Shared Mailbox Issue

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Posted on by MA-21041244-0

Hello,

I’m currently trying to send an email on behalf of a shared mailbox that I have access to. I’m using the “Send an email from a shared mailbox (V2)” action, and it works as expected when I trigger the flow myself.

However, when another user triggers the flow, they receive an error indicating that they do not have access to the shared mailbox.

I have created a connection reference that points to my account, which I expected would prevent this issue.

From my checks, I am triggering the flow via PowerApps. I’m wondering if PowerApps is forcing the user’s own connection instead. If that’s the case, is there a way to ensure the flow consistently uses the intended connection when triggered from PowerApps?

Any guidance would be appreciated.

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Vish WR 3,748 on at

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@MA-21041244-0

Set the flow’s Run-only users settings so the Outlook connector uses a service account connection reference instead of the triggering user’s connection

This ensures the flow always runs using the service account connection reference. As a result, even when different users trigger the Power Apps flow, the email action consistently uses the service account and avoids shared mailbox permission issues.

Vishnu WR

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MA-21041244-0 5 on at

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Hello,

From my understanding there's no Run-Only user settings since im using a solution(or maybe im looking in the wrong place). But ive created a connection reference which is what the outlook connector uses. Using my account is just a place holder until we get a service account ready but wouldn't the result be the same regardless?

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Kalathiya 2,456 Super User 2026 Season 1 on at

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Hello @MA-21041244-0,

This usually happens because when a flow is triggered from Power Apps, it runs in the context of the user who triggers it, not the connection reference you set. That’s why it works for you but fails for others who don’t have access to the shared mailbox.

Work around is - Create Parent/Child automation.

Parent flow - triggered from Power Apps

Child flow - handles the email and uses your connection, it will trigger from Parent Automation.

This way, the email is always sent from the correct mailbox, regardless of who runs the flow.

Reference Link: (About how to create Parent/Child automation)

https://www.youtube.com/watch?v=NrnEpRiDGeM

If this response resolves your issue, please mark it as the Verified Answer so it can help other community members as well.

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LH-04110234-0 2 on at

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Hi, I have a similar issue where a flow is failing if triggered by another user.

I have created an app with a flow that triggers an email from a shared inbox (not attached to a microsfot licence)

I can run the app and email will send.

Another user from a different tenant (invited to my tenant as a guest) can run the app but the email flow fails stating inbox cannot be found.

Is there a solution to this?

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Vish WR 3,748 on at

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As long as the mail box has access to the user who is running the flow, it will work

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Kalathiya 2,456 Super User 2026 Season 1 on at

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Hello @MA-21041244-0 & @LH-04110234-0,

Have you tried to implement above solution which is related to implement the Parent/Child automation? If not, please refer above post and reference video it will work.

If this response resolves your issue, please mark it as the Verified Answer so it can help other community members as well.

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