In this Microsoft Power Automate Tutorial, we will learn about how to work with shared mailboxes using Power Automate. Also, we will discuss these topics:
- What is Shared mailbox and it’s limitation
- Create a Shared mailbox
- Power Automate shared mailbox configure
- Power Automate get notification from shared mailbox
- Power Automate shared mailbox trigger
- Power Automate shared mailbox move email
- Power Automate shared mailbox attachment to sharepoint
Before working with a shared mailbox in Power Automate, first, we will discuss what is a shared mailbox, what are the limitations, why we used this in our workflow, etc.
A shared mailbox is a mailbox where multiple people can access the same mailbox such as company information, support emails, reception desk, feedback access, and many more action where multiple people can access the same mail.
There is a limitation to storing data in a shared mailbox. It allows us to store data up to 50GB without accessing a license. After that, we need to assign a license to store more data.
It needs user permission so that the people from your organization can operate the shared mailbox.
We can’t give permission to access the shared mailbox to the user that is outside of your business (such as a Gmail user).
We can’t encrypt the emails sent from the shared mailbox.
A user must need an Exchange Online license to access a shared mailbox.
It is not allowing to prevent people from deleting messages in a shared mailbox.
Let’s create a shared mailbox in Microsoft 365 admin center and the following steps are:
- Sign in the Global admin account or Exchange admin account.
- On the left navigation, expand Teams & groups > Shared mailbox.
- Then click on the Add a shared mail. It will ask to give a name and email name like below. Press Save changes. It will create a shared mailbox based on given name. For example, we will create a sharedmail for feed back.
- Then it will notify a successfull message. To add members into the shared mailbox, select Add members to your shared mailbox.
Select the user’s name to add to this shared mailbox. For example, here we will add 5 members like below:
This is how to create a shared mailbox and add members to that.
Here we will see how to configure a shared mailbox in Microsoft 365 admin center such as alias name, email address, etc.
Go to Microsoft 365 admin center > Groups > Shared mailboxes.
Select the shared mailbox that you want to configure. Then it will show the options to change its name and primary email address, etc.
Let’s take an example to change the name of the shared mailbox from ‘Feed back’ to ‘give feed back’.
Select the Shared mailbox > Edit name > give a name > save.
It will change the name of the Shared mailbox. Similarly, we can edit the primary email address.
Here we will see how to get a push notification when a new mail arrives in a shared mailbox. To implement this, we are going to use a pre-built template that is available on Power Automate.
On Power Automate > Templates > Send a push notification when a new email arrives in the shared mailbox.
Select that template, click on Continue. Then it will create a flow on the Power Automate like below:
Set the properties like below:
- Original Mailbox Address– Insert the shared emailbox (ex- email@example.com)
- Folder– Select a folder (ex-Inbox)
To avoid the item links with HTML tags we will use Body Preview in Link.
Now we will save the flow and run it manually. Let’s send an email to the mentioned shared mailbox.
Then we got an email notification on our mobile Power automate. For this, we have to install an application i.e. Flow.
This is how to get a notification when a new email arrives in a shared mailbox Power Automate.
There is a trigger in the Power Automate that triggers the flow when a new email arrived in the shared mailbox.
For this operation, your account should have permission to access the shared mailbox.
It may skip emails that contain invalid bodies or attachments. Also, it may skip protected emails.
We can find this trigger, go to Power Automate > +create > Automated cloud flow > When a new email arrives in a shared mailbox.
It will ask to set the parameters such as:
- Original Mailbox Address– It allow to insert the Shared mailbox address.
- Folder– Specify the mail folder to check the new mails.
- To– Recipient email adderss separeated by semicolon.
- CC- CC recipent email address separeated by semicolon.
- To or CC– To or CC recipient email addresses separated by semicolon.
- From– Sender email adderss separeated by semicolon.
- Importance– It specify the importance of the email(Any, low, Normal, high).
