Power Automate cloud flows are widely used to automate many business processes and Email is one of most widely used action to send out notifications. Having said that, there will be definitely request to send the email from a generic address instead of the flow creator email address or the email action’s connection owner email address as shown below:
By default, the from Address of the mail generated from Power Automate uses the Flow creator email address as shown above under My connections. To send an email from generic email address, you can
Create a Shared mailbox in exchange online (No license required) and grant access to the flow creator and then use any of the following action in the flow
Send an email
Send an email from a shared mailbox
Use an existing Microsoft 365 group in
Send an email
Setup Shared Mailbox in Exchange Online & Power Automate email actions:
Find steps below to create a shared mailbox in Exchange online & provide delegated permission (Send as) to the flow creator.
Sign into Exchange Admin center. Go to Recipients > Shared and then click New Add Icon. Enter the Name, email address & domain for the shared mailbox and then click Create.
Open the newly created mailbox which opens the mailbox details pane as shown below. Click Manage mailbox delegation.
To use the action Send an email from a Shared Mailbox in the flow
Grant Read and manage and Send As permissions by clicking Edit button>Add permissions and then select the user (Flow Creator) you want to grant permissions to.
Find the flow action for reference
To use the action Send an email in the flow. Grant Send As permissions by clicking Edit button>Add permissions and then select the user (Flow Creator) you want to grant permissions to.
It takes approximately an hour for the permissions to be reflected so as to use in the Power Automate action.
Microsoft 365 group in Send an Email action:
If you have a Microsoft 365 group or a Microsoft Team, you can use the mailbox associated to group in Microsoft Flow for sending the email (Send as). Microsoft Teams creates a Microsoft 365 group whenever a team is created. Let us see how to enable a M365 group in order to use in Power Automate action Send an email action by providing Send as permissions to the flow creator or the email action’s connection owner. Find steps below to grant Send as permissions
Sign into Exchange Admin center. Go to Recipients > Groups and then click the Microsoft 365 group you wish to be used in the flow. Go to Settings>Click Edit manage delegates
Add the Flow creator email address and grant Send as permission
By default, the Microsoft 365 group are not capable to receiving emails from external senders. To enable it Check the box as shown on the above picture “Allow External senders to email this group”
If the permissions are not set right, you might get any of the following message in the flow
You are not authorized to send mail on behalf of the specified sending account
Specified folder not found. The error could potentially be caused by lack of access permissions. Please verify that you have full access to the mailbox
To send an email from third party application you can use the trigger “When a HTTP request is received” with the email action. This trigger generates an anonymous API endpoint which could be used on applications to trigger the flow. Hope you have found this informational. If you are visiting my blog for the first time, please do look at my other blogposts.
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There are many organizations maintaining multiple domains on a single Microsoft 365 or Azure AD tenant, in those cases there might be a need to create dynamic Microsoft 365 groups, security groups & distributions list based on the user’s domain to manage the group’s membership. On this blogpost, let us see how to
Create Dynamic Microsoft 365 group based on the user’s domain for Teams & Yammer
Create a Dynamic distribution list based on user’s domain in Exchange online
To begin with let us see some basics of a Dynamic group. The membership of a dynamic group will automatically update as people join, leave, or move within the organization whenever the user’s Azure Active Directory attributes are changed. In simple terms, rules determines the group membership. The users will be added or removed automatically as and when the user attributes change or users join and leave the tenant which reduces the administrative effort of adding and removing users from a group. Dynamic group can be created based on variety of attributes including role, location, department etc.
Create Dynamic Microsoft 365 group based on the user’s domain for Teams & Yammer
Microsoft Teams and Yammer (Microsoft 365 Connected) supports dynamic membership. It enables the membership of Team or Yammer to be defined by one or more rules that check for certain attributes in Azure AD. Microsoft Teams & Yammer creates a Microsoft 365 group in Azure AD. For this post, the membership rule will be simple one which is based on the user’s domain and country. You can also have a complex rule involving multiple Azure AD attributes like Title, Geography, Department etc. Before we proceed further, there are some pre-requisite & facts to be considered before creating a dynamic group.
User Administrator or Global administrator role in Azure AD
Users you foresee to be part of a dynamic group membership rule should have an Azure AD premium License P1 or P2
Microsoft 365 E3, E5, Front line workers MF3 & MF1 has Azure AD premium 1 service which should suffice.
An Azure AD organization can have maximum of 5000 dynamic groups.
Any number of Azure AD resources can be members of a single group.
