Query on the shared mailbox

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Posted on by maxwell.2k19

Hi All i have a shared mailbox lets say smb1, I need assistance with updating an existing Power Automate workflow to use a shared mailbox

The current requirement is to add or configure this shared mailbox within an existing flow. I would appreciate guidance on the following:

What permissions are required on the shared mailbox for Power Automate?
Can a shared mailbox be used directly with the Outlook connectors in Power Automate?
Are there any licensing or connection limitations when using a shared mailbox?
What is the recommended approach for adding a shared mailbox to an existing flow without disrupting the current workflow?

If anyone has experience configuring shared mailboxes in Power Automate, I would appreciate any guidance, best practices, or documentation references.

Categories:

Building flows

Using connectors

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11manish 3,221 on at

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Yes, a Shared Mailbox can be used successfully with Power Automate, and it is a common pattern for handling support queues, service requests, approvals, and team-managed communications.

Permissions Required

The account used by the Power Automate connection must have the appropriate permissions on the shared mailbox. Typically, this includes:

Full Access – Allows the flow to read and manage mailbox content.

Send As – Allows emails to be sent as the shared mailbox.

Send on Behalf – Allows sending on behalf of the shared mailbox (if required).

Can a Shared Mailbox Be Used with Outlook Connectors?

Yes. Power Automate provides several Outlook actions specifically designed for shared .

Licensing Considerations

In most cases:

The shared mailbox itself does not require a separate Power Automate license.

Premium licensing requirements depend on other connectors used in the flow (Dataverse, SQL, custom connectors, etc.), not on the shared mailbox itself.

Best Practices

Use a dedicated service account for Power Automate connections rather than a personal account.

Grant mailbox permissions directly to the service account.

Store mailbox addresses in environment variables where possible.

Document mailbox ownership and permissions.

Monitor flow run history after deployment.

Verify mailbox permissions have fully propagated (Exchange permission changes can sometimes take time to become effective).

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Valantis 6,678 on at

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Hi @maxwell.2k19,

A few practical points to add to the comment above:

For triggers (When a new email arrives): in the action settings, expand the Mailbox Address field and type the shared mailbox address directly. The connection still authenticates as your user account but reads from the shared mailbox.

This requires Full Access permission on the shared mailbox for the connection account.

For sending (Send an email V2): use the Send as field or the From field to specify the shared mailbox address. This requires Send As permission on the mailbox.

One gotcha: permission changes in Exchange can take up to 60 minutes to propagate. If the flow fails right after setting up permissions, wait and retry before assuming something is misconfigured.

For a new flow vs modifying an existing one: adding shared mailbox support to an existing flow is just updating the Mailbox Address field in the trigger and From/Send as fields in the send actions. No need to rebuild the flow.

Best regards,

Valantis

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Ellis Karim 12,146 Super User 2026 Season 1 on at

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@maxwell.2k19

(1) When we grant the Send As or Full Access permission, the flow can send successfully, but you will run into a major issue: a copy of the sent email is NOT saved in the shared mailbox’s Sent Items folder.

For more info see: How to Send Emails from a Shared Mailbox in Power Automate (Without Giving Up Privacy)

(2) Shared mailboxes don't need a license. It is provided with 50GB of storage. Once it reaches this limit, after some time, the shared mailbox stops receiving email and senders to the mailbox receive a non-delivery receipt (NDR). At this point, the mailbox needs to be licensed.

see: About shared mailboxes in Microsoft 365 - Microsoft 365 admin | Microsoft Learn

Ellis Karim
elliskarim.com | LinkedIn | Bluesky
If this solved your issue, please mark it as ✅ Accepted Answer. If it helped, feel free to give it a 🩷 Like!

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Valantis 6,678 on at

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Hi @maxwell.2k19,

Just wanted to check in and see if everything is working now. If you still need any help, feel free to let me know.

Also, if the issue is resolved, it would be great if you could mark the answer as solved so others with the same question can find it easily.

Thanks and have a great day!

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