Power Automate “Get Emails” Not Returning Older Sent Emails from Shared Mailbox

(0) Share

Report

Posted on by AK-05011020-0

Hi Team,

I'm working on a Power Automate flow that uses the Get Emails (V3) action to retrieve a specific message from the Sent Items folder for follow‑up.

I'm noticing the following behavior:

Emails sent within the last 1–2 days are retrieved successfully for both shared mailbox and personal mailbox.

Emails sent around a 1 week ago were not retrieved successfully by shared mailbox.

When I manually search the Sent Items folder in Outlook, the older email is present and easily found using a unique identifier.

The issue currently happens with a shared mailbox which is required for my usecase.

Has anyone run into this before? I am using old designer in powerautomate that allows me to select the shared mailbox in settings.

Is there a known limitation with retrieving older Sent Items from a shared mailbox using Get Emails?

Categories:

Building flows

Using connectors

Using flows

I have the same question (0)

All responses (9)

Answers (0)

Sort by

Ish S 96 on at

Like (0)

Report
Copy link

Link copied!

Hello @AK-05011020-0,

In doing a google search some people have had some issues with having too broad search. It appears that without a filter, the Get Emails (V3) connector returns recent items first. One of the things you can do is use the Search query to target a date range. For example, sent>=2025-12-01

If these suggestions help resolve your issue. Please consider marking the answer as such.

Was this reply helpful? Yes No
Ellis Karim 12,122 Super User 2026 Season 1 on at

Like (0)

Report
Copy link

Link copied!

Please share the screenshot of the Get emails (V3) screen, so we can check the config.

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!

Was this reply helpful? Yes No
AK-05011020-0 6 on at

Like (0)

Report
Copy link

Link copied!

@Ish S I have tried the search query option, searched with multiple formats none of them worked, but if i have a test email sent today it was able to pickup just that one email from the 5 test incidents and send email for just that one, all the other test emails were from second half of december (16 Dec 2025) and no emails were sent. Output section for old emails show [] but for the email sent today retrieves output with all details of the email.

Tried to couple with a 'Top' 20 and 1000 as well
Other formats tested still dint work :

DateTimeSent gt 2025-12-10T00:00:00Z

receivedDateTime gt 2025-12-12T10:34:00Z
sentDateTime gt 2025-12-01T00:00:00Z

This is only incase of a shared mailbox we have this issue
@Ellis Karim screenshot as requested

Was this reply helpful? Yes No
Ellis Karim 12,122 Super User 2026 Season 1 on at

Like (0)

Report
Copy link

Link copied!
@AK-05011020-0

Can you try a query similar to:

sent:2026-01-09..2026-01-12

The follow should also work:

sent>=2026-01-09 AND sent<=2026-01-12

If that works, you could then filter the results (Filter array) to narrow down the results?

By default, Exchange saves sent emails in the mailbox of the account that actually performs the send action. So sent emails are saved in that account’s Sent Items rather than in the shared mailbox’s Sent Items folder.

There is a PowerShell script you can run on the shared mailbox so that a copy of every sent message is saved in the shared mailboxes’ own “Sent Items” folder. See How to Send Emails from a Shared Mailbox in Power Automate (Without Giving Up Privacy) – Ellis Karim's Blog

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!

Was this reply helpful? Yes No
AK-05011020-0 6 on at

Like (0)

Report
Copy link

Link copied!

Tried both of these formats for Search Query but no results [] for emails from December. Whereas for the email in sent items from today was working, so it was able to get email.

In regards to sent items, i can see the emails in sent items of the shared mailbox.

Also, its the same sender who did test email in December and now.

As an alternative workaround : we tried moving 5 test emails to a test folder, it worked. So its the number of emails it has to filter through seeming to be an issue probably.

Just to give you a brief on our flow : we are searching for emails from our shared mailbox sent items with a unique incident ID within the subject line to followup on those emails, we have an excel file where we will have list of incident IDs that need to be followed up.

Was this reply helpful? Yes No
CU30121719-0 on at

Like (1)

Report
Copy link

Link copied!

Just use a GRAPH request like this:

Was this reply helpful? Yes No
Suggested answer

PowerDeveloperTP 453 on at

Like (0)

Report
Copy link

Link copied!

Hello,

Instead of Subject Filter, Could you please try with Search Query?

Search Query - Subject:'required subject name'. PFB screenshot. There is a limitation in Get emails V3 action, you can only get 25 emails maximum.

Thank you.

Like my answer? - Hit that Thumbs Up. Resolved the Issue? - Hit Accept as Solution.
This helps others find solutions to future issues!

Was this reply helpful? Yes No
CU30121719-0 on at

Like (0)

Report
Copy link

Link copied!

Hi PowerDeveloperTP,

do you see the topic starter has already used the search query field?

Was this reply helpful? Yes No
PowerDeveloperTP 453 on at

Like (0)

Report
Copy link

Link copied!

Hello,

You can apply filter on receivedDateTime within get emails v3 output , I tried it and it seems working. The format of the date should be in ISO format for the filter to work.

One thing I observed, If "Fetch only Unread messages" within Get emails action is set to No then only I'm receiving the required results. Something to consider.

Thank you.

Like my answer? - Hit that Thumbs Up. Resolved the Issue? - Hit Accept as Solution.
This helps others find solutions to future issues!

Was this reply helpful? Yes No