🧾 Definition

The "Update Event" action in the Microsoft Calendar category allows you to modify the details of an existing calendar event in a selected Microsoft 365 calendar. This includes updating key attributes such as the event's subject, description, time, location, visibility, attendees, and recurrence settings. You can also adjust advanced options like the time zone, event type (all-day or timed), and response tracking. This action is ideal for keeping events current, ensuring accurate scheduling, and managing attendee invitations and availability in real-time.

Key Capabilities:

Update title, description, and location of the event
Modify timing, including start time, duration, and time zone
Change privacy and visibility settings (e.g., private, personal, confidential)
Add, remove, or replace attendees with updated invitations
Set recurrence rules for repeating events
Adjust how the event appears on the calendar (busy/free)
Update both one-time and recurring event instances

Use this action whenever you need to revise any details of an existing event dynamically within a workflow.

Example Use Cases

1. Rescheduling a Meeting Automatically

Automatically update the start time or duration of a scheduled meeting based on changes in upstream systems (e.g., CRM, helpdesk, or project milestones).

2. Updating Recurring Events Based on Policy Changes

Modify the recurrence pattern of weekly team meetings or training sessions when company policies or availability change.

3. Adding or Replacing Attendees

Use this action to replace old participants with new ones for an upcoming event, especially after a team reshuffle or personnel update.

4. Changing Event Visibility for Sensitive Content

Update a scheduled event’s visibility to “Private” or “Confidential” when it involves sensitive topics like HR, legal, or finance discussions.

5. Converting a Physical Meeting to a Virtual One

Easily switch a meeting’s location from an office address to a Teams or Zoom link if the event becomes virtual.

6. Auto-Updating Events with Notes or Agendas

Inject or revise the event description with updated agendas or relevant notes sourced from emails, forms, or ticketing tools.

7. Cancel or Shorten a Meeting Dynamically

Shorten meeting duration or cancel occurrences by updating recurrence settings due to conflicts, holidays, or low priority.

📝 Inputs

This action allows you to update specific attributes of a Microsoft Calendar event. Below are the input fields you can configure:

1. Connection

Select the Microsoft account connection that has permission to access and update the desired calendar event. This connection should have access to the target calendar.

2. Calendar

Choose the specific calendar that contains the event you want to update.👉 Tip: If your account has multiple calendars (e.g., “Work”, “Personal”), select the correct one from the list.

3. Event Id

Provide the unique identifier of the event you want to update.This ID is typically retrieved from a previous action like "Find Event" or "List Events".👉 Make sure this ID matches exactly with the event in the selected calendar.

4. Subject

Enter the new title or subject line for the event.This should be brief, clear, and descriptive so invitees quickly understand the purpose of the event (e.g., “Weekly Sync” or “Product Launch Review”).

5. Description

Add or update the detailed content of the event.You can include agendas, goals, context, or any important notes for attendees. Supports both plain text and rich HTML content.

6. Location

Specify where the event will take place — a physical address (e.g., “Room 302, HQ”) or virtual meeting link (e.g., Microsoft Teams, Zoom).👉 This field replaces the existing location when the event is updated.

7. Busy/Free

Choose how the event should reflect on your availability during the scheduled time:

Busy – Marks your calendar as unavailable.
Free – Keeps your calendar open during the event.
Out of Office: Marks you as out of office.
Tentative: Marks time as possibly busy.
Working Elsewhere: Indicates that you're working but not at your primary location.

8. Visibility

Set the event's privacy level:

Normal – Standard visibility; details are shown to others.
Personal – Indicates it’s personal but not hidden.
Private – Hides details from others; only shows as “Busy”.
Confidential – Highly sensitive; treated like “Private” but more restrictive.

9. Attendees

Enter the email addresses of people you want to invite or re-invite to the event.Use a comma-separated list for multiple attendees.👉 Note: This will replace the existing attendees and send updated invitations.

10. Time Zone

Select the time zone in which the event will take place.This ensures the start and end times are correctly displayed for all participants across regions.

11. All Day Event

Toggle this field ON if the event spans the whole day.If enabled, start/end times are ignored and the event is shown as an all-day block.

12. Start Time

Set the new start date and time for the event.Format: YYYY-MM-DD HH:MM (based on the time zone selected).👉 If "All Day Event" is enabled, only the date portion is used.

13. Duration (minutes)

Specify the total duration of the event in minutes.Example: 60 for a 1-hour meeting.👉 Used to calculate the end time of the event.

14. Repeat

Enable this field if the event should recur.Once enabled, more recurrence settings will appear (see below).

➕ If Repeat is enabled:

14.1 Repeat Every

Enter the number of units between each recurrence.Example: 1 for every day/week/month depending on the unit selected.

14.2 Time Unit

Choose the recurrence frequency unit:

Daily
Weekly
Monthly
Yearly

14.3 Repeat Ends

Select how the recurrence should end:

Never – The event repeats indefinitely.
On a specific date – Provide the end date.
After a number of occurrences – Specify how many times the event should repeat.

📤 Outputs

Once the event is successfully retrieved using the “Update Event” action, the following data fields are returned. These outputs provide full visibility into the event's metadata, structure, and attendees, which can be reused in later steps of your flow.

