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3 ways to change email sender address in Power Automate

Posted on September 23, 2020January 6, 2022 by Tom

“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.

change email sender address Power Automate

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.

change email sender address Power Automate

Summary

As you can see, there’re multiple options how to change sender email address in Power Automate. 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.

All that’s left is to format the email, e.g. add a table with SharePoint items.


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2 thoughts on “3 ways to change email sender address in Power Automate”

  1. Mauro says:
    April 13, 2022 at 11:59 am

    Hi,
    Using connections with a service account to work implies that you must log in with the service account to invoke the flow otherwise it is still run with the user’s credentials.
    For example, if the flow is invoked by a power app, the power app should be used by logging in with the service account?

    Reply
    1. Tom says:
      April 23, 2022 at 8:22 pm

      Hello Mauro,
      I didn’t use this solution in a Power App yet, you’ll have to try how it behaves in various situations.

      Reply

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Hello and welcome!

My name is Tom and I'm a business process automation consultant and Microsoft MVP living in the Czech Republic. I’ve been working with Microsoft technologies for almost 10 years, currently using mainly Power Automate, SharePoint, Teams, and the other M365 tools.

I believe that everyone can automate part of their work with the Power Automate platform. You can achieve a lot by "clicking" the flows in the designer, but you can achieve much more if you add a bit of coding knowledge. And that's what this blog is about.

To make the step from no-code Power Automate flows to low-code flows: using basic coding knowledge to build more complex yet more efficient flows to automate more of your daily tasks.

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