Office 365 Outlook Sent Emails Trigger

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Posted on by udinesh5

Hello Community,

Customer's workflow requirements are to perform certain steps when an email is sent. So we chose the Sent Items as the folder for the connector.

The Power Automate trigger happens on only certain emails and not on all emails.

The official documentation https://learn.microsoft.com/en-us/connectors/office365/ has the below as a known issue.

If there are many emails sent at the same time, some emails could be missed by the trigger due to underlying system limitations. This issue occurs rarely and is related to the mail triggers.

I need guidance on how to meet this requirement?

One obvious workaround is adding a bcc to each sent email and trigger on the bcced mailbox. This approach introduces redundancy and duplication of emails and increase storage space.

Also, the customer pefers sending emails from Outlook rather than D365 or PowerApps.
Are there any workarounds, tips and tricks?

Thanks

Dinesh

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Power Platform 1919 2,235 Super User 2026 Season 1 on at

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Hi @udinesh5,
If real‑time processing is not a strict requirement, one effective approach is to use a recurrence (scheduled) flow instead of relying solely on the When an email is sent trigger.
Suggested approach

Configure a recurring flow to run every 10 or 30 minutes.

Within the flow, use Get emails (V3) from the Sent Items folder or graph api call to fetch emails within specified folder.

This approach is near real-time, not instant, but is generally more reliable for high-volume scenarios.

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Haque 3,305 on at

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Hi @udinesh5,

As you already saw the limitations, there is no direct workaround to fully eliminate missed triggers in this scenario using the standard connector. For critical scenarios, we can consider alternative approaches such as:

Using a scheduled flow that periodically queries the "Sent Items" folder via Microsoft Graph API or SharePoint actions to query the Sent Items folder for any emails not yet processed by the trigger,to catch any missed emails.

Implementing a hybrid approach combining the trigger with periodic polling to ensure no emails are missed.

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