Power Automate: Moving emails in a shared mailbox

Dealing with shared mailboxes was quite hard up until a few months ago. Shared mailboxes have to get many emails, so automatic parsing and archiving of emails is essential. I’m sure you have one shared mailbox like this with:

  1. Notifications from failing servers.
  2. Newsletters from services that you registered.
  3. Notifications for changes in services that you have
  4. Warnings from the teams
  5. General feedback

I can continue, but you get the idea. So how to move the emails?

Before we start, some caveats.

First, you need permission to access the shared mailbox. These permissions are not something you configure on Power Automate, so it needs to be added by your administrator. The best way to know if you have permissions or not is to open your Outlook and check if you have that mailbox there. If you do, then you’re able to use Power Automate to change something.

The second one is more procedural. Please remember that it’s a shared mailbox so that other people may have access to it. Make it clear to everyone that checks that mailbox that Power Automate is parsing some emails automatically. And that some of those emails are moved automatically. People should be aware of what’s happening because, otherwise, by moving the emails, you’ll be, for all intents and purposes, hiding them in a folder.

Caveats out of the way let’s see how to do it:

Move email

You only need the “Move Email” action. This action has a field that is the “Original Mailbox Address.

If you leave it empty, then it will use your mailbox as the default. If you press the folder icon, you’ll see your email folders.

But if you are filling in the email address, you’ll see the folders in the shared mailbox instead.

That’s it. You need to be careful that the email address is the one you’re looking for, and you’ll be able to move the email.

Pro Tip:
If you want you can move emails from the shared mailbox into your mailbox. To do that, in the “Move Email” action, don’t put any email and you’ll see your own folders. If you pick one of those, then the email will be moved there.

Final thoughts

I want to thank Microsoft for this small but huge change. This was impacting our productivity greatly because we had a lot of emails arriving, and I didn’t want to delete them. By implementing the ability to move emails inside the shared mailbox, I parse a lot of emails and make some of my co-workers very happy.

Have a suggestion of your own or disagree with something I said? Leave a comment or interact on Twitter and be sure to check out other Power Automate-related articles here.

Photo by Robinson Greig on Unsplash

Manuel Gomes

I'm a Project Manager with experience in large projects and companies. I've worked in the past for companies like Bayer, Sybase (now SAP) and I'm currently working for Pestana Hotel Group.

View all posts by Manuel Gomes →

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