Dynamic Membership based on Domain for Teams:
To create a Dynamic membership MS team, create a Microsoft 365 group first with Dynamic membership in Azure Active directory. You can create a dynamic group from PowerShell but here I will be using Azure Ad GUI to create the dynamic Microsoft 365 group with rule to add users based on their domain and country. I have added a domain m365pal.me to my Azure AD tenant which I will be using here for this example.
Select the Group type as Microsoft 365. Dynamic membership will also work with Security group but for team it should be Microsoft 365 group.
Enter the Group Name & Group email address
Select the Membership type as Dynamic User
Select the Owner and then
Under Dynamic user members section, click Add dynamic query
In Dynamic membership rules panel, add rule to define membership based on users domain & country
First rule for Domain: under Property column select userPrinicipalName, Operator should be Contains and the Value should be the domain name in format “@yourdomain.com”. This rule will add all users with the UPN email@example.com. Now click + Add expression to add the second rule
Second rule for country: under Property column select country, Operator should be Equals and the value should be the country name.
You can also validate the rules by clicking the link Validate Rules and then by adding users to check if the user satisfies the rule
Click Save. This is how it should look like
After waiting for couple of minutes, check the group membership. Please find below screenshot for the group which has two members satisfying the condition. You can also notice the + Add members link is disabled since the group is dynamic membership and not assigned. To modify the rules, click the link Dynamic membership rules link.
Now we are ready to create the MS Teams, go to https://teams.microsoft.com/ and then click Join or create a team at the left bottom corner and then Click Create a team
Click From a group or team and then click Microsoft 365 group
Now select the group you have created in Azure AD and then click Create.
The team is now created, you can find the team on the list. Check the membership of the team which will have the two users satisfying the rules and the owner of the group. One more thing to notice here is the message which says The membership settings prevents you from adding or removing members.
Voila! Dynamic Microsoft team is now created & setup.
If you have an existing team to be converted to a Dynamic team, find the Microsoft 365 group in Azure AD for the Team you wish to convert and then update the membership status from Assigned to Dynamic user with membership rules
Dynamic Membership based on Domain for Yammer:
Yammer (Microsoft 365 Connected) also supports dynamic membership. Find the steps below to create a dynamic yammer group based on the user’s domain. Find the steps below
Click Create a Community and then Enter the name of the Community
Click the button Create
Now sign in to Azure AD Admin center to the update the membership settings of the Microsoft 365 group connected to the Yammer community. Find the yammer group and then click
Click Properties under the Manage blade and then change the membership type from Assigned to Dynamic user
After updating the membership type to Dynamic user. You will now have option to enter the dynamic query. Click dynamic query
In Dynamic membership rules panel, add rule to define membership based on users domain
Rule for Domain: under Property column select userPrinicipalName, Operator should be Contains and the Value should be the domain name in format “@yourdomain.com”. This rule will add all users with the UPN firstname.lastname@example.org. Now click + Add expression to add rules based on need
Click Save. Wait for couple of minutes for the membership to be updated.
Now check the Yammer group in Yammer.com for the membership status. Please find below screenshot for your reference which will not have the + icon on the highlighted members section for adding users since this is now a dynamic yammer group
Also, Microsoft 365 group/Security group can be used for different use cases. See some sample use cases below
Create a Dynamic distribution list based on user’s domain in Exchange online:
Dynamic distribution groups are mail-enabled Active Directory group to distribute email messages to all its members within a Microsoft Exchange organization. Unlike regular distribution lists that contain a defined set of members, the membership list for dynamic distribution groups is calculated each time a message is sent to the group, based on the filters and conditions that you define in the group. You can create a Dynamic Distribution list from Exchange Admin center as shown below but the options to write advanced filter conditions or rules are limited so PowerShell is preferred.
Dynamic Distribution list from PowerShell:
Make sure the Exchange online PowerShell module is installed. There are some limitations to create a recipient filter (Rules) that worked based on user’s domain with the operator like or contains but there is a workaround. The filter works based on the exchange property WindowsEmailAddress which is always the primary SMTP address, you can also consider using the property WindowsLiveID. Follow the steps below to create a Dynamic Distribution list based on user’s domain
Load the module by the running the command Import-Module ExchangeOnlineManagement
After authentication, enter the following command to create the Dynamic DL based on User’s domain. I have added the RecipientTypeDetails in the RecipientFilter to apply the filter rule only to user mailboxes which excludes the SharedMailboxes
Summary: On this post we have seen how to create dynamic groups based on user’s domain. Do some planning to start using the dynamic groups which will help reduce lot of administrative overhead. Hope you have found this informational & helpful. Let me know any feedback or comments on the comment section below