. Get items pulls open tasks and the latest MeetingHistory record from SharePoint, an Apply to each builds HTML rows into a string variable, Compose assembles the final agenda, and Update event (V4) writes it into the invite body.

1. 1

   Create a Scheduled/Automated cloud flow with the Office 365 Outlook trigger 'When an upcoming event is starting soon (V3)'. Set Look-ahead time to 15 minutes and choose the calendar.

2. 2

   Add Variables → Initialize variable 'AgendaRows', type String, empty value. Keep it at top level, directly after the trigger.

3. 3

   Add SharePoint → Get items on the OpenTasks list with a Filter Query of Status ne 'Completed' and Top Count 20.

4. 4

   Add SharePoint → Get items on MeetingHistory, Order By MeetingDate desc, Top Count 1, to retrieve the previous meeting context.

5. 5

   Add Apply to each over the OpenTasks value, and inside it Append to string variable 'AgendaRows' with an HTML <tr> containing Title, Owner and DueDate.

6. 6

   After the loop add Data Operation → Compose named 'AgendaHTML' that wraps AgendaRows in a styled <table>, preceded by an <h3> with the meeting subject and a recap paragraph from MeetingHistory.

7. 7

   Add Office 365 Outlook → Update event (V4). Pass the trigger event Id, keep Subject, Start and End identical to the trigger values, set Body to the AgendaHTML output and Body content type to HTML.

8. 8

   Test with a real calendar event 20 minutes in the future and check the invite body updates without duplicating the event.

Paste this into Power Automate Copilot to scaffold the flow.

Create an automated cloud flow that triggers 15 minutes before an upcoming Outlook event starts. Initialize a string variable AgendaRows, get open items from the SharePoint list 'OpenTasks' where Status is not Completed, get the most recent item from 'MeetingHistory', append an HTML table row per task to AgendaRows, compose a styled HTML agenda, and update the Outlook event with Update event V4 setting the body to that HTML.

Captures are added as each step is published.

• Office 365 Outlook connector
• Get items and filter queries
• Use variables in flows