3 ways to change email sender address in Power Automate

“How do I change the email sender address in Power Automate? I don’t want my Power Automate flow to send all emails from my email address.”


You built a Power Automate flow sending information in an email and everything works fine. Except one detail: every email sent by the flow comes from your email address. The number of emails you send to your colleagues multiplies. Some might even find it hard to recognize emails sent by you and emails sent by the flow. How can you change the email sender to avoid it?

‘Send an email notification (V3)’ action

You probably noticed there are two actions to send an email, ‘Send an email (V2)’ and ‘Send an email notification (V3)’.

While ‘Send an email (V2)’ is using a connection to ‘Office 365 Outlook’, that means your email address by default, the ‘Send an email notification (V3)’ has ‘Mail’ connection, a generic connection to the Power Apps and Power Automate platform. Using ‘Send an email notification (V3)’ will send the email from ‘microsoft@powerapps.com’ address.

There’s a limitation though, you can send only 100 emails every 24 hours using this action.

Shared mailbox

Let’s go back to the ‘Send an email (V2)’ action. When you click on ‘Show advanced options’, you’ll see another field, ‘From (Send as)’. You can send emails from a shared mailbox.

There’re just two prerequisites:

  1. The shared mailbox must exist.
  2. You must have either ‘Send as’ or ‘Send on behalf’ permissions to the mailbox. The difference is shown below:
    • ‘Send as’
    • ‘Send on behalf ‘

Service account

You might have limited access to this possibility unless you work in your organizations’ IT department, but let’s keep it in the list. Having a dedicated service account used for flow management gives you another account whose connection to ‘Office 365 Outlook’ you can use when sending emails.

Use the service account connection in the ‘Send an email (V2)’ action and the account’s email address will be used as a sender. You’ll need to switch the connection for all email sending actions in the flow, unless you created the flow under the service account, in such a case the flow will be already using the connection.

Summary

Out of the options above I like the 2nd one, having a shared mailbox to send the notifications, the most. There’re no limitations as when using the ‘Send an email notification (V3)’, you can have special email address for each solution, and you don’t need another (service) account with a license.


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