- Only with Attachments– If we set it to yes then it will retrieve only the email with attachments and it will skip the emails without attachments. Similarly, if we set it to no then the emails will be retrieve.
- Include Attachments– The response of the trigger includes the attachments content.
- Subject Filter– String to look for the in the subject line.
This is how to work with Power Automate shared mailbox trigger.
Here we will see how to move email from one folder to another folder in the same shared mailbox using a Power Automate flow. The following steps are:
First, we will trigger the flow when an email arrives in a shared mailbox.
On Power Automate, go to +create > Automate cloud flow > When a new email arrives in a shared mailbox (V2).
Select this trigger and set the parameters such as:
- Original Mailbox Address– Specify a shared mailbox name (firstname.lastname@example.org)
- Folder– Choose a folder where the emils will store. (ex – Inbox)
You can choose any folder location from the folder icon to store the emails that arrive in the shared mailbox.
Next, we will add an action that will move emails from one folder to another in the same shared mailbox.
Go to +Next step > Move email(V2) > Select this action to add to the flow. Also, set the parameters such as:
- Message Id– Message id (select from dynamic content)
- Folder– Select a folder location where the emails will store (ex- Outbox)
- Original Mailbox Address– specify a shared mailbox.
Let’s save the flow and test it manually. For testing, send an email to the shared mailbox and it will move the emails from one folder to another in the same shared mailbox.
Here we will see how to save a shared mailbox attachment into SharePoint. For this, we will create a flow on the Power Automate and the following steps are:
Go to +Create > Automated cloud flow.
Select the trigger When a new email arrives in a shared mailbox. Then set the Parameters such as:
- Original Mailbox Address– Insert the shared mailbox (ex- email@example.com)
- Folder– Inbox
Next, we will add an action to get the attachment from the shared mailbox.
Go to +New step > Get Attachment (V2). Set the properties such as:
- Message Id– Message Id
- Attachement Id– Attachment attachment id
- Original Mailbox Addressfirstname.lastname@example.org
We can see it create an Apply to each loop.
Inside this loop, we will add an action that will save the attachment in the SharePoint folder by creating a new file.
Go to +Add an action > Create file. Set the parameters such as:
- Site Address– Specify the SharePoint site address
- Folder Path– Select the document folder path
- File name- Name from Get attachment(V2)
- File content- Content Id from Get attachment(V2)
Now our flow is ready to run, so let’s save the flow and test it manually. Then send an email with an attachment to the shared mailbox.
Let’s check the document library and the attachment got saved on the SharePoint document library.
This is how to save email attachments from shared mailbox to SharePoint online.
Related Power Automate tutorials:
- Power Automate Copy Folders + 10 Examples
- Power Automate Copy Files
- Power Automate flow with Microsoft teams
- Power Automate vs Nintex
- Power Automate save email attachment to SharePoint
- Power Automate get items examples
- Power Automate vs UiPath
- Power Automate conversion of string
- Power Automate Number Format
- Power Automate create pdf
From this Power Automate Tutorial, we learned all about the shared mailboxes in Microsoft 365. Also, we discussed the below topics:
- What is shared mailbox and disccussed its limitation?
- How to create a shared mailbox in Microsoft 365 admin center?
- How to configure the Power Automate shared mailbox?
- How to get notification from shared mailbox using Power Automate?
- Disscuss the Power Automate shared mailbox trigger.
- How to move email from one to anothe folder in shared mailbox using Power Automate?
- How to save shared mailbox attachment to sharepoint using Power Automate?
I am Bijay a Microsoft MVP (8 times – My MVP Profile) in SharePoint and have more than 15 years of expertise in SharePoint Online Office 365, SharePoint subscription edition, and SharePoint 2019/2016/2013. Currently working in my own venture TSInfo Technologies a SharePoint development, consulting, and training company. I also run the popular SharePoint website EnjoySharePoint.com