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How to process existing emails in shared mailbox?

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Posted on by CatCarrier

I have a Flow whose trigger is When a new email arrives in a shared mailbox (V2). This is operating against a shared O365 mailbox. For each new email, this flow creates an item in a SharePoint list, while enriching that item with certain additional values fetched from another endpoint. In effect, this allows the mailbox owner to use SharePoint to search the mailbox based on attributes not actually present in the original emails. This flow works fine.

But there is a lot of existing email -- that is, emails created before the flow was created -- that I also need to get into that list. I don't see a way to do this short of writing a lot of node or Java to grab the old emails through Graph or REST, and populate the list through REST. There doesn't appear to be a way to write a flow to open a shared mailbox and act on certain existing records in the Inbox.

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v-yujincui-msft on at

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Hi @CatCarrier ,

Do you want to get emails from Shared Mailbox?
If you want to achieve like this, it seems that there is no out-of-box Action to achieve this in Power Automate currently.

Except for the operations with shared mailbox in their titles, the other operations do not support shared mailboxes as of yet.

Shared Mailbox Support:
For operations that don't support shared mailboxes yet, you can use a workaround with the Invoke an HTTP request action under the HTTP with Azure AD connector. When creating a connection for the HTTP with Azure AD connector, input text https://graph.microsoft.com/ for both Azure AD Resource URI and Base Resource URL connection parameters. After it's created, you can go to Outlook mail REST API to set the URL, and optionally the request body to call its shared mailbox APIs. Some of the Outlook functions will only be available on the beta version of Graph API. The HTTP with Azure AD connector is a premium connector and won't be available if you are using the free version of Microsoft Power Automate.

If you like this feature and want it could be possible in the future, you could head to IDEA forum to vote for this idea:
https://powerusers.microsoft.com/t5/Power-Automate-Ideas/Get-Emails-from-Shared-Mailbox/idi-p/135176#M8462

In addition, here are some links might help you:
https://docs.microsoft.com/en-us/connectors/office365/#shared-mailbox-support
https://powerusers.microsoft.com/t5/Using-Connectors/Get-Emails-from-Shared-Mailbox/m-p/86430
https://powerusers.microsoft.com/t5/General-Power-Automate/Get-email-from-shared-mailbox-Invalid-Mailbox-ID/m-p/486261

Best Regards,
Charlie Choi

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mjburley 370 on at

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One hack I have used in the past is to connect the shared mailbox to your Outlook email client (by default nowadays if you are an owner of the shared mailbox), then move all the old emails out of the shared folder in to a temp folder in your Outlook, and then move them back in again. This should trigger the Flow as 'new' items have landed in the shared mailbox.

Have not done this for a while, so best to try with one email first to make sure it still works !

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VictorIvanidze 13,073 on at

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Create another flow that starts manually.
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CatCarrier 13 on at

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That's a clever idea, I will remember that. In the meantime I just sat down last last week and manually forwarded all these emails (400+) into the mailbox. This was painful, but it got the job done.

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j-pea 3 on at

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This still works flawlessly! Thank you.....JUNE2023

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