1. Event ID

A unique identifier for the retrieved event. This ID helps reference the event in future actions, such as updating or deleting it.

2. Event Link

A direct URL to open the event in Outlook on the web. This is helpful if you want to provide a clickable link for users or review the event manually.

3. Subject

The title or name of the event, as originally set in the event creation. Helps identify the event quickly at a glance.

4. Created Time

The exact date and time when the event was initially created in the calendar.

5. Last Modified Time

Indicates when the event was last changed. Useful for understanding the latest update or version of the event.

6. Change Key

A version marker used internally by Microsoft to track changes to the event. This ensures consistency when performing operations like updates.

7. iCalendar UID

A global identifier compliant with the iCalendar standard, useful for synchronizing recurring events across different calendar systems.

8. Reminder Minutes Before Start

Specifies how many minutes before the event the reminder will trigger. For example, 15 means the user will be alerted 15 minutes in advance.

9. Is Reminder On

A boolean field indicating whether a reminder is set for the event (true/false).

10. Body Preview

A short snippet or preview of the event’s body content or description, giving a quick summary of what's included.

11. Importance

Reflects the priority of the event. Possible values are low, normal, or high. This helps in categorizing or styling event data accordingly.

12. Visibility

Defines how private or public the event is to others with calendar access. Options include:

normal: Fully visible
personal: Informational, not private
private: Details hidden
confidential: Highly restricted visibility

13. All Day Event

Returns true if the event is set as an all-day event. Otherwise, it will return false.

14. Is Organizer

Indicates whether the current user is the organizer of the event (true/false).

15. Response Request

Specifies if attendees are expected to RSVP to the event.

16. Busy/Free

Indicates how the event blocks the calendar:

free
busy
tentative
oof (Out of Office)
workingElsewhere
unknown

17. Event Type

Shows what kind of event this is:

singleInstance: A standalone event
occurrence: Part of a recurring series
exception: A modified instance of a recurring event
seriesMaster: The recurring event template

18. Start

Details about when the event begins:

DateTime: Full start date and time
Date: If all-day, only the date (yyyy-mm-dd)
TimeZone: Time zone context for accurate scheduling

19. End

Details about when the event ends:

DateTime: Full end date and time
Date: For all-day events
TimeZone: Time zone for end time

20. Attendees

Details for each invited person:

Type: required, optional, or resource
Status: The response (e.g., accepted, declined)
Response Time: When they replied
Display Name: Their name (if available)
Email Address: Contact email

21. Organizer

Information about the person who created or owns the event:

Display Name: Organizer’s name
Email: Their email address

22. Repeat

Pattern and range of recurrence if the event repeats:

Pattern:

Type: daily, weekly, absoluteMonthly, etc.
Interval: Frequency (e.g., every 2 days)
Month / Day of Month / Days of Week / Week Index / First Day of Week: Specific rules

Range:

Type: endDate, noEnd, numbered
Start Date: When the repetition begins
End Date / Number of Occurrences: When it stops
Time Zone: For accurate range scheduling

23. Status

The current user's status in relation to the event (e.g., accepted, declined).

Type: Response type
DateTime: Time of response

24. Body Content

Full content of the event description:

Content Type: Either text or html
Content: The actual body content

25. Primary Location

The main location where the event will take place:

Display Name: Name or address
Location Type: e.g., conferenceRoom, homeAddress
Unique ID: Internal location identifier
Unique ID Type: Source of the location (directory, private, etc.)

26. Additional Locations

List of other specified locations for the event. Each includes:

Display Name
Location Type
Unique ID
Unique ID Type

✅ Example

Automatically Update a Weekly Team Sync Event When Agenda Changes

Scenario:

You are a project manager running a weekly team sync meeting every Thursday. Sometimes, the agenda or meeting details (like location or attendees) change midweek. Instead of manually editing the event in Outlook, you’ve created an automated workflow in Zenphi that updates the calendar event whenever a change is submitted in a central planning form (like a Microsoft Form or Google Form).

How to Set It Up in Zenphi:

Trigger: Your flow starts when someone submits a form with new meeting details (subject, description, attendees, etc.).
Find the Event: Use the “Find Event” action (based on title or date) to get the Event Id of the weekly sync.
Update the Event: Drag the “Update Event” action to your flow and configure it like this:
- Connection: Your Microsoft 365 account.
- Calendar: Choose the calendar where the sync is scheduled.
- Event Id: Use dynamic data from the "Find Event" step.
- Subject: Use updated subject from the form.
- Description: Use the new agenda or notes submitted.
- Location: If changed, enter a new room or Teams link.
- Busy/Free: Set to Busy to block time.
- Attendees: Replace with updated participant emails.
- Time Zone: Match the team's time zone.
- Start Time & Duration: Adjust if the meeting time changes.
- Repeat: Leave off since this is already a recurring event, and you’re editing a single instance.
Test the Flow: Submit a new form entry with revised information and run the flow.It will locate the existing calendar event and update it instantly—no manual action needed.

✅ Result: Your calendar event reflects the latest information, invites the updated attendees, and helps the team stay in sync without cluttering the calendar with duplicate events.