Send an email when a document is uploaded to Microsoft SharePoint l Power Automate

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Posted on by CU05031128-1

Hello,

I created a rule in POWER AUTOMATE that sends an email to a group every time a file is uploaded (image attached)

2 questions:

A. Is it possible to send as an admin or group instead of an active mailbox with licensing?

All emails are received from a sender who is the company administrator and he doesn't want it.

B. When uploading multiple files at once, say 20, it sends 20 emails, can we somehow combine this into one email?

Categories:

Building flows

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omkar-godse 22 on at

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For the first question (A), you can refer to this article to explore three ways to change the email sender address in Power Automate: 3 ways to change email sender name in Power Automate. - https://tomriha.com/3-ways-to-change-email-sender-name-in-power-automate/

For the second question (B), you can convert the automated flow to a scheduled flow and run it at regular intervals, such as every few minutes, hours, or days. This way, the flow will collect all new files created between the last run and the current run, combine them, and send a single email. This approach works well if the frequency of file creation in the library is not too high.

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CU05031128-1 2 on at

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thank you very much! i will try this.

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Michael E. Gernaey 53,335 Super User 2025 Season 2 on at

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Hi

Just to be clear, you cannot simply set your email to go out as someone else.

You have to have On-behalf permission to send as someone else, OR you have to have their login to create the connection.

So, either use a service account, but depending on how you implement connection usage, you will have to give everyone send permission on behalf for that account.

But yes you can in fact send it as "someone else" remember though they need a mailbox, you cannot simply just type email addresses of fake people, so they need a license.

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RobElliott 10,323 Super User 2025 Season 2 on at

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What we do at my company is to have a shared mailbox created then you can assign send permissions to specific people. In your flow you use the send an email from a shared mailbox (v2) action and the email will come from that shared mailbox instead of the creator of the flow.

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