Linking SQL Database Power Automate Flow to SharePoint Calendar – Easy Setup Explained

Managing events stored in SQL while keeping the SharePoint calendar updated can be frustrating and time-consuming. To address this, the most reliable solution is linking SQL database Power Automate flow to SharePoint calendar. 

This trick depends on your SharePoint version you are using, i.e. modern list calendar view or a classic calendar list. Once that’s clear, setting up the flow is straightforward. This guide outlines the same step-by-step process. So, let’s go through this write-up and understand the concept clearly. 

Today, we’ll cover:

• Why Linking SharePoint Calendar to SQL Database?
• Linking SharePoint Calendar to SQL  Step by Step
  • #Step 1. Set Up the SQL Connection in Power Automate
  • #Step 2. Build the Power Automate Flow
  • #Step 3. Map SQL Data to SharePoint Calendar Fields
  • #Step 4. Test the Flow
• When I Skip SharePoint Calendars
• Author’s Verdict
• People Also Ask

Why Linking SharePoint Calendar to SQL Database Power Automate Flow is Critical?

This integration solves problems like:

• Centralised data storage
• Advanced reporting in SQL
• Easy integration with other apps
• Real-time sync via Power Automate
• Handles large datasets
• Ensures data consistency
• Strong security & compliance
• Reliable backup & recovery
• Supports BI dashboards (Power BI)
• Saves time, improves efficiency

So, synchronising SQL with SharePoint helps users in reducing manual updating of listing tasks. Next, we’ll learn the steps for that. 

Linking SQL Database Power Automate Flow to SharePoint Calendar – Step by Step

This procedure is not straightforward, requiring technical expertise and proper planning. That’s why we initiate this process step by step. Therefore, first, start with the prerequisites:

• SQL Server or Azure SQL with event data.
• Power Automate license.
• Backup SharePoint Online to local storage.
• A SharePoint List or Calendar is ready.
• Appropriate SQL and SharePoint permissions.
• For on-prem SQL, the On-premises data gateway is installed and configured.

When you’re ready with your Power Automate installation, permissions, and credentials of both services, then move to the linking SQL database Power Automate flow to SharePoint calendar section:

#Step 1. Set Up the SQL Connection in Power Automate

1. Log in to Power Automate.
2. From the left panel, select Data > Connections.
3. Click + New Connection > search for SQL Server.
4. Enter:
   • Server name
   • Database name
   • Authentication method, i.e. SQL Authentication, Windows, or Azure AD.
5. Click Create.

#Step 2. Build the Power Automate Flow

1. From the Power Automate dashboard, select + Create.
2. Choose Automated cloud flow.
3. In the trigger search, type SQL and select When an item is created (V2).
4. Configure it to monitor my SQL table.

#Step 3. Map SQL Data to SharePoint Calendar Fields

Once you have the trigger, add the next step:

1. Click + New Step.
2. Search for SharePoint.
3. Select Create item for linking SQL database Power Automate flow to SharePoint calendar, i.e.

#Modern List with Calendar View

• Create the SharePoint List

• • Title
  • Start
  • End
  • Optional: AllDay (Yes/No), Location, Description

Then switch to the list to a Calendar view, pointing Start/End as the time fields.

• Build the Power Automate Flow

• • Trigger: SQL Server > “When an item is created or modified (V2)”.
  • Gateway: For on-prem SQL, connect through the On-premises Data Gateway.
  • Action: SharePoint > Create item in the list.
  • Mappings:
    • Title > SQL EventName
    • Start > SQL StartUtc
    • End > SQL EndUtc
    • AllDay > SQL flag

You can also add an upsert pattern to avoid duplicates and make linking SQL database Power Automate flow to SharePoint Calendar smooth.

#Classic SharePoint Calendar

When building the flow in Classic calendar, the fields are slightly different:

• Title > SQL EventName
• EventDate > SQL Start
• EndDate > SQL End
• fAllDayEvent > true/false
• Optional:
• fRecurrence > true
• RecurrenceData > XML

Setting recurrence is tricky: it requires well-formed XML. Therefore, I don’t use this; instead, I opt for the Outlook Graph API.

#Step 4. Test the Linking SQL Database Power Automate Flow to SharePoint Calendar

To validate everything, add a test entry into your SQL database:

INSERT INTO Events (EventName, StartDate, EndDate, Location, Description)
VALUES ('Project Kickoff', '2025-09-10 09:00', '2025-09-10 10:00', 'Conference Room A', 'Initial project meeting');

When I Skip SharePoint Calendars

If your organisation needs meeting invites, Teams links, or attendee tracking, don’t use SharePoint calendars at all. Instead, create events in Outlook calendars using Power Automate’s Outlook connector or the Microsoft Graph API. 

Why do so? This gives real calendar functionality with responses, invites, and Teams meetings.

In some cases, you may not just want to sync SQL data with SharePoint but also migrate SharePoint list to another site or tenant, for example, during a merger or restructuring.

In such migration scenarios, Power Automate won’t help. For that, a professional tool like the SysTools SharePoint Migration Tool will be your go-to. It allows you to transfer SharePoint calendars, lists, libraries, and entire sites with full metadata and permissions intact.

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Author’s Verdict

Linking SQL database Power Automate Flow to SharePoint calendar works well if you have the right approach. In this discussion, we covered all the crucial steps for both classic and modern lists with calendar view. 

So, from now on, linking SharePoint calendar to SQL database Power Automate flow is not a huge task for you, as you know everything. Still, prevention is better than cure, so take a backup of your data before proceeding to avoid accidental data loss. 

People Also Ask

Q1. Can Power Automate detect deletes in SQL?
No. The SQL connector doesn’t have a delete trigger. However, you can handle this by adding a soft-delete flag in SQL.

Q2. Do I need a premium license for linking SQL database Power Automate flow to SharePoint calendar?
Yes. The SQL Server connector is a premium connector in Power Automate. You can track user login SQL server activity via this.

Q3. How do I handle on-prem SQL?
Install and configure the On-premises Data Gateway in standard mode.

Q4. Can I set recurring events in a modern Calendar view?
Not natively. Only the classic Calendar supports recurrence via RecurrenceData.

Q5. Should I use SharePoint Calendar or Outlook for linking SharePoint calendar to SQL database Power Automate flow?
If you need invites, Teams links, and responses, Outlook/Graph is the better choice.