Power Automate: Sending Emails As A Different User

In this video, Devin Knight from Pragmatic Works demonstrates how to handle a common challenge in Power Automate: sending emails as a different user. Many users want to send emails through Power Automate but need them to appear as though they’re coming from someone else. This process involves specific settings in both Power Automate and Microsoft Exchange to ensure proper delegation and permissions are in place. Devin walks through the necessary steps to enable this feature, highlighting potential errors and how to resolve them.

Steps to Send Emails as a Different User

Devin explains the setup process in Power Automate when using the Outlook connector to send an email as a different user. He shows two examples of workflows where the goal is to send an email from one account but have it appear as if it came from a different user.

• Step 1: Create an automated flow using the Outlook connector.
• Step 2: Go into the advanced settings and enable the option to send the email as a different user.
• Step 3: When testing the flow, you may encounter an error that says you are not authorized to send emails on behalf of the specified user.
• Step 4: To resolve this error, the email delegation needs to be set up in Microsoft Exchange.

Configuring Microsoft Exchange for Email Delegation

To allow one user to send emails on behalf of another, the administrator must configure delegation in the Microsoft Exchange Admin Center. Devin explains how to do this step-by-step:

1. Access Microsoft Exchange Admin Center: Go to admin.microsoft.com and log in with your admin account.
2. Navigate to Exchange Settings: Select "Exchange" from the Admin Center and go to the "Mailboxes" section.
3. Set Up Mailbox Permissions: Find the mailbox of the user who will send emails on behalf of another, and modify the delegation settings.
4. Grant Permissions: Under "Send As" and "Send on Behalf" options, grant the necessary permissions to the other user.
5. Wait for Changes to Take Effect: It may take several minutes for the changes to propagate. Be patient and test again after the waiting period.

Testing the Workflow

Once the delegation settings are configured, Devin demonstrates how to test the flow to ensure it works as expected:

• Test the flow manually by running it and checking the output.
• If the setup was correct, the email will be sent successfully and will appear as though it came from the designated user.
• If there is still an error, it may indicate that the permissions have not been set correctly, and further adjustments in the Admin Center may be required.

Send On Behalf vs. Send As

Devin also explains the difference between two key options in email delegation:

• Send As: The email will appear as if it came from the specified user, without any indication that it was sent by someone else.
• Send on Behalf Of: The email will show the original sender’s name followed by "on behalf of" the user who is actually sending the email.

Conclusion

By following these steps, you can easily set up Power Automate to send emails as a different user, streamlining communication within your organization. If you encounter any errors, such as permission issues, the solution lies in adjusting your mailbox delegation settings within the Microsoft Exchange Admin Center. With these changes, you’ll be able to send emails from the desired account seamlessly.

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