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How can I forward Meeting Decline responses from a shared Outlook mailbox to an individual one?

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Posted on by CG-02061342-0

Hi all,

I'm a novice in Power Automate, but Microsoft Support said that Power Automate would be the best way to accomplish this task as opposed to standard Outlook rules due to message class differences.

My team has a shared Outlook mailbox that we use to schedule all onboarding/training activities. However, with this we don't know whether someone has declined a meeting invitation unless we manually check the shared inbox. I would like to create a flow in Power Automate that does the following:

Identifies when a declined meeting response (message class IPM.Schedule.Meeting.Resp.Neg) has been sent to the shared mailbox
Forwards that response, or sends a separate notifying email, to one or more individual mailboxes

Any help would be greatly appreciated!

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VictorIvanidze 13,073 on at

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Please share your flow.

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David_MA 12,966 Super User 2025 Season 2 on at

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Do this:

Review some of the decline responses to determine how you can filter the trigger.

Create a flow from the trigger when a new e-mail arrives in a shared mailbox.

The flow owner will need to have the necessary permissions to the shared mailbox.

Show the advanced options in the trigger and set the subject filter to the same subject you get.

I am pretty sure this behaves like contains rather than equals, so you will need to do some testing to see what works.

If needed, you can also add a trigger condition to see if the body contains a certain phrase as well. You would go into the trigger settings and click the + under trigger conditions. You would use this expression on the body: contains(triggerOutputs()?['body/body'], 'phrase to search for')

Trigger conditions must evaluate to true and false, and the flow will only trigger when all the conditions are true.

You can have multiple trigger conditions, so you could do the same on the subject as a trigger conditions instead of using the advanced options.

Finally, add a forward e-mail action and use the ID from the trigger to identify the e-mail to forward.

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CG-02061342-0 4 on at

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Thanks David_MA! I was able to use your recommended flow and simply enter "Decline" as the subject string. This approach didn't work with Outlook rules because of the message class, but it looks like Power Automate doesn't discriminate between classes in the same way. Much appreciated!

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