Monitor shared mailbox with Power Automate #PowerAutomate #Outlook

In this tutorial, I will walk you through the process of monitoring a shared mailbox using Power Automate. With this automation, you'll be able to receive a weekly summary of email count, subject, sender, and received date either via email or directly to Microsoft Teams. As a bonus, we'll also explore the new Power Automate Designer (in preview), preparing you for upcoming changes.

Managing shared mailboxes efficiently is essential for teams and organizations to stay organized and ensure timely responses. By leveraging the power of Power Automate, you can automate the process of monitoring shared mailboxes, saving time and effort.

00:00 Intro
00:45 Shared Mailbox Overview
01:06 Building a flow
02:15 Using get emails action
03:22 Creating an html table
05:39 Sending an email alert
06:38 Testing the solution
07:16 Adding CSS Style to Table
09:13 Testing the solution with styled HTML Table
09:38 Post alert to Teams
11:19 Testing of Post to Teams
12:08 Adding in a condition for NO Emails
13:19 Testing the conditional logic
14:14 Old vs New Designer in Preview
15:11 Outro

[rakeshverma]

Very informative video Damien. Keep it up.

[GaryCarmen]

Great video as always Damien. Just to share that I do format the HTML table for MS Teams, I use the replace function to modify the string to add a border and a second replace to add the style attribute. In this example, I have created a HTML table, then used a compose to get rid of some unwanted characters from SharePoint and then this compose to provide a table using the output of the last compose - replace(replace(outputs('Compose'), '<table>', '<table border="1"'), '<td>', '<td style="padding:20px;">'). I then add the last compose to add to a channel body message to provide a table that looks better than the out the box HTML table

[andrewjameson]

Brilliant and something I am going to work on, I assume it would work for an actual plain mailbox

[billypham]

great video, thank you Dan. Is there a way that you can scan a mailbox with all questions and search for all the answers through Sharepoint?

[michaelkerwath]

Hi Damian - I always find your explanations really great and have already adopted a lot of them. Your example shows how to use one shared mailbox. Is it also possible for me to monitor several shared mailboxes and combine the mails from the respective mailboxes into one message? So not one message per mailbox but one for all mails from all mailboxes?

[JWatCOH]

Howdy! I got this working fairly well except I can't get the hoverable table to work. I followed the instructions and verified I've copied the code for the hoverable table. It comes out formatted, but the hover doesn't work. Also, any thoughts to how to sort the date in ascending order from oldest to newest? Thanks!

[MrRajkumarsekar]

Should the shared mailbox be on Office 365 exchange server? Or can do this on older versions of exchange server

[lucasdodimead]

Hi Damien
Great video
I do have a question though. I am trying to monitor a shared mailbox and emails need to be responded to asap.
I have been using "When a new email arrives in a shared mailbox" However it gives me a 5 min recurrence limit, I cannot find a way around it as of yet
Any advice?

[jameswood]

Thank you for the guide on this! I have been looking for a way to do this for a few weeks with no luck. I am new to automation so this seems great to use. Unfortunately, each of my iterations always returns a "0" emails found in the response email. I have made sure to try this on a shared inbox and and my own work inbox but with no luck. I made certain I have at least 2-3 unread emails for the automation to find.
Do you have any ideas on troubleshooting that I could follow?

[mattyy]

is there a way to do this flow with a shared inbox but for it to send an email with a count of total emails received or moved into a specific folder in the last 7 days?

[CLos]

Could this be done to count the amount of emails in a specified category? For example: in a shared inbox there may be 1000 emails with 50 in category red for priority, 500 yellow for pending, etc etc.

[jeroenborgman]

This is really handy. I have set this up to monitor all of my shared mailboxes and my mailboxes at client Tenants. For every mailbox I created an Get Emails and Create HTML table action so mails from each mailbox gets presented in their own table.
But with over 10 mailboxes to monitor this gets a bit messy. Is there a way to do a sort of for-each loop through all of the mailboxes and still present a resulttable for each mailbox?

[brettsnyder]

Great Video DamoBird365. Very informative and easy to follow.
One thing I noticed .. the time listed when the email was received in your(my) inbox does not match the times listed in the HTML table. Where/What do I need to change so the times in the HTML table are actually the time the email was recieved?

[hoski]

thanks, I'm going to try this out but I need to monitor for emails based on subject, say something like a daily check for emails with subjects that start with "Daily report" but with a wildcard after that. think that's possible?

[binumathew]

Hi, Thank you for this wonderful video.

I need some modification as my requirement is a bit different. I tried different places, but it didn't work.

I have a shared mailbox which is shared by 4 people. I have the following scenarios:
1) Whenever I sent an email related to the topic, I copy to this shared email address so that others can see it.
2) Sometimes users send emails to our individual emails and also to this shared mailbox
3) Sometimes users send emails to this shared mailbox only

I want to get a notification / forward the email if the mail is sent to this shared mailbox and not sent /copied to my personal address.

I tried the "When mail arrives in shared mailbox trigger" and add the condition
TO - does not contain - <my email address>
FROM - does not contain - <my email address>
CC - does not contain - <my email address>

But it threw an error at this condition. Could you please guide me how can i get it done.

Thank you!

[elfyjohnson]

Please create a video on Adaptive Cards.