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Flow Reminder - Send an email

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Posted on by IB-22040114-0

Hi everyone,
I’m facing an issue with Power Automate cloud flow + shared mailbox and would appreciate confirmation or best‑practice guidance.

From what I observe:

Power Automate flow uses Send an email (V2) (Office 365 Outlook)
Flow run shows Succeeded
Email appears in Sent Items
I (flow owner / admin) can see the email when I open the shared mailbox directly via Outlook Web
Other staff (delegate access to the same shared mailbox) cannot see the email in Inbox
Email is not in Junk/Spam
Outlook manual emails do appear for everyone
This happens consistently with Power Automate emails

Environment that I used:

Power Automate cloud flow
Outlook on the web (new UI)
Shared mailbox (no separate login)
Microsoft 365 tenant
Admin permissions available

My question is:

1. Is this a known behavior where emails sent via Power Automate / Microsoft Graph are hidden from shared mailbox delegate views?

2. Is the recommended fix to:

Grant Send As permission, and
Use “Send email from a shared mailbox (V2)” with Original mailbox address = shared@company.com?

Are there any other supported approaches to ensure emails are visible to all shared mailbox users?

Any confirmation, documentation links, or real‑world experience would be very helpful.
Thank you!

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David_MA 14,956 Super User 2026 Season 1 on at

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When you say you are seeing the e-mail in the shared mailbox, are you seeing them in the sent folder? That should not be the behavior if you are using the Send an email (V2) (Office 365 Outlook). The e-mails should be showing in the sent folder of the account of the connection reference used by the action.

To have e-mails from a shared mailbox show in the sent folder of the shared mailbox, you need to use the action Send an e-mail from a shared mailbox instead as you noted in your post.

If you are using that action and people do not see the items in the sent folder, I am not sure what to tell you then as it is not an issue with Power Automate but how the mailbox is configured in Exchange and the permissions people have on the shared mailbox.

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Haque 3,653 on at

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Hi @IB-22040114-0,

Sending emails from a shared mailbox that appear in the Sent Items and are visible to the flow owner/admin but not visible to other staff with delegate access is a known behavior related to how shared mailbox permissions and Outlook handle sent items.

Key points to consider:

Emails sent via "Send an email (V2)" using your personal connection but specifying the shared mailbox in the From field will appear in your personal Sent Items folder, not necessarily in the shared mailbox's Sent Items.

Other users with delegate access may not see these emails in the shared mailbox Inbox or Sent Items because the emails are technically sent from your account, not directly from the shared mailbox.

To have emails sent from the shared mailbox and appear in its Sent Items and be visible to all delegates, you should use the "Send an email from a shared mailbox (V2)" action in Power Automate, which requires the flow connection to have Send As permissions on the shared mailbox (this is waht David_MA suggested).

Additionally, mailbox settings on the Exchange server may affect whether sent items are copied to the shared mailbox Sent Items folder. This is controlled by the "MessageCopyForSentAsEnabled" and "MessageCopyForSendOnBehalfEnabled" settings in Exchange Online. You can ask your admin to check this settings.

Manual emails sent from Outlook using the shared mailbox address appear correctly because Outlook handles these permissions and folder placements differently than Power Automate's default connection.

I am sure some clues I tried to give. If these clues help to resolve the issue brought you by here, please don't forget to check the box Does this answer your question? At the same time, I am pretty sure you have liked the response!

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Olufemi 7 72 on at

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Hello @IB-22040114-0,
This is expected Exchange Online behavior and not a Power Automate issue.

The Send an email (V2) action sends mail under the flow connection identity, which can result in inconsistent Sent Items visibility for shared mailbox delegates.

To resolve this, use Send email from a shared mailbox (V2) and explicitly set the shared mailbox as the sender. Ensure the account used by the flow has Send As permission on the shared mailbox.

Sent Items consistency is governed by Exchange Online rather than Power Automate. If required, validate mailbox settings such as MessageCopyForSentAsEnabled and MessageCopyForSendOnBehalfEnabled.

References:

Create flows for popular email scenarios

Manage permissions for recipients in Exchange Online

Messages sent from a shared mailbox aren't saved to the Sent Items folder

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