How to Save Attachments from Sent and Deleted Items with Power Automate
Question details
The user wants to automate the process of saving email attachments that are located in the Sent Items and Deleted Items folders using Microsoft Power Automate.
- Product
- Power Automate and Microsoft Outlook
- Device & OS
- not provided
- Scenario
- Setting up a workflow to automatically extract and backup files attached to outgoing emails or emails that have been moved to the trash.
- Observed behavior
- By default, attachment-saving flows typically target the Inbox. The user needs to point the automation specifically to the Sent Items or Deleted Items folders to capture attachments there.
Ensure you have an active Microsoft Power Automate account, access to your Outlook mailbox, and proper permissions for the destination folder (such as OneDrive or SharePoint) where the attachments will be saved.
Create Separate Flows for Each Target Folder
Because the standard Outlook trigger only allows monitoring one folder at a time, the best approach is to create individual flows for your Sent Items and Deleted Items.
A single 'When a new email arrives' trigger cannot dynamically monitor multiple different folders simultaneously. Creating duplicate flows dedicated to each specific folder ensures reliable automation without complex routing logic.
Navigate to the Power Automate portal and sign in with your Microsoft credentials. Go to 'My flows' on the left sidebar.
If you already have a flow that saves Inbox attachments, click the three dots (More commands) next to it and select 'Save As' to create a copy.
Open the newly copied flow in edit mode. Click on the 'When a new email arrives' trigger to expand it. Click the folder icon next to the Folder field.
From the folder picker menu, navigate through your mailbox structure and select either 'Sent Items' or 'Deleted Items'. Save and turn on the flow. Repeat this process for any other folders.
Change the Folder in an Existing Flow
If you only need to process Sent or Deleted items instead of your Inbox, you can simply update the folder selection in your current trigger.
Use a Scheduled Cloud Flow for Batch Processing
Set up a time-based flow that periodically scans the Sent Items or Deleted Items folders to retrieve emails and save their attachments.
Edit Downloaded Attachments Seamlessly with WPS Office
Once Power Automate successfully saves your email attachments from Outlook, use WPS Office as a free, lightweight alternative to open, edit, and manage them. It provides an intuitive interface and reliable formatting for all your daily tasks.
- 1. Download the Installer: Visit the official WPS Office website and click the free download button for your operating system.
- 2. Install the Application: Run the downloaded setup file and follow the quick on-screen instructions to complete the installation.
- 3. Open Your Attachments: Launch WPS Office and directly open the Word, Excel, PowerPoint, or PDF files that Power Automate saved to your local drive or cloud folder.
Frequently Asked Questions
Can I select multiple folders in a single Power Automate trigger?
No, the standard 'When a new email arrives' trigger in Power Automate only permits you to select one specific folder at a time. To monitor multiple folders like Inbox, Sent Items, and Deleted Items simultaneously, you must create a separate flow for each.
Why isn't my flow triggering for emails moved to the Deleted Items folder?
The 'When a new email arrives' trigger typically fires only for emails that are delivered directly to that folder. If you drag or move an existing email into Deleted Items, the trigger may not recognize it as 'new'. In these cases, using a Scheduled Cloud Flow with the 'Get emails' action is a more reliable solution.
Can I save attachments from a shared mailbox's Sent Items?
Yes, but you need to use a different trigger. Instead of the standard trigger, use 'When a new email arrives in a shared mailbox (V2)'. Enter the shared mailbox address, and then click the folder icon to select the Sent Items or Deleted Items folder specifically for that shared account.
Where does Power Automate store the attachments it extracts?
Power Automate does not store attachments on its own. You must define a destination within your flow by adding an action like 'Create file' for OneDrive for Business, SharePoint, or Google Drive, specifying exactly where the extracted file data should be written.
