📖 Definition

The Cancel/Delete Events action in the Microsoft Calendar category enables you to manage events in your calendar with precision and control. If you own an event, this action allows you to cancel it while optionally sending a notification message to all attendees, ensuring they are informed of the cancellation. If you are not the organizer, you can still delete the event from your personal calendar without impacting other participants.

Key capabilities include:

Cancel events you organize and notify attendees with a custom message.
Delete one or multiple events from your calendar by specifying their IDs.
Manage both primary and secondary calendars by selecting the desired calendar.
Handle bulk deletions by inputting multiple event IDs at once.
Get clear feedback on which events were successfully deleted and which failed, helping you quickly troubleshoot issues like invalid IDs or permission restrictions.

Example Use Cases

1. Cancel Rescheduled Meetings

Cancel outdated events when a meeting has been rescheduled, ensuring attendees only see the correct updated meeting in their calendars.

2. Remove Outdated Events

Automatically delete past or irrelevant events from your calendar to maintain a clean and organized schedule.

3. Cancel Company-Wide Sessions

Quickly cancel large meetings, training sessions, or webinars and send a cancellation notice to all attendees in one step.

4. Delete Duplicate Events

Eliminate duplicate event entries from your calendar by providing a list of event IDs, keeping your calendar accurate.

5. Remove Unauthorized Bookings

Delete unwanted or unauthorized events from your calendar to avoid confusion and ensure only valid events remain.

Inputs

1. Connection

Defines the Microsoft Calendar account you want to use for this action. This is where authentication happens—once connected, the system knows which user’s calendars and permissions to work with.

2. Calendar

If you are canceling/deleting events from your primary calendar, you can leave this field blank. If you want to target a different calendar (e.g., a shared team calendar or a secondary personal calendar), select it here. This ensures the action applies to the correct calendar.

3. Event IDs

Enter the unique identifiers (IDs) of the events you want to cancel or delete.

You can enter a single ID or multiple IDs separated by commas.
To find event IDs, you can:
- Use the “List Events” action to retrieve events and their IDs.
- Combine it with AI actions or Execute Script to filter and format a list of IDs automatically.
- Or, manually retrieve IDs from previous steps in your flow. This flexibility lets you handle anything from canceling one meeting to bulk-deleting events.

4. Delete from My Calendar

Determines how the action behaves depending on your role in the event.

Enabled:
- If you are the organizer, the event is canceled for you and all attendees.
- If you are not the organizer, the event is simply removed from your calendar, without affecting others.
Disabled: When unchecked, an additional field appears (Inform attendees about cancellation), giving you control over whether attendees are notified.

4.1. Inform Attendees About Cancellation (appears only if “Delete from My Calendar” is disabled)

Allows you to send a custom cancellation message to all event attendees. This is useful when you want to cancel an event but also provide context—such as rescheduling details, reasons for cancellation, or follow-up instructions.

⚡ In short:

Connection + Calendar = where the action operates.
Event IDs = what specific events to target.
Delete from My Calendar = whether it’s just for you or also cancels for everyone.
Inform attendees = optional courtesy note when canceling as organizer.

Outputs

1. Successfully Deleted Events

A list of event IDs that were successfully canceled or deleted.

This array shows which events the action was able to process without issues.
If the array is empty, it means no events were deleted, either due to permissions, invalid IDs, or other errors.
Example: [ "A1B2C3D4", "E5F6G7H8" ]
- Each value corresponds to an event that was successfully removed.

2. Failed to Delete Events

A list of event IDs that could not be deleted.

These may fail for reasons such as:
- Permission issues (you are not the organizer and cannot delete the event for others)
- Invalid IDs (the event no longer exists or the ID is wrong)
- Network or system errors during the process
Example: [ "I9J0K1L2" ]
- Each ID here corresponds to an event that could not be processed, allowing you to handle or retry failed deletions.

⚡ Key Takeaway:

The action provides clear separation between events that were successfully canceled and those that failed, giving you full visibility and control.
You can use these outputs to trigger follow-up actions, like retrying failed deletions, logging the results, or notifying yourself/team members.

Example Situation: Canceling Multiple Events from a Calendar

Scenario

Imagine you are an event organizer and need to cancel several meetings that were previously scheduled in your Microsoft Calendar because the project timeline has changed. You want to notify all attendees about the cancellation automatically.

Step-by-Step Setup

Find the Events
- Use the List Events action to retrieve events from the calendar within a specific date range or matching certain search criteria (e.g., subject contains “Project Meeting”).
- Optionally, use a Query Collection or AI/Execute Script action to extract the event IDs from the list of events you want to cancel.
Set Up the Cancel/Delete Events Action
- Connection: Select your Microsoft Calendar connection.
- Calendar: If these events are in your primary calendar, leave it empty; otherwise, select the target calendar.
- Event IDs: Input the list of event IDs retrieved in step 1. You can enter multiple IDs separated by commas or dynamically pass an array from the previous action.
- Delete from My Calendar: Enable this option to cancel the events for all attendees if you are the organizer.
- Inform Attendees About Cancellation: If this option appears, provide a message that will be sent to all attendees notifying them of the cancellation.
Run the Flow
- When the flow runs, Zenphi will attempt to cancel or delete each event.
- The action will output:
  - Successfully Deleted Events → IDs of events successfully canceled.
  - Failed to Delete Events → IDs of events that could not be canceled (e.g., due to permission issues).

Outcome

All targeted events are canceled automatically.
Attendees receive notifications if configured.
You get a clear log of which events were successfully canceled and which failed, allowing you to take follow-up actions if needed.

This setup ensures efficient event management, especially for large teams or when multiple events need to be canceled quickly, without manually opening each calendar event.