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When a new email arrives- trigger only works for my inbox—how to monitor other users emails?

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Posted on by BBC_Astha

Hi everyone,

I’m building a flow to automate actions (create a ticket, notify teams) when any user in my organization receives an email with a subject like “Support”. I’m using the “When a new email arrives (V3)” Outlook trigger in Power Automate.

The Problem:
During testing, the flow only triggers for emails sent to my inbox, not other colleagues mailboxes. For example, if I send an email to my teammate with the subject “Support Request” the flow doesn’t run for their inbox.

Questions:

Is it possible to monitor other users inboxes with this trigger if yes then can you provide an idea where I might have gone wrong?
Are there alternative approaches ( Graph API, admin permissions)?

Any advice would be appreciated!

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Building flows

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StretchFredrik 3,395 Super User 2025 Season 2 on at

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I dont think you can trigger based on other peoples mailboxes, without them having a copy of the flow.

Easiest solution is probably to set up a shared mailbox, and make the users email the shared mailbox instead of your personal ones. Then you could have it trigger from just your connection reference in Power Automate.

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Michael E. Gernaey 53,369 Super User 2025 Season 2 on at

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Hi @BBC_dhanvi

You would need permission to do this across every single person's mailbox and I am shocked if a company would grant that admin access.

But yes as @StretchFredrik said the correct way is to have a shared mailbox